Accounts Receivable PDF

Epicor ERP
Accounts Receivable Course

10.0.700.2
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Accounts Receivable Course Contents
Contents
Accounts Receivable Course..................................................................................................9
Before You Begin..................................................................................................................10
Audience.......................................................................................................................................................10
Prerequisites..................................................................................................................................................10
Environment Setup........................................................................................................................................11
Workshop Constraints............................................................................................................................12
Overview...............................................................................................................................13
Application Setup.................................................................................................................14
Company Configuration................................................................................................................................14
Workshop - Select AR Deposit Tracking Settings.....................................................................................16
Maintenance Programs..................................................................................................................................17
Aging Report Format Maintenance.........................................................................................................17
Pay Method Maintenance.......................................................................................................................17
Workshop - Create a Payment Method............................................................................................18
Bank Account Maintenance....................................................................................................................19
Bank Account Maintenance Sheets..................................................................................................19
Workshop - Add an AR Payment Method to a Bank.........................................................................20
Debit Notes Only Bank Account.......................................................................................................20
Workshop - Create a Bank Account for Debit Notes Only.........................................................20
Product Group Maintenance...................................................................................................................21
Terms Maintenance................................................................................................................................22
Workshop - Create a Terms Record for Multiple Payments...............................................................23
Workshop - Create a Term with Multiple Discounts.........................................................................24
Create a Terms ID.....................................................................................................................24
Add Discounts to the Terms ID.................................................................................................24
Update a Customer Record......................................................................................................25
Recurring Cycle Maintenance..................................................................................................................25
Workshop - Add a New Recurring Cycle..........................................................................................25
Miscellaneous Charge Maintenance........................................................................................................26
Workshop - Enter a Miscellaneous Charge.......................................................................................27
Add a Miscellaneous Charge Code...........................................................................................27
Attach a GL Control to the Charge...........................................................................................27
Tax Setup...............................................................................................................................................27
Tax Allocation..................................................................................................................................28
Tax Type Maintenance.....................................................................................................................29
Workshop - Enter a Tax Type....................................................................................................30
Tax Liability Maintenance.................................................................................................................31
Workshop - Configure a Tax Liability........................................................................................32
Product Tax Category Maintenance.................................................................................................33
Workshop - Enter a Tax Category.............................................................................................33
Epicor ERP | 10.0.700.2 3

Contents Accounts Receivable Course
Tax Jurisdiction Maintenance...........................................................................................................34

Tax Authority Maintenance..............................................................................................................34
Customer Maintenance..........................................................................................................................35
Detail Sheet.....................................................................................................................................35
Billing Sheets...................................................................................................................................37
Tax Exemptions Sheet......................................................................................................................38
Banks Sheet.....................................................................................................................................38
Workshop - Enter a Customer Record..............................................................................................38
Enter Customer Details.............................................................................................................39
Update Customer Terms and Tax Liability.................................................................................39
Enter Bill To Information...........................................................................................................39
Enter Credit Detail....................................................................................................................40
Enter Ship To Information.........................................................................................................40
Enter Contact Information........................................................................................................41
Workshop - Review and Modify a Customer Record.........................................................................41
Contact Tracker...............................................................................................................................42
Electronic Interface Maintenance............................................................................................................42
National Accounts..................................................................................................................................43
National Account Relationship Maintenance....................................................................................43
Workshop - Update a National Account Relationship Record............................................................44
Review a National Account Relationship...................................................................................44
Add a Child Customer..............................................................................................................44
Share a Credit Pool with a Child...............................................................................................44
Update a Child Customer's Credit............................................................................................45
Finance/Late Charge Maintenance..........................................................................................................45
Workshop - Create and Assign a Finance Charge.............................................................................46
Create a Finance Charge Code.................................................................................................46
Enter a Finance Charge Rate.....................................................................................................46
Assign a GL Control Code........................................................................................................47
Add the Finance Charge Code to a Customer Record...............................................................47
Process Finance/Late Charges..........................................................................................................47
Workshop - Process Late Charges.............................................................................................48
Reminder Group Maintenance................................................................................................................49
Workshop - Create and Assign a Reminder Group...........................................................................49
Create a Reminder Group.........................................................................................................49
Design a Reminder Sequence...................................................................................................50
Assign a Reminder Group.........................................................................................................50
Reminder Letter Generation.............................................................................................................51
Workshop - Generate and Post a Reminder Letter.....................................................................51
Daily Accounts Receivable Processing.................................................................................53
AR Invoice Entry.............................................................................................................................................53
Actions Menu.........................................................................................................................................53
Transfer...........................................................................................................................................53
Locate Invoice Group.......................................................................................................................54
Copy Invoice Lines...........................................................................................................................54
4 Epicor ERP | 10.0.700.2

AR Invoice Types.....................................................................................................................................54
Advance Billing Invoices..........................................................................................................................55
Workshop - Create Advance Billing Invoices.....................................................................................55
Create an Invoice Group...........................................................................................................55
Add an Advance Billing Invoice Header.....................................................................................55
Add a Line................................................................................................................................56
Add an Additional Line.............................................................................................................56
Create Another Advance Billing Invoice....................................................................................56
Add a Line................................................................................................................................57
Print Preview the Invoice Group Edit List...................................................................................57
Post the Invoice Group.............................................................................................................57
Deposit Billing Invoices............................................................................................................................57
Workshop - Enter a Deposit Billing Invoice.......................................................................................58
Enter a Deposit Billing Invoice Header.......................................................................................58
Add Deposit Information..........................................................................................................58
Advanced Billing/Deposit Balance Report................................................................................................59
Workshop - View Sales Order Balances............................................................................................59
Sales Order Tracker.................................................................................................................................60
Workshop - Use the Sales Order Tracker..........................................................................................60
Customer Statements.............................................................................................................................61
Commission Report................................................................................................................................61
Sales Tax Report.....................................................................................................................................61
Shipment Invoices...................................................................................................................................61
Workshop - Ship Customer Orders..................................................................................................62
Ship Sales Order Lines..............................................................................................................62
Add a Miscellaneous Charge....................................................................................................63
Workshop - Invoice Shipments.........................................................................................................63
Generate Shipment Invoices.....................................................................................................64
Review Miscellaneous Charge Information................................................................................64
Shipped Not Invoiced Report...........................................................................................................64
Cancellation Invoices..............................................................................................................................65
Workshop - Cancel a Posted Invoice................................................................................................65
Credit Memo Entry.................................................................................................................................66
Workshop - Create Credit Memos...................................................................................................66
Enter a Credit Memo Header....................................................................................................67
Add a Line Miscellaneous Charge.............................................................................................67
Create an Advance Billing Credit Memo...................................................................................67
Add a Line................................................................................................................................67
Post the Credit Memos Group..................................................................................................68
Miscellaneous Invoices............................................................................................................................68
Adjust Sales Accounts on AR Invoice Lines.......................................................................................68
Epicor ERP | 10.0.700.2 5

Workshop - Enter a Miscellaneous Invoice........................................................................................68

Create a Miscellaneous Invoice.................................................................................................68
Enter Line Information..............................................................................................................69
Review the Payment Schedule..................................................................................................69
Print the Invoice.......................................................................................................................69
Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line......................................69
Workshop - Create a Miscellaneous Invoice for Tax Only..................................................................70
Create a Miscellaneous Invoice.................................................................................................70
Add Tax to an Empty Invoice Line.............................................................................................70
Workshop - Create an Additional Miscellaneous Invoice...................................................................71
Update a Line Record...............................................................................................................71
Print Preview the Edit List..........................................................................................................71
Recurring Invoices...................................................................................................................................72
Workshop - Create a Recurring Source AR Invoice...........................................................................72
Workshop - Create a Single Recurring AR Invoice.............................................................................73
Workshop - Generate Recurring AR Invoices....................................................................................74
Retrieve Generated Invoices......................................................................................................74
Correction Invoices.................................................................................................................................74
Workshop - Create a Correction Invoice...........................................................................................74
AR Aged Receivables Report...................................................................................................................75
Workshop - Use the Aged Receivables Report..................................................................................76
G/L Distribution Report...........................................................................................................................76
AR Invoice Tracker..................................................................................................................................76
Cash Receipts Entry........................................................................................................................................77
Invoice Payments....................................................................................................................................78
Invoice Selection..............................................................................................................................79
Workshop - Apply Payment and Cancellation Invoice to Open Invoices............................................79
Create a Cash Receipt Entry Group...........................................................................................79
Add an Invoice Payment...........................................................................................................79
Select Invoices to Pay................................................................................................................80
Workshop - Apply Cash and a Credit Memo to Invoices...................................................................80
Create an Invoice Payment.......................................................................................................80
Select Invoices to Pay and a Credit Memo to Apply...................................................................80
Allow Unapplied Cash to Post..................................................................................................80
Miscellaneous Payments.........................................................................................................................81
Workshop - Enter a Miscellaneous Cash Payment............................................................................81
Prepayments...........................................................................................................................................81
Workshop - Enter Deposit Payments................................................................................................82
Enter an Unallocated Deposit Payment.....................................................................................82
Enter an Allocated Deposit Payment.........................................................................................82
Workshop - Post a Cash Receipt Group...........................................................................................83
6 Epicor ERP | 10.0.700.2

Workshop - Convert a Deposit Payment to a Deposit Invoice...........................................................83

Debit Notes............................................................................................................................................84
Workshop - Post a Debit Note.........................................................................................................84
Enter a Debit Notes Only Group...............................................................................................84
Enter an Invoice Payment.........................................................................................................84
Enter a Debit Note without Specifying an Invoice......................................................................84
Place the Debit Note On Account.............................................................................................85
Post the Debit Note..................................................................................................................85
Credit Card Processing............................................................................................................................85
Invoice Discount Analysis Report.............................................................................................................85
Cash Receipt Tracker..............................................................................................................................86
Apply Document............................................................................................................................................86
Workshop - Apply Document..................................................................................................................87
Select a Document to Apply............................................................................................................87
Select an Invoice..............................................................................................................................87
Apply the Document.......................................................................................................................88
Workshop - Apply a Credit Memo to an Open Invoice.............................................................................88
Select a Credit Memo......................................................................................................................88
Select an Invoice to Credit...............................................................................................................88
Apply the Credit Memo...................................................................................................................89
Reverse Cash Receipt.....................................................................................................................................89
Workshop - Reverse a Posted Cash Receipt and Review Results...............................................................90
Reverse a Cash Receipt....................................................................................................................90
Review the Customer Tracker..........................................................................................................90
Specialized Accounts Receivable Processing......................................................................92
AR Write Off and Adjustment........................................................................................................................92
Workshop - Write Off a Customer's Bad Debt.........................................................................................93
Customer Credit Manager.............................................................................................................................93
Workshop - Manage Customer Records..................................................................................................94
Review a Customer's Credit.............................................................................................................94
Enter a Sales Order..........................................................................................................................94
View Customer Orders and Credit...................................................................................................95
Update Customer Credit Preferences...............................................................................................95
Recalculate the Credit National Account..........................................................................................95
Workshop - Perform a Mass Credit Information Update..........................................................................96
Enter a Sales Order..........................................................................................................................96
Mass Update a Customer's Credit....................................................................................................96
Conclusion.............................................................................................................................98
Appendix...............................................................................................................................99
Epicor ERP Accounts Receivable Transaction Hierarchy....................................................................................99
AR Invoice Entry - Add Invoice................................................................................................................99
AR Invoice Entry - Action Menu............................................................................................................102
AR Invoice Entry - Discounts and Taxes.................................................................................................103
Cash Receipt Entry................................................................................................................................104
Epicor ERP | 10.0.700.2 7

Apply Document...................................................................................................................................106
Reverse Cash Receipt............................................................................................................................107
AR Write Off and Adjustment...............................................................................................................108
Payment Instrument (PI) Receivable Entry..............................................................................................108
8 Epicor ERP | 10.0.700.2

Accounts Receivable Course Accounts Receivable Course
Accounts Receivable Course
This course reviews the Accounts Receivable (AR) module's concepts and reporting tools. Topics of discussion
include maintenance program setup, various AR processes, and how to recognize the impact these processes
have on the general ledger (GL). Throughout the course, hands-on workshops guide you through these topics.
Upon successful completion of this course, you will be able to:
• Identify the company configuration and maintenance programs that relate to the AR processing cycle.
• Complete the AR sales order - payment cycle by using the process and transaction flow as a guideline.
• Complete the sales tax setup.
• Use national account relationships.
• Create reminder groups and generate customer reminder letters.
• Differentiate between the AR invoice types.
• Enter and use debit notes, miscellaneous cash receipts, deposit cash receipts, and AR prepayments.
• Reverse a cash receipt and identify situations when that action is applicable.
• Use AR write offs and adjustments.
• Apply credit memos and prepayments to invoices and cash receipts.
• Manage customer records.
• Identify documents, reports, and records necessary to track the AR cycle.
Epicor ERP | 10.0.700.2 9

Before You Begin Accounts Receivable Course
Before You Begin
Read this topic for information you should know in order to successfully complete this course.
Audience
Specific audiences will benefit from this course.

• AR Clerk
• CFO/Controller
• Cost Accountant
Prerequisites
To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager
at EpicorCAM@epicor.com. It is also important you understand the prerequisite knowledge contained in other
valuable courses.
• Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques available in two user
interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and
guide you through each navigational principle introduced.
• System Flow Course - This course introduces a basic quote to cash scenario that includes the process from
the initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes the
series of processes that make up the quote to cash process by using a simple scenario to highlight various
transactions. Your organization may have more complex processing routines than those described in this
course.
• Financial Foundations Course - This course introduces you to the maintenance modules and programs in
the Epicor application that set the basis for the financial activities within your company.
• General Ledger Course - This course provides a clear perspective of the maintenance programs, concepts,
processes, and reporting tools you encounter as you work within the General Ledger (GL) module.
10 Epicor ERP | 10.0.700.2

Accounts Receivable Course Before You Begin
Environment Setup
The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.
1. Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.
• The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.
2. Log in to the training environment using the credentials manager/manager. If you are logged into your
training environment as a different user, from the Options menu, select Change User.
3. From the Main menu, select the company Epicor Education (EPIC06).
4. From the Main menu, select the Main Site.
Epicor ERP | 10.0.700.2 11

Before You Begin Accounts Receivable Course
Workshop Constraints
Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed)
database. Where applicable, a detailed explanation of the workshop constraints is documented in the workshop
itself.
Note Multiple users can complete some of the workshops listed below if the Duplicating Sales Order
Option is implemented. This option and steps to execute it are also listed below.
• Workshop - Add an AR Pay Method to a Bank

• Workshop - Update a National Account Relationship
• Workshop - Create and Assign a Reminder Group
• Workshop - Generate and Post a Reminder Letter
• Workshop - Create Advanced Billing Invoices
• Workshop - Enter a Deposit Billing Invoice
• Workshop - Cancel a Posted Invoice
• Workshop - Enter a Deposit Payment
• Workshop - Reverse a Posted Cash Receipt and Review Results
• Workshop - Write Off a Customer's Bad Debt
• Workshop - Manage Customer Records
Duplicating Sales Orders Option

Throughout this course, multiple staged sales orders are used to provide training on various accounts receivable
functionality. If you are working on a shared database, you may encounter a sales order that has already been
closed. In this case, follow the steps below to duplicate the necessary sales order to complete the workshops.
1. Navigate to Sales Order Entry.
2. In the Sales Order field, enter the sales order number to duplicate.
3. From the Actions menu, select Order > Copy Order.

The new, duplicated sales order is created. It is essential to track duplicated sales order numbers with the
original sales order numbers. The course refers to the original sales order number throughout the course
and must be replaced with the appropriate duplicate sales order number.
12 Epicor ERP | 10.0.700.2

Accounts Receivable Course Overview
Overview
Key Concepts of Accounts Receivable Processing

• In an interfaced environment, use general ledger (GL) control codes and GL control types to define accounts
receivable (AR) accounts and sales-related GL accounts.
• Optional use of an AR clearing account controls the timing of Cost of Sales (COS) posting.
• Invoices and cash receipts are posted to the GL via the posting engine.
Typical Sales Order to Payment Process Flow
1. Process sales order
2. Ship goods
3. Invoice customer
4. Receive payment
5. Post cash
Epicor ERP | 10.0.700.2 13

Application Setup Accounts Receivable Course
Application Setup
This section of the course reviews the key company and maintenance program configuration factors applicable
to the Accounts Receivable (AR) cycle. This course does not review and discuss each program and field that
contributes to the AR processes. After you complete this course, if you want to learn more about programs or
fields that were not mentioned, refer to the Application Help. The Application Help documents and defines
programs, fields, and operations that relate to each module contained within your application.
Company Configuration
Company Configuration specifies company level general ledger (GL) controls for Accounts Receivable (AR), as
well as other modules. The Epicor application uses these controls if a higher level control is not available when
a GL transaction posts.
Only the Company Configuration fields specific to the Accounts Receivable process are covered in this course.
Refer to the Application Help to define other fields of interest.
List Sheet
Use the Modules > All Modules > GL Control > List sheet to specify the company's default GL control for
Accounts Receivable. The Epicor application uses this control if no other control is available when a general ledger
transaction is posted.
More information on GL controls is available in the Application Help and the General Ledger course.
General Sheet
Use the Modules > Finance > Accounts Receivable > General sheet to set defaults that affect the operation
of Accounts Receivable processes and programs. Select important information, such as your company's starting
invoice number, methods for sales tax usage, and finance charge options, on this sheet.
Other settings defined on this sheet are as follows:
• Select the Use A/R Clearing Accounting check box if your company plans to post to an AR clearing account
when shipments are made.
• Select the AR Invoices and Credit Memos check box if your company requires legal numbers on these
specific business document types.
• Select the Allow Invoice Settlement in a Different Currency check box to indicate that an AR invoice can
be created first in one currency but then paid in a different currency.
• Select the Enable Invoice Dates Setup check box to allow the definition of options that set defaults for and
behaviors of AR invoice date fields. Selecting this check box activates the fields within the Invoice Dates Set
Up pane. The selections made in these fields help support your company's tax reporting requirements and
enforce consistency among dates entered in AR Invoice Entry.
For more information on A/R Clearing Accounting, Legal Numbers, Multi-Currency options and Invoice Dates
Setup fields, refer to the Application Help.
14 Epicor ERP | 10.0.700.2

Accounts Receivable Course Application Setup
National Accounts Sheet

Use the Modules > Finance > Accounts Receivable > National Accounts sheet to designate relationship
classes used to define national accounts. This sheet specifies the classes used to define credit sharing, reporting,
and payer sold-to accounts.
• Credit sharing - National account customers can share credit. Implementation of this functionality requires
the selection of a tiered relationship class in the Credit Checking field.
• Reporting - National accounts can define reporting relationships based on markets or other criteria.
Implementation of this functionality requires selection of a tiered relationship class in the Reports field.
• Payer Bill-To Relationships - National accounts can establish payer-sold-to relationships, in which a payer
customer pays for a sold to customer that receives invoices. Implementation of this functionality requires the
selection of a non-tiered relationship class in the Payer-Bill To field.
Individual Deposit Invoice Tracking

Use the Modules > Finance > Accounts Receivable > Individual Deposit Invoice Tracking sheet to set up
deposit invoice handling for tax purposes. Tax will be calculated based on the tax treatment selected.
• Invoice Deposit Tax Treatment - Specifies the tax treatment to use for an invoice deposit. The default is
No Tax (to be allocated against a sales order without tax implications). The valid options are: No Tax, Tax
Shipment Net movement, Reverse tax on shipment invoice, and Reverse tax by invoice match (selection used
for unallocated deposit payments).
• Product Tax Category - Specifies the product tax category used for deposit invoices.
• Require Deposit Invoice - Indicates whether a deposit invoice is required.
• Invoice Days Delay - Specifies the number of days allowed for an invoice delay.
• Deposit Transaction Document Type - Specifies the transaction document type for the AR invoice system
type.
• Deposit Invoices show prior linked Deposit Invoices - Specifies whether a deposit invoice shows a prior
linked deposit invoice.
• Allow shipment invoice with negative net tax elements - Enabled only when Invoice Deposit Tax
Treatment has been set to Reverse tax by invoice match. Allows a shipment invoice with negative net tax
elements when selected.
Menu Path
Navigate to this program from the Main Menu:
• System Setup > Company/Site Maintenance > Company Configuration
Epicor ERP | 10.0.700.2 15

Workshop - Select AR Deposit Tracking Settings
In this workshop, set up the capability of processing unallocated deposit payments by selecting the necessary
settings in Company Configuration. You will be working with unallocated deposit payments later in this course.
Navigate to Company Configuration.
Menu Path: System Setup > Company/Site Maintenance > Company Maintenance
Important This program is not available in the Epicor Web Access.
1. Navigate to Modules > Finance > Accounts Receivable > Individual Deposit Invoice Tracking.
2. From the Invoice Deposit Tax Treatment field, select Reverse tax by invoice match.
3. Clear the Require Deposit Invoice check box.
4. Click Save.
5. Exit Company Configuration.
16 Epicor ERP | 10.0.700.2

Maintenance Programs
This section of the course reviews the most significant maintenance programs applicable to the AR processing
cycle. In many cases, some fields within a program are not described. If you are interested in learning more about
specific program fields, refer to the Application Help.
Aging Report Format Maintenance
Use Aging Report Format Maintenance to define aging methods.

