AR procedures [in-depth guide]
Guide contents: Entering client receipts | Applying funds to invoices | Applying receipt to sales | Details edit | Void a receipt | Monitoring your AR procedures | Client invoices listing screen
The purpose of this user’s guide is to outline The Way (our suggested workflow) for utilizing the AR portion of the accounting module in Workamajig.
This guide will cover your AR procedures in Workamajig including:
- How to enter client receipts & apply the funds to your client invoices.
- Run reports to monitor your AR procedures.
Entering client receipts
When a client sends you money, you will enter it into the system as a receipt. When entering a receipt into Workamajig, you have the option to apply the full amount or a portion to an open client invoice, or you can designate a sales account to apply to or finally, you can choose to leave the funds unapplied so you can apply it later on to a future client invoice.
Go to: Menu > Billing > Receipts >Receipt entry screen [video]
- Client: Enter client ID for receipt. Type a few letters of the name or ID to narrow the list, or use the drop-down for the entire list of active clients.
- Check amount: Enter the total amount of the receipt.
- Bank fee: Enter any Bank fee. Uses GL tracking setup.
- Reference number: Enter check or reference number e.i. ACH bank reference number.
- Deposit ID: Defaults today’s date or enter the date the receipt will be deposited to your bank account. This is so all receipts marked with the chosen date will be grouped together and easily viewable via Menu > Billing > Deposits. Text field can include alpha characters (AM/PM).
- Receipt date: enter the date the check was received. Like the posting date, this too will default to today’s date. This date is used for the AR aging report.
- Posting date: Defaults to today’s date; enter the date you want the receipt posted to the GL Acct.
- Cash account: Enter the GL account the receipt will be deposited to. Default’s to the cash account set up in Gl tracking options.
- Payment method: Select from methods (System setup > Billing options > Payment methods)
- GL company: Only if GL companies are on/setup; Defaults from GL tracking options; Populates open invoices based on GL company on invoices for the selected client.
- Post unapplied account: Defaults from GL tracking options or enter for ‘prepayment’ GL.
- Description: Overall description
- Currency: Select if using multiple currencies.
Applying funds to invoices
Once you enter the client on the receipt, the lower portion of the screen will refresh with a list of all the open invoices you may have in the system for that client (if there are any).
Auto apply: clicking this button will allocate the check amount to the individual invoices. Workamajig will apply the funds by starting with the oldest invoice. It will apply the check amount toward the full 'open amount' of the first invoice. If funds are left over, the system will apply to the next invoice, and so on.
The amount applied to each invoice can be manually adjusted by clicking into the grid under the Amount column.
Another option for applying funds to an invoice or invoices is to:
Select the check boxes next to the invoice(s) you want to apply the check amount. By default, it will apply the entire open amount.
SAVE: Click Save to close and return to the main entry layout; check ‘add more receipts’ to re-open new receipt entry after saving.
Cancel: This will cancel the entries made and return you to the main entry layout.
Once saved and before posting you can edit header or line details (linked invoices, applied amounts, etc); add additional open invoices or apply to sales GL if unapplied amount.
Applying receipt to sales
This area allows you to enter a receipt amount directly to a sales account. If you do not have an open invoice in the system for the selected client, you will be automatically brought to the Sales tab when entering a receipt.
Use the tab Apply to sales
Select GL account from the drop-down menu (type name/number if known) for posting account
Description: enter a description for the line
Amount: enter the amount to apply to the GL account.
Details edit and right side status allow editing & viewing general info and status.
Status: Posted/unposted, cleared in bank rec, etc.
Opening transaction: This option should only be checked if the receipt you enter is part of your opening balance transfers from your old accounting system.
Edit header: Edit any detail fields before posting.
- Post: Post or batch-post from Accounting today; If posted, click ’Yes’ to see post details.
How to void a receipt
Once a receipt has been posted, it may become necessary to void it. This is done by simply opening the receipt and clicking the VOID button in the upper right corner of the screen.
When you void a receipt, the system will reopen any invoices that were applied to the receipt. The voided receipt will have the original receipt number followed by - VOID (Ex. 1234-VOID).
Monitoring your AR procedures
The most typical method of monitoring your AR in Workamajig is via the AR aging report and the Client invoice listing screen.
AR aging report: This report allows you to look at the aging of all open invoices in the system. You can differentiate between 'advance billing invoices', 'standard client invoices', and 'unapplied receipts'. This report is designed to tie out to the GL account: Accounts receivable that have been set up in your system.
Menu > Reports > AR reports > AR aging
On the left side panel of the report, you’ll find the list of search options. This is where you will enter your preferences and guidelines for the report to run.
Age receivables as of: This is used to set the aging periods. It is not used to exclude or include open invoices. Defaults to today's date. NOTE: This always looks at the POSTING date of the client invoice
Using: Select 'invoice date', 'due date', or 'posting date'. This determines what date will be used to bucket the aging of the invoices.
Client: Allows you to restrict the report to a single client. Leave blank for 'all clients'.
Company: Allows you to restrict the report to a single GL company. Leave blank for 'all GL companies'.
Posted transactions only: Allows you to restrict the report to transactions that have been posted to the GL. This option should be enabled if you are trying to balance your AR aging to the general ledger.
Report source: Select whether you would like to use 'client invoices', 'advance billings', or 'unapplied receipts' as the source of this report.
Use 'client invoices' option for running a standard AR aging report.
Use 'advance billings' option to see a listing of unapplied advance bills. This report can be run as part of your month-end procedures to tie to the advance bill liability account as defined in the GL tracking options.
Use 'unapplied receipts' option to see a listing of unapplied receipts.
Include sales taxes on advance billings: Select this box if you want the report to include sales tax on advance billing invoices.
AE view: Select this option if you would like the report to separate the data out by Account Manager.
AE view page break: Select this option if you want the report to insert a page break between account managers.
Summary view: Select this box if you want the report to run in summary form – showing only one line per client.
Hide multiple projects: Select this option to have the report group like project numbers.
Group by office: If you are using 'offices' to organize and group your information in the system select this option to have the report run with information grouped by office name.
Only invoices older than: If this is left blank or a 0 is entered, the report will not restrict the aging based on the number of days old.
First/second/third period: Allows you to customize the bucket periods for the aging. The default is 30/60/90.
To run the AR aging report, enter your preferred selections in the left side panel and select PDF, Excel, or Email at the top left corner of the AR aging report screen.
Client invoices listing screen
The Client invoice listing lets you view all client invoices in the system. You can also customize the layout & filters to provide information that is important to the user. It has the added benefit of allowing you to double-click on the results to view/edit the invoice. There are several pre-designed listings for you to use: 'all invoices', 'open AR', and 'open credits'.
Menu > Billing > Client invoices.
The dropdown menu allows you to select the appropriate listing. To view results on screen, click the Search button. To print any of these listings you can select PDF, Excel, or Email.
Depending on your security rights in the system, you may have access to the 'Modify' & 'Memorize' buttons at the top right of the listing screen. This will allow you to create the layout & filters you need.
For further assistance do not hesitate to contact Support@Workamajig.com