Resource Information and Control Corporation


Accounts Receivable

Getting There: Accessing this application is done by double clicking on the Accounts Receivable icon in the Accounting main menu.



Purpose: Accounts Receivable is used to track invoices that have been sent to clients, exhibitors or anyone that owes the facility money. When the event settlement is processed into an invoice, all the accounting transactions will flow to the Sales Journal. At the same time, an invoice is created in the Accounts Receivable option. Once this invoice is created, any payments received must be entered within this module. When exhibitor data is processed at the end of an event, all exhibitors that have an outstanding balance will receive an invoice. When these invoices are created, account transactions are created that will flow to the Sales Journal. All invoices created are tracked using the Accounts Receivable module.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Enter Invoice Invoice Reports Event Reports Invoice Activity Cash Received Deposit Reports Credit Report Receipt Journal Sales Journal Print Invoices Invoice Audit Report List Tenants Monthly Invoices Statements Void Invoice Reoccuring Invoices Pending File Delete Receivable Control Form Wizard

Accounts Receivable Modules Overview



Enter Invoice is used to enter information about clients or whoever owes you money. The information that is captured is the items rented, services used, and any payments that may have already been made. If you use the Event Settlement or Exhibitor Work Order modules, invoices will automatically be created for any money due. This option is used to enter only those miscellaneous type invoices.
Security Level: To access and use - Normal.

Double clicking on the Enter Invoice icon will bring up the Invoice Master Maintenance dialog box.



The following is a break down of the dialog box:

  • The Invoice No. field is used to enter the number of the invoice.
  • The Date field is used to enter the invoice date.
  • The Type combo box will list the types of invoices.
  • The Change Event button is used to attach an event to the invoice.
  • The Change Customer button is used to assign a customer to the invoice.
  • The Status area will show Open if the invoice still has a remaining balance or Closed if it is paid off.
  • The Add Detail button is used to add more detail to the invoice.
  • The first list box will show any detail information added.
  • The Post Activity button is used to enter any money that has been received pertaining to the invoice.
  • The bottom list box will show any invoice activity added.
  • The Add Comments button is used to add any desired comments to the invoice.





    • Invoice Reports is used to get various reports on the invoices that have been entered, such as an aged report. All invoices that have been sent to clients, exhibitors, or other individuals can be on any report. This option is also used to apply a payment, write-off, and cancel an invoice.
    Security Level: To view - Read Only. To add or change - Normal. To delete - Manager.

    Double clicking on the Invoice Reports icon will bring up the Invoices dialog box.

    The following is a break down of the dialog box:

  • The Outstanding Invoices Only - As of Date field is used if you just want outstanding invoices. Fill in the As of Date only those invoices that are open prior to or equal to the as of date will be on the report.
  • The All Invoices - Range of Dates fields are used to enter a range of dates to get a report on all invoices within the set range.
  • The Specific Invoice field is used to enter a specific invoice number for the report.
  • The Maintenance check box, is used in conjunction with the Specific Invoice field. If a number is entered and this box is checked, the program will go immediately to the invoice maintenance dialog box.

    • You can sort the report with the following options:

  • The Event, Invoice # option will list the event first and then the invoices in invoice number order.
  • The Event/ Customer option will list the event first and then the invoices in customer name order.
  • The Invoice No option will list will list invoices in number order.
  • The Customer Name option will list the report in customer name order.
  • The Invoice Date option will list the report in invoice date order.

    • You have the option to run the report on All Events or on a Specific Event.

    You can indicate what customer's invoices you want on the report with the following options:

  • The All Customers option will list all invoices for all customers.
  • The Specific Customer option will list all invoices for a specific customer.
  • The Multiple Customers option will list all invoices for any number of customers.
  • The Report list box will list all valid report formats.
  • The Include Comments on Reportcheck box, if checked, will include invoice comments on the report.
  • The Name/Phone on Aged check box, if checked, will include the Name and Phone Number of the client on the aged report.

    • Click on the button and the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    Event Reports is used to list, by event, all revenue that has been posted, all events in the deferred revenue account, or all events that had monies posted to the refund account.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Event Reports icon will bring up the Event Reports dialog box.



    The following is a break down of the dialog box:

  • The All Events option is used to have all events appear on the report
  • The Specific Event option is used to select a specific event for the report.

    • The valid types of reports are:
    All Revenue, Deferred Revenue, Refunds, Pick Account Number, Expected Revenue Rpt.