Aging Report Format Maintenance is shared by the Accounts Receivable (AR) and Accounts Payable (AP)
modules. Each module has multiple aging formats available to select on various records.
Although you can use different aging method formats on the AR Aged Receivables and AP Aged Payables
reports, they cannot run until a default AP and AR format are set up in this maintenance program.
When aging reports generate, the format defined in Company Configuration for each module is automatically
the default. If necessary, on the report's Selection sheet, select an alternate format before you generate the
report.
These aging methods are used in the AR Aged Receivables and AP Aged Payables reports when viewing open
invoices and credits for customers or suppliers. The discounts or past due fees for the items display according to
an aging method.
You can define up to six columns (buckets) on an aging report. The first column always represents future invoices,
and the second column represents current invoices; no days are associated with these columns. Each column
after that includes the number of days defined on its heading; for example, Future, Current, 30, 60, 90, 120,
and so on.
Note When an aging report is run by due date, the Future column contains posted invoices that are not
due as of the Aged As of Date selected on the report. When the report is run by invoice date, no entries
display in the Future column unless an invoice is posted with a date that is the same as the Aged As of
Date selected on the report.
Menu Path
• Financial Management > Accounts Payable > Setup > Aging Report Format
• Financial Management > Accounts Receivable > Setup > Aging Report Formats
Pay Method Maintenance
Use Pay Method Maintenance to define how you will pay various transactions. You can select specific payment
methods as the default for bank accounts, customers, suppliers, and banks linked to a supplier or a customer.
You can link each payment method to a specific electronic bank interface to receive payments against transactions
using the internet. You can also set up payment methods for manual receipt of cash or checks.
When you select an electronic bank interface for the payment method, the properties defined for the electronic
interface display on the Property sheet. These values update each time you use the electronic bank interface.
You can select payment methods on bank accounts and specify if they are for accounts receivable or accounts
payable transactions. Each bank account can have multiple methods defined for each module but only one
method per module can be set as the default payment method. A default payment method can always be
overridden by selecting a different payment method for a group within AP Payment Entry or Cash Receipts Entry.
Epicor ERP | 10.0.700.2 17

The following are the key fields:

Payment Method
This field specifies the name of the payment method. If you are creating a new payment method, enter the value
you need in this field. To edit an existing payment method, either enter its name directly or click the Payment
Method button to find and select it.
Scope
This field specifies the source of payment method, select the accounts payable (AP) or accounts receivable (AR)
option.
Pay Method Type
This field defines the how the current method processes the payments. Select the option you need from the
drop-down list. Available options for AR are:
• Electronic Interface
• Generated Promissory Note
• In Cash
• Manual (the default option)
• Received Payment Instrument (AR)
Menu Path
• Financial Management > Accounts Payable > Setup > Payment Method
• Financial Management > Accounts Receivable > Setup > Payment Method
• Financial Management > Cash Management > Setup > Payment Method
• Service Management > Expense Management > Setup > Payment Method
• Service Management > Time Management > Setup > Payment Method
Workshop - Create a Payment Method
In this workshop create a new payment method to use in Cash Receipts Entry when an invoice, deposit, or
miscellaneous cash receipt is paid in cash (actual currency).
Navigate to Pay Method Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method
1. Click New.
2. In the Payment Method field, enter XXX-Cash (where XXX are your initials).
3. In the Scope field, select AR.
4. In the Pay Method Type field, select In Cash.
5. Click Save and exit Pay Method Maintenance.
18 Epicor ERP | 10.0.700.2

Bank Account Maintenance
Use Bank Account Maintenance to define bank accounts and select the GL controls that determine the accounts
to which bank transactions post. Bank accounts record transactions, such as writing checks and submitting
electronic payments.
Note You must set up at least one bank account. If your company has more than one bank account, you
can define multiple account records to aid in the bank reconciliation process.
Important A user account must be set up as a Security Manager to maintain bank accounts. Users that
are not security managers cannot maintain these accounts and are restricted from accessing the setup
option.
Use the Payment Methods sheet to associate payment methods used for account deposits and withdrawals to
your bank account. You can designate AR and AP payment methods for the account, including an electronic
interface payment method used for Electronic Funds Transfer (EFT) processing.
Menu Path
• Financial Management > Accounts Payable > Setup > Bank Account
• Financial Management > Accounts Receivable > Setup > Bank Account
• Financial Management > Cash Management > Setup > Bank Account
• Financial Management > Payroll > Setup > Bank Account
Bank Account Maintenance Sheets

The following sheets are available in Bank Account Maintenance:
Detail
Use the Detail sheet to enter bank account and routing information.
Balance
Use the Balance sheet to view your bank account balance. This sheet is for review only, and populates based on
the selected fiscal year.
Note A bank account's balance is not affected when a check posts if the bank account has defined an
AP Pending Cash Account or if the bank account itself is marked to keep an AP Reconciled Balance
(check box is available on the Bank Account's Detail sheet). When an account is selected to keep a reconciled
balance, the bank account record's Balance sheet only updates when and if the transaction clears in Bank
Reconciliation.
GL Control
Use the GL Control > Detail sheet to assign GL control types and codes to define the accounts and journal codes
available to the program's processes. The controls determine the accounts and journal codes used to post the
transactions.
You can apply multiple controls to each record maintained in this program. If you use multiple controls, each
control must be based on a different GL control type.
Epicor ERP | 10.0.700.2 19

Payment Methods
Use the Payment Methods > AP Payment Methods and the Payment Methods > AR Payment Methods
sheets to define which payment methods are available for the current bank account in Accounts Payable and
Accounts Receivable. You can select as many payment methods as necessary, but only one can be the default
method. When you select a bank account on a record, the payment methods defined on this sheet display in the
accompanying Payment Method field for the account.
Workshop - Add an AR Payment Method to a Bank
In this workshop, add a new AR Payment Method to a bank account. Adding an AR payment method to the
bank account allows the method to be selected on a Cash Receipts Entry group when the current bank account
is used.
Important Due to necessary database setup and specific data used to perform an update to an existing
bank account, this workshop can only be performed by one person on a shared database.
Navigate to Bank Account Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Bank Account
1. In the Account field, enter 100 and press Tab.

The Main Checking Account details display.
2. From the New menu, select New AR Payment Method.

The Payment Methods > AR Payment Methods sheet displays.
3. In the Payment Method field, select XXX-Cash (where XXX are your initials).
4. Click Save.
5. Remain in Bank Account Maintenance.
Debit Notes Only Bank Account
To create a cash receipt group that contains only debit notes, a particular bank account type is required. These
accounts are called Debit Notes Only bank accounts and are created in Bank Account Maintenance.
Epicor recommends you create a Debit Notes Only bank account to enhance your company's processing capabilities.
This bank account type requires the Debit Notes Only check box be selected on its maintenance file to indicate
its only purpose is to process debit notes. Cash receipt entry groups that post to this bank account must contain
only debit notes.
Workshop - Create a Bank Account for Debit Notes Only
In this workshop, set up a bank account for debit note processing.

Navigate to Bank Account Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Bank Account
1. From the New menu, select New Bank Account.
2. In the Account field, enter XXXDN (where XXX are your initials).
This is a user-defined code that identifies the bank account record. It can be up to five alpha-numeric
characters long.
20 Epicor ERP | 10.0.700.2

3. In the Description field, enter XXX Debit Notes Only (where XXX are your initials).
4. Select the Debit Notes Only check box.

Multiple fields disable when you select this check box.
5. In the Currency field, select United States Dollar.
6. From the New menu, select New GL Control.
7. In the Type field, search for and select Bank Account.
8. In the Control field, enter 100 and press Tab.
9. Click Save.
10. Exit Bank Account Maintenance.
Product Group Maintenance
Use Product Group Maintenance to set up product groups, which classify the different part types you sell.
These classifications are used for General Ledger (GL) and sales analysis purposes.
You assign product groups to specific parts using the Group field in the Part Maintenance > Part > Detail
sheet. Product group definition examples include:
• Customer ID (Edwards International)
• Product Line (Televisions)
• Product Type (Configured Parts)
• A combination of each (Edwards International - Configured Parts)
Sales, Owner and Supply Site Field Relationships

The Sales Site field (located on the Detail sheet), and the Owner Site and Supply Site fields (located on the
Site > Detail sheet) have important impacts on product group and order processing. These fields are as follows:
For parts that are assigned to the product group for which you have assigned a sales site in the Sales Site field,
when a sales order line is created (no matter what site into which you are currently logged), this sales site becomes
the default "from" site for the order / line / release. If you do not designate a sales site for the product group,
the order uses the site into which you are currently logged as the default "from" site. If you always want a group
of part(s) (product group) to be sold from a specific site, you would use the Sales Site field to designate the sales
site; otherwise you would leave it blank.
Note The Sales Site field on the Product Group > Detail sheet is not directly related to the Owner Site
or Supply Site fields on the Site > Detail sheet. However, if you do designate a Sales Site in the Detail
sheet, you should designate that the Owner Site defined on the Site sheet be the same as the Sales Site
designated on the Detail sheet.
Product Group > Detail - Sales Site Field (Sold From / Distribute From Site)
For parts that are assigned to the product group for which you have assigned a sales site in the Sales Site field,
when a sales order line is created (no matter what site into which you are currently logged), this sales site becomes
the default "from" site for the order / line / release. If you do not designate a sales site for the product group,
the order uses the site into which you are currently logged as the default "from" site. If you always want a group
of part(s) (product group) to be sold from a specific site, you would use the Sales Site field to designate the sales
site; otherwise you would leave it blank.
Epicor ERP | 10.0.700.2 21

Note The Sales Site field on the Product Group > Detail sheet is not directly related to the Owner Site
or Supply Site fields on the Site > Detail sheet. However, if you do designate a Sales Site in the Detail
sheet, you should designate that the Owner Site defined on the Site sheet be the same as the Sales Site
designated on the Detail sheet.
Product Group > Site Detail - Owner Site and Supply Site Fields
You can define multiple site relationships in Product Group Maintenance records The examples below better
explain what happens when these site relationships are used in the Epicor application.
Example You are selling from an Owner Site, which owns the demand and you want to obtain supply
from this Supply Site, which fills the demand. You have three (supply) sites that feed nine branches that
you sell from (owner):
• Branches (Owner) 1, 2 and 3 are supplied from Site A (Supply)
• Branches (Owner) 4, 5 and 6 are supplied from Site B (Supply)
• Branches (Owner) 7, 8 and 9 are supplied from Site A (Supply)
For this scenario, it results in nine entries in the Product Group > Site > Detail sheet, one for each
site-to-branch relationship.
Menu Path
• Financial Management > Accounts Receivable > Setup > Product Group
• Financial Management > Deferred Revenue Accounting > Setup > Product Group
• Material Management > Inventory Management > Setup > Product Group
• Production Management > Engineering > Setup > Product Group
• Production Management > Job Management > Setup > Product Group
• Production Management > Material Requirements Planning > Setup > Product Group
• Sales Management > Configurator Management > Setup > Product Group
• Sales Management > Order Management > Setup > Product Group
• Service Management > Field Service > Setup > Product Group
For CRM users, the Main Menu appears as:
• Customer Relationship Management > Configurator Management > Setup > Product Group
• Customer Relationship Management > Order Management > Setup > Product Group
Terms Maintenance
Use Terms Maintenance to establish conditions that define how customers pay their invoices (for example,
discounts, number of payments, and payment frequency).
Terms define the due dates, payment frequency, applicable discounts, and number of payment installments.
Each accounts receivable (AR) code defines a time period and a discount percentage period schedule.
To begin setting up the selling terms, select one of the following term code types:
• Days
• Day Of Month
• End of X Month(s) On Y Day(s)
Determine whether the discount percentages for a term code calculate against partial or full payments.
22 Epicor ERP | 10.0.700.2

Each terms code can have either one discount period or multiple discount periods. Each discount period has a
specific percentage which is valid for a specific period. Together, the discounts gradually reduce the percentages
based on the passed period (months, days) within the overall terms period.
Enter as many discount percentage periods as you need.
Note that the discounts have the same types as the term codes:
• Days
• Day Of Month
• End of X Month(s) On Y Day(s)
You do not need to select the same type for a term code and a discount assigned to this term code.
When a payment is received, the percentage active on the payment date is used to calculate the discount amount.
AR terms display on sales orders and AR invoices. Select default payment terms for customers and on AR invoices.
A terms record is required for each customer. When creating a customer record, a default terms record displays
in the new record, but you can override this selection.
Menu Path
• Financial Management > Accounts Receivable > Setup > Terms
• Sales Management > Demand Management > Setup > Terms
• Sales Management > Order Management > Setup > Terms
• Customer Relationship Management > Order Management > Setup > Terms
Workshop - Create a Terms Record for Multiple Payments
Your company decides to lease an unoccupied portion of their site to another business. Create a terms record
to establish a payment schedule for the new tenant.
Navigate to Terms Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Terms
1. From the New menu, select New Terms ID.
2. In the Code field, enter XXX1 (where XXX are your initials).
3. In the Description field, enter XXX12 Month Payment Schedule (where XXX are your initials).
4. In the Number of Payments field, enter 12.
5. In the Terms Type field, select Day Of Month.
6. In the Due on Day field, enter 15.
7. In the Minimum Days field, enter 5.
8. Click Save and remain in Terms Maintenance.
Epicor ERP | 10.0.700.2 23

Workshop - Create a Term with Multiple Discounts
A long-time customer of your company (Colorado Metals) has negotiated a 2% discount on each invoice if they
pay within 15 days of the invoice date, and a 4% discount if they pay within 10 days of the invoice date. Create
a customer terms record with multiple discounts and assign it to Colorado Metals' customer record.
Create a Terms ID
1. From the New menu, select New Terms ID.
2. In the Code field, enter XXX2 (where XXX are your initials).
3. In the Description field, enter XXX Multiple Discounts (where XXX are your initials).
4. In the Number of Payments field, accept the default value of 1.
5. In the Terms Type field, accept the default value of Days.
6. In the Number of Days field, enter 30.
7. In the Discount Type field, accept the default value of Days.
8. Click Save.
Add Discounts to the Terms ID
1. Navigate to the Discounts > Detail sheet.
2. From the New menu, select New Discount.
3. In the Number Of Days field, enter 15.
4. In the Discount Percent field, enter 2.
5. Click Save.
6. From the New menu, select New Discount.
7. In the Number Of Days field, enter 10.
8. In the Discount Percent field, enter 4.
9. Click Save and exit Terms Maintenance.
24 Epicor ERP | 10.0.700.2

Update a Customer Record

Important Due to specific data used to update the customer record, this workshop can only be performed
by one person at a time in a shared database.
Navigate to Customer Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Customer
1. In the Customer field, enter CODOMETAL and press Tab.
2. Navigate to the Billing > Detail sheet.
3. In the Terms field, select XXX Multiple Discounts (where XXX are you initials).
4. Click Save and exit Customer Maintenance.
Recurring Cycle Maintenance
Use Recurring Cycle Maintenance to set up recurring cycles that define how recurring invoices will be generated
and their billing cycles.
You can create a recurring cycle and attach it to a recurring source invoice. A recurring source invoice is an invoice
that is also used as a template from which recurring invoices will be generated.
A cycle code is a collection of different settings that can be assigned to a recurring source invoice. The billing
cycle of an invoice is defined within a specific cycle code and includes the frequency (how often) and duration
(how long) the invoice will occur.
You can perform the following tasks in Recurring Cycle Maintenance:
• Create a new recurring cycle
• Modify a recurring cycle
• Inactivate a recurring cycle
• Delete a recurring cycle
Menu Path
• Financial Management > Accounts Payable > Setup > Recurring Cycle
• Financial Management > Accounts Receivable > Setup > Recurring Cycle
Workshop - Add a New Recurring Cycle
In this workshop, create a recurring cycle. The recurring cycle will be used in a later workshop to define how
recurring invoices will be generated and their billing cycle.
Navigate to Recurring Cycle Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Recurring Cycle
1. From the File menu, select New.
2. Enter the following cycle parameters:
Epicor ERP | 10.0.700.2 25

Field Value
Cycle Code XXXMonthly (where XXX are your initials)
Description XXXMonthly Recurrence (where XXX are your initials)
Module AR
Interval 1
Modifier Months
Billing Day 1
Duration 12
3. Click Save.
Once you save a valid cycle code, it becomes available for selection on invoices.
Note Once a recurring cycle code has been selected on a recurring source invoice, you will not be
able to modify the settings on the Billing Cycle pane or delete the cycle.
4. Exit Recurring Cycle Maintenance.
Miscellaneous Charge Maintenance
Use Miscellaneous Charge Maintenance to create miscellaneous charges. Once created, you can select these
charges within other programs in the Epicor application.
Miscellaneous charges are additional costs. For example, expedite fees and freight charges you can include on
sales orders, quotes, and invoices. Once created, select the charges in the headers and detail lines of these records.
Note These miscellaneous charges are not the same charges you set up in the Purchasing or Accounts
Payable module. You pay purchasing miscellaneous charges to your suppliers, but your customers cover
these miscellaneous charges.
When creating a miscellaneous charge:

• Select a charge frequency to set up miscellaneous charges to charge customers when appropriate.
• Select the Sales Analysis check box to enable charges to be included in the Sales Analysis Report.
• Select the Shipping Access check box to enable charges to be added to packing slips.
Menu Path
• Financial Management > Accounts Receivable > Setup > Miscellaneous Charge
• Sales Management > Order Management > Setup > Miscellaneous Charge
• Service Management > Field Service > Setup > Miscellaneous Charge
• Customer Relationship Management > Order Management > Setup > Miscellaneous Charge
26 Epicor ERP | 10.0.700.2

Workshop - Enter a Miscellaneous Charge
An internal cost analysis of costs finds that the cost of pallets increased substantially over the last few months.
A decision is made to initially charge customers for pallets when a product is shipped, and to refund the amount
when the customer returns them.
Add a Miscellaneous Charge Code

Navigate to Miscellaneous Charge Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Miscellaneous Charge
1. From the New menu, select New Charge.
2. In the Code field, enter XXX (where XXX are your initials).
3. In the Description field, enter XXX Refundable Pallet Charge (where XXX are your initials).
4. In the Amount field, enter 10.00.
5. Select the Shipping Access check box.
6. In the Frequency field, select Every.
7. Click Save.
Attach a GL Control to the Charge

The GL Control > Detail sheet displays.
2. In the Type field, search for and select Misc Charge(Sales).
3. In the Control field, search for and select PALL.
4. Click Save.
5. Exit Miscellaneous Charge Maintenance.
Tax Setup
This section of the course reviews the following five tax maintenance programs:
• Tax Type Maintenance
• Tax Liability Maintenance
• Product Tax Category Maintenance
• Tax Jurisdiction Maintenance
• Tax Authority Maintenance
Tax information is government mandated and someone who is familiar with the taxation guidelines for your
company should enter this information into the Epicor application.
Epicor ERP | 10.0.700.2 27

