Customers

Create New Customer Record

1. Within the Gold Menu, go to Receivables > Entry Forms > Customer - Single Sold-to or Ship-to.
2. Click "Insert".
3. Add the customer's shipping and contact information in the header form.
   • In the "Ship-to" or "Sold-to" field with a red flag, enter a unique customer code. This code can contain up to five characters, including letters, numbers, and special characters.
4. Below the Sold-to Tab, provide customer's billing address, if different from the shipping address, along with the sold-to contact information.
5. Click the Detail tab and enter the customer's payment terms.
6. Add optional information under the Details and Notes tabs:
   • Enter a default discount percentage, which will be applied to every order associated wtih the customer.
   • Enter a sales tax locality.
   • Implement a hold or warning for new customers awaiting credit approval and/or current customers with new credit issues. Set the credit status to "hold," then place a STOP at the order stage (the program will not allow the user to save a new order for this customer), or select WARNING. This allows a new order to be saved, but the customer's name appears in red text on the order header form indicating there may be credit issues.
   • Select a default freight method for "ShipVia."
   • Select a Customer Type.
   • Add internal customer and/or shipping notes under the Notes tab. These notes appear in order entry, but do not print on order documents.
7. Click "Save."

Edit Customer Record

1. Query the customer record.
2. Update information as needed.
3. Click "Save."

Quick-Change Customer Master

If you would like to update the same type of information for several customers at once use the Customer Master Quick-Change grid to do so. This can be very useful for after importing customers and adding information that was not required in the spreadsheet. Note that you cannot add or delete customers from this grid.

Delete Customer Record

In the customer detail window, click "Delete." A confirmation window will appear. The keyboard shortcut, Control-D, will delete a customer record without asking you to confirm.

AR Product Accounts

Create AR Product Accounts

AR Product Accounts enable posting sales to the general ledger. While CompuPlants Gold does not support financial reporting, the program still encourages sound financial practices. And, should you wish to convert to CompuPlants Platinum in the future, initiating these practices now will facilitate a much smoother transition later.

CompuPlants comes with five AR product accounts pre-loaded: FREIGHT, INTEREST, PLANTS, ADDS (additional charges), and ROYALTIES. Each is linked to the corresponding GL account. You may adopt these, delete them and create new accounts, and/or make additional accounts, but note that these are the minimum you should have. If adopting these, be sure to change the default GL account number associated with each AR product account so that they match your own GL account numbers.

Invoices & Credit Memos

Create a New Invoice

As a convenience, the application automatically creates an invoice after you post an order to receivables, assigning it the same number as the order. You may, however, manually enter an invoice by following the instructions below. Note that if you are transferring customers from your previous accounting system, you must create an initial invoice to account for their beginning balance.

1. Within the Gold Menu, go to Receivables > Begin Balances/Invoices.
2. Click "Insert."
3. Fill in required information: date, customer, payment terms and payment type.
4. (Optional) Fill in desired information.
   * The application calculates the due date based on the payment terms and invoice date, but you may override this date. It also calculates the "Discount Allowed" based on the payment terms and invoice amount.
5. Click "Save." The "Original Amount" becomes $0.
6. Click "Detail".
7. Click "Insert" to provide invoice details:
   a. Enter a "Quantity." The application multiplies this number by the "Price" to calculate the "Amount."
   b. Select the A/R product.
   c. Enter a dollar value for "Price."
   d. (Optional) Add any other desired information.
   e. Click "Save."
   f. Repeat this process to add amounts associated with other A/R products.

Edit Invoice

1. Query an invoice record in Begin Balances/Invoices.
2. Double-click on the invoice to open the record.
3. Apply changes to the invoice header and/or detail pages as necessary.
4. Click "Save."

Delete an Invoice

You must delete invoice details and any other records associated with the invoice, such as a cash receipt, before deleting an invoice.

Create Credit Memo

1. Within the Gold Menu, go to Receivables > Invoices & Credit Memos > Credit Memos.
2. Click "Insert."
3. Fill in date, customer, payment terms and payment type, along with other desired information.
   
4. (Optional) Enter an invoice number to be able to apply the credit to a specific invoice. Or, leave this field blank if you'd like to apply the credit at a later time.
5. Click "Save." The balance displayed is $0.
6. Click "Detail" then "Insert."
7. On the detail page, set a quantity. The application multiplies this number by the Price and displays the total in the Amount field.
8. Select the A/R Product code associated with the credit. For credits resulting from product defects or employee error, you would typically select "plants."
9. Enter a price, credit reason, and any other desired information.
10. Click "Save."

Apply Credit Memo to Invoice

If you have selected an invoice to offset (step 4, above), click "Post Offset" on the credit memo header and the credit will be applied to the invoice. A message will appear at the bottom of the screen indicating if the post was successful or if an error occurred.

Alternatively, you may apply the credit from the Invoices tab on the customer payment form (see apply customer payments). The credit will appear on the invoice grid. Double-click the credit record first to increase the Remaining balance before allocating a customer payment.

Edit Credit Memo

1. Query the record.
2. Double-click on the desired credit memo and adjust information as necessary.
3. Click "Save."

Delete Credit Memo

1. Query the record.
2. Highlight the desired credit memo record.
3. Click "Delete."
4. Confirm that you wish to delete the record.

