AR Drafts

The Accounts Receivable system is an extra charge module which may or may not be activated for your software installation. This topic deals strictly with the Reports>Report List>AR Drafts report printing.

Paper drafts may be printed for open balances as of a specific date for all customers in a payment group, or for individual customers.

To Print Drafts for a Group of Customers

1. Select Reports>Reports List.
2. Select the report AR Drafts, right-click and select Report Options.
3. Set the value for the option Use Billing Groups to Yes.
4. Click OK.
5. Click Print Selected.
   
6. Select the appropriate Billing Group from the drop-down list. Payments will be generated for customers which have the selected draft group on the Customer tab in Setup/Contacts.
7. Enter the Statement Date. The program will generate payments for all outstanding balances through this date.
8. Enter the Draft Date.
9. Select Create Automatic Payment Transactions, if desired. If this option is selected, entries will be created to post the customers’ payments, eliminating extra data entry. If this option is NOT Selected, skip to Step 13.
10. Select the appropriate Checking Account from the drop-down list.
11. Select the appropriate Invoice Payment Item from the drop-down list. The system will use this item to post payment entries
12. Enter a description for the payment in the Memo field. This description will print on the customer’s A/R Statement.
13. Check the Summarize Net Deposit option, if desired.
    

    Note: Select this if you want one total amount posted to the Checking Account for all payments made at this time. In this case, each payment transaction will be created with a Credit to the appropriate A/R account and Debit to the Net Deposit Offset Account entered below. An additional transaction will be created with a Debit to the Checking Account and a Credit to the A/R account for the total amount of the ACH. If this option is not selected, individual transactions will be created for each customer with a Debit to the Checking Account and a Credit to the appropriate A/R account.

14. Select the appropriate Net Deposit Offset Account from the drop-down list. This field is only visible if Summarize Net Deposit is Checked.
15. Click OK.

The following dialog box will open after drafts have been sent to printer. Verify that drafts have printed correctly and click OK to generate payment transactions.