Tax Allocation
In the Epicor application, three of the five tax maintenance programs work together to properly allocate tax and
tax rates to invoices. The image below displays the relationship between customers, tax liabilities, tax types, tax
rates, tax categories, products/charges, and invoices. The same relationship also holds true for supplier invoices
(substitute supplier for customer and delete Finance/Late Charge).
Important Tax categories are not tied to tax liabilities. If a customer is not assigned a tax liability, taxes
are not added to the invoice. Although a tax category might display on the invoice line(s), taxes are not
charged because a tax liability is not assigned to the customer.
Tax liabilities and tax categories can be manually added to invoice lines at the time of invoice entry.
Example
The following outlines records set up in several maintenance programs and how they work together to
charge tax to a customer invoice.
Product Tax Category
• Tax category, Services is set up in the application without links to specific tax types or effective rates.
28 Epicor ERP | 10.0.700.2

Tax Type Maintenance

• Tax type, City Tax is set up with two effective rates: City Tax Rate (2%, document level, default) and
Alternate City Tax Rate (1%, line level). Tax category, Services is exempt from City Tax.
• Tax type, MN State Tax is set up with two effective rates: MN Tax Rate (6.5%, line level, default) and
Alternate MN Tax Rate (3%, line level).
Product Tax Category Maintenance
• Tax category, Products is linked to both City Tax and MN State Tax; however, the category is setup to
use the Alternate rate code for each of these tax types.
Tax Liability Maintenance
• Tax liability, Minnesota - Hennepin County is linked to two tax types: City Tax and MN State Tax.
Customer Maintenance
• Tax liability, Minnesota - Hennepin County is selected on Ace Molding Company's customer record.
Product Group Maintenance
• Tax category, Services is selected on the Services product group record.
Part Maintenance
• Tax category, Products is selected on the Product P1 (00P1) part record.
• Product group, Services is selected on the Service S1 (0S1) part record.
In the above example, Ace Molding Company (ACEMOLD) is taxed as follows:

• When ACEMOLD is invoiced for Product P1, they are charged 1% City Tax and 3% MN State Tax.
• When ACEMOLD is invoiced for Service S1, they are exempt from City Tax and are charged 6.5% MN State
Tax.
• When ACEMOLD is invoiced for a part/service/charge that is not tied to either the Products or Services tax
category (or to a product group that is tied to either of those tax categories), they are charged 2% City Tax
and 6.5% MN State Tax.
Tax Type Maintenance
Use Tax Type Maintenance to specify different tax types and tax rate codes your company needs to support
sales and purchase processes.
Each tax type is set up with different attributes such as a calculation algorithm, collection method, time of
recognition, tax rates, and other accounting information. The tax type can have multiple rates but one is the
default rate. This rate is used unless a different rate is specified elsewhere.
Specific products can be exempt from certain tax types. Use product tax categories to divide taxes into groups
that apply to different products. On the Rates > Exempt sheet in this program, select which categories should
not have the current tax calculated against their orders.
Tax types are assigned to individual tax liabilities. Tax liabilities define geographic areas, and each tax code selected
identifies individual taxes collected within that area. Each customer record can have a tax liability assigned, which
defines the taxes calculated against the orders and invoices for that customer.
Tax Connect
Use Tax Type Maintenance to assign specific GL Controls to the tax type records that are automatically created
by Tax Connect when tax calculations for transactions occur. When you use Tax Connect, it automatically creates
the necessary tax type records needed to complete tax calculations for your transactions. You can change GL
controls that were defaulted from Company Maintenance, but tax types do not need to be manually created.
Epicor ERP | 10.0.700.2 29

Tip Tax Connect-created tax types display a checkmark in the Tax Connect Calculation check box. The
first few characters of their Tax IDs are defaulted in from the Tax ID Prefix field located on the Modules
> Finance > Tax Interface sheet of Company Maintenance for the applicable Epicor company when tax
types are automatically created. This helps to differentiate them from tax types you may have manually
created using the internal Epicor tax engine in the past for the purpose of calculating sales taxes, before
purchasing and implementing the Tax Connect module.
Menu Path
• Financial Management > Accounts Payable > Setup > Tax Type
• Financial Management > Accounts Receivable > Setup > Tax Type
• Material Management > Purchase Management > Setup > Tax Type
• Sales Management > Order Management > Setup > Tax Type
• Customer Relationship Management > Order Management > Setup > Tax Type
Workshop - Enter a Tax Type
In this workshop, enter a sales tax record. In addition, specify a tax category that is exempt from the tax type you
create.
Navigate to Tax Type Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Tax Type
1. From the New menu, select New Tax Type Code.
2. In the Tax ID field, XXX-SALE (where XXX are your initials).
3. In the Description field, enter XXX Sales Tax (where XXX are your initials).
4. Select the Manual Tax Calculation check box.

Selecting this check box enables you to manually add this tax type to an invoice.
5. Click Save.
6. From the New menu, select New Rate.

The Rates > Detail sheet displays.
7. In the Rate Code field, enter MainRate.
8. In the Description field, enter Main Rate Code.
9. Select the Default Rate check box.
10. Click Save.
11. From the New menu, select New Effective Rate.

The Rates > Effective Rate > Detail sheet displays.
12. In the Effective From field, verify today's date displays.
30 Epicor ERP | 10.0.700.2

13. In the Rate Type field, verify Percentage displays.
14. In the Percentage field, enter 6.5.
15. In the Currency field, verify United States Dollar displays.
16. Select the Line Level radio button.
17. Click Save.

The Rates > GL Control > Detail sheet displays.
19. In the Type field, search for and select Tax.
20. In the Control field, search for and select LocalSal0002.
21. Click Save.
Add an Exempt Category
1. From the New menu, select New Exempt Category.

The Rates > Exempt sheet displays.
2. In the Category ID field, select Services.

This indicates that a part, product group, miscellaneous charge, late charge, or invoice linked to the Services
tax category is exempt from this tax type.
3. Click Save and exit Tax Type Maintenance.
Tax Liability Maintenance
Use Tax Liability Maintenance to enter tax liability records. A tax liability represents taxes a company handles
when they trade with customers and suppliers. This can be taxes liable due to both your company's tax status or
the tax status of the customer or supplier.
The Epicor ERP application allows you to assign a list of tax types to each tax liability code. A tax type can contain
rules that control which level to calculate the tax (line or total) and can apply exemptions available for the tax.
Define what location controls the liability. Use Customer Maintenance or Supplier Maintenance to attach a
default tax liability code to the customer or supplier bill to and ship to addresses. The tax liability and the product
tax category (which represents what has been sold or purchased) combination determines the final taxes and
rates for the transaction.
Note Tax liability is optional in the Epicor ERP application. If used, records in Customer Maintenance can
be associated with the appropriate tax region.
Tax Connect
For those who have purchased Epicor Tax Connect Use Tax (UT), use Tax liability Maintenance to create Use
Tax calculation-capable Tax Liability codes for assignment to your suppliers to automatically enable Use Tax
calculations for AP invoices. Epicor Tax Connect UT allows self-assessed consumer use taxes to be calculated for
AP invoices. Tax Liability codes are optional for Epicor Tax Connect Sales Tax (ST), which calculates sales taxes
for your customers' sales orders and for their AR invoices and credit memos.
Epicor ERP | 10.0.700.2 31

Note Although Tax Liability codes are not needed for Epicor Tax Connect ST to calculate sales taxes for
customer transactions, they can be used to prevent non-US and non-Canadian transactions from being
communicated to AvaTax®, such as for international transactions for which taxes should not be calculated
and which do not need to be included on sales tax returns.
Menu Path
• Financial Management > Accounts Payable > Setup > Tax Liability
• Financial Management > Accounts Receivable > Setup > Tax Liability
• Material Management > Purchase Management > Setup > Tax Liability
• Sales Management > Order Management > Setup > Tax Liability
• Customer Relationship Management > Order Management > Setup > Tax Liability
Workshop - Configure a Tax Liability
In this workshop, configure a tax liability record for the tax type you created in the previous workshop. Later in
the course, assign that liability to a Customer record.
Navigate to Tax Liability Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Tax Liability
1. From the New menu, select New Liability.
2. In the Tax Liability field, enter XXX (where XXX are your initials).
3. In the Description field, enter XXX Region (where XXX are your initials).
4. Select or verify the following check boxes are selected:
Field Data
Use in AP Select
Use in AR Select
5. Click Save.
6. From the New menu, select New Tax Type.

The Taxes > Detail sheet displays.
7. In the Tax Type field, select XXX Sales Tax (where XXX are your initials).
8. Click Save and exit Tax Liability Maintenance.
32 Epicor ERP | 10.0.700.2

Product Tax Category Maintenance
Use Product Tax Category Maintenance to classify different products and services based on taxes. In case a
group of products uses a specific rate (not the default rate selected for the tax type), this rate can be assigned
to the product tax category.
Note If a Product Tax Category is defined as the default, then tax calculations performed on invoice lines
without a Product Category will use the default category to identify the relevant taxes and rates.
Tax Connect
Use Product Tax Category Maintenance to create tax categories (equivalent to AvaTax's® Tax Codes) for assignment
to parts and charges, as needed, to cause the desired tax outcomes to occur.
Note If a Product Tax Category is defined as the default by selecting the Default check box on the Detail
sheet of Product Tax Category Maintenance, Epicor uses it in preference to the Default Tax Category
assigned to the Epicor Company for transaction lines, which reference parts that do not have a Tax Category
defined on Part Maintenance. An exception is sales order lines for parts which have a Product Group
specified in Part Maintenance; if the part does not have a Tax Category defined but it's Product Group
does, Epicor uses the Product Group's Tax Category in preference to others. This exception does not apply
to miscellaneous AR invoices and credit memos which are not created from sales order shipments.
Menu Path
• Financial Management > Accounts Payable > Setup > Tax Product Category
• Financial Management > Accounts Receivable > Setup > Tax Product Category
• Material Management > Purchase Management > Setup > Product Tax Category
• Sales Management > Order Management > Setup > Product Tax Category
• Customer Relationship Management > Order Management > Setup > Product Tax Category
Workshop - Enter a Tax Category
Enter a tax category and specify the tax types and rates associated with that category. After you complete this
workshop you can optionally attach this tax category to a part, product group, or miscellaneous charge/credit
record.
Navigate to Product Tax Category Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Tax Product Category
1. From the New menu, select New Tax Category.
2. In the Category field, enter XXX (where XXX are your initials).
3. In the Description field, enter XXX Tax Cat (where XXX are your initials).
4. Click Save.
5. From the New menu, select New Tax Rate.
6. In the Tax Type field, select MN State Sales.
Epicor ERP | 10.0.700.2 33

7. In the Rate Code field, select Alternate MN Tax Rate.

Note the two rates available for selection. Selecting this rate code indicates when this tax category is selected
on a part, product group, or charge, that record will be taxed using this rate instead of the default rate for
the selected tax type.
8. Click Save.
9. Exit Product Tax Category Maintenance.
Tax Jurisdiction Maintenance
Use Tax Jurisdiction Maintenance to enter special tax codes that define jurisdictions (authorities) in which you
report taxes.
Tax jurisdictions are the governance or authority that grants the power to tax a particular tax type. Associate
each jurisdiction you define with at least one tax type in Tax Type Maintenance.
Tax jurisdictions examples include:
• Counties
• Districts
• Cities
Menu Path
• Financial Management > Accounts Payable > Setup > Tax Jurisdiction
• Financial Management > Accounts Receivable > Setup > Tax Jurisdiction
• Material Management > Purchase Management > Setup > Tax Jurisdiction
• Sales Management > Order Management > Setup > Tax Jurisdiction
• Customer Relationship Management > Order Management > Setup > Tax Jurisdiction
Tax Authority Maintenance
Use Tax Authority Maintenance to add, edit, and delete the codes that define taxes for external companies.
This program is available if your company links to an external financial system.
Tax Authority Maintenance is a component of the taxation matrix within the Epicor application. Use Tax Authority
Maintenance to organize data during accounts receivable (AR) invoice entry for tax reporting purposes.
Use Customer Maintenance or Supplier Maintenance to assign tax authority codes to a customer or supplier
record.
Note Some countries require additional separation for tax reporting within areas of their country. This is
based on a table of tax authorities. This field is then compared against customer, ship to, and supplier
records for transfer to external tax packages.
Tip Use tax authority codes only when financial integration with other applications is necessary.
Tax authorities are optional within the Epicor ERP application. If used, records in Customer Maintenance can be
associated with the appropriate tax authority.
34 Epicor ERP | 10.0.700.2

Menu Path
• Financial Management > Accounts Payable > Setup > Tax Authority
• Financial Management > Accounts Receivable > Setup > Tax Authority
• Material Management > Purchase Management > Setup > Tax Authority
• Sales Management > Order Management > Setup > Tax Authority
• Customer Relationship Management > Order Management > Setup > Tax Authority
Customer Maintenance
Customers are businesses to whom you sell products and services. Use Customer Maintenance to enter
customer records. Use customer records to create quotes, sales orders, and accounts receivable (AR) invoices.
Customer records are also used during the Customer Relationship Management (CRM) process.
Six important sheets in Customer Maintenance include:
• Customer > Detail
• Billing
• Contacts > Detail
• Ship To > Detail
• Tax Exemptions > Detail
• Banks > Detail
Other sheets include Attributes, Manifest Info, and Documents. If you want to learn more about these topics,
refer to the Application Help.
Detail Sheet
Use the Customer > Detail sheet to enter the primary information about the customer. For example, you create
the customer identifier on this sheet, as well as enter the customer's main address. There are also other options
you can define here such as the customer's language and primary salesperson.
The following information discusses significant fields and options of note when working on the Customer >
Detail sheet and why they are important.
Important Fields and Options

Type
This denotes the type of account for this customer record:
• A new customer record has a default type of Prospect if the Customer Relationship Management (CRM)
module is not enabled.
• When a sales order is created for the new customer, the type automatically updates to Customer.
• If the CRM module is installed, the default type for a new customer is Suspect. If a customer record displays
as a suspect, it indicates that the record is for a potential customer that has not yet been contacted by your
sales team.
Territory
Epicor ERP | 10.0.700.2 35

A territory is the sales area where the customer is located. In addition, this field indicates which salesperson is
responsible for transactions with this customer. If the CRM module is installed, this is a mandatory field.
• Click the Get Territory button to automatically assign a territory to this customer. The program locates the
territory that contains this customer’s address.
• To manually select the territory, select the Territory Locked check box. The Territory field activates; select
a new territory from this list.
If the CRM module is not installed, this field is not mandatory, and the Get Territory button, as well as the
Territory Locked check box, are both unavailable. For reference, a territory can be selected manually.
Valid Payer, Valid Sold To, and Valid Ship To
• Select the Valid Payer check box to indicate that this customer is a valid payer who is authorized to remit
cash receipts in AR. Cash receipts can be entered for this customer only if this check box is selected.
• Select the Valid Sold To check box to indicate that this customer account is authorized for entry as a sold
to customer in AR Invoice Entry and Order Entry. AR invoices and orders can be entered for this customer
only if this check box is selected.
• Select the Valid Ship To check box to indicate that this customer account is authorized for entry as a ship
to customer in Order Entry. This customer account can be entered or selected as a ship to customer in Order
Entry only if this check box is selected.
By default, the Valid Payer, Valid Sold To, and Valid Ship To check boxes are selected for new customer
records. Clear the appropriate check boxes as needed when you add new customers.
Allow One Time Ship To
Select the Allow One Time Ship To check box to specify that alternate one-time ship to addresses can be
entered for this customer account on sales orders, service contracts, service calls, AR invoices, and at the time of
shipment.
Example If this customer account is designated as the sold to customer on an order, select this check box
to allow the data entry person to enter one time ship to information. This is useful when you wish to ship
a sold item on a one-time basis to an alternate address to which you usually do not ship.
Allow Ship To Third Party

Select the Allow Ship To Third Party check box to specify if alternate third party ship to addresses can be
entered or selected when this customer number is entered as the sold to customer for certain transactions (sales
orders, service contracts, service calls, AR invoices, and at the time of shipment) in the Epicor application.
Example If this customer account is designated as the sold to customer on an order, you can also select
a third party as the bill to customer for the same order. Select this check box to allow the data entry person
to (optionally) enter ship to address information for the designated third party on the order. This is useful
when you wish to ship a sold item on a one-time basis to an alternate address to which you usually do not
ship for this third party.
Statements
Select this check box to indicate that Customer Statements should be generated for this customer. Only customers
that have this option selected display in the AR module's Customer Statements Report. You can always print
customer statements for specific date ranges.
If an activity occurs during a statement period, a statement prints, even if the net activity results in a zero balance.
36 Epicor ERP | 10.0.700.2

Billing Sheets
Use the Billing sheets to enter and edit billing information about the current customer.
Detail Sheet
Use the Billing > Detail sheet to enter billing information for the selected customer. This sheet allows you to
define the selected customer's AR account, currency, tax options, billing terms, shipping terms, payment methods,
and other default transaction information. These default settings are used on sales orders and AR invoices unless
otherwise specified.
Bill To Sheet
Use the Billing > Bill To sheet to enter a bill to address for this customer. Either the main customer address can
be used or a different billing address can be entered. If the bill to address is in another country or requires a new
address format, use the Billing > Address Format sheet found next to the Billing > Bill To sheet to modify the
format.
National Account Sheet

Use the Billing > National Account sheet to override the company's Payer Bill To Relationship Class for this
customer. You can also view national accounts of which this customer is a member.
Price Lists Sheet

Your company has the option to set up price lists to reflect seasonal price changes or special price breaks you
give to specific customers or ship to locations. Once these lists are created, use the Billing > Price Lists sheet
to rank the priority of these lists for the current customer or current ship to location.
When you create an order, use the price lists assigned to this customer or ship to location to calculate the total
price of the sales order.
Credit Detail Sheet

Use the Billing > Credit > Credit Detail sheet to enter and update the current customer's credit information.
Use this sheet to define credit limits for the current customer. You can also define other credit options.
Important Before you can edit customer credit information, you must have security rights to access this
sheet. These rights are defined on your user record. For more information, refer to the User Account
Maintenance topic in the Application Help.
You also use this sheet to place the customer on or off Credit Hold. If a customer is on credit hold, warning
messages display when you attempt to create a new packing slip or sales order for this customer. Depending
upon how you set up your Order module configuration, these messages may either warn you about the credit
problem, or completely prevent you from creating a new quote, order, or invoice.
Note The Epicor application places customers on hold when they exceed their credit limit during AR invoice
posting and sales order entry. Additionally, if you enter or update a credit limit for a customer that already
exceeds your new limit, that customer is also automatically placed on credit hold.
On this sheet you can also define whether you wish to receive non-traditional payment information (Payment
Instruments) such as post dated checks and bank drafts, and use it in calculating a customer's global credit limit.
The Billing > Credit > National Account Credit sheet allows you to check credit for customers in national
account relationships.
Epicor ERP | 10.0.700.2 37

Billing > Alternates > Detail

Each customer record has at least one bill to address which can be the main customer address or a different one
as mentioned above. There are times when the bill-to address is not a different billing address but an entirely
different customer or entity than the customer ordering and receiving the goods.
Only valid customers created in Customer Maintenance can be defined as Alternate Bill To customers. Select the
Allow As Alternate Bill To option on the Billing > Detail sheet if this customer can be selected as an Alternate
Bill To.
Credit checking for a sales order is based on the bill-to customer.
Example Addison orders goods from your company. This customer is on credit hold, but his Alternate Bill
To customer (Dalton) has not exceeded its credit limit. Because Dalton is the paying customer, and is in
good credit standing, Addison's order is not placed on credit hold.
Billing > GL Controls > Detail

