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REES SOFTWARE & SYSTEMS LIMITED |
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Debtors/Invoicing
How do I enter a cash sale?
Firstly, we recommend that you have a `client' called `Cash Sales'. Once this client has been added, go into 4.1 and enter the Cash Sales code; process the invoice as required. When you enter `P' to print the invoice, a window will open asking for the amount paid and the payment type. You can press Shift-F1 to display the payment methods. If the client is paying with a combination of methods, enter `0' and enter the quantities in each method as appropriate. How do I do a credit?
The same way as you enter an invoice, only enter a negative quantity in the quantity field. The monetary amount will automatically show as a negative value. Why do the invoice totals not
appear on the client's account?
If you have chosen to keep your invoices `open', they will not be added to the client's balance until you post them to the client's account. Do I need to use areas, salespersons, discount groups etc?
Areas, salespersons, discount groups etc are provided for management reporting and analysis of your business. These features are a standard part of ReesEasy; however, if you choose not to use these features you are able to have them all defaulting to a value of 1. Note that until you add a description for each area, salesperson etc you wish to use, ReesEasy will beep to alert you to the fact that the value is not in use. If you do not wish to use these analysis options, it is best to enter a `.' in number one of each analysis field. We recommend that you always set up stock in groups. How do I receipt a client's
account?
You receipt clients' payments via 1.2 (Client Payments Received). Enter a batch name, then the client code, receipt date, reference number, amount etc. The payment methods can be displayed by pressing Shift-F1. If you are using open-item Debtors, after you have entered the details a window will open showing all outstanding invoices and unmatched credit notes. ReesEasy will automatically match the oldest invoices as paid for the total of the payment; however you can easily change this by entering zero next to the invoices which haven't been paid, and then entering the amounts paid next to the invoices which are actually being paid. When you have matched the payment to the invoices, the base of the screen will show that there is zero to allocate: then press Escape, then F for File. Continue with the next payment. Why do I get the Balance Forwards
showing against my Debtors when I am using open-item debtors?
If you leave a payment amount unallocated, i.e. not matched to the appropriate invoice, then the amount will be carried forward at your next period end as a Balance Forward. Follow the directions above on receipting a client's account. How do I fix a receipt posted to
the wrong client account?
Enter a negative (-) receipt to the same debtor for the same amount to reverse the receipt out, then post the receipt to the correct debtor. Why do some clients have credits
in one column and debits in others?
When you enter a credit, you should match the credit to an invoice, so that they clear or reduce that invoice from being owed by the client. If you haven't done this, go into 1.2 (Client Payments Received) and enter the client code in a batch, in the amount field enter 0.00, and in the payment method field enter 9. When the invoices are displayed, enter a negative payment beside Credit Note, then a payment for the same amount as the credit beside the appropriate invoice(s). When you have matched the total credits to invoices, the bottom of the screen will show that you have allocated 0.00 and have yet to allocate 0.00; press Escape, then F for File. Why are some of this month's
invoices not included on my client statements?
You may have unposted invoices. Go into 4.12 (Add Invoices to Client Statements). Post all invoices up until the end of the month you have just completed. When you have completed this, run an unposted invoice list from 4.3 with the date range 01/01/60 to 31/12/59 to ensure all invoices on this list are meant to be unposted at month end. I've entered the wrong amount on a
hand-written invoice -- how do I correct it?
Re-enter the same amount in Hand-written Invoices, except with a negative (-) to reverse the transaction, then enter another Hand Written Invoice for the correct amount. This applies to Hand Written Credits as well. I have unposted invoices showing
on my Client Summary Balance Report -- how do I know these are all correct?
Print an Invoice List for Unposted Invoices (4.3), with the date range of 01/01/60 to 31/12/59. This will print all unposted invoices, thereby finding any unusual invoice dates. Change any incorrect dates via 4.1 (Enter Invoices), then post as required. Can I enter invoices for the next
month without affecting my sales reports, statements etc?
If you have your system set up so that you have the option of posting your invoices, then you can enter invoices for the next month. However, it is important that you don't post these invoices until after your period end, otherwise they will appear on your client's statement and in your sales reports. How do I do a credit note?
