Administration Module Process Map - A210 Debtors Receipt Entry - Debtor Receipt Entry.pdf · DJ Motors Administration Module Process Map - A210 Debtors Receipt Entry 2 ©Auto-IT Pty

Process Map

DJ Motors

Procedure Manual

[Client Trading Name]

Administration Module

Process Code: A210 Debtors Receipt Entry

[Business Area] Module

Process Code: [Process Code] [Process Name]

DJ Motors

Administration Module Process Map - A210 Debtors Receipt Entry

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Contents High Level Process Definition .............................................................................................................. 3

Business Policies ................................................................................................................................. 4

Procedures .......................................................................................................................................... 5

Counter Receipts ............................................................................................................................. 5

Debtor Cash Receipts ...................................................................................................................... 6

Debtor Sundry Receipts .................................................................................................................. 7

Vehicle Debtor Receipts .................................................................................................................. 8

Floor Plan Receipts .......................................................................................................................... 9

Statement of Work ........................................................................................................................... 10

Counter Receipts ........................................................................................................................... 10

Debtor Receipt Entry ..................................................................................................................... 14

Document Reprint within Debtor Receipt Entry ....................................................................... 14

Debtor Cash Receipts .................................................................................................................... 16

Debtor Sundry Receipts ................................................................................................................ 19

Vehicle Debtor Receipts ................................................................................................................ 22

Floor Plan Receipts ........................................................................................................................ 25

Process Flowchart ............................................................................................................................. 28

Program Parameters ......................................................................................................................... 31

Counter Receipt Entry ................................................................................................................... 31

Debtor Receipt Entry ..................................................................................................................... 33

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High Level Process Definition

Process Name Debtor Receipt Entry

Process Intent To record and manage receipt of payments from various sources and customer types

Process Owner Senior Accountant

Process User Dealership Admin

Process Starts with Payments tendered to the Dealership (in person or by other means e.g. Electronic Fund Transfer etc.)

Process Ends with Payment recorded in an accurate and timely manner

Process Customer

Debtors

Financial Controller

Business Owners

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Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map.

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Procedures

Process Description: Counter Receipts

Process (Major) Steps Procedure Internal Policy

1. Preparation for Transaction

Objective: System readied for transaction data input

a. Counter Receipt window will popup where Parts and / or Workshop transactions are non credit

OR Open Counter Receipt Window from the Menu option ‘Counter Receipt Entry’

b. If values for Doc Branch & Bank Account have not populated select appropriate values from drop-down lists

c. If Invoice Number has not populated (where window is activated from a ‘Parts / Workshop Sale’ transaction Invoice Number should be completed automatically) enter the appropriate reference

d. Verify Account Name, Outstanding Value etc. before proceeding

2. Enter data, Calculate Change, Record Discounts etc.

Objective: Record data relevant to transaction

a. Enter the amount received in the appropriate field (Cash, Credit Card, Cheque etc.)

b. If payment by cheque record Payer, Bank and Branch details as well as Cheque Number

c. If a Discount is applicable record the discount amount and select an applicable Discount Code

d. Pay any change from cash payment as calculated

3. Define Print Options / Complete Receipt Details / Complete Transaction

Objective: Complete the transaction including printing receipt etc.

a. Review and select / deselect the appropriate Print Options

b. If required, review and enter / edit Receipt Details c. Click Save

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Process Description: Debtor Cash Receipts




a. Open Debtor Receipt Entry Window from Menu Option

b. Select Bank Account, Receipt Type (Debtor Cash) & Doc. Branch (if values do not default or defaulted values require change as permitted)

c. Modify Date if required d. Enter a Reference and Description as defined e. Select / deselect print options for Receipt and

Credit Note



a. Enter amount(s) received by type (Cash, Cheque and / or Credit Card)

b. Enter / Select / Search for Account Number / Contact Code

c. Enter / verify Payer details (including Bank Name / Branch for Cheque payments)

d. Record, if applicable, Discount Value and assign appropriate Code

3. Define Payment Allocation / Complete Transaction


a. Determine Payment Allocation process –if Manual select outstanding items for payment allocation, if auto click Auto Allocate and select option in pop up window

b. If required, review and enter / edit Receipt Details c. Click Save

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Process Description: Debtor Sundry Receipts





b. Select Bank Account, Receipt Type (Sundry) & Doc. Branch (if values do not default or defaulted values require change as permitted)

c. Modify Date if required d. Enter a Reference and Description as defined e. Select / deselect print option for Receipt




b. Enter / verify Payer details (including Bank Name / Branch for Cheque payments)