If a customer wants to post its records to an alternate AR account, create a specific general ledger (GL) control
code for the AR Account control type within the GL module, and add it to the customer's record on the Billing
> GL Controls > Detail sheet.
Tax Exemptions Sheet
Use the Tax Exemptions > Detail sheet to define customer specific exemptions.
When multiple exemptions are specified for a document or line, the Epicor application uses the highest exemption.
If more than one is considered to be highest, the Epicor application uses exemptions in the following order:
1. Customer
2. Product
3. Tax Liability
4. Tax Type
5. Tax Exempt Code (the existing code set manually on the Billing > Detail sheet)
Banks Sheet
Use the Banks > Detail sheet to enter banking information for customers who want to make Electronic Funds
Transfer (EFT) payments to your company. The Bank sheet also holds information that pertains to the contract
the customer signed, which allows your company to withdraw money from the customer's account and specifies
for how long the contract is valid.
EFT payments are possible via an electronic interface between your company and the customer's bank. This
interface is defined in Electronic Interface Maintenance. In order for an EFT to take place, define an electronic
payment method with a valid output file in Payment Method Maintenance and (optionally) link it to the
customer's Billing > Detail sheet.
Workshop - Enter a Customer Record
Your company's Sales department was successful in attracting the business of an important customer they were
pursuing. Business procedures require that the Accounts Receivable department is responsible for initially creating
38 Epicor ERP | 10.0.700.2

a customer record once its credit application is approved. Additional information is later added by the Sales
department.
Enter Customer Details

1. From the New menu, select New Customer.
2. In the Customer field, enter XXX (where XXX are your initials).
3. In the Name field, enter XXX, Inc. (where XXX are your initials).
4. In the Type field, select Customer.
5. In the available Address fields, enter an address for your new customer in the state of MA (Massachusetts).
6. Because the Customer Relationship Management (CRM) module is installed, click the Get Territory button
to enter territory information for the customer. When the CRM module is not licensed, adding a territory
to a customer record is optional.
In this workshop, because the customer is located in the state of Massachusetts (a previously entered
territory), United States - New England populates the Territory field. This is because the United States -
New England sales territory was previously defined in Sales Territory Maintenance with the state of MA
as one of its boundaries.
7. Click Save.
Update Customer Terms and Tax Liability
2. In the Terms field, select XXX12 Month Payment Schedule (where XXX are your initials).
3. Click the Tax Liability button and search for and select XXX Region (where XXX are your initials).
4. Click Save.
Enter Bill To Information
Use the Billing > Bill To sheet to enter a bill to address for this customer. The Accounts Payable department for
the aerospace company is located at a different address than their sold to address.
1. Navigate to the Billing > Bill To sheet.
2. Click Copy Customer Address to copy the customer's address from the Customer > Detail sheet.
3. Modify the bill to name and address as follows:
Field Data
Name XXX Aerospace Accounts Payable (where XXX are your initials).
Epicor ERP | 10.0.700.2 39

Field Data
Address 1525 Aerospace Way
Address Building 1525-B
City Kirkland
State WA
Zip 98033
Country USA
4. Click Save.
Enter Credit Detail
Use the Billing > Credit > Credit Detail sheet to enter and update credit information (such as defining credit
limits) for the current customer. You can also define other credit options such as whether you receive non-traditional
payment instruments from them. The accompanying Billing > Credit > National Account Credit sheet allows
you to check credit for customers in national account relationships.
1. Navigate to the Billing > Credit > Credit Detail sheet.
2. In the Credit Limit field, enter 5,000,000.
3. Clear the Credit Hold check box to release your customer from credit hold.
The Epicor application initially selects this check box; it should usually be manually cleared for a new customer.
4. Click Save.
Enter Ship To Information
1. Navigate to the Ship To > Detail sheet.
2. From the New menu, select New Ship To.
3. In the Ship To ID field, enter MAIN.
4. Select the Primary Ship To check box.
5. In the Ship Via field, select UPS Ground.
6. In the available Address fields, enter a ship to address for your customer in the state of KS (Kansas). This
can be, but does not have to be, the same as the Customer Bill To address.
7. Click the Get Territory button.

Because the customer's ship to address is in the state of Kansas, a previously entered territory, United States
- Mid West populates the Territory field. This is because the United States - Mid West sales territory was
previously defined in Sales Territory Maintenance with the state of KS as one of its boundaries.
8. Click Save.
40 Epicor ERP | 10.0.700.2

Enter Contact Information
1. Navigate to the Contacts > Detail sheet.
2. From the New menu, select New Contact.
3. In the Name field, enter a friend's full name.
4. Select the Billing check box to mark your new contact as the primary billing contact.
5. Click Save.
6. Remain in Customer Maintenance for the next workshop.
Workshop - Review and Modify a Customer Record
In this workshop, review and modify a customer record in regard to the payment instruments functionality.
1. Navigate to the Customer > Detail sheet.
2. In the Customer field, search for and select VICTIMBER.
3. Navigate to the Banks > Detail sheet and verify the following information display:
Field Data
Bank BOC
Bank Name Bank of Canada
Bank Account 1234567 89
Payment Method Check
Name Victoria Timber Products
Address 2005 Sooke Rd
City Victoria
State/Prov BC
Postal Code V9B 5Y2
Country Canada
Primary Bank Selected
4. Navigate to the Billing > Credit > Credit Detail sheet.
5. In the Customer Credit pane, select the Include Payment Inst check box.
This check box indicates that the customer wishes to receive non-traditional payment information (Payment
Instruments) such as post dated checks and bank drafts, and that these payment instruments are included
in the customers credit limit.
Important A Payment Instrument license is required in order for the Include Payment Inst check box
to be selected. This check box is greyed out if you do not have a Payment Instrument license.
Epicor ERP | 10.0.700.2 41

Contact Tracker
The Contact Tracker is a display-only version of consolidated contact-related programs such as, Customer
Maintenance, Sales Order Entry, Quote Entry, and more.
This tracker is useful for reviewing activity for a particular contact, throughout the Epicor application. For example,
if a contact named John Smith exists in the application, his name can be entered at this point. The customer he
is affiliated with can be reviewed, along with e-mail information, quotes, orders, jobs, or other records that bear
his name.
Menu Path
• Executive Analysis > Trackers > Contact Tracker
• Financial Management > Accounts Receivable > General Operations > Contact Tracker
• Sales Management > Customer Relationship Management > General Operations > Contact Tracker
• Sales Management > Order Management > General Operations > Contact Tracker
• Sales Management > Quote Management > General Operations > Contact Tracker
• Customer Relationship Management > Sales and Marketing Management > General Operations > Contact
Tracker
• Customer Relationship Management > Order Management > General Operations > Contact Tracker
• Customer Relationship Management > Quote Management > General Operations > Contact Tracker
Electronic Interface Maintenance
Use Electronic Interface Maintenance to create interfaces that electronic funds transfers (EFT) and reports use.
Although this maintenance program is in the Accounts Payable (AP) module, it is equally important to Accounts
Receivable (AR).
EFTs and electronic reports typically require the use of bank-specific or locale-specific formats in files used to
transfer data. To define requisite formats, use this program to:
• Select the .p (Progress) program, a plug-in which sets up the interface within the Epicor application.
• Set the properties the format requires.
The Epicor application includes an EFT interface and several interfaces used in reporting. These interfaces are
defined as system interfaces and cannot be modified.
Electronic interface definition allows their selection as:
• A payment method in Payment Method Maintenance. You can associate the interface with a customer
with which the company has a direct-debit agreement.
• An interface used to generate reports. You can use interfaces defined in this program to export reports
electronically.
Menu Path
• Financial Management > Accounts Payable > Setup > Electronic Interface
42 Epicor ERP | 10.0.700.2

• Financial Management > Accounts Receivable > Setup > Electronic Interface
National Accounts
National accounts define customer interdependencies that affect credit sharing, payer bill-to relationships, and
reporting.
National accounts serve the following functions:
• Credit sharing - National account customers can share credit. In credit-sharing, a child customer can access
its own credit, the credit of its parent, and the credit available in one or more credit pools associated with its
national account. Implementation of this functionality requires the definition of a tiered relationship class
used by the company for credit sharing. Customers that belong to national accounts based on the class can
share credit.
• Payer Bill-To Relationships - National accounts can establish payer bill-to relationships in which a payer
customer pays for a bill-to customer that receives invoices. Implementation of this functionality requires
definition of a non-tiered relationship class the company uses for payer bill-to relationships. Customers that
belong to national accounts based on the class can receive and pay invoices based on the relationship.
• Reporting - National accounts can define reporting relationships based on markets or other criteria. National
accounts can be used to sort entries on aged receivable reports and sales analysis reports. Implementation of
this functionality requires definition of a tiered relationship class the company uses for reporting. Customer
information for each child displays within its parent throughout the account levels.
Use the following programs to implement national accounts:
• Use Relationship Class Maintenance to create the relationship classes used to define national accounts.
You must define separate classes for credit sharing, reporting, and payer bill-to relationships to fully implement
national account functionality.
• Use Company Configuration to implement national account functionality and set the relationship classes
used to define accounts. The National Accounts sheet specifies the classes used to define credit sharing,
reporting, and payer bill-to accounts. You can implement one, two or three functions.
• Use National Account Relationship Maintenance to define customers involved in a national account
relationship and the credit pools available to the account's customers.
• Use Customer Maintenance to define a customer as a valid payer bill-to and to enter customer-specific
settings that affect credit sharing and payer bill-to relationships. Settings on a customer record's National
Account sheet allow child customers to pay their parent's invoices as well as invoices for customers in a payer
bill-to account. The National Account Credit sheet defines settings for a customer in a credit-sharing account.
Settings determine the credit types the customer uses and the order in which they are used.
National Account Relationship Maintenance
Use National Account Relationship Maintenance to define customers involved in a national account relationship.
The class associated with the account determines the underlying relationship structure and whether it applies to
credit-sharing, reporting, or payer bill-to relationships. For credit-sharing accounts, you can define credit pools
available to an account's customers.
National accounts defined in this program serve the following functions:
• Credit sharing - In credit-sharing, a child customer can access its own credit, the credit of its parent, and the
credit available in one or more credit pools associated with the national account. Selection of a tiered
relationship class for company credit checking determines the class used to define credit-sharing accounts;
customers that belong to national accounts based on the class can share credit.
Epicor ERP | 10.0.700.2 43

• Reporting - National accounts can be used to sort entries on aged receivables and sales analysis reports.
Selection of a relationship class for company reporting determines the class used to define reporting-type
accounts; you can select an account based on the class to sort report entries by the customer account hierarchy.
• Payer Bill-To Relationships - National accounts can establish payer bill-to relationships in which a payer
pays for a bill-to customer that receives invoices. Selection of a non-tiered relationship class for company
payer bill-to relationships determines the class used to define these accounts.
Example A large corporation has a number of subsidiaries (two of which are distribution companies).
They want to share a percentage of their credit with the two distribution subsidiaries. You can set up a
national account relationship which includes these three customers. You can define relationship specifications
to allow credit sharing between the larger corporation and its two subsidiaries.
Menu Path
• Financial Management > Accounts Receivable > Setup > National Account Relationship
Workshop - Update a National Account Relationship Record
In this workshop, review the national account relationship between parent, Buckstar Coffee Company, and its
two children. After reviewing, add a new child store to the existing relationship and credit pool and review its
national account credit in Customer Maintenance.
Important Due to necessary database setup and specific data used to perform an update to a National
Account Relationship, this workshop can only be performed by one person on a shared database. If you
are unable to complete this workshop, this does prohibit you from completing Workshop - Manage
Customer Records.
Review a National Account Relationship

Navigate to National Account Relationship Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > National Account Relationship
1. In the Relationship Class field, enter MULTI.
2. In the Customer field, enter BUCKS and press Tab.
3. Navigate to the Credit Pool > Pool Detail sheet and review the credit pool and customer details.
Add a Child Customer
1. Navigate to the Detail sheet.
2. In the Child Customer field, enter BUCK675 and press Tab.
3. Click Add Child.

Buckstar Store 675 is now part of the current relationship.
Share a Credit Pool with a Child
1. Navigate to the Credit Pool > Pool Detail sheet.
44 Epicor ERP | 10.0.700.2

2. From the New menu, select New Customer Shared the Pool.
3. In the available Cust. ID field, enter BUCK675 and press Tab.
4. In the available Max Percent field, enter 20.00.
5. Click Save.
6. Exit National Account Relationship Maintenance.
Update a Child Customer's Credit

1. In the Customer field, enter BUCK675 and press Tab.
2. Navigate to the Billing > Credit > National Account Credit sheet.
Note the line in the Credit Pool pane. This line of data shows that customer BUCK675 has $200,000.00
of credit available (20% of parent customer, Buckstar's $1,000,000 in credit). This was set up in the previous
workshop task in National Account Relationship Maintenance.
3. In the National Accounts pane, select the Use Parent's Credit check box.
4. In the Max Percentage to Use field, enter 20.00.
5. Select the Share Credit check box.
6. In the Percentage Shared field, enter 50.00.

This allows other children in the national account relationship to use 50% of this customer's credit.
7. In the Credit Preferences pane's Selected Preferences column, select Credit Pool and click the up arrow
to move this preference up one level.
This action prioritizes this customer's credit options.
Finance/Late Charge Maintenance
Use Finance/Late Charge Maintenance to define the conditions used to calculate charges and interest on
overdue invoices. Some conditions include the tax category, charge rates, terms, limits, and which invoices to
include.
Once you create a finance charge, it can be assigned to a customer record in Customer Maintenance. The
assigned code is then used by the finance/late charge generation process to automatically create a corresponding
finance charge invoice(s). Per the agreement made when the finance charge was assigned to the customer record,
charges are applied to their overdue invoices and late payments.
The finance/late charge generation process should run periodically from Process Finance/Late Charges. As a
result, an accounts receivable (AR) invoice entry group made up of finance charge invoices is created within AR
Invoice Entry. If necessary, invoices can be edited, added, or deleted from the invoice group before it posts.
Epicor ERP | 10.0.700.2 45

Menu Path
• Financial Management > Accounts Receivable > Setup > Finance/Late Charge
Workshop - Create and Assign a Finance Charge
A customer has proven in recent months to have a history of late payments. Your company decides to charge
this customer a late fee on invoices over 15 days late. In this workshop, develop a finance/late charge and assign
it to the customer.
Create a Finance Charge Code

Navigate to Finance/Late Charge Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Finance/Late Charge
1. From the New menu, select New Finance/Late Charge.
2. In the Charge ID field, enter XXXLate (where XXX are your initials).
3. In the Description field, type XXX Poor Payment History (where XXX are your initials).
4. In the Invoice Line Description field, enter XXX Finance/Late Charge (where XXX are your initials).
5. In the Payment Process Days field, enter 3.

This number indicates the grace period before finance charges are incurred.
6. In the Terms field, select Net 30.
7. Select the Open Invoices check box.
8. In the Minimum Charge Amount field, enter 8.50.

Adding an $8.50 minimum charge amount alerts the application to automatically charge $8.50, even if the
charge rate indicates a lower fee.
9. In the Per Invoice field, enter 25.00.

This indicates that invoices under $25.00 should not be charged a finance charge despite its overdue status.
10. Click Save.
Enter a Finance Charge Rate
1. Navigate to the Rates > Detail sheet.
2. From the New menu, select New Charge Rate.
3. In the Finance Charge Percent field, enter 5.00.
4. Click Save.
46 Epicor ERP | 10.0.700.2

Assign a GL Control Code
1. Navigate to the Charge > GL Control > Detail sheet.
3. In the Type field, search for and select Finance Charge.
4. In the Control field, search for and select FINCHG.
5. Click Save.
6. Exit Finance/Late Charge Maintenance.
Add the Finance Charge Code to a Customer Record

1. In the Customer field, enter XXX (where XXX are your initials) and press Tab.
3. In the Finance/Late Charge field, select XXX Poor Payment History (where XXX are your initials).
4. Click Save.
5. Exit Customer Maintenance.
Process Finance/Late Charges
Use Process Finance/Late Charge to calculate appropriate finance charges based on the data entered in the
program. When you submit this process, an un-posted accounts receivable (AR) invoice group is created which
can then be reviewed and posted at once or at a later time. Once the invoice group posts, it acts exactly like
other AR invoices. It displays on the Aged Receivables Report and the customer is responsible for paying the
charges.
Example
Data previously entered in Finance/Late Charge Maintenance:
Field Data
Charge ID XXXLate (where XXX are your initials)
Charge % 5
Invoice Line Description Finance/Late Charge
Minimum Charge 8.50
Payment Days 15
Terms Net 30
Include Open Invoices Check box selected
Epicor ERP | 10.0.700.2 47

Process Finance/Late Charges

It is common to process finance/late charges soon after cash receipts are posted for the week. When processing
finance/late charges, enter information that pertains to when the process should run, what date it should run as
of, and what the name of the group of charges should be when it displays in AR Invoice Entry.
For example:
Field Data
Schedule Now
As of Date Today's Date
Group ID FINCHG
After entering this information, submit the process. When it completes, a FINCHG group is available for selection
in AR Invoice Entry. That group contains an interest invoice for each customer attached to the charge who is late
on a payment as of the date defined in the As of Date field above.
Menu Path
• Financial Management > Accounts Receivable > General Operations > Process Finance/Late Charges
Workshop - Process Late Charges
In this workshop, process late charges for customer, Addison. A Late Payment Fee finance charge was assigned
to Addison's record, and since then, they have fallen behind in payments.
Note: The charges you generate in this workshop are not associated with the late charge you entered in the
Workshop - Create and Assign a Finance Charge. Customer, XXX Inc. (where XXX are your initials), has not been
late on their invoices since you assigned the Poor Payment History fee to their customer record.
Navigate to Process Finance/Late Charges.
Menu Path: Financial Management > Accounts Receivable > General Operations > Process Finance/Late Charges
1. In the Group ID field, enter LATE.
2. Click Process.
3. Exit Process Finance/Late Charges.
Review and Post Finance Charge Invoice

Navigate to AR Invoice Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > Invoice Entry
1. In the Group field, search for and select the group, LATE.
This group was created as a result running the Process Finance/Late Charge.
2. In the Invoices grid, review the Type field of the invoice that displays.
The Type field displays FCH. This indicates the invoice is charging a finance charge.
3. Review the invoice that displays.
48 Epicor ERP | 10.0.700.2

4. From the Actions menu, select Group > Post.

The AR Post Process window displays.
5. Click Submit.
6. Close the AR Post Process window and exit AR Invoice Entry.
Reminder Group Maintenance
Use Reminder Group Maintenance to define sequences of reminder letters and the message for each letter in
each sequence.
Sequences can be based on aging brackets or the intervals between letters:
• Letters generated based on due dates use aging brackets defined in the Sequence Detail sheet. For example,
you define a sequence with days to reminder that occur at 0, 30, 60, 90, and 120. As a result, the first reminder
is printed on the due date, the second 30 days after the due date, and the last 120 days after the due date.
The due date controls the schedule, so generation of the first letter 10 days after the due date has no effect
on generation of the second letter 30 days after the due date.
• Letters generated based on last reminder use intervals defined in the Sequence Detail sheet. For example,
you you define a sequence with days to reminder that occur at 0, 30, 30, 30, and 30. As a result, the first
reminder is printed on the due date and the others at 30-day intervals thereafter. The printing date controls
the schedule, so generation of the first letter 10 days after the due date results in the second printing 40 days
after the due date.
Association of a group with a customer results in the customer's receiving letters based on group settings. The
association occurs in Customer Maintenance, and letters are printed and posted in Reminder Letter Generation.
You might chose to create one group with a milder set of messages for customers who routinely pay on time
and a group used with customers who routinely pay late. The particulars of each message typically vary according
to their position in the group's sequence.
Menu Path
• Financial Management > Accounts Receivable > Setup > Reminder Group
Workshop - Create and Assign a Reminder Group
A customer consistently needs to be asked to pay the overdue balance on their account. Create a reminder group
to link to this customer's record.
Important Due to necessary database setup and specific data used to generate a reminder letter, this
workshop can only be performed by one person on a shared database. If you are unable to complete this
workshop, this does prohibit you from completing Workshop - Generate and Post a Reminder Letter.
Create a Reminder Group

Navigate to Reminder Group Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Reminder Group
1. From the New menu, select New Reminder Group.
2. In the Group ID field, enter XXX (where XXX are your initials).
Epicor ERP | 10.0.700.2 49

3. In the Description field, enter XXX Past Due (where XXX are your initials).
4. In the Date Offset pane, select Due Date.
5. Click Save.
Design a Reminder Sequence
1. Navigate to the Sequence > Detail sheet.
2. From the New menu, select New Reminder Sequence.
3. In the Days to Reminder field, enter 30.
4. In the Message field, enter the contents of the reminder letter.

