NATIONAL PENSION COMMISSION

(PENCOM)
USER TRAINING MANUAL ACCOUNTS RECEIVABLE

Soft Alliance
And Resources Limited
Author: Creation Date: Last Updated: Control Number: Version: Ogwuche Oche Simon April 16, 2012 April 16, 2012 1.0 1.0

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Document Control Change Record

Date

Author

Version 1.0

Change Reference No previous document

Reviewers

Name

Position

Distribution

Copy No. 1 2 3 4

Name Soft Alliance and Resources

Location Project Library Project Manager

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Open Receivables Periods ............................................................................................................................. 4 Create a Customer ........................................................................................................................................ 5 Create a Profile Class.................................................................................................................................... 8 Add Account Details Using the Customers set of pages ............................................................................. 10 Create an Invoice ........................................................................................................................................ 13 Enter a Manual Invoice ............................................................................................................................... 15 Enter a manual receipt................................................................................................................................ 16 Enter a Manual Receipt Batch .................................................................................................................... 17 Enter a Miscellaneous Receipt .................................................................................................................... 21 Reverse a Receipt ........................................................................................................................................ 23 Reverse and Re-Apply a Receipt ................................................................................................................. 24 Print Receipt Related Reports ..................................................................................................................... 25 Transfer to GL process ................................................................................................................................ 28

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Abbreviation
(B)

Meaning
Click on button

Example

(B) Submit:

(T)

Click on a tab

(T) Main : (M) View > Requests:

(M)

Click on a menu

(N)

Navigate to a form

(N) Transaction > Transactions:

(I)

Click on an icon

(I)

(I)Save (On the Menu Bar)

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Open Receivables Periods Overview

In this section, you will open the appropriate receivables periods. 1. Navigate to the Open/Close Accounting Periods window (N) Control > Accounting > Open/Close periods

2. Accounting Periods: Search for the desired period to be opened (e.g Jan-11) -Status: Open/Future LOV 3. Make sure that the current period is open and at least the next two are future enterable. 4. (I) Save

Create a Customer Overview

The Create Customer page displays differently, depending upon your customer type selection (Organization or Person) on the Customer Search page. In this section, you will create a customer (Organization). Note: Before creating a customer, use the Customer Search page to determine if the customer already exists and minimize the possibility of creating a duplicate.

1. Navigate to the Customer Search page. (N) Customers > Customers > Customer Search

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2. Search for the customer to be created (e.g. Premium Pension Limited) 3. If the customer does not exist, click (B) Create. 4. Enter the following data: N.B: Any field with * in front is a mandatory field and must be entered

Enter the similar Customer information to create the new Organization customer:
Field Name *Organization Name Alias Account Description Profile Class Account Type Value Premium Pension Limited ppl Premium Pension Limited PFA Select Associated profile class External

Enter the following Account site information to create the new Organization customer:
Field Name Value

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*Country *Address Line 1 City State Operating Unit Business Purposes

Nigeria ( Search Abuja FCT PENCOM 2 Bill To (Check

and Check radio button

1 Oba Akenzua Str Garki

Primary Box)

Business Purposes

Ship To ( search and select Site Bill- To)

5. Click (B) Save And Add Details to go to the Account Overview page. Alternatively, click (B) Apply to go to the Customer Overview page.

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6. Click Apply on the Account Overview page (or on the Customer Overview page if you clicked (B) Apply in Step 5) to save the customer and return to the Customer search page. 7. Repeat these steps 1 through 5 to create other customers.

Create a Profile Class Overview

In this section you will create a customer profile class. Profile classes speed creation of new customers by collecting default values that apply to similar classifications of customers (credit terms and invoicing requirements, for example). 1. Navigate to the Customer Profile Classes window: (N) Customers > Profile Classes

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Customer Profile Classes: Name = Type a suitable name Description = Type a suitable description 2. (T) Profile Class 3. Verify the following information in the Balance Forward Billing region. Enable = Unchecked 4. Specify the following information in the Terms region. Payment Terms = Immediate or 30 Net Override Terms = Checked Allow Discount = Unchecked 5. Specify the following information in the Collectors region Name = Default Collector 6. Specify the following information in the Statements and Dunning region Cycle = Monthly (25th day of every month) 7. Specify the following information in the Receipts region Match Receipts By = Transaction Number Auto Cash Rule Set = PENCOM_AUTOCASH_RULE_SET Remainder Rule Set = PENCOM_AUTOCASH_RULE_SET 8. Save your work. Do not update existing profiles.