3. Enter Sundry Receipt details / Complete Transaction


a. Select GL A/c or Sundry Code from drop-down b. Enter Reference, Ex Tax Value and Description c. Verify that total receipt value has been allocated d. Click on Receipt Details button and complete

window as required e. Click Save

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Process Description: Vehicle Debtor Receipts





b. Select Bank Account, Receipt Type (Vehicle Debtors) & Doc. Branch (if values do not default or defaulted values require change as permitted)






3. Enter Vehicle Debtor Receipt details / Complete Transaction


a. Allocate Receipt - Select / deselect Deposit flag, Enter / Select / Search for Deal No. or Stock Number Enter Reference, Value and Description

b. Verify that total receipt value has been allocated c. Click on Receipt Details button and complete

window as required d. Click Save

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Process Description: Floor Plan Receipts





b. Select Bank Account, Receipt Type (Floor Plan) & Doc. Branch (if values do not default or defaulted values require change as permitted)






c. Select / deselect Bail Unit Indicator

3. Enter Floor Plan Receipt details / Complete Transaction


a. Allocate Receipt - Select Stock Number and enter Floor Value and Description

b. Verify that total receipt value has been allocated c. Click on Receipt Details button and complete

window as required d. Click Save

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Statement of Work

Counter Receipts

The Counter Receipt Entry program can be activated automatically for both Parts and Workshop transactions which are ‘non-credit transactions’ or from the user menu.

When the program is activated the following window will be displayed.

Enter / Select (as required) the Document Branch Code. Bank Account and Bank Location parameters should be set in order for the application to function.

Where the application has been invoked for Parts Sales Order Entry or Repair Order Maintenance and Invoicing the relevant Invoice Number will be showing however where the application has been activated independently of those transactions Enter / Select / Search for the relevant Invoice Number.

The user should verify that the correct Invoice Number has been selected.

The amount received from the debtor must be recorded against the appropriate receipt type (Cash, Credit Card, Cheque etc.).

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Complete the Document Reference, Cheque Number etc. and record, where applicable, the Name of the Debtor’s Bank and Branch.

The system will calculate any amount of change to be given (Cash Payments).

Where a Cheque Payment is received and the amount of the Cheque is Greater than the outstanding amount on the invoice the system will generate the following message.

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Where a Credit Card payment is received, choose the Payment Code applicable in order to add any relevant surcharges (if set up in Bank Location Maintenance).

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Set the Print Options.

Receipt Details are able to be verified by clicking the Receipt Details button to display the following pop up.

Click Save.

If the amount entered as received is less than the outstanding amount the system will warn the user with a message as follows.

Output will be produced in line with the Print Options settings and this should be provided to the Debtor at the time of the transaction.

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Debtor Receipt Entry

The Debtor Receipt Entry program is able to support the following Receipt Types –

Debtor Cash

Sundry

Vehicle Debtor

Floor Plan

Open the Debtor Receipt Entry window

Enter / Select the Document Branch, Select from the drop down list the Receipt Type and complete the Reference and Description Fields. The System Date and Time will be populated and may be modified if required.

The print receipt checkbox is ticked by default and can be modified if required.

Document Reprint within Debtor Receipt Entry

Users should be aware that when processing receipts in the Debtor Receipt Entry program it is possible to initiate an enquiry against an Invoice or Credit Note transaction by double clicking on the relevant transaction.

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to display the document in the Document Reprint window, as follows –

The document may be printed, faxed or emailed from this window.

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Debtor Cash Receipts

‘Debtor Cash’ is used if payment is from a debtor. It will allow you to allocate the receipt to outstanding invoices for the nominated debtor.

Having selected Debtor Cash as the Receipt Type the user must Enter / Select / Search the Debtor Account Number and / or Contact Code.

The window will be populated with the Debtor Details (verify to ensure the correct Debtor has been selected) and the outstanding Invoices for the specified Debtor will be displayed.

Enter the amount received against Cheque, Cash or Credit Card, enter the Document Reference (e.g. Cheque Number).

Where the receipt represents a Cheque the Payer/Bank/Branch fields will be activated and must be completed - if these fields are missed the system will issue the following reminders to the user.

The system will display the Total and Unallocated values for the transaction at the bottom of the window.

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Select an Invoice checkbox by ticking the ‘Yes’ checkbox (or use the Auto Allocate button to apply the payment against the oldest Outstanding invoices first – use with caution! This action cannot be undone).