For example:
Payment is 30 days past due. A late charge will be assessed if remittance is not received within 10 days.
Please pay promptly. Thank you.
5. Click Save.
8. In the Message field, enter the contents of the second reminder letter.
For example:
This bill is 45 days late and has been assessed a late charge. To avoid further penalties, please remit at once.
Thank you.
9. Click Save.
12. In the Finance/Late Charge field, select Late Payment Fee.
13. In the Message field, enter the contents of the final reminder letter.
For example:
This is your final notice of late payment. You have been charged a late fee. To avoid possible litigation,
please contact our billing department at 1-800-555-5555.
14. Click Save and exit Reminder Group Maintenance.
Assign a Reminder Group

1. In the Customer field, enter ADDISON and press Tab.
50 Epicor ERP | 10.0.700.2

3. In the Reminder Group field, select XXX Past Due (where XXX are your initials).
4. Click Save.
5. Exit Customer Maintenance.
Reminder Letter Generation
Use Reminder Letter Generation to create reminder letters and post finance charges connected with them.
The following are the Actions menu options:
• Get - Use the Get > Customers option to search for and select customers.
• Customers - Use the Customers > Generate Letters option to generate reminder letters for customers
listed in the Customers sheet.
• Reminder Letters - Use the Reminder Letters > Print and Post options to print and post reminder letters
for selected customers.
Menu Path
• Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation
Workshop - Generate and Post a Reminder Letter
In this workshop, generate and post a reminder letter for customer KCMOLD to advise them of their overdue
invoices.
Important Due to necessary database setup and specific data used to generate and post a reminder letter,
this workshop can only be performed by one person on a shared database.
Generate a Reminder Letter

Navigate to Reminder Letter Generation.
Menu Path: Financial Management > Accounts Receivable > General Operations > Reminder Letters Generation
1. From the Actions menu, select Get > Customers.

The Search Form window displays.
2. Click Search.
3. Select ADDISON and click OK.
4. From the Actions menu, select Customers > Generate Letters.

The Set Age date window displays.
5. In the As of Date field, select today's date.
6. Click OK.
The customer's overdue invoices and reminder letters display.
Epicor ERP | 10.0.700.2 51

Print Preview a Reminder Letter
1. From the Actions menu, select Reminder Letters > Print.

The Reminder Letter window displays.
2. Click Print Preview and review the reminder letter.
3. Close the report and the Reminder Letter window.
Post a Reminder Letter
1. From the Actions menu, select Reminder Letters > Post.
2. To the Are you sure? message, click Yes.

Clicking yes to this message posts the reminder letter. The next time a reminder letter generates for the
invoices in this letter, the second sequence in the reminder group generates.
3. Exit Reminder Letter Generation.
52 Epicor ERP | 10.0.700.2

Accounts Receivable Course Daily Accounts Receivable Processing
Daily Accounts Receivable Processing
This section of the Accounts Receivable course focuses on Accounts Receivable processes which may take place
during a typical work day.
The following processes involving Accounts Receivable are performed on a regular basis:
• AR Invoice Entry
• Cash Receipts Entry
• Apply Credit Memo
• Reverse Cash Receipt
AR Invoice Entry
Use AR Invoice Entry to bill customers for products and services a company sells. Revenue and the corresponding
AR values for shipped products do not update the general ledger (GL) until an invoice is created and posted.
A group methodology is used to collect invoices and post them as a group (batch) to the GL in the same fiscal
period. Until a group posts, the GL does not update. The actual group ID is immaterial and can be used again as
soon as the original posts.
Note Reports and trackers used throughout the invoicing process are illustrated in this section of the
course.
Menu Path
• Financial Management > Accounts Receivable > General Operations > Invoice Entry
Actions Menu
The Actions menu in AR Invoice Entry contains several processes you can use on your open invoices. The Get
functions allow you to pull information from various sources to create invoices within the current group. The
Group functions allow you to view and post the invoices within the current group. The Invoice functions allow
you to move invoices from one group to another as well as update payment schedules.
Transfer
Use the Invoice > Transfer option to move a selected invoice from one entry group to another.
Tip Use this option if you have invoices in several groups that you want to print and post at the same
time. When you transfer invoices into a single entry group, you only need to run the Print and Post
functions once.
Epicor ERP | 10.0.700.2 53

Daily Accounts Receivable Processing Accounts Receivable Course
Locate Invoice Group
Use the Locate Invoice Group option to find a group that includes a specific invoice. This option locates the
group number; you can then enter this group number on the Group sheet to display the invoices within the
entry group.
Copy Invoice Lines
Use the Copy Invoice Lines option to adjust posted invoices that contain errors.
You can add adjusting entries to a miscellaneous invoice, shipment invoice, or credit memo. To do this, copy
selected lines to the original invoice. You can opt to create the adjusting line as a reversing entry. This can result
in the creation of a zero-balance invoice.
Adjustments only affect financial processes. They have no effect on shipments or other processes connected with
the original invoice.
If the Reference Invoice number is specified in the invoice header, this invoice is used as a source copy item.
Important
Invoice adjustment requires implementation of legal numbering.
AR Invoice Types
This section of the course describes seven unique AR invoice types.

• Advance Billing Invoice
• Deposit Billing Invoice
• Shipment Invoice
• Cancellation Invoice
• Credit Memo
• Miscellaneous Invoice
• Correction Invoice
As each invoice type is discussed, note the individual characteristics that differentiates it from the others.
Example The choice of whether to create an advance billing or deposit billing invoice comes down to
how the prepaid amount must be consumed.
• An Advance Billing Invoice links prepaid amounts to specific order lines and releases. As shipments
occur to the specified lines and releases, the prepaid amounts are consumed.
• A Deposit Billing Invoice only requires a sales order reference. Shipment of a line or release tied to
the specified sales order consumes the prepaid amount.
Note Most invoice types (excluding Cancellation Invoices) allow pre-defined records from Miscellaneous
Charge Maintenance, Product Tax Category Maintenance, and Tax Liability Maintenance to be added at
the time of invoice entry. Attach these records to an invoice line. To create an invoice for a miscellaneous
charge or for taxes only, add a blank line to the invoice and attach the charge or tax record to it.
Note If you have Tax Connect installed, disable it on the Company Configuration > Modules > Finance
> Tax Interface sheet or in Tax Reconciliation in order to complete the upcoming workshops.
54 Epicor ERP | 10.0.700.2

Advance Billing Invoices
Advance Billing Invoices are customer invoices created prior to shipping products or services. This invoice type
must be linked to a sales order, an order line, and an order release. It is possible to choose whether the advance
billing amount should credit the Deferred Revenue account defined in or the ordered part’s Sales (Revenue)
account.
Advance Billing Invoices must be created prior to creating a packing slip for the related sales order line and release;
however, a cash receipt for this invoice is not required prior to the shipping and invoicing of the related product
or service. The total amount of the Advance Billing Invoice is deducted from the Shipment Invoice, even if the
customer has yet to pay the invoice.
An Advance Billing Invoice remains on the Aging Report until it is paid. Even if the total of that advance is deducted
from the customer's Shipment Invoice before the Advanced Billing Invoice has been paid, the Advance Billing
Invoice still remains as an outstanding invoice against the customer until it is paid.
Workshop - Create Advance Billing Invoices
In this workshop, create advance billing invoices for two existing sales orders. On one invoice, select the Deferred
Revenue check box and on the other, do not. When the group posts, review the results of both methods.
Important Due to necessary database setup and specific data used to create an advanced billing invoice,
this workshop can only be performed by one person on a shared database. If you are unable to complete
this workshop, this does prohibit you from completing some of the workshops to follow.
If the sales orders used in this workshop are closed, you have the option to duplicate each of the sales
orders. By duplicating the sales orders you will be able to perform the functionality in this workshop as
well as workshops to follow. Review the Duplicating Sales Order Option listed in the Workshop
Constraints section of this course.
Create an Invoice Group

1. From the New menu, select New Group.
2. In the Group field, enter XXX (where XXX are your initials).
3. Accept the other defaults.
4. Click Save.
Add an Advance Billing Invoice Header
1. From the New menu, select New Advance Billing.

The Header > Detail sheet displays.
2. In the Sales Order field, enter 5084 and press Tab.

The Deferred Revenue check box defaults as selected on the invoice header.
3. Click Save.
Epicor ERP | 10.0.700.2 55

Add a Line
1. From the New menu, select New Line.
2. In the SO Line/Rel field, enter the following information:
Field Data
SO Line 1
Rel 1
3. In the Extended Price field, enter 50.00.
4. Click Save.
Add an Additional Line
Field Data
SO Line 2
Rel 1
4. Click Save.
Create Another Advance Billing Invoice
1. From the New menu, select New Advance Billing.
3. Clear the Deferred Revenue check box.
4. Click Save.
56 Epicor ERP | 10.0.700.2

Add a Line
Field Data
SO Line 1
Rel 1
4. Click Save.
Print Preview the Invoice Group Edit List
1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.
2. Accept the defaults.
3. Click Print Preview to view the details and general ledger (GL) recap for this invoice group.
Note Review the deferred revenue account. Only the line amounts of the first invoice entered affect
this account.
4. When complete, close the report and the Invoice Entry - Group Edit List window.
Post the Invoice Group

The AR Invoice Post Process window displays.
2. Click Submit.
3. Close the AR Invoice Post Process window.
4. Minimize AR Invoice Entry.
Deposit Billing Invoices
A deposit billing invoice is a customer down-payment or pre-payment that must be linked to an order but not
to a specific order line or release. The Prepayment account defined in the default GL control code (Type - AR
Account) offsets the Receivables account in this transaction type.
Sales order deposits can also be created directly in Cash Receipt Entry. The difference between creating a deposit
invoice and creating a deposit through cash receipts is mainly that a physical invoice can be printed if a deposit
billing invoice is created. Also, if you do not choose to create a deposit billing invoice, the Receivables account
Epicor ERP | 10.0.700.2 57

is never affected by the deposit amount. Only when a deposit invoice posts, is the Receivables account debited.
Once an invoice payment posts, the Receivables account is credited.
Workshop - Enter a Deposit Billing Invoice
Your company's policy states that a 50% down payment must be received prior to the shipment of goods.
Because it does not matter which line the down payment is applied to, a deposit invoice can be used to bill your
customer for the down payment. In this workshop, create a deposit billing invoice for 50% of a customer's
existing sales order.
Important Due to necessary database setup and specific data used to enter a deposit billing invoice, this
workshop can only be performed by one person on a shared database. If you are unable to complete this
workshop, this does prohibit you from completing some of the workshops to follow.
If sales order 5094 is closed, you have the option to duplicate the sales order. By duplicating the sales order
you will be able to perform the functionality in this workshop as well as workshops to follow.
Enter a Deposit Billing Invoice Header
2. In the Group field, enter XXX2 (where XXX are your initials).
3. From the New menu, select New Deposit Billing.

5. Click Save.
Add Deposit Information
1. Navigate to the Line > Deposit sheet.
3. Click Save.

2. Click Submit.
58 Epicor ERP | 10.0.700.2

Advanced Billing/Deposit Balance Report
The Advance Billing/Deposit Balance Report allows you to view the total outstanding balance for advance
billing and deposit billing invoices or payments made against sales orders. This report can be filtered for all or
one selected customer. You can have this report display deposit totals, advanced billing totals, or both.
You can include unallocated deposits in the report by selecting the Show Unallocated Deposits check box.
This report displays the deposit or the advanced billing balance made on each specific sales order, depending on
your selection. This amount is the total deposit or advance amount, minus the value of the order or order line.
Logic Advance/Deposit Total = Order Value – Total Advanced/Deposit Amount
This total value can never be less than zero.

Tip Note that this report does not show the specific payments that the customer made for the total deposit
or advance amounts. To view these specific payments, run the AR Aging report.
Use this program to produce the Advanced Billing/Deposit Balance report.

Use the Selection sheet to select the report parameters. Use the Filter sheet(s) to select the specific records to
include on the report. For more information, refer to the Filters Overview topic in the Application Help.
Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.
Menu Path
• Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance
Workshop - View Sales Order Balances
Two advance billing invoices and one deposit billing invoice have posted. Running the Advance Billing/Deposit
Balance Report allows you to verify that the correct sales orders maintain the proper pre-payment amounts.
Navigate to the Advance Billing/Deposit Balance Report.
Menu Path: Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance
Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop
- Enter a Deposit Billing Invoice, you will not be able to complete this workshop. You have the option
to print the report and review previously posted advanced billing and deposit billing invoices. Results will
vary.
1. Accept the default values.
2. Click Print Preview and review the values recorded against sales orders 5084, 5130, and 5094.
3. Close the report and exit the Advance Billing/Deposit Balance Report.
Epicor ERP | 10.0.700.2 59

Sales Order Tracker
The Sales Order Tracker displays read-only information about open and closed sales orders, including shipment
activity, invoice activity, header and line item information, as well as sales order advances and deposit balances.
Each tracker can contain sheets from the primary entry program and supplemental sheets unique to the tracker.
Information on primary sheets and fields is included in the Application Help for the entry program. Supplemental
sheet information is included in the Application Help for the specific tracker.
Menu Path
• Executive Analysis > Trackers > Order Tracker
• Financial Management > Accounts Receivable > General Operations > Order Tracker
• Material Management > Shipping / Receiving > General Operations > Order Tracker
• Production Management > Scheduling > General Operations > Order Tracker
• Sales Management > Customer Relationship Management > General Operations > Order Tracker
• Sales Management > Order Management > General Operations > Order Tracker
• Sales Management > Quote Management > General Operations > Order Tracker
• Service Management > Field Service > General Operations > Order Tracker
• Customer Relationship Management > Sales and Marketing Management > General Operations > Order
Tracker
• Customer Relationship Management > Order Management > General Operations > Order Tracker
• Customer Relationship Management > Quote Management > General Operations > Order Tracker
Workshop - Use the Sales Order Tracker
In this workshop, review current information about sales orders 5084, 5130, and 5094 which were modified in
previous workshops.
Navigate to the Sales Order Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > Order Tracker
- Enter a Deposit Billing Invoice, you will not be able to complete this workshop.

This is the sales order to which you posted the first Advanced Billing Invoice.
2. Navigate to the Invoices sheet.
3. Click Retrieve and review the invoice details.
4. Navigate to the Header > Order Totals sheet.

Note the values in the Advance Balance and Deposit Balance fields.
5. Repeat steps 1-4 for sales orders 5130 and 5094.
60 Epicor ERP | 10.0.700.2

6. Exit the Sales Order Tracker.
Customer Statements
Customer Statements are forms that can be sent to a customer to recap current AR activity. Only customers
coded for Statement Print in Customer Maintenance are selected to print when printing for all customers.
If a customer is not coded for Statement Print in Customer Maintenance, to print a statement, select that customer
in the report options.
Menu Path
• Financial Management > Accounts Receivable > Reports > Customer Statements
Commission Report
The Commission Report displays sales commission information for selected salespeople. The report pulls
commission records from a specific time period, as determined by the From Date and To Date you specify.
If the salesperson is paid commissions based on customer payments, miscellaneous charges and credit memo
amounts are deducted before the final commission amount is calculated.
Menu Path
• Financial Management > Accounts Receivable > Reports > Commission
Sales Tax Report
The Sales Tax Report lists the tax reportable sales within the selected taxing jurisdictions. You can select specific
date ranges for the report.
Menu Path
• Financial Management > Accounts Receivable > Reports > Sales Tax
Shipment Invoices
Invoices for products or services shipped via Customer Shipment Entry generate automatically using the Action
menu's Get > Shipments option.
Note Pack slips that do not have the Shipped check box selected cannot have an invoice generated
through Get Shipments.
As noted above, the shipped status of a customer packing slip plays an important role in determining whether
an invoice can be automatically created. Other factors that impact a shipment's ability to generate an invoice via
Get Shipments include:
• Shipment Date vs. Invoice Group Date.
• Billing Day settings on an individual customer's maintenance program setup.
Epicor ERP | 10.0.700.2 61

• The Company Configuration setting for the Save Shipments for Invoicing option.
The number of invoices generated for each customer is based on two selections on the customer record's Billing
> Detail sheet in Customer Maintenance.
• Consolidate Sales Orders - Select this check box if you want Get Shipments to generate one invoice that
contains multiple shipped orders. If you clear this check box, separate invoices are created for each order
placed by this customer that has shipped.
• Combine Packing Slips - Select this check box if you want Get Shipments to generate a single invoice for
packing slips created for the same order and fiscal period. If you clear this check box, each packing slip pulled
into the AR invoice group creates a separate invoice. This happens even if they were created for the same
sales order.
For more information about these settings, refer to the Application Help.
Workshop - Ship Customer Orders
Ordinarily, accounting personnel are not responsible for shipping customer orders, however the shipping clerk
is on vacation and you have been asked to step in. In addition to shipping the orders, you have been asked to
add a miscellaneous charge to one.
Important If you were unable to complete Workshop - Create Advanced Billing Invoices, you will not
be able to complete this workshop. Contact your system administrator to refresh your education database.
Ship Sales Order Lines

Navigate to Customer Shipment Entry.
Menu Path: Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry
1. From the New menu, select New Pack.
2. In the Order Number field, enter 5084 and press Tab.
3. Click the Mass Shipment button.
4. Click the Ship All button.
5. Click the Update button.

A negative quantity warning message may display. If yes, to the message, click Yes.
6. Select the Shipped check box and note the packing slip number __________.
7. Click Save.
62 Epicor ERP | 10.0.700.2

Add a Miscellaneous Charge
1. From the New menu, select New Pack.
2. In the Order Number field, enter 5130 and press Tab.
3. Click the Mass Shipment button.
4. Click the Ship All button.
5. From the New menu, select New Misc Charge.
6. In the Charge ID field, select XXX Refundable Pallet Charge (where XXX are your initials).
7. In the Charge Amount field, enter 14.00.
8. Click Save.
9. Navigate to the Summary sheet and click the Update button.
10. Select the Shipped check box and note the packing slip number __________.
11. Click Save and exit Customer Shipment Entry.
Workshop - Invoice Shipments
You must now invoice the shipments you made.

The consumption of the advance billing amounts posted in a previous workshop displays on the appropriate
invoice lines.
- Ship Customer Orders you will not be able to complete this workshop. Contact your system administrator
to refresh your education database.
1. Maximize AR Invoice Entry.

The Group > Detail sheet displays.
Accept the other defaults.
4. Click Save.
Epicor ERP | 10.0.700.2 63

Generate Shipment Invoices
1. From the Actions menu, select Get > Shipments.

The Get Shipments window displays.
2. Click the Manual Selection button.
3. Select the two packing slips you created in the Workshop - Ship Customer Orders.
4. Click OK.
5. To the Are you Sure? message, click Yes.
6. Click OK to the message that displays saying invoices were created.

In the Invoices grid, two shipment invoices display.
7. Review the line and header details for both invoices.
Review Miscellaneous Charge Information
1. Navigate to the Line > Misc Charge sheet for Northern Machine's invoice.
2. Review the miscellaneous charge.

The pallet charge you added to the packing slip's header displays. The charge does not display on the invoice
header because an AR invoice can be for multiple shipments, and this miscellaneous charge only pertains
to this one shipment.

2. Click Submit.
3. Close the AR Invoice Post Process window and remain in AR Invoice Entry.
Shipped Not Invoiced Report
The Shipped Not Invoiced Report displays sales orders whose parts were shipped to customers; these customers
have not received shipment invoices for these shipments. Sales orders shipped during a selected date range
display on the report.
Menu Path
• Financial Management > Accounts Receivable > Reports > Shipped Not Invoiced
64 Epicor ERP | 10.0.700.2

Cancellation Invoices
AR Invoice Entry provides the ability to directly cancel a posted invoice. The result is a credit memo created
directly against the invoice selected for cancellation. This process copies previous invoice lines and detail information
into the credit memo.
Note The invoice cancellation process does not reopen order packing slips. You must manually open
packing slips that need to be updated.
Invoice Cancellation Process
Workshop - Cancel a Posted Invoice
In this workshop, cancel a previously posted shipment invoice.