Payments & Receipts

Enter Customer Payment

CompuPlants offers two methods for recording customer payments. The Customer Payments form offers a time-saving feature: it lists outstanding invoices and unused credit so that you can more easily apply funds to the appropriate invoices. However, if you're entering multiple payments in a short period of time with invoice numbers on hand, you might prefer to use the alternative method, cash receipts.

1. Within the Gold Menu, go to Receivables > Payments & Receipts.
2. Click "Insert."
3. Enter required payment details: Date, Customer ID, How Pay, and the GL account.
4. (Optional) Enter additional information.
   • "Bank ID" can be found in the upper right-hand corner of the check.
   • For the security of your customers, include only the last four digits of credit card numbers.
5. Click "Save."
6. Apply payment to an invoice:
   You may do this immediately after saving the payment, or at a later time. With the payment record highlighted, click "Detail" (or double-click the payment record). The top of the screen displays Receipt no., Customer, Amount, and Remaining. Below, you have three ways to apply payments.
   A. The Invoices tab allows you to apply the entire payment at once:
   
   1. Select the invoice that the payment will post to: double-click the payment record; or, highlight it, then click "Pay Invoice." The "Remaining" field decreases by the amount applied.
   2. (Optional) If funds remain, select another invoice to apply the payment to.
   
   B. The Payment Details tab allows you to split a payment among multiple invoices or to apply a partial amount on account. This is useful when a customer overpays.
   
   1. Click "Insert."
   2. Select the appropriate journal account and invoice number.
   3. Enter an amount to apply to the invoice.
   4. Click "Save."
   5. (Optional) Repeat the above steps to apply additional amounts to other invoices.
   
   C. The Apply on Account tab displays all the "on account" invoices with a $0 balance.
   
   1. Double-click an invoice to apply the payment to it.
7. Return to the payment header by clicking "Back."
8. Click Verify to catch any accounting errors. If no error occurs, the "Verify" icon changes to "Verified" and the application logs a cash receipt. If an error occurs, a message will appear at the bottom of the screen indicating such.
   • If the customer's payment terms allow a discount, and the payment is made _after the period of time described by the terms, a dialog window will appear asking if you still wish to apply the discount.
   • You cannot delete a payment after verifying it.
9. (Optional) Run the Invoices with References report to review payments, credits, and balances.

Edit Payment

If you have already verified a payment, you must un-verify in order to edit it. Some fields on the payment header form cannot be modified, such as Receipt No., Date, and Customer.

On the payment detail page, use the Payment Details tab to edit the amount applied to an invoice. Or, to remove a payment from an invoice altogether, delete the record from the bottom portion of the payment detail page.

Delete Payment

Should you wish to delete a customer payment, you first un-verify it then delete the details associated with it. Lastly, delete the payment by clicking the Delete icon on the payment header form.

Enter Cash Receipt

Quickly enter cash receipts when you have the invoice numbers on hand.

1. Go to Receivables > Payments, Receipts and Prepaids > Cash Receipts.
2. Click "Insert."
3. Enter required information: Date, How Pay, and Amount.
4. (Optional) Add any desired information.
5. Click "Save."
6. Select "Detail" then "Insert." On the detail page, the application will make you aware of any "Discount Available."
7. Apply the cash receipt to an invoice:
   
   a. Choose a "Ledger" account.
   b. Enter an invoice number in the "GL Account/Invoice" field.
   c. Enter an amount to apply to the invoice. This may be a full or partial amount.
   d. (Optional) Enter any additional information.
   e. Click "Save."
   f. Repeat step 7 to apply a partial amount to another invoice.
8. Return to the cash receipt header form by clicking "Back."
9. Click Verify to catch any accounting errors. If no error occurs, the "Verify" icon changes to "Verified" and the application logs a cash receipt. If an error occurs, a message will appear at the bottom of the screen indicating such.
   • You cannot edit or delete a cash receipt after verifying it.
10. (Optional) Run the Invoices with References report to review receipts, credits, and balances.

Edit Cash Receipt

If you have already verified a receipt, you must un-verify in order to edit it. Some fields on the receipt header form cannot be modified, such as Receipt No. and Customer.

On the receipt detail page, you may edit the amount applied to an invoice. Or, to remove a receipt from an invoice altogether, delete the record from the bottom portion of the detail page.

Delete Cash Receipt

Should you wish to delete a cash receipt, you must first un-verify it then delete the details associated with it. Lastly, delete the payment by clicking the Delete icon on the order header form.

Reports

Aged Receivable Detail by Customer

This report begins aging from the invoice post date, not the invoice due date. Enter an Age Date, then determine the aging periods. Select "Print Recap" to display a totals area at the end of the report.

Invoices with References

This report is very helpful for reviewing customer payments, credits, and balances.

Documents

Credit Memos & Invoices

Use this form to generate credit memos that may be printed, as well as invoices that were created independent of an order.

Statements

This form offers lots of flexibility for generating statements with options to select a date range, exclude invoices paid in full, format the last column of the invoice as a running balance, and to print or omit applied credits.