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9. Close all windows and return to the Navigator

Add Account Details Using the Customers set of pages Overview

In this section you will add account details, such as new sites and related details, account profile, profile amounts, payment details, communication details, relationships, order management details, and late charges, to an existing account. Navigate to the Account Overview page for an existing customer (N) Customers > Customers > Customer Search > Account Details > Customers name.

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1. Add a new site to the customers account (B) Create Site. 2. (B) Create Address Update the following field to add a new account site to the customers account:
Field Name Address Line 1 City State Value e.g 200 Uselu Road Benin Edo

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4. Business Purpose - Bill To: Check 5. (B) Finish

Primary Address Button.

6. (T) Profile, Update the profile related details for the selected customers account. Use the following data to update the account profile:
Field Name Profile Class Value Select an existing profile LOV

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Payment Terms

30 Net

Create an Invoice
Overview In this section you will create a receivables invoice. 1. Navigate to the Transactions window (N) Transactions > Transactions Source: Asset Based Fees Class: Invoice Type: Select Transaction Type from LOV

2. (T) Main: Bill To - LOV : Customers Name

(B) Lines Items

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Line Number 1

Description Description of Invoice

Quantity 10

Unit Price 4500

3. (B) Distributions GL Account: Type GL Account Combinations e.g. 01-000-040-0430-150050-000-000

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4. (I) Save Close all windows until you get to Transaction Window. (B)Complete 5. Note Transaction Number: ____________________________________

Enter a Manual Invoice Overview

In this practice you will enter a manual invoice using various methods of entering items. 1. Navigate to the Transactions window: (N) Transactions > Transactions Source = Asset Based Fees Class = Invoice Type = Asset Based Fees Ship-To Name = Customers Name
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Note: When you tab out of the Ship To field, Bill To address select the customer from the LOV. 2. 4. (T) More (I) Save

Enter Line Items 5. 7. 8. 9. (B) Line Items (I) Save Close the Lines window (B) Complete

10. Record your Transaction Number: ________________ 11. Close all windows and return to the Navigator
Note: An invoice may only be completed if the period status is set to Open or Future.

Enter a manual receipt Overview

In this section you will enter a manual receipt. 1. Navigate to the Receipts window (N) Receipts > Receipts Receipt Method: Appropriate Bank LOV Receipt Number: Type receipt No. Receipt Amount: Type Receipt Amount Receipt Type: Standard

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2. 3.

(T) Main Customer Name: Customers name LOV. (I) Save

4. Record your Receipt number: ________________

Enter a Manual Receipt Batch Enter the Manual Receipt Batch Header
1. Navigate to the Receipts window: (N) Receipts > Batches Batch Type = Manual-Regular Batch Source= Select Appropriate bank LOV. Note: The control count equals the total No. of receipts to be created in the batch, while the control amount should be equal to the totals of all receipts in that batch. Control Count = Number of Invoices to be created ( e.g 2) Control Amount = 12200

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(B) Receipts

Enter the First Receipt in the Batch

2. (B) Open Receipt Number = Type Receipt No. Receipt Type = Standard Receipt Amount = 2,200 Customer Name = Type Customers name. (B) Apply Apply To = Select any invoice Amount Applied = 2,200

3.

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4.

(I) Save

Enter the Second Receipt

5. 6. Close the Application window (M) File > New Receipt Number = Type Receipt No. Receipt Type = Standard Note: There are two types of receipts, Standard and Miscellaneous. Standard receipts are applied to invoices and miscellaneous receipts are for deposits resulting from transactions that do not have invoices in the system (i.e. Interest income). Receipt Amount = 10,000 Customer Name = Type customers name 7. (B) Apply Apply To = Select any invoice Amount Applied = 10,000

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8. 9.