Important Due to necessary database setup and specific data used to cancel a posted invoice, this workshop
can only be completed by one person on a shared database.

3. Click Save.
4. From the Actions menu, select Create Cancellation Invoice.

The Create Cancellation Invoice window displays.
5. In the Legal Number field, enter 10033 (which is the invoice number) and press Tab.
6. Click OK.
7. To the Are you Sure? message, click Yes
8. Review the Cancellation Invoice created.

10. Click Submit.
Epicor ERP | 10.0.700.2 65

Credit Memo Entry
Credit memos are transactions that reduce, or credit, a customer's receivables balance. Miscellaneous, Deposit
Billing, and Advance Billing credit memos are created and posted within AR Invoice Entry. Cash Receipts Entry
uses Unapplied or On Account receipt balances to automatically generate credit memos.
A sales order is not required when creating a miscellaneous credit memo, but if an order is selected, a
corresponding line item and release must also be selected. Alternately, it is possible to enter a valid invoice number
which automatically populates the related sales order information.
Credit memo types include:
• Credit Memo - This is a basic credit memo that reduces a customer's receivable balance. Basic credit memos
do not have to reference an invoice or sales order but must reference a customer.
• Advance Billing Credit Memo - This is a credit memo that reduces an advance billing invoice and removes
the advance balance from the referenced sales order line. This credit memo type is order-line specific.
• Deposit Billing Credit Memo - This is a credit memo that reduces a deposit billing invoice and removes the
deposit balance from the referenced sales order. This credit memo type is not order-line specific.
Use a credit memo to refund a credit card payment. Once a credit memo is created, use Apply Document to
apply a credit payment to the credit card transaction associated with the order or customer. This action credits
back the card. To learn more about credit card processing in the Epicor application, refer to the Credit Card
Processing course. The course provides workshops that detail setting up the Epicor application to use credit cards
and process credit card transactions.
Workshop - Create Credit Memos
The pallets you shipped to customer Northern Machine for sales order 5130 in a prior workshop were returned.
Create a credit memo that credits Northern Machine's account for the returned pallets.
In addition, Clarke Manufacturing cancelled open sales order 5122, but an advanced billing invoice has already
posted for that order, and a check was sent. Before closing that order, remove the advance from it.
Create an advanced billing credit memo for Clarke Manufacturing to remove the advanced billing balance from
sales order 5122 and credit the advanced billing invoice.
Important
Due to necessary database setup and specific data used to create credit memos, this workshop can only
be performed by one person on a shared database.
To complete this workshop on a shared database, you have the option to duplicate the sales order. Review
the Duplicating Sales Order Option listed in the Workshop Constraints section of this course.
Contact your system administrator to verify your education database is refreshed.
4. Click Save.
66 Epicor ERP | 10.0.700.2

Enter a Credit Memo Header
1. From the New menu, select New Credit Memo.

2. In the Sold To Customer field, enter Northern and press Tab.
3. Click Save.
Add a Line Miscellaneous Charge
2. From the New menu, select New Line Misc Charge.
3. In the Charge field, select XXX Refundable Pallet Charge (where XXX are your initials).

Even though the amount displays as positive, it creates an accounts receivable credit because the invoice
type is Credit Memo.
5. Click Save.
Create an Advance Billing Credit Memo
1. From the New menu, select New Advance Billing Credit Memo.
3. Click Save.
Add a Line
Field Data
SO Line 1
Rel 1
4. Click Save.
Epicor ERP | 10.0.700.2 67

Post the Credit Memos Group

2. Click Submit.
Miscellaneous Invoices
A miscellaneous invoice can reference a sales order or an inventoried line item but does not have to. If a non-part
line item is invoiced, the Part and Description fields can be used to enter the reason for the invoice (for example,
Cancellation Fee). A miscellaneous invoice can also be created for tax purposes only or be designated as a recurring
source invoice to use as a template for other recurring invoices.
In a miscellaneous invoice, the offsetting credit account(s) derives from the product group chosen on the invoice
lines. Often, a product group called Misc Income is created and used on miscellaneous invoices.
Although a valid part can be selected, corresponding Cost Of Sales (COS) amounts are not recorded for
miscellaneous invoices.
Adjust Sales Accounts on AR Invoice Lines
You can now update sales accounts on miscellaneous invoice lines within AR Invoice Entry.
The sales of products or services often need to be placed within different sales accounts. AR Invoice Entry now
contains the functionality to override the default sales account within each AR invoice miscellaneous line. If it is
necessary to record the sale of the goods or service within a different account, select the sales account you
require.
Workshop - Enter a Miscellaneous Invoice
A tenant leasing a portion of your company's site space needs to be invoiced. Create a miscellaneous invoice to
bill the tenant using the terms code created in a prior workshop for scheduled payments.
4. Click Save.
Create a Miscellaneous Invoice
1. From the New menu, select New Miscellaneous Invoice.

2. In the Sold To Customer field, enter USASHELF and press Tab.
68 Epicor ERP | 10.0.700.2

3. In the Terms field, select XXX 12 Month Payment Schedule (where XXX are your initials).
4. Click Save.
Enter Line Information
2. In the Part/Rev field, enter Lease Payment.
3. In the Quantity field, enter 12.
4. In the Unit Price field, enter 2000.00.
5. Click Save.
Review the Payment Schedule
1. From the Actions menu, select Invoice > Payment Schedule.

The Invoice Payment Schedule Maintenance window displays.
If needed, manually update scheduled payment due dates. The Aged Receivables Report begins aging as
each scheduled payment's due date is reached.
2. Click OK.
Print the Invoice

Tip Either an individual or entire group of invoices can print during invoice processing. If a new copy of
an invoice or credit memo is needed, it can print from either Posted Invoice Update or the Invoice Tracker.
1. From the Actions menu, select Group > Print Invoices.

The Print Group window displays.
2. Click Print Preview.

Review the payment schedule and terms printed on the invoice.
3. Close the preview window and the Print Group window.
4. Remain in AR Invoice Entry.
Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line
Update the default sales account on the invoice line you entered in the Workshop - Enter a Miscellaneous Invoice.
Updating this account enables you to record this miscellaneous item to a GL account that differs from your default
sales account.
1. Navigate to the current invoice's Line > Detail sheet.
2. From the Actions menu, select Line > Get Default Account.
Epicor ERP | 10.0.700.2 69

At the bottom of the sheet, the GL Account fields populate with the default book and sales account.
3. In the Account field, clear the default account, and enter 4065-00-10.
4. Click Save.

6. Click Submit.
Close the AR Invoice Post Process window and remain in AR Invoice Entry.
Workshop - Create a Miscellaneous Invoice for Tax Only
Create a miscellaneous invoice for tax only. Similar steps are used to create an invoice for a single miscellaneous
charge. In this case, you would attach a miscellaneous charge record to the blank line instead of attaching a tax
record.
Note A customer does not have to be attached to a tax liability record to be manually charged tax at the
time of invoicing. In this workshop, the customer we are invoicing happens to be in a tax liability that
includes the tax we are manually adding to the invoice. That fact does not have to be true to complete
this workshop.
4. Click Save.
Create a Miscellaneous Invoice
2. In the Sold To Customer field, enter XXX (where XXX are your initials) and press Tab.
4. Click Save.
Add Tax to an Empty Invoice Line
1. From the New menu, select New Tax Code.

The Line > Tax > Detail sheet displays.
2. In the Tax Type field, select XXX Sales Tax (where XXX are your initials).
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3. Verify the Manual Tax Calculation check box is selected.
4. In the Fixed Amount field, enter 19.80.
5. Click Save.
6. Navigate to the Group > Detail sheet and review the invoice amount.
Workshop - Create an Additional Miscellaneous Invoice

In this workshop, create an additional miscellaneous invoice. This invoice will later be corrected when you create
a correction invoice in a later workshop.
2. In the Sold To Customer field, enter XXX (where XXX are your initials) and press Tab.
4. Click Save.
Update a Line Record
2. In the Unit Price field, enter 25.00.
3. Click Save.
Note that the Total amount is 1,250.00
Print Preview the Edit List
1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.
3. Click Print Preview and review the group details.
4. Close the AR Invoice Edit List and the Invoice Entry - Group Edit List windows.

2. Click Submit.
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Recurring Invoices
If you have invoices for the same product and services which occur on a specific schedule, you can use the
functionality in AR Invoice Entry to re-create them automatically based on specified parameters. You do not have
to manually create such invoices.
Important Recurring invoices are only allowed for miscellaneous invoices.
To use recurring invoices, you need to:
1. Define a recurring cycle in Recurring Cycle Maintenance.
2. Flag an invoice as a recurring source invoice and assign a cycle.
3. Use the Generate Recurring Invoices process to generate recurring invoices based on the recurring source
invoice.
Workshop - Create a Recurring Source AR Invoice
In this workshop, create a miscellaneous AR invoice and designate it as a recurring source invoice. You will use
this invoice as a template to generate AR recurring invoices.

3. Click Save.
5. In the Sold to Customer field enter Addison and press Tab.
6. Click Save.
7. Select the Recurring check box at the bottom of the form.
8. In the Cycle Code field, select XXXMonthlyRecurrence (where XXX are your initials).
The details from the recurring cycle you selected are pulled into the invoice.
10. In the Description field, enter Services.
12. In the Unit Price field, enter 200.
13. Click Save.
14. Navigate to the Header > Recurring sheet.
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15. Note that the details from the selected recurring cycle are displayed.

2. Click Submit.
Workshop - Create a Single Recurring AR Invoice
In this workshop, create a recurring AR invoice based on the recurring source invoice you created in the previous
workshop. Use the Get Recurring Invoices Action command in AR Invoice Entry.

3. In the Invoice Date field, select the first day of the next month.
4. In the Apply Date field, select the first day of the next month.
5. Click Save.
6. From the Actions menu, select Get > Recurring Invoices.

The Get Recurring Invoices window displays. Here you can filter for which customers and from which
cycles you want to generate invoices.
7. Click Cycle Codes and search for and select XXXMonthly Recurrence (where XXX are your initials).
8. Click Manual Selection to select from a list of the recurring source invoices available.
9. Select the Recurring Source AR invoice created in the previous workshop and click OK.
10. Click Yes in the confirmation window to the message that displays.
11. Click OK.
A new invoice is created from the selected recurring source invoice. Each new invoice is a copy of the recurring
source invoice, including comments, charges, commissions, GL accounts, and other information.
Tip If necessary, you can change the data that pulls from the recurring source invoice into the recurring
invoice. If the Copy Latest Invoice option is selected on the recurring source invoice, the details will be
copied from the latest posted recurring invoice for that recurring series of the recurring source invoice.
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Workshop - Generate Recurring AR Invoices
In this workshop use the Generate Recurring Invoices process to generate AR recurring invoices. This process is
useful if you have a high volume of recurring invoices.
Navigate to Generate Recurring Invoices.
Menu Path: Financial Management > Accounts Receivable > General Operations > Generate Recurring Invoices
1. Verify that Now displays in the Schedule field.
2. In the As of Date field, enter the first day of the month, three months from today.
3. Enter XXX (where XXX are your initials) in the Group ID field.
4. Click the Process button.
5. Exit Generate Recurring Invoices.
Retrieve Generated Invoices
In this workshop task, retrieve the AR recurring invoices you generated.
1. Maximize AR Invoice Entry.
2. Click the Group button and search for and select the group you created running the Generate Recurring
Invoice process.
3. Review the invoices you generated that display in the Invoices grid.
Correction Invoices
You can create a correction invoice by using the Create Correction Invoice Action command in AR Invoice
Entry. Correction invoices are created from source invoices.
Once created, a correction invoice displays in AR Invoice Entry with the same header information as the original
invoice and invoice lines pulled with negative and positive quantities.
Workshop - Create a Correction Invoice
In this workshop, create a correction invoice for a previously posted miscellaneous invoice.
Important Due to necessary database setup and specific data used to cancel a posted invoice, this workshop
can only be completed by one person on a shared database.

3. Click Save.
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4. From the Actions menu, select Create Correction Invoice.

The Create Correction Invoice window displays.
5. Click the Legal Number and search for and select the miscellaneous invoice you created in Workshop -
Create an Additional Miscellaneous Invoice where the Total is $1,250.00.
6. Click OK.
The invoice displays in AR Invoice Entry.
7. Click the Summary sheet and review the correction invoice that was created. Note the negative and positive
totals on the lines.

9. Click Submit.
10. Close the AR Invoice Post Process window and exit AR Invoice Entry.
AR Aged Receivables Report
The Aged Receivables Report displays open accounts receivable (AR) invoices and credit memos, and sorts
them into default aging columns defined in Aging Report Format Maintenance. The aging columns are defined
by the Aging Format selected within your AR Configuration.
You can select invoices for your report by Apply Date or Invoice Date. The records can be aged by Due Date
or Invoice Date against the date in the Aged As Of field.
When an aging report is run by Due Date, the Future column contains posted invoices that are not due as of
the Aged As of Date selected on the report. When the report is run by Invoice Date, no entries display in the
Future column unless an invoice is posted with a date that is the same as the Aged As of Date selected on the
report.
If credit memos are selected for an aging report, they are shown with negative amounts.
Example An invoice is dated 5/1/09 and has payment terms set to Net 30. It is due on 6/1/09. On the
Due Date version of this report, it is in the Future column because it is not yet due. On the Invoice Date
version, this invoice is in the Current column.
Tip This report can work as a subsidiary ledger for your AR accounts. Enter the Aged As Of date for your
report. As a result, the report total should reconcile to the ending balance of the Accounts Receivable
account.
Use the Selection sheet to select the report parameters. Use the Filter sheet(s) to select the specific records to
include on the report. For more information, refer to the Filters Overview topic in the Application Help.
Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.
Menu Path
• Financial Management > Accounts Receivable > Reports > Aged Receivables
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Workshop - Use the Aged Receivables Report
In this workshop, use the Aged Receivables Report to display some of your company's open invoices.
Navigate to the Aged Receivables Report.
Menu Path: Financial Management > Accounts Receivable > Reports > Aged Receivables
1. Accept the report defaults.
2. Click Print Preview and review the report.

Note The data displays on this report in the format you should use if you are trying to reconcile the
GL against the Aged Receivables.
3. Close the preview window and exit the Aged Receivables Report.
G/L Distribution Report
The G/L Distribution Report shows the GL effect of the transaction types selected and displays transactions
which are ready to post.. You have the option to select date range or a specific fiscal period for your report.
Menu Path
• Financial Management > Accounts Payable > Reports > G/L Distribution
• Financial Management > Accounts Receivable > Reports > G/L Distribution
• Financial Management > Payroll > Reports > G/L Distribution
AR Invoice Tracker
Use the AR Invoice Tracker to drill into selected invoices and get information for an invoice. This includes
information such as the posted status, shipping information, payment activity, schedules, GL transactions, header
and line item information, as well as memos linked to the selected invoice.
The Sales Order Tracker can also be accessed from within the Invoice Tracker.
The Invoice Tracker is a display-only version of AR Invoice Entry which contains supplemental sheets not found
in AR Invoice Entry. Records cannot be added or updated in trackers.
You can also use AR Invoice Tracker to track recurring AR invoices. The Header – Recurring sheet displays the
recurring invoice information that you added in AR Invoice Entry. Click the Retrieve button to:
• Retrieve invoices that were generated for the selected recurring source invoice.
• View the total value that was invoiced for the recurring series.
• View the latest posted invoice from the series and the next invoice date.
The required information is displayed under the Recurring Invoices grid.
Menu Path
• Executive Analysis > Trackers > A/R Invoice Tracker
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• Financial Management > Accounts Receivable > General Operations > Invoice Tracker
• Financial Management > Deferred Revenue Accounting > General Operations > Invoice Tracker
• Sales Management > Customer Relationship Management > General Operations > Invoice Tracker
• Sales Management > Order Management > General Operations > Invoice Tracker
• Service Management > Field Service > General Operations > Invoice Tracker
• Customer Relationship Management > Sales and Marketing Management > General Operations > Invoice
Tracker
• Customer Relationship Management > Order Management > General Operations > Invoice Tracker
Cash Receipts Entry
Use Cash Receipts Entry to enter and post cash receipts. These are transactions you enter for customer payments,
customer credits, or miscellaneous cash amounts.
Important Before you can transact within Cash Receipts Entry, you must set up your fiscal periods in Fiscal
Period Maintenance.
A group methodology is used when processing cash receipts. Payments are grouped together to post in a batch
mode and update the General Ledger (GL). Unlike an invoice entry group, a cash receipts entry group always
defines the date of the payments in the group, the accounting period it posts to, and the bank account affected.
Note Entry Groups - These are comprised of transactions that occur during the same time period and
are ready to edit, print, and post. Entry groups are sometimes referred to as batches. An entry group can
also assign default transaction dates, fiscal periods, and account numbers for the cash receipts in the group.
You can create the following cash receipt transaction types:

• Invoice Payments - These transactions are entered with basic check information. They include detail lines
that describe how the check is used against the customer's outstanding invoices. These transactions debit the
Cash account and credit the Accounts Receivable account.
• Deposit Payments - These transactions track down payments made against specific sales orders (allocated)
or not linked to a sales order (unallocated). They debit the Cash account and credit the account number you
enter, which is normally a Prepayments liability account.
• Miscellaneous Payments - These transactions track miscellaneous cash received from sources other than
customers; they do not change customer AR balances. They debit the Cash account and credit the account
number you select.
• Debit Notes - Enter these transactions when a customer requires a payment or invoice deduction. These
transactions create open payable amounts. Debit notes can be applied as unallocated amounts on a payment.
They can also be linked directly to an invoice, reducing the invoice's total amount due.
You can also create Unapplied Receipts. By selecting the On Account check box, these transactions are
automatically created when you enter a customer payment that is not applied to a specific open invoice or credit
memo.
Note You can use Apply Credit Memos to assign this amount to another invoice. You can also use AR
Write Off and Adjustment to adjust the balance. For more information, refer to the Apply Credit Memo
and AR Write Off and Adjustment topics in the Application Help.
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When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation deposit
information.
Menu Path
• Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry
• Financial Management > Cash Management > General Operations > Cash Receipt Entry
Invoice Payments
An invoice payment is a customer cash receipt entered with basic check information, and includes detail lines
that describe how the check is used against the customer's outstanding invoices.
Key components used when entering an invoice payment include:
• Invoice Selection - If known, an invoice number can be entered on a cash receipt's header, and the
corresponding customer numbers default. If unknown, a customer ID and its invoice(s) can be selected by
using the A/R Receipt > Invoice Selection sheet, where open invoices display. If multiple invoices are selected,
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and their sum is greater than the check amount, the dollars are applied to the oldest invoice first, and then
each subsequent invoice until there are no dollars left to apply.
• Allocate - Once dollar amounts are applied to selected invoices, use the Allocate sheet to change the cash
amount applied to specific invoices if necessary.
• On Account - Once dollars are applied to selected invoices, the remaining balance, if one exists, can be placed
on the customer's current account by selecting the On Account check box in any of the sheets. On Account
amounts update the Unapplied Cash account defined in the default GL control code (Type - AR Account) and
are treated the same as credit memos. Credit memos can be applied against open invoices in Cash Receipt
Entry or applied to open invoices using Apply Credit Memo.
Invoice Selection
You can now automatically include negative receipts during invoice selection by selecting the Allow Negative
Receipts option in Cash Receipts Entry.
Within Cash Receipts Entry, select the Electronic Interface > Select Invoice Action command. From the Select
Invoices screen that displays, select the Allow Negative Receipts check box to include negative receipts in your
invoice selection process.
Negative receipts will then display and be included for selection in the grid and prompts eliminated. A clear check
box is the default, without negative receipts displaying in the selection grid.
Workshop - Apply Payment and Cancellation Invoice to Open Invoices
Twin Cities Motor Company sent a check to pay for their open invoices. Apply the customer's check, as well as
the cancellation invoice you posted in a previous workshop, to the open invoices on their account.
Create a Cash Receipt Entry Group