The same way as an invoice (4.1), except that the quantity will be negative. How do I correct an over- or
under-charge for a client, without altering my stock files (Stock on Hand,
sell price etc)?
If you have under- or over-charged a client for a product, then the easiest way to correct this error is to enter an invoice (4.1) for the client which exactly reverses the charge made to the client in error, then on the same invoice re-enter the correct charge. Note: The net effect on stock is nil; the under- or over-charge is the difference between the reversal and the recharge, hence the amount of the invoice/credit. Why do all my credit notes appear
in the current column of the Debtors Trial Balance, when the invoice is in
another month?
All credits appear in the current month, unless they are matched to a specific number. When you process a credit note you are asked in the last window for the invoice number that the credit relates to; you should enter an invoice number here to ensure that the credit is matched correctly. Why do some stock items not show
on my Stocktake lists and reports?
If you have stock set up as
` How is the Average Price
calculated?
ReesEasy calculates each stock unit's average price by the true weighted average. This is updated every time you receive stock into the system or sell it. What is the Bill of Materials used
for?
This feature can be used in numerous ways, such as setting up standard disclaimers, standard terms of trade etc, or for manufacturing several stock items into one item -- e.g. butter, flour, yeast, salt, and water into bread. The Bill of Materials will provide you with the cost of the item made, and how to make the item. You can then use this feature to maKe (K) the item; this will reduce the quantities of all the stock items making up the new item, and place the number of items made into stock. What is the difference between a Stock Group, a Stock
Type, and a Stock Discount Group?
A Stock Group is used for identifying stock which is similar, and which would usually have the same markups, e.g. nuts and bolts. A Stock Type is used to identify various types or categories within a Stock Group -- e.g. 2 ", 3 " etc, or Mitre 10, Placemakers, Carters etc. A Stock Discount Group is used to create a matrix of discounts for each client discount group -- e.g. 1 for Timber, 2 for Hardware. You need to have a different Stock Discount Group for every stock item that has a different discount rate applying to it. Note: You can now mark up stock by Stock Group, Stock Type, or Stock Discount Group. How do I get rid of a job when the
quote doesn't equal the costs assigned to the job (an under- or over-quote)?
Do a Summary invoice for the amount quoted. When the invoice window pops up, either enter the job as being closed, or change the job status to closed. The under-quote or over-quote will go to the stock code you have selected in your Job Cost setup (6.14), and the net result of this stock code for the year will be what you have under- or over-quoted. Why do my Stock Reports not equal
my Debtors Reports?
Hand-written invoices and
hand-written credits are not included in your stock reports, whereas they do
appear in your Debtor Reports. What is
Linked Stock and how does it work? Linked stock has been designed to
allow you to buy by the tonne and sell by the kilo. To do this you create two stock codes
being say; Tonne and Kilo. You
purchase order by the tonne so the Tonne is set up as a stock item under
Stock Set Up (Menu Option 2.1). As you
sell by the kilo the Kilo is set up as a non-stock item under Stock Set Up. To use the linked stock function,
you need to select Yes to the question, ‘Use Linked Stock?’ under the main
setup (14.14 password = ‘setup’), this question is found in the stock
section. When this setting has been selected,
go to your kilo stock code under Stock Set Up, there will be two extra fields
at the base of the page, being: ‘Linked to Stock’ and ‘conversion
factor’. Under the Kilo stock code,
enter in the ‘linked to stock’ field the code Tonne (NB you can only access
this field, if the stock code you are in is a non-stock item), in the
‘conversion factor’ field enter the conversion from tonnes to kilos i.e.
1/1000 = 0.001. Now when you do a purchase order, or
receipt for Tonne, the kilo code will show 1000 times that quantity, i.e. a
stock receipt of two Tonne will show as 2000 Kilo’s in the Kilo stock code. You can invoice clients using either
Tonne or Kilo stock codes as required, however you order using the Tonne, as
this is how your supplier ships the product to you. The Kilo is a non-stock item, to
prevent the two stock items being double counted in stocktakes, stock values
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