(I) Save Close windows until you are at the Receipt Batches window

Note: The Actual totals equal the Control totals, both receipts are applied, and the batch status is closed 11. Close all windows and return to the Navigator
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Enter a Miscellaneous Receipt Overview

In this section you will enter a miscellaneous receipt. Miscellaneous receipts are receipts that are not associated with an invoice or other transaction.

Process the Misc. Receipt 1. Navigate to the Receipts window: (N) Receipts > Receipts Receipt Method = Select type LOV. Receipt Number = Type Receipt No. Receipt Amount = 1,500 Receipt Type = Miscellaneous Note: A caution message pops up. (B)Ok

2.

Name - Name: Type Customers name.

3.

(T) Main: Purpose Activity = Revenue type LOV

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3.

(I) Save

View Distribution Information 2. (B) Distributions 3. GL Account =Type GL account ( e.g. 01-000-040-0430-150057-000-000)

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4. 7.

(B) Ok Close windows until you are back at the Navigator.

Reverse a Receipt Overview

In this section you will reverse a receipt entered in a previous section. 1. Navigate to the Receipts Summary window: 2. 3. 4. 5. (N) Receipts > Batches

(M) View > Find Batch Number = your batch number from the quickCash Receipt Batch LOV. (B) Find (B) Receipts Click in the Receipt Number field for Receipt Number from receipt batch section.

6.

(B) Reverse Category = Reverse payment LOV

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 Reason = Reverse reason LOV 7. 8. (B) Reverse (B) Open Note: the status is now reversed

9.

(T) More

11. Note the reversal information for this receipt has been recorded 12. Close all windows and return to the Navigator

Reverse and Re-Apply a Receipt Find your receipt

1. 2. Navigate to the Receipts Summary window: (N) Receipts > Receipts Summary (M) View > Find
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 Receipt Numbers = Type receipt No. Reverse your receipt 3. (B) Reverse Category = Reverse Payment Reason = Wrong Customer (B) Reverse

4.

Reapply your receipt 5. 6. (M) File > New (B) Open Receipt Method = Select bank name LOV Receipt Number = Type receipt number Receipt Amount = Type receipt amount Receipt Type = Standard Customer Name = Type customers name. (B) Apply Apply To = Select the invoice to re-apply the invoice. Amount Applied = Type the amount to apply. (I) Save Close all windows and return to the Navigator

7.

8. 9.

Print Receipt Related Reports Overview

In this section you will print various receipt related reports. Print the Receipt Register 1. Navigate to the Standard Request Submission window: (N) Reports > Accounting

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2.

(B) OK to submit a single request Name = Receipt Register Customer Name Low = Name of Customer at top of range(Optional) Customer Name High = Name of Customer at bottom of range (Optional)

3 4.

(B) OK (B) Submit

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Note: Do not submit another request 6. 7. (M) View > Requests (B) Find

(B) Refresh Data 8. When the request is complete, (B) view the output.

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9.

Close all windows and return to the Navigator

10. Repeat the above steps to print any of the following reports that you would like to see: Applied Receipts Register Unapplied and Unresolved Receipts Register Billing and Receipt History Report

Transfer to GL process Overview

In this section you transfer all invoices and receipts (revenue) to the general Ledger. Run a request: 1. Navigate to the Standard Request Submission window: (N) Control > Requests > Run

2.

(B) Ok to submit a single request Name = Create Accounting

Note: This request generates the accounts to be posted for all completed invoices/ receipts, checks their correctness and transfers to the GL Module for adoption into the various books.
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(B)Tab Parameters: Ledger = PENCOM 2 End date = Insert date in format DD-MM-YY Mode = Final Report = Change to Detail LOV ( for a detailed report ) Transfer to General Ledger = Yes Post in General Ledger = No ( So that GL can review before posting ) General Ledger Batch Name = Type a descriptive name.
Note: The name typed here is what the GL will see when then Invoices appear in the GL modules.

3.

(B) Ok

4. (B) Submit Note: Do not submit another request 5. (M) View > Requests 7. (B) Find

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(B) Refresh Data 8. When the request is complete, (B) view the output.

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9.

Close all windows and return to the Navigator

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