Navigate to Cash Receipts Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry
2. In the Group field, enter XXX (where XXX are your initials).
3. In the Bank Account field, select Main Checking Account.
4. Click Save.
In the Transaction Apply Date field, today's date defaults.
Add an Invoice Payment
1. From the New menu, select New Invoice Payment.
2. In the Check field, enter XXX-1 (where XXX are your initials).
3. In the Receipt Amount field, enter 8919.89.
4. In the Customer ID field, enter TWINCITIES and press Tab.
5. Click Save.
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Select Invoices to Pay
1. Navigate to the A/R Receipt > Invoice Selection sheet.
2. In the Invoices grid, select the Selected check box for each invoice.
3. In the Discount field for each invoice, enter 0.00.
4. Click the Apply button.
5. Navigate to the A/R Receipt > Allocate sheet.
6. Select the On Account check box.
7. Click Save and remain in Cash Receipts Entry.
Workshop - Apply Cash and a Credit Memo to Invoices
A check from Clarke Manufacturing was received in today's mail. Apply that check to Clarke's open invoices.
Also, apply Clarke Manufacturing's open advanced billing credit memo for $1.00 (created in a prior workshop)
against their open advanced billing invoice balance (also $1.00). Place the remaining balance from the check on
the customer's account as a new Unapplied Receipt (UR) Credit Memo.
Create an Invoice Payment
3. In the Receipt Amount field, enter 1,777.75.
4. In the Customer ID field, enter Clarke and press Tab.
5. Click Save.
Select Invoices to Pay and a Credit Memo to Apply
1. Navigate to the A/R Receipt > Invoice Selection sheet.
2. Select the Selected check box for each invoice, to apply cash to Clarke's open invoices, including the
advanced billing credit memo (-1.00).
3. In the Discount field for each invoice, enter 0.00.
5. Click Save.
Allow Unapplied Cash to Post
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3. Click Save.
Once this payment posts, the check's unapplied amount ($1.00) becomes an Unapplied Receipt (UR) Credit
Memo on Clarke Manufacturing's account.
4. Remain in Cash Receipts Entry.
Miscellaneous Payments
Use Cash Receipts Entry to enter miscellaneous payments. These transactions track miscellaneous cash received
from sources other than customers; they do not change customer AR balances. Miscellaneous transactions debit
the Cash account and credit the account number you select.
You can also use the Misc sheet to enter or select sales taxes for miscellaneous payments. After you enter the
main information for the payment, enter tax information. Enter or edit sales taxes within the Miscellaneous
Payment Tax List grid.
Workshop - Enter a Miscellaneous Cash Payment
A company has a recycling bin for aluminum cans in their break room. The cans they gather are periodically
turned in to the local recycling center, and the cash is deposited in the company’s petty cash account. Enter a
miscellaneous cash payment for the can deposit return.
1. From the New menu, select New Misc Payment.
2. In the Check field, enter Cash.
4. In the Credit GL Account - Account field, enter 7000-00-00.
5. Click Save and remain in Cash Receipts Entry.
Prepayments
In the Epicor application, you can enter an AR prepayment as a deposit invoice or as a deposit payment. A deposit
payment can later be converted to a deposit invoice. A deposit invoice entered manually must be allocated (linked
to a sales order). A deposit invoice can be converted from an unallocated (not linked to a sales order) payment
deposit if you have selected the correct Individual Deposit Invoice Tracking settings under the Modules > Finance>
Accounts Receivable sheet in Company Configuration. Allocated deposits are processed and closed automatically
once you process a shipment invoice for the linked sales order.
Deposits functionality:
• The ability to convert a deposit payment to a deposit invoice (invoice is created based on the payment and is
completely paid at the time of creation).
• The ability to calculate tax on deposit invoices.
• The ability to apply credit memos to deposits (payments and invoices).
• Unallocated deposits (deposits not linked to sales orders) required for some countries.
Note An unpaid deposit invoice is not a deposit in the sense of the commonly understood business
meaning, of money received from the customer in advance showing intention to complete the deal. Rather,
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an unpaid deposit invoice is a request for deposit. Deposit invoices become actual deposits only after you
receive payment from the customer.
Note Unallocated deposits play almost the same role as credit memos - they credit the customer balance
and affect the credit limit calculation accordingly. Also, an unallocated deposit must be matched to a
regular AR invoice. Unpaid, unallocated deposits do not affect customer balances or credit limits. Further,
unallocated deposit invoices are stored in the application as zero-amount invoices.
Use of deposit invoices (whether created manually or converted from deposit payments) provides extended
options which are not available in the case of deposit payments. These extended options are as follows:
• Deposit invoices can be printed, and therefore are necessary when documentation is required.
• Taxes can be calculated and booked for deposit invoices but not for deposit payments.
• More complex posting is available for deposit invoices.
• Deposit invoices you create manually are best to use when tracking of payments is necessary (for
example, when you receive payments with sufficient delay, in several installments, in a foreign currency,
or when you can apply payment terms or finance/late charges).
Workshop - Enter Deposit Payments
Enter two deposit payments for customer, Lawrence Tooling. Allocate one deposit payment to a specific sales
order, but do not allocate the other deposit payment. In the upcoming Workshop - Convert a Deposit Payment
to a Deposit Invoice, you will convert a deposit payment you post into a deposit invoice.
Important Due to necessary database setup and specific data used to enter a deposit payment, this
workshop can only be performed by one person on a shared database.
If sales order 5198 has already been closed, you have the option to duplicate sales order and post a deposit
cash receipt against it.
Enter an Unallocated Deposit Payment

This procedure will only work when you select the Company Configuration settings made in Workshop - Select
AR Deposit Tracking Settings.
1. From the New menu, select New Deposit Payment.

The Deposit sheet displays.
4. In the Cust ID field, enter LAWTOOL and press Tab.
5. In the Account field, enter or verify 7300-00-00 displays.
6. Click Save.
Enter an Allocated Deposit Payment
1. From the New menu, select New Deposit Payment.
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5. In the Account field, enter or verify 7300-00-00 displays.
6. Click Save.
Workshop - Post a Cash Receipt Group
1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays.
2. Click Submit and close the Cash Receipt Post Process window.
3. Minimize Cash Receipts Entry.
Workshop - Convert a Deposit Payment to a Deposit Invoice
In this workshop, convert the allocated deposit payment you posted in the Workshop - Enter Deposit Payments,
to an Accounts Receivable Deposit Billing Invoice.
3. Click Save.
4. From the Actions menu, select Get > Deposit Payment.

The Get Deposit Payments window displays.
5. Click Manual Selection.

The Deposit Payments Browse window displays.
6. Select Check/Ref XXX-4 (where XXX are your initials).
7. Click OK.
The Are you sure? message displays.
8. To the message, click Yes.
9. Review the invoice created as a result of converting the deposit payments.

11. Click Submit.
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12. Close the AR Invoice Post Process window and exit AR Invoice Entry.
Debit Notes
Debit notes (charge-backs) from customers can be entered as part of the cash receipts process and can be applied
as part of the settlement process. Debit notes either relate to specific invoices or remain unassigned. They remain
as open receivables until they are matched with a credit memo or subsequently paid.
Entering a debit note does not admit liability. It creates an open debit note which can be collected later or matched
to an off-setting credit memo in the future. To learn more about the debit note process, refer to the Debit Note
Processing course.
Workshop - Post a Debit Note
In this workshop, post a debit note for no specific invoice. This debit note stays on the customer's account until
it is matched to a credit memo.
Enter a Debit Notes Only Group
1. Maximize Cash Receipts Entry.
3. In the Group field, enter XXX-DN (where XXX are your initials).
4. In the Bank Account field, select XXX Debit Notes Only (where XXX are your initials).
5. In the Transaction Apply Date field, verify today's date defaults.

The Fiscal Year and Fiscal Period values default based on the transaction date.
6. Click Save.
Enter an Invoice Payment

The A/R Receipt > Header sheet displays.
New Invoice Payment is the only option available when you use a bank account that has the Debit Notes
Only option selected.
2. In the Check field, accept the default value.
3. In the Receipt Amount field, enter 10.
4. In the Customer ID field, enter Dalton and press Tab.
Enter a Debit Note without Specifying an Invoice
1. From the New menu, select New Debit Note.

The A/R Receipt > Debit Note > Detail sheet displays.
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2. In the Debit Note Reference field, enter XXX-DN100 (where XXX are your initials).
3. In the Debit Note Value field, enter 10.00.
4. In the Debit Note Due Date field, accept today's date default.
Place the Debit Note On Account

In the Invoices grid, the invoice displays as 9999999 since there was no invoice assigned to the debit note.
3. Click Save.
Post the Debit Note
1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays.
2. Click Submit.
3. Close the Cash Receipt Post Process window.
4. Exit Cash Receipts Entry.
Credit Card Processing
Credit card information can be entered on sales orders and cash receipts, and the information can be applied to
invoices in Cash Receipt Entry as sales are processed. Use Apply Credit Memo to credit a customer's credit
card account as returns are processed. Before credit card transactions can be processed, an interface with PayPal
must be established.
Credit card transactions include the following:
• Customer invoice payments
• Customer credits
• Miscellaneous cash payments
If you are interested in learning more about credit card processing in the Epicor application, refer to the Credit
Card Processing course. The course provides workshops that detail setting up the Epicor application to use credit
cards and process credit card transactions.
Invoice Discount Analysis Report
The Invoice Discount Analysis Report provides information on customer invoices that have received discounts
in cash receipts. You can print this report for Earned Discounts or for Not Earned Discounts.
This report calculates and displays the best date on which customers should pay each invoice to receive a discount
according to their terms. You can filter this report by customer and by invoice.
Epicor ERP | 10.0.700.2 85

Menu Path
• Financial Management > Accounts Receivable > Reports > Invoice Discount Analysis
Cash Receipt Tracker
The Cash Receipts Tracker displays cash receipt record information in a dashboard format. This includes
information such as the check number, invoice and applied amount, payment type, unapplied amounts, fiscal
year and period. You cannot edit or add records in this tracker.
Note The Receipt Header grid is designed to display each transaction in the transactional history of a
cash receipt. Consequently, a record may display multiple times in the grid.
Menu Path
• Executive Analysis > Trackers > Cash Receipt Tracker
• Financial Management > Accounts Receivable > General Operations > Cash Receipt Tracker
• Financial Management > Cash Management > General Operations > Cash Receipt Tracker
Apply Document
Use Apply Document to place an open credit memo, unallocated deposit invoice, or unallocated deposit payment
balance against an open invoice. You can apply one of these document types against one or multiple invoices
or credit payment. You can only select invoices created for the customer listed on the document.
Note A Credit Memo is a specific type of Accounts Receivable invoice; it contains a transaction that reduces,
or credits, a customer's receivable balance. Credit memos may or may not refer to a sales order.
Important Before you can apply a credit memo through this program, you must post to your general
ledger (GL) via AR Invoice Entry. For more information, refer to the Application Help topic: AR Invoice
Entry > Post Invoice Group.
On the Summary sheet in this program, select the credit memo with which you want to work. Next, define the
amount from the credit memo to apply. Use the Detail sheet to select which invoices receive the credit amount
or the Credit Payment sheet to select credit payments to receive the amount. Lastly, apply the credit memo
amounts the command available from the Actions menu.
Note If a credit card needs to be refunded, enter a credit memo for the order or customer, and in Apply
Document, apply a credit payment to the credit card transaction associated with the order or customer.
This action credits back the card.
Tip When you apply credit memos, you also create GL transactions. Transactions are placed within the
GL accounts selected for the customer credit memo. For details on the creation of GL transactions, refer
to the Application Help topic: Posting to GL.
Tip You can place credit memos against invoices in Cash Receipts Entry.
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Menu Path
• Financial Management > Accounts Receivable > General Operations > Apply Credit Memo
Workshop - Apply Document
In this workshop, use Apply Document to apply to an open invoice the unallocated deposit payment you posted
in the Workshop - Enter Deposit Payments to an open invoice.
Important Due to necessary database setup and specific data used to complete the apply document
feature, this workshop can only be performed by one person on a shared database. If invoice number
10207 is unavailable for selection in the task, Select an Invoice, you are not able to complete this workshop
as written.
To complete this workshop, you must perform one of the following options:
• Skip this workshop and move forward with the course.
• Enter and post an AR Miscellaneous Line invoice for customer, LAWTOOL. The invoice number you post
can then be substituted for invoice number 10207 in this workshop. For instructions on how to enter
and post an AR Miscellaneous Line invoice, refer to the Application Help.
Select a Document to Apply

Navigate to Apply Document.
Menu Path: Financial Management > Accounts Receivable > General Operations > Apply Credit Memo
1. From the New menu, select New Document to Apply.
2. In the Source Type field, select Unallocated Deposit Payment.
3. In the Document field, search for and select Check/Ref XXX-3 (where XXX are your initials).
4. Click Save.
Select an Invoice
1. Navigate to the Detail sheet.
2. From the New menu, select New Invoice.
3. In the Invoice field, enter 10207 and press Tab.
4. In the Credit Amount field, enter 100.00.
5. Click Save.
6. Navigate to the Summary sheet.

Invoice 10207 displays in the Applied Invoices grid.
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Apply the Document
1. From the Actions Menu, select Apply Credit Memo.
2. Exit Apply Document.
Workshop - Apply a Credit Memo to an Open Invoice
Apply the credit memo for the returned pallet (created in the previous workshop) to Northern Machine's open
shipment invoice.
Important If you were unable to complete Workshop - Create Credit Memos, you will not be able to
complete this workshop. Contact your system administrator to refresh your education database.
Select a Credit Memo

Navigate to Apply Document.
Menu Path: Financial Management > Accounts Receivable > General Operations > Apply Credit Memo
1. From the New menu, select New Document To Apply.
2. In the Source Type field, select Credit Memo/Correction Invoice.
3. Click the Document button.

The Accounts Receivable Invoice Search window displays.
4. In the Customer field, enter Northern and click Search.
5. In the Search Results grid, select the credit memo created earlier to credit Northern Machines in the amount
of $14.00 for a miscellaneous pallet charge.
6. Click OK.
7. Click Save.
You are using the entire credit memo amount so the data in the Amount to Apply field does not need to
change. When the balance of a credit memo is higher than the balance of the invoice to which it is being
applied, this amount must be changed. The remaining amount remains open on the existing credit memo.
Select an Invoice to Credit
1. From the New menu, select New Invoice.
2. Right-click the Invoice field and select Open With > Invoice Search.
3. Click Search.
4. In the Search Results grid, select the shipment invoice posted for Northern Machine (for $14.00).
5. Click OK.
88 Epicor ERP | 10.0.700.2

6. Click Save.
Apply the Credit Memo
1. From the Actions menu, select Apply Credit Memo.

If you do not click Save prior to this step, the Apply Credit Memo option will not be available.
2. Exit Apply Document.
Reverse Cash Receipt
Use Reverse Cash Receipt to reverse a posted cash receipt.

Reverse Cash Receipts provides access to existing posted cash receipts and provides the ability to reverse the
total amount.
This process cancels the cash receipt and adds the previously paid invoice amount back into the invoice the cash
receipt paid. If the invoice was paid in full, the invoice status changes from closed to open.
The reversal process:
• Creates a receipt that contains a reversing entry. This negative receipt updates the balances of allocated
invoices. This process leaves an audit trail.
• Allows the application of new cash receipts to invoices to which the original receipt applied.
• Reverses journals in books affected by posting of the original receipt.
This process does not apply to miscellaneous cash receipts or deposits applied to an invoice.
In some cases, a portion of the cash receipt can be unapplied. This can occur when a credit memo is created for
an invoice to which the receipt applies. In this case, the process:
• Creates a debit memo to reverse the unapplied portion of the receipt. The Epicor application uses the credit
memo settings to create a debit memo marked as unapplied cash.
• Transfers the unapplied portion of the credit memo to the new debit memo.
Reverse Cash Receipt Process
Menu Path
• Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt
• Financial Management > Cash Management > General Operations > Reverse Cash Receipt
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Workshop - Reverse a Posted Cash Receipt and Review Results
Reverse a posted cash receipt. When complete, review the Customer Tracker to see if the paid invoice re-opens
as a result of the reversal.
Important Due to necessary database setup and the specific data used to reverse a posted cash receipt,
this workshop can only be completed by one person on a shared database.
If cash receipt 214 has already been reversed, use this workshop to learn the process and review the results
of reversing a posted cash receipt. To review the results, navigate to the Customer Tracker and follow
the steps in the Review the Customer Tracker piece of the workshop.
Reverse a Cash Receipt

Navigate to Reverse Cash Receipt.
Menu Path: Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt
1. Click the Search (binoculars) icon.

The Search Form displays.
2. In the Customer field, enter Dalton and click Search.
3. Select receipt 214 and click OK.
4. In the Reverse Date field, select today's date.
5. Click the Reverse button.
6. To the Are you Sure? message, click Yes.

The Information window displays.
7. To the message, click OK.
8. In the Customer ID field, right-click and select Open With > Customer Tracker
The Customer Tracker displays.
Review the Customer Tracker

Tip Use the Customer Tracker to view information about a customer. Each sheet contains links to
additional trackers. For instance, the Invoice sheet can take you to the Invoice Tracker. The Invoice sheet
also provides the ability to see an online aging report. Further, the Actions menu provides an option to
add quotes, sales orders, RMAs, and more. When selected, the Epicor application redirects you to the
appropriate program and defaults to the specified customer.
1. In the Customer field, enter Dalton and press Tab.
2. Navigate to the Financial > Payments sheet and click the Retrieve button.
Note that two entries exist for invoice 10020. One is the initial cash receipt and the other is the reversal you
just posted. The reversal displays a negative payment amount.
3. Navigate to the Financial > Invoices > Open sheet and click the Retrieve button.
90 Epicor ERP | 10.0.700.2

Note that invoice 10020 is now an open invoice.
4. Exit the Customer Tracker and Reverse Cash Receipt.
Epicor ERP | 10.0.700.2 91

Specialized Accounts Receivable Processing Accounts Receivable Course
Specialized Accounts Receivable Processing
This section of the Accounts Receivable course focuses on Accounts Receivable processes which take place outside
of a typical daily AR routine.
The following specialized accounts receivable processes discussed in this course are as follows:
• AR Write Off and Adjustment
• Customer Credit Manager
AR Write Off and Adjustment
Use AR Write Off and Adjustment to adjust an amount against an open invoice or credit memo.
The amounts you enter increase or decrease the invoice balance and create general ledger (GL) entries.
Note You can adjust an open invoice to zero dollars to write it off, but that invoice closes and cannot be
re-opened or re-adjusted. If an amount is left on an adjusted invoice, it can be adjusted back up to its
original invoice amount. Use caution when increasing an invoice amount. If the original invoice is linked
to an order, reconciliation can become difficult.
Further considerations about adjustments:

• The GL account number that is debited (or credited when adjusting a credit memo) with the adjustment
amount is user-defined.
• A group is not required to adjust an invoice amount.
• A posting action is not necessary when adjusting or writing off an invoice; the GL updates once the adjustment
saves.
• If the invoice has pending cash receipts, you cannot adjust its amount until after the invoice posts.
• To change an invoice that has pending cash receipts, use AR Invoice Entry.
• Taxable adjustments are not allowed for payment timing taxes or withholding taxes.
When you adjust an AR invoice, you can select a document type for the adjusted invoice. If a legal number is set
for the selected document type, legal number information is updated accordingly when a legal number is
generated. The red storno value is defined by the selected document type. You can configure the Red Storno
option in the Transaction Document Type Maintenance program.
Before adjusting an invoice requiring a legal number or using the Red Storno option, you must create a document
type for the adjusted AR invoice in the Transaction Document Type Maintenance program and associate this
document type with a legal number configuration in the Legal Number Maintenance program.
Tip For more details on the specific GL transactions that can be created from AR adjustments, refer to the
Application Help topic: Posting to GL.
Menu Path
• Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment
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Accounts Receivable Course Specialized Accounts Receivable Processing
Workshop - Write Off a Customer's Bad Debt
Your company's controller agreed to write off the remaining balance of invoice 10024 for customer Mass Heat
and Air. In this workshop, adjust an open invoice's balance to $0.00.
Navigate to AR Write Off and Adjustment.
Menu Path: Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment
Important Due to necessary database setup and specific data used to write off a customer's bad debt,
this workshop can only be performed by one person on a shared database. If this process has already been
completed for invoice 10024, when you attempt to save the adjustment, an error message will display
stating this invoice is closed.
1. In the Invoice field, enter 10024 and press Tab.