  • The Pick Posting Month(s) list box is used to indicate which month(s) to look at. NOTE: All Revenue, Refunds, and Pick Account Number reports require you pick a posting month. All months can be selected.

    • You can sort the report with the following options:

  • The Account, Event option will sort the report in account/event order.
  • The Event, Account option will sort the report in event/account order.

    • You can display the totals with the following options:

  • The Show total only option will show only the totals per event.
  • The Show Totals in Monthly Spread option will show each month with a total posted in that month for each event.
  • The Summary Only check box, if checked, is used to get just a summarized version of the report.

    • NOTE: These reports should be printed with the paper oriented for Landscape mode.





    Invoice Activity is used to list all invoice activity between the range of dates entered. This report could be used to verify the monthly activity of Accounts Receivable.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Invoice Activity icon will bring up the Invoice Activity dialog box.



    The following is a break down of the dialog box:

  • The Range of Dates fields are used to enter a date range to run the report on.
  • The list box is used to list the valid types of invoice activity.


    • Click on the button and the Invoice Activity list report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]






























    Cash Received is used to enter money that has been received to an account. This could be for items such as an advance payment for an event, or parking money, or any type of money received.
    Security Level: To access and use - Normal.

    Double clicking on the Cash Received icon will bring up the Cash Received dialog box.



    The following is a break down of the dialog box:

  • The Payment of Invoice field is used to enter the invoice number to be paid.
  • The Transaction Date field is used to enter the transaction date.
  • The Deposit Number field is used to enter a deposit number
  • The Account Number button/field is used to select or enter the CREDIT account number.
  • The Transaction Amount field is used to enter the amount of the entry.
  • The Place on Event Settlement check box, if checked, will cause the transaction to flow to the event settlement.
  • The Reference field is used to enter a reference for the cash receipt.
  • The Transaction Description field is used to enter a description of the transaction.
  • The list box will show
  • The Chg Debit button is used to select the appropriate checking account to debit.
  • The Change Event button is used to select the appropriate associated event.
  • The References button is used to establish a different type of transaction link for this transaction (if it will be other than the normal automatically created transaction reference for the deposit number and event id).




    • Deposit Reports is used to list deposit information. These can be exhibitor prepayments, event prepayments, payments on invoices, or miscellaneous money received.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Deposit Reports icon will bring up the Deposit Reports dialog box.

    The following is a break down of the dialog box:

  • The Pick Posting Month(s) list box will list all posting months.
  • The Beginning Deposit Number field is used to enter the beginning deposit number for the search.
  • The Ending Deposit Number field is used to enter the ending deposit number for the search.
  • The Pick Event field is used to
  • The Search by one alpha field is used to search by one alphanumber character.
  • The Deposit Order option is used to sort by deposits found grouped together by deposit number.
  • The Account Number option is used to sort by deposits found grouped together by account number.
  • The Deposit Date option is used to sort by deposits found grouped together by deposit date.




    • Credit Report is used to list all customers who have overpaid an invoice.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Credit Report icon will bring up the Credit Report.




    Receipt Journal is used to list all transactions entered concerning money received. These transactions could come from Cash Received, Payment of an Invoice, Exhibitor payment, and any general journal entered that indicates the cash journal.
    Security Level: To view - Read Only. To post the journal to the General Ledger - Manager.

    Double clicking on the Receipt Journal icon will bring up the Receipt (Post) Journal dialog box.



    The following is a break down of the dialog box:

    The current Accounting Fund and Accounting Year will be displayed at the top of the dialog box. If the right fund and year is not displayed, use the Change Fund and/or Change Year options to make changes. For more information on how to perform these procedures, see Common Functions in Product Demonstration Accounting. The Journal Status will show the current status of the Journal. You can click on the Draft button to get a draft report of the Journal. When you are ready to post the Journal, click on the Post button.

    NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

    When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.




    Sales Journal is used to list all transactions entered concerning invoices entered, canceled, or written off.
    Security Level: To view - Read Only. To post the journal to the General Ledger - Manager.

    Double clicking on the Sales Journal icon will bring up the Sales (Post) Journal dialog box.



    The following is a break down of the dialog box:

    The current Accounting Fund and Accounting Year will be displayed at the top of the dialog box. If the right fund and year is not displayed, use the Change Fund and/or Change Year options to make changes. For more information on how to perform these procedures, see Common Functions in Product Demonstration Accounting. The Journal Status will show the current status of the Journal. You can click on the Draft button to get a draft report of the Journal. When you are ready to post the Journal, click on the Post button.

    NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

    When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.