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If the payment is less than the invoice amount, the difference is displayed in the Unallocated field. This is a read only field and cannot be overridden. The account goes into credit if the payment is greater than the invoice amount.

The Amount field of the Outstanding invoice can be altered for part payments etc.

If required, click the Receipt Details button (this will load a Receipt Details popup window) to enter any debtor details.

The debtors can be selected via the Contact Code field however the debtor details cannot be changed. To enter new information within the popup window press the Clear button and all fields will be available for entry. Click Ok to confirm or click Cancel to ignore changes, both these actions will close the popup window.

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Debtor Sundry Receipts

Receipt Type ‘Sundry’ is used if the payment is from a non-debtor (for example, a refund from a finance company).

Enter a Reference and Description of the Transaction.

The System date and time will be populated to the date field and can be changed (if required).

The print receipt checkbox is ticked by default and can be modified if required.

Enter the Receipt amount: Cheque, Cash or Credit Card.

If receipting a cheque, the Payee, Bank and Branch must be entered. A ‘Document Reference’ can be entered for Cheque transactions.

The Document Reference will default to the previously entered Reference, but can be altered.

The amount to be allocated and the GST value will display on screen. The GST Value can be altered if necessary. This will recalculate the amount to be allocated.

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Select the GST type from the dropdown list. (Only choose G1 for GST inclusive receipts or G3 for GST exclusive receipts)

Select the General Ledger account or the sundry code, depending on system set up, from the dropdown list.

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Enter the Value (exclusive of GST)

If required, click on the Receipt Details button and enter the Receipt information. If this button is used, the receipt is printed for the details entered showing on the receipt. If this function is not used, the receipt will show no Received from detail.

Click the Save button. The Print Preview window appears if Print Receipt was selected. The receipt can then be printed and or saved to file.

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Vehicle Debtor Receipts

Receipt Type ‘Vehicle Debtor’ is used if the payment is for a Vehicle Sale.

Select the Bank Account and Receipt Type (as Vehicle Debtors) from the dropdown list.

Enter a Reference number.

The Date field defaults to today’s date, but can be overwritten.

Enter a Description for the payment.

The Print Receipt checkbox is ticked by default. If you do not want to print the receipt click on this box to deselect.

Enter the Receipt amount: Cheque, Cash or Credit Card.

If receipting a cheque, the Payee, Bank and Branch must be entered.

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A Document Reference can be entered for Cheque transactions. The Document Reference will default to the previously entered Ref, but can be altered.

Choose the relevant Payment Type. Note that the system now allows recipt of payments direct to a MyDeal number, without the need for a Stock Number, if a vehicle is not yet allocated.

Select the MyDeal number or Stock Number from the drop down list.

Enter the Value of the Receipt.

Enter a Description.

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If required, click on the Receipt Details button and enter the Receipt information. If this is button is used, the receipt is printed for the details entered showing on the receipt. If this function is not used, the receipt will show no Received from detail.

Click the Save button. The Print Preview window appears if Print Receipt was selected. The receipt can then be printed and or saved to file. (PTO)

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Floor Plan Receipts

Receipt Type ‘Floor Plan’ is used if the payment is for the finance of a Vehicle just ‘bailed’.

Select the Bank Account and Receipt Type from the drop down list.

Enter a Reference number (This should be either Bailment Note or Trust Receipt Number)

The Date field defaults to today’s date, but can be overwritten.

Enter a Description for the payment. (This should be the name of the Floorplan Provider)

The Print Receipt checkbox is ticked by default. If you do not want to print the receipt click on this box to deselect.

Enter the Receipt amount: Cheque, Cash or Credit Card. If receipting a cheque, the Payee, Bank and Branch must be entered.

A Document Reference can be entered for Cheque transactions. The Document Reference will default to the previously entered Reference, but can be altered.

The amount to be allocated and the GST value will display on screen. The GST Value must be deleted and GST type set to G3. This will recalculate the amount to be allocated.

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Select the GST type from the dropdown list.

When receipting money from Floor plan, the Bailment Unit checkbox should never be ticked. Bailment represents a change in ownership of the Vehicle and is nominally treated as a sale.

Select the Stock number, from the dropdown list.

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Enter the Floor plan value amount (exclusive of GST). Ensure that the Unallocated Value is $0.00.

Enter a description. (This should be the name of the Floorplan Provider)

If required, click on the Receipt Details button and enter the Receipt information. If this is button is used, the receipt is printed for the details entered showing on the receipt. If this function is not used, the receipt will show no Received From detail.