Review the fields that populate and note the invoice balance.
2. In the Adjustment field, enter -200.00.
3. In the Account field, enter 6400-00-00.

The account selected is the Bad Debt Expense account. This account is debited when this transactions posts.
When using the standard posting rules, the credit account used when adjusting an AR invoice is the
Receivables account the original invoice debited.
4. In the Description field, enter Write off approved by XXX (where XXX are your initials).
5. Click Save.
The AR Invoice Adjustment Process window displays.
6. Click Submit and close the AR Invoice Adjustment Process window.

Invoice 10024 is now closed and off the aged receivables.
7. Exit AR Write Off and Adjustment.

Optionally, navigate to the Customer Tracker and display Mass Heat and Air's closed invoices. Invoice
10024 should now display as closed.
Customer Credit Manager
Use Customer Credit Manager to review and update the complete credit information for a customer. Customer
Credit Manager displays the customer’s open sales orders, invoices, and payments to help make informed credit
decisions. The program also displays the contacts listed for this customer’s company.
If your company uses External System Integration, you can share sales order information across your company’s
various site locations. Customers that purchase products at your different sites are classified as global customers.
Customer Credit Manager then displays this customer’s global credit information, calculating invoice and order
amounts from records gathered from site locations.
Customer Credit Manager pulls this information together which enables you to change customer credit information.
You can also place all or some of the customer’s open sales orders on credit hold.
If a change is made to a National Account Relationship while in Customer Credit Manager, an action called
Recalculate Credit National Account must be run. This action updates the credit of each customer in the
Epicor ERP | 10.0.700.2 93

relationship that was affected by the update. When a recalculation is needed, a message displays on the record
that states Should be recalculated. This message not only displays on the updated record but also on customers
in the relationship that were affected by the update. A similar message displays on the master account relationship
record and the customer maintenance record. You can perform the action within National Account Relationship
Maintenance instead of Customer Credit Manager if necessary.
The credit checking functionality only reviews the credit for Bill To Customers. These are the customer locations
that make payments on your invoices. Each customer record either uses a default Bill To location or an alternate
Bill To location (a leasing company or a head office) for payment.
Menu Path
• Financial Management > Accounts Receivable > General Operations > Customer Credit Manager
Workshop - Manage Customer Records
Enter a sales order for the customer and review the credit manager before and after the record is entered. Also,
use the Customer Credit Manager to review the customer's national account credit. While reviewing, you decide
this customer should not have access to the credit pool. Make the change to the record and recalculate the credit
national account.
Important If you were unable to complete Workshop - Update a National Account Relationship, you
will not be able to complete this workshop. You have the option to use a different customer record to
complete this workshop, however your results may not follow those outlined in this workshop.
Review a Customer's Credit

Navigate to Customer Credit Manager.
Menu Path: Financial Management > Accounts Receivable > General Operations > Customer Credit Manager
1. In the Cust ID field, enter BUCK675 and press Tab.
2. Review the credit detail for this customer.

Note that this customer has no open orders, invoices, or payment instruments.
3. Minimize Customer Credit Manager.
Enter a Sales Order

Navigate to Sales Order Entry.
Menu Path: Sales Management > Order Management > General Operations > Order Entry
Tip The CRM menu path is: Customer Relationship Management > Order Management > General
Operations > Order Entry
1. From the New menu, select New Order.
2. In the Customer field, enter BUCK675.
3. Navigate to the Lines > Detail sheet.
94 Epicor ERP | 10.0.700.2

5. In the Part/Rev field, enter Test.
6. In the Order Quantity field, enter 2.
7. In the Unit Price field, enter 5000 and press Tab.
8. Click Save and exit Sales Order Entry.
View Customer Orders and Credit
1. Maximize Customer Credit Manager.
2. Click Refresh.
Note the change in the Order Credit, Credit Total, and Open Orders fields.
3. Navigate to the Orders sheet.
4. Click Retrieve.
The order added in the previous task now displays.
5. Navigate to the National Account Credit sheet and review the Credit Available pane.
6. Note the amount in the Parent's field. ____________
7. In the National Accounts section, in the Credit Used pane, review the amounts in the fields.
The open order used the customer's Own credit and 1,500.00 of the Pool credit. None of the Parent's
credit was used. The order in which the credit is used relates to the credit preferences selected on the
customer record.
Update Customer Credit Preferences
1. In the Credit Preferences pane's Selected Preferences column, select Credit Pool.
2. Click the left arrow to move the selection into the Available column.
3. Click Save.
A Credit Hold Verification window displays a message to inform you that credits of the customers from
this credit checking national account should be recalculated. It then asks if you would like to continue.

Note that 0.00 now populates the Credit Available pane's Pool field. In addition, a red indicator displays
to advise you the credit national accounts should be recalculated.
Recalculate the Credit National Account
1. From the Actions menu, select Recalculate Credit National Account.

The Apply National Account Credit Recalculation window displays.
2. Click Submit.
Epicor ERP | 10.0.700.2 95

3. Close the Apply National Account Credit Recalculation window.
4. Click Refresh.
Note the change in the amount in the Credit Used pane's Pool and Parent's field. The parent's credit limit
now covers the $1500.00 the credit pool previously covered.
5. Minimize the Customer Credit Manager.
Workshop - Perform a Mass Credit Information Update
Typically, if a customer goes over its credit limit, it is automatically placed on credit hold. Because the last
workshop's customer was included in a National Account Relationship, that did not happen. In this workshop,
enter a sales order for the customer you created in a prior workshop. The order is for $11,000.00, which is $1,000
over its credit limit. After, mass update your customer's credit status in the Customer Credit Manager.
Enter a Sales Order

Navigate to Sales Order Entry.
Menu Path: Sales Management > Order Management > General Operations > Order Entry
Tip The CRM menu path is: Customer Relationship Management > Order Management > General
Operations > Order Entry
1. From the New menu, select New Order.
2. In the Customer field, enter XXX (where XXX are your initials) and press Tab.
3. Navigate to the Lines > Detail sheet.
5. In the Part/Rev field, enter Test and press Tab.
6. In the Order Quantity field, enter 11.
7. In the Unit Price field, enter 1,000.00 and press Tab.
8. Click Save.
A message displays that states customer XXX (where XXX are your initials) will be placed on credit hold. The
message then asks if you want to continue.
10. Exit Sales Order Entry.
Mass Update a Customer's Credit
1. Maximize the Customer Credit Manager.

Menu Path: Financial Management > Accounts Receivable > General Operations > Customer Credit
Manager
2. Navigate to the Credit sheet.
96 Epicor ERP | 10.0.700.2

3. In the Cust ID field, enter XXX (where XXX are your initials) and press Tab.
Note the Credit Hold check box is selected.
4. In the Credit Limit field, enter 12,000.
5. Clear the Credit Hold check box.
6. Click Save.
7. From the Actions menu, select Mass Credit Information Update.
8. Click Save and exit the Customer Credit Manager.

Note You can now enter another sales order for this customer without going back on credit hold
(as long as it is under $1,000.00). Also, you can ship the open order because the customer is no longer
on hold.
Epicor ERP | 10.0.700.2 97

Conclusion Accounts Receivable Course
Conclusion
Congratulations! You have completed the Accounts Receivable course.
98 Epicor ERP | 10.0.700.2

Accounts Receivable Course Appendix
Appendix
The Accounts Receivable Course appendix contains a copy of the Epicor ERP Accounts Receivable Transaction
Hierarchy.
The Epicor ERP Accounts Receivable Transaction Hierarchy assumes your company uses an unmodified version
of the Standard posting rules delivered with the Epicor application. If you use the Extended posting rules, or
if you need information regarding an AR transaction that is not listed on this hierarchy, refer to GL Transaction
Type Maintenance to review the operation details.
Epicor ERP Accounts Receivable Transaction Hierarchy
This hierarchy is a summary of common general ledger (GL) transactions posted from within the Accounts
Receivable (AR) module.
Note This hierarchy assumes your company uses an unmodified version of the Standard posting rules
delivered with the Epicor application. If you use the Extended posting rules, or if you need information
regarding an AR transaction that is not listed on this hierarchy, refer to GL Transaction Type Maintenance
and review the details of the AR Invoice posting rules.
In addition, this hierarchy does not include intercompany or consolidation transactions.
AR Invoice Entry - Add Invoice
Transaction/Program Action Debit Credit
AR Invoice Entry
Post Advanced Receivables Account Deferred Revenue Account

Billing Invoice
1. AR Account GL Control - 1. AR Account GL Control -
With the Deferred Customer Customer
Revenue option
Company Config Company Config
Note: If you select the Deferred
Revenue check box on an invoice
line, the application credits the
Deferred Revenue Account.
Post Advanced Receivables Account Sales Account

Billing Invoice
1. AR Account GL Control - 1. Product Group GL Control -
Without the Customer Product Group
Deferred
Revenue option
Company Config Customer
3. AR Account GL Control -
Company Config
Epicor ERP | 10.0.700.2 99

Appendix Accounts Receivable Course

Note: If you clear the Deferred
Revenue check box on an invoice
line, the application credits the
Sales Account.
Post Deposit Receivables Account Prepayment Account

Billing Invoice
Customer Customer
Post Receivables Account Miscellaneous Charge Income

Miscellaneous Account
Charge Amount
Customer 1. Account from GL Control on
Miscellaneous Charge
Company Config
Post Credit Memo Returns Account Receivables Account

Product Group Customer
Customer Company Config
Company Config
Post Advance Deferred Revenue Account Receivables Account

Billing Credit
Memo
Customer Customer
With the Deferred
Revenue Account
option
Note: If you select the Deferred
Revenue check box on a credit
memo invoice line, the
application debits the Deferred
Revenue Account.
Post Advance Sales Account Receivables Account

Billing Credit
Memo
Product Group Customer
Without the
Deferred
Customer Company Config
Revenue Account
option 3. AR Account GL Control -
Company Config
Note: If you clear the Deferred
Revenue check box on a credit
100 Epicor ERP | 10.0.700.2


memo invoice line, the
application debits the Sales
Account.
Post Deposit Prepayment Account Receivables Account

Billing Credit
Memo
Customer Customer
Post Receivables Account Sales Account

Miscellaneous
1. AR Account GL Control - 1. Product Group GL Control -
Invoice
Customer Product Group
Company Config Customer
Company Config
Note: A Sales Account can be
updated on an AR invoice line at
the time of invoice entry.
Epicor ERP | 10.0.700.2 101

AR Invoice Entry - Action Menu
Transaction/Program Function Debit Credit
AR Invoice Entry -
Actions
Get Shipments Receivables Account Sales Account

- Post
1. AR Account GL Control 1. AR Account GL Control - Product
Shipment
- Customer Group
Invoice
2. AR Account GL Control 2. AR Account GL Control - Sold To
- Company Config Customer
3. AR Account GL Control - Bill To
Customer
4. AR Account GL Control - Company
Config
Notes:
• If a Sales Category is used (invoice
line or customer), the Department
segment comes from the Department
GL Control selected on the Sales
Category.
• If a Site is selected on the invoice, the
Division segment comes from the
Division GL Control selected on the
Warehouse or Site.
Post Reverses original AR invoice Reverses original AR invoice GL credit

Cancellation GL debit transactions transactions
Invoice
Post Finance Receivables Account AR Finance Charge Accrual Account

Charges
1. AR Account GL Control 1. AR Account GL Control - Customer
- Customer
2. AR Account GL Control
- Company Config
102 Epicor ERP | 10.0.700.2

AR Invoice Entry - Discounts and Taxes
AR Invoice Entry -
Discounts and Taxes
Post Discount Sales Discount Account Receivables Account

Amount (All
1. AR Account GL Control - Product 1. AR Account GL Control -
Invoice Types,
Group Customer
Part)
2. AR Account GL Control - Customer 2. AR Account GL Control -
Company Config
Config
*If a Sales Category is used (invoice
line or customer), the Department
segment comes from the Department
GL Control selected on the Sales
Category.
*If a Site is selected on the invoice,
the Division segment comes from
the Division GL Control selected on
the Warehouse or Site.
Post Discount Receivables Account Discount Account

Amount (Credit
1. AR Account GL Control - Customer 1. AR Account GL Control -
Memo, Part)
Product Group
Config 2. AR Account GL Control -
Customer
Company Config
Set Terms Payment Discount Receivables Account

Discount (On
1. AR Account GL Control assigned 1. AR Account GL Control
Invoice)
to invoice you are paying assigned to invoice you are
paying.
Sales Tax (All Receivables Account AR Tax Accrual Account

Invoice Types,
1. AR Account GL Control - Customer 1. Tax GL Control - Tax Type
Part)
Config
Sales Tax (Credit AR Tax Accrual Account Receivables Account

Memo, Part)
1. Tax GL Control - Tax Type 1. AR Account GL Control -
Customer
Company Config
Epicor ERP | 10.0.700.2 103

Cash Receipt Entry
Cash Receipt Entry
Post Invoice Cash Account Receivables Account

Payment
1. Bank GL Control - Bank Account 1. AR Account GL Control
assigned to invoice you are
Note If the Reconciled AR
paying.
Balance check box is selected
on the bank record in Bank
Account Maintenance, this
transaction debits the Pending
Cash Account defined in the
Bank GL Control instead of the
Cash Account.
Book Cash Account Unapplied Cash Account

Unapplied
1. Bank GL Control - Bank Account 1. AR Account GL Control -
Cash
Customer
Note
Balance check box is selected 2. AR Account GL Control -
Unapplied
on the bank record in Bank Company Config
cash on
receipts
creates
Unapplied
Receipt
Cash Account.
(UR)
Credit
Memos.
Post Cash Account Enter Account Number on

Miscellaneous Record
1. Bank GL Control - Bank Account
Payment
Balance check box is selected
on the bank record in Bank
Cash Account.
Post Deposit Cash Account Prepayment Account

Payment
1. Bank GL Control - Bank Account 1. AR Account GL Control -
(Allocated or
Company Config
Unallocated) Note If the Reconciled AR
Balance check box is selected 2. Option to enter Account
on the bank record in Bank Number on record.
104 Epicor ERP | 10.0.700.2


Cash Account.
Post Debit Receivables Account Cash Account

Note
1. AR Account GL Control - Customer 1. Bank GL Control - Bank
Account
Config Note If the Reconciled
AR Balance check box
is selected on the bank
record in Bank Account
Maintenance, this
transaction credits the
Pending Cash Account
defined in the Bank GL
Control instead of the
Cash Account.
Book Bank Fee Bank Fee Account Cash Account

1. Bank Fee GL Control - Bank Fee 1. Bank GL Control - Bank
Account
2. Option to change account on the
Cash Receipt (A/R Account > Bank Fee Note If the Reconciled
sheet) AR Balance check box
is selected on the bank
record in Bank Account
Maintenance, this
transaction credits the
Pending Cash Account
defined in the Bank GL
Control instead of the
Cash Account.
Epicor ERP | 10.0.700.2 105

Apply Document
Apply Document
Apply Credit Memo Receivables Account Receivables Account

CM created in AR Invoice 1. AR Account GL Control 1. AR Account GL Control -
Entry - Posted Credit Memo Posted Invoice to which you are
applying credit memo
Apply Credit Memo Unapplied Cash Account Receivables Account

CM created when 1. AR Account GL Control 1. AR Account GL Control -
unapplied cash posted in - Posted UR Credit Memo Posted Invoice to which you are
Cash Receipt Entry applying the credit memo
106 Epicor ERP | 10.0.700.2

Reverse Cash Receipt
Reverse Cash
Receipt
Reverse Deposit Prepayment Account Cash Account

Payment Credit
1. AR Account GL 1. Bank GL Control - Bank Account -
Control - Source Cash Source Cash Receipt
Receipt
Reverse Invoice Receivables Account Cash Account

Payment Credit
1. AR Account GL 1. Bank GL Control - Bank Account -
Control - Source Cash Source Cash Receipt
Receipt
Note If a Pending Cash Account
is defined in the Bank GL Control,
this transaction credits that account
instead of the Cash Account.
Reverse Account Selected on Cash Account

Miscellaneous Source Cash Receipt
1. Bank GL Control - Bank Account -
Payment Credit
Source Cash Receipt
Reverse Unapplied Cash Cash Account

Unapplied Cash Account
1. Bank GL Control - Bank Account -
1. AR Account GL Source Cash Receipt
Control - Source Cash
Receipt
Epicor ERP | 10.0.700.2 107

AR Write Off and Adjustment
AR Write Off and

Adjustment
Increase or decrease an Enter Account Number on Receivables Account

open invoice amount Record
assigned to invoice you are
adjusting
Increase or decrease an Receivables Account Enter Account Number on

open credit memo Record
amount
assigned to credit memo you
are adjusting
Payment Instrument (PI) Receivable Entry
Payment Instrument
(PI) Receivable Entry
Receivables Account
AR PI PI Receivable Account
Payment 1. AR Account GL Control assigned
1. Payment Instrument GL
to the invoice to which you are
Control assigned to the
applying the Payment Instrument
Payment Instrument Receivable
Receivable
108 Epicor ERP | 10.0.700.2

Accounts Receivable Course Index
Index
T
terms maintenance 22
Epicor ERP | 10.0.700.2 109

Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.

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Epicor ERP

Accounts Receivable Course

Epicor ERP | 10.0.700.2 3

Tax Jurisdiction Maintenance...........................................................................................................34

4 Epicor ERP | 10.0.700.2

Epicor ERP | 10.0.700.2 5

Workshop - Enter a Miscellaneous Invoice........................................................................................68

6 Epicor ERP | 10.0.700.2

Workshop - Convert a Deposit Payment to a Deposit Invoice...........................................................83

Epicor ERP | 10.0.700.2 7

8 Epicor ERP | 10.0.700.2

Accounts Receivable Course

Epicor ERP | 10.0.700.2 9

Before You Begin

Specific audiences will benefit from this course.

10 Epicor ERP | 10.0.700.2

4. From the Main menu, select the Main Site.

Epicor ERP | 10.0.700.2 11

• Workshop - Add an AR Pay Method to a Bank

Duplicating Sales Orders Option

1. Navigate to Sales Order Entry.

3. From the Actions menu, select Order > Copy Order.

12 Epicor ERP | 10.0.700.2

Key Concepts of Accounts Receivable Processing

Typical Sales Order to Payment Process Flow

1. Process sales order

Epicor ERP | 10.0.700.2 13

14 Epicor ERP | 10.0.700.2

National Accounts Sheet

Individual Deposit Invoice Tracking

Epicor ERP | 10.0.700.2 15

Workshop - Select AR Deposit Tracking Settings

3. Clear the Require Deposit Invoice check box.

5. Exit Company Configuration.

16 Epicor ERP | 10.0.700.2

Aging Report Format Maintenance

Use Aging Report Format Maintenance to define aging methods.

Pay Method Maintenance

Epicor ERP | 10.0.700.2 17

The following are the key fields:

Workshop - Create a Payment Method

3. In the Scope field, select AR.

4. In the Pay Method Type field, select In Cash.

5. Click Save and exit Pay Method Maintenance.

18 Epicor ERP | 10.0.700.2

Bank Account Maintenance

Bank Account Maintenance Sheets

Epicor ERP | 10.0.700.2 19

Workshop - Add an AR Payment Method to a Bank

Navigate to Bank Account Maintenance.

1. In the Account field, enter 100 and press Tab.

2. From the New menu, select New AR Payment Method.

5. Remain in Bank Account Maintenance.

Debit Notes Only Bank Account

Workshop - Create a Bank Account for Debit Notes Only

In this workshop, set up a bank account for debit note processing.

1. From the New menu, select New Bank Account.

20 Epicor ERP | 10.0.700.2

4. Select the Debit Notes Only check box.

5. In the Currency field, select United States Dollar.

6. From the New menu, select New GL Control.

7. In the Type field, search for and select Bank Account.

8. In the Control field, enter 100 and press Tab.