    Print Invoices is used to print the invoices in the pending invoice file. The invoice form or file format MUST be created using the Form Wizard module prior to selecting this option.
    Security Level: To access and use - Normal.

    Double clicking on the Print Invoices icon will bring up the Print Invoices dialog box.



    Enter the invoice date for the posting entries.

    Click on the button and a list of all entries in the pending invoice file will be generated.







    Invoice Audit Report is used to provide a list of all activity that took place on any invoice.
    Security Level: To access and use - Normal.

    Double clicking on the Invoice Audit Report icon will bring up the Invoice Audit Report dialog box.



    The following is a break down of the dialog box:

  • The All Audit Records option is used to show all audit records for the time frame indicated.
  • The Just Invoice Payments option is used to show all audit records for the payment section of the invoice.
  • The Just Invoice Detail option is used to show all audit records for the invoice detail section of the invoice.
  • The All Users option is used to show all audit records for all users.
  • The Select a Specific User option is used to pick a specific user.
  • The FROM and TO fields are used to specify a date range for the report.

    • Click on the button and the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]




    List Tenants is used to provide a list of any customer who receives an invoice on a regular basis. These invoices can be for tenants within the facility, seat and suite holders, or any other customer that receives invoices on a regular basis.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the List Tenants icon will bring up the List Tenants dialog box.



    The following is a break down of the dialog box:

  • The List Tenants - Alphabetic option is used to list all customers set up to receive an automatic invoice.
  • The List Tenants - Billing Schedule option is used to show only those customers that will receive an invoice in the indicated, (on another graphic not shown), appropriate months.
  • The Select Just Active Accounts check box, if checked, is used to show a list of tenants marked as active accounts. If unchecked, the list will show all tenants regardless of active status.

    • Click on the button and the requested report will be generated.




    Monthly Invoices is used to create a pending invoice record for each customer setup under the Reoccurring Invoice option.
    Security Level: To access and use - Normal.

    Double clicking on the Monthly Invoices icon will bring up the Created Invoice dialog box.



    The following is a break down of the dialog box:

  • The Month To Process field is used to enter the numeric representation of the month (followed by pressing the TAB key of the keyboard).
  • The list box will show the invoices to be created during the month entered.

    • Click on the button and the invoices will be sent to the pending invoice file. You have to use the Print Invoice option after performing this option.




    Statements is used to create the data necessary to send a statement to all individuals that currently have an outstanding balance.
    Security Level: To access and use - Normal.

    Double clicking on the icon will bring up the dialog box.



    The following is a break down of the dialog box:

  • The Minimum # of days field is used to enter the minimum number of days that the invoice needs to be outstanding to be chosen.
  • The Maximum # of days field is used to enter the maximum number of days that the invoice needs to be outstanding to be chosen.
  • The All Events check box, if checked, is used to select invoices for all events.
  • The All Customers check box, if checked, is used to select invoices for all customers.
  • The Change Event button is used to select only those invoices for a specific event.
  • The Change Customer button is used to select only those invoices for a specific customer.
  • The Search button is used to search the database for all invoices that meet the indicated criteria.
    The list box will show the results of the search.




    • Void Invoice is used to capture the number of an invoice that was not used. No accounting transactions will be created when this option is performed.
    Security Level: To access and use - Normal.

    Double clicking on the Void Invoice icon will bring up the Void Invoice dialog box.



    The following is a break down of the dialog box:

  • The Invoice Number field is used to enter the invoice numbers that needs to be voided.
  • The Add Comments? option is used to add comments as to why this invoice was voided.

    • Click on the button and the invoice will be voided.




    Reoccuring Invoices is used to setup any customer who receives an invoice on a regular basis. These invoices can be for tenants within the facility, seat and suite holders, or any other customer that receives invoices on a regular basis.
    Security Level: To access and use - Normal.

    Double clicking on the Reoccuring Invoices icon will bring up the Name and Address Selection dialog box.

    This dialog box is used to indicate the customer that is to receive the invoice.

    Once the customer is selected, the Reoccuring Invoices dialog box is displayed.

    The following is a break down of the dialog box:

  • Each section of this dialog box is user defined with the Value Questions, Reference, and Yes/No Questions defined in the Table Parameters module.
  • The Edit Customer Name button is used to select another customer. The current customer selected will appear to the right of the button.
  • The Invoice Description #2 field is used to
  • The Description combo box is used to
  • The Account Number list box will show
  • The Chg Acct No. button is used to change account numbers.
  • The Add Acct No. button is used to add an account number.
  • The Seat Holder Yes/No options are used to
  • The Changed Amount field is used to
  • The Add Comments button is used to




    • Pending File Delete is used to delete some or all of the records currently in the pending invoice file.
    Security Level: To access and use - Manager.