Click the Save button. The Print Preview window appears if Print Receipt was selected. The receipt can then be printed and or saved to file.

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Process Flowchart

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Program Parameters

The following notes define the parameters applicable to the application described in this Process Map.

Counter Receipt Entry

Parameter Name Parameter Function

AuthorityGroup To show only, and allow use of, the accounts or codes attached to the Authority Group specified

Valid Values: A valid Authority Group

Default Value: Blank

BankAccount To specify a default Bank Account

Valid Values: A valid Bank Account


BankDetailsMandatory If Y the user has to enter bank details if a cheque amount is entered

Valid Values: Yes or No

Default Value: Yes

DocBranch To specify the default Branch for the Doc Branch dropdown

Valid Values: A valid Branch


DoNotDefaultReceiptAmount If parameter is set to Y then when program is opened from Parts sales and Invoice it will not provide a default amount to be receipted

Valid Values: Y/N

Default Value: N

FinancePayments If Y, display the Finance Payment checkbox and DEFAULT the value to N. If N, do NOT display the Finance Payment check box at all (also DEFAULT the value to N in the background)

Valid Values: Y/N

Default Value: N

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GainLossAuthorityGroup Must be set if foreign currency involved. Used to select a sundry account when Foreign Currency Exchange Gain / Loss Write-Off window pops up


Default Value: NA

GainLossSundryCode Used to default the sundry account when Foreign Currency Exchange Gain / Loss Write-Off window pops up

Valid Values: A valid Sundry Code from the autcode table

Default Value: NA

Location To specify a default location

Valid Values: A valid Location


PrintReceipt To default the Print Receipt checkbox

Valid Values: Y/N

Default Value: N

RefundControl If Y the program will only allow a refund to the same method as used in the original invoice. If N the program would allow a refund value to any payment type but limited the value to the value of the credit note

Valid Values: Y/N

Default Value: Y

WriteOffCode The Sundry code links to a GL Account in Sundry Code Maintenance for the purpose of write offs. Error if invalid or no value specified

Valid Values: Y/N


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Debtor Receipt Entry


AccountSelectionType To restrict account selection during sundry receipting to either Sundry Codes or General Ledger Accounts.

Valid Values: S = Sundry Code, G = General Ledger

Default Value: G

AllowIntercompanyTrans To determine if intercompany GL transactions are allowed, or restricted to a single company

Valid Values: Y/N


AllowSundryVHDEBTOR To allow the selection of a Sundry Code and Discount value when the selection in Vehicle Debtors is made. Y allow for the entry of values in the discount box so we can process the commissions to a GL account. N or not set (default) retain existing functionality.

Valid Values: Y/ N

Default Value: N

AuthorityGroup To show only, and allow use of, the accounts or codes attached to the Authority Group specified



BankAccount To specify a default Bank Account

Valid Values: A valid Bank Account


BankDetailsMandatory If Y the user has to enter bank details if a cheque amount is entered

Valid Values: Yes or No

Default Value: Yes

Description To specify a default Transaction Description

Valid Values: A valid Description


DocBranch To specify the default Branch for the Doc Branch dropdown

Valid Values: A valid Branch


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GainLossAuthorityGroup Must be set if foreign currency involved. Used to select a sundry account when Foreign Currency Exchange Gain / Loss Write-Off window pops up


Default Value: NA

GainLossSundryCode Used to default the sundry account when Foreign Currency Exchange Gain / Loss Write-Off window pops up

Valid Values: A valid Sundry Code from the autcode table

Default Value: NA

Location To specify a default location

Valid Values: A valid Location


OptionsAllowed To specify the available user options

Valid Values: C = Debtor Cash, S = Sundry, V = Vehicle Debtors, F = Floorplan


PrintCreditNote If Y, the Print Credit Notes checkbox is ticked by default

Valid Values: Y/N

Default Value: N

PrintReceipt To default the Print Receipt checkbox

Valid Values: Y/N

Default Value: N

ReceiptType To specify the type of Receipt

Valid Values: C = Debtor Cash, S = Sundry, V = Vehicle Debtors, F = Floorplan


RestrictGLAccounts To determine if the GL dropdown list is restricted to a single company or for multiple companies

Valid values: Y/N


Documents

Administration Module Process Map - A210 Debtors Receipt Entry - Debtor Receipt Entry.pdf · DJ Motors Administration Module Process Map - A210 Debtors Receipt Entry 2 ©Auto-IT Pty