    Double clicking on the Pending File Delete icon will bring up the Pending File Delete list box.



    A list of all the records currently in the pending invoice files are shown.











    To delete an entry from the list, highlight the entry and click on the button.




    Receivable Control is used to setup default information needed in the Accounts Receivable option.
    Security Level: To access and use - Manager.

    Double clicking on the Receivable Control icon will bring up the Receivable Control dialog box.



    The following is a break down of the dialog box:

  • The Create Check Request for Refunds check box, if checked, will produce a check request in the ConCentRICs Check Processing module when a refund is given.
  • The Default Checking Account combo box will list all valid checking accounts.
  • The Change Refund Account button is used to display all valid account numbers.
  • The Set Baribican's Tax Account button is used to set the tax account link.(NOTE: This function applies only to the Baribican Centre).
  • The Set Up Tenant Table Fields button is used to establish which tables are included in the Setup Automatic Invoice dialog box.
  • The AR Utilities button is used to setup various Accounts Receivable utilities.
  • The Set AR Links button is used to setup various links for capturing specific information for various reports in the Accounts Receivable module.
  • The Create Transaction for interest accumulation check box, if checked, will create a transaction for the interest amount.
  • The Statement Monthly Interest field is used to enter the amount of interest that you collect each month on outstanding invoices.
  • The Print Zero Balance Invoice? check box, if checked, will print an invoice with a zero balance when required.
  • The Print Journals in Spread Sheet Format check box, if checked, will print the Sales and/or Receipt Journal in a spread sheet format.
  • The Capture Credit on invoice overpayment check box, if checked, will capture any overpayment of an invoice as a credit.
  • The Tenants are Seats/Suites check box, is used to track seats or suites.
  • The Create Posting with Invoice File check box, if checked, will produce transactions when creating an external invoice file.
  • The Get Interest Account Number button is used to establish what account number to use for the interest entry.

    • Click on the button and the default information will set.





    Form Wizard is used to define the forms and data files that will be used with Accounts Receivable. This includes invoices and statements.
    Security Level:To access and use - Manager.

    Double clicking on the Form Wizard icon will bring up the Form Wizard dialog box.



    The following is a break down of the dialog box:

  • The Form Type combo box will list all forms and files used in Accounts Receivable.
  • The Form Body option will be all the fields that will appear on the form itself.
  • The Detail Columns option will define the fields that will appear in the detail section on the form,
  • The Page Alignment check box, if checked, indicates that an alignment form is required to print this form. NOTE: This box should be checked when using pre-printed forms.
  • The Page Breaks: check box, if checked, will cause a top of form to be issued between each field. If unchecked, the system will create all the forms as one page.
  • The Page Size: field is the size of the form in inches.
  • The Form Fields: list box will show all of the fields currently defined for the form and/or data file.
  • The Add Field button is used to move the contents of Field Details to the Form Fields list box.
  • The Delete button is used to remove the current active field from the Form Fields list box.
  • The Move Up button is used to take the current active field and make it switch places with the line above it.
  • The Move Down button is used to take the current active field and make it switch places with the line below it.
  • The Field Name: combo box contains a list of all the possible types of fields that the system allows on the form/file..
  • The Field Label: field is the label that will appear on the field.
  • The Field Size: fields are in two parts. The first part applies to all fields and is the total size on the field for the form/file. The second field is the number of decimal places for money fields.
  • The Alignment section contains options to indicate where a field will appear within the field width, either on the Left most position of the field, Centered, or on the far Right side as possible.
  • The Positon Over/Position Down: fields are used in combination with each other. These fields will determine the exact position that the field will appear on the form.
  • The Font Width/Font Height fields are used in combination with each other to determine the size of the characters that will print on the form.
  • The Total Detail Lines: field is used to tell the system where to begin the detail and what fields to use for the columns.
  • The Column Headings check box, if checked, will take the first detail line and will place the column headings on this line. If unchecked, then no column headings will be displayed.
  • The File Specfications button is used to
  • The List Specs. button is used to save the dialog box just like pushing the OK button and will display a window with all of the form specifications.
  • The Test Form button is used to save the current form definition and then will print a test alignment page..

    • Click on the button and the form will be generated.


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    Last Modified: Saturday, January 02, 2010 at 12:00 AM.