Dealers on The La Crosse Systemä bill invoices and contracts to Lanier for supply invoices, GMA base charges, meter billings and dealer split invoices. On these invoices, the Lanier customer account number is the bill-to customer account number and the individual customers are the ship-to customer account numbers. These are then sent to Lanier via the Lanier Download. Lanier then credits the dealer for these transactions via the Lanier Automatic Cash Posting program. Lanier also credits the dealer for rentals, rebates, and dealer split invoices. These credits are applied to Lanier customer numbers Accounts Receivable.
The LMS customers that are currently working with Lanier are sending Lanier various information from the billing of the contract invoices, supply invoices, and dealer split invoices. Lanier uploads this information into their system and then issues a credit memo. The information that is sent, is gathered on The La Crosse Systemä from invoices generated through the Contract Billing, Invoice Entry, and Order Release programs. The following Lanier Download information is sent to Lanier via email.
Lanier Download Format
Dealer Number
Category Number
Dealer Invoice Number
Product Number
Serial Number
Model Number (item number of machine)
Quantity
Amount (extended)
Beginning Service Date
Ending Service Date
Beginning Meter Reading
Ending Meter Reading
Free Copies
Copy Rate
Ship-To Customer Name
Debit Or Credit Indicator
Introduction (Contd)
The next step in the process is for Lanier to send credits for the invoices back to the dealer. Lanier emails the dealer two (or more) ASCII text files containing information on the credits and two files containing a report showing the same information. The two ASCII files contain the necessary information to automatically post the payments to the dealers Accounts Receivable in The La Crosse Systemä. One of the ASCII files is for copiers and one is for faxes. For each transaction sent the file includes a credit date, the total deposit or file amount, dealer invoice number, item number, serial number, payment amount, category number, and a LBU number. The operator, to determine why something was or was not credited, can use the files that are in report format.
The dealer will need to upload the ASCII files one at a time. If the operating system is SuperDOS, the file will need to be transferred to SuperDOS and placed in 5:15. If the operating system is NT, the file will need to be copied into the data directory. If the operating system is Unix, the file will need to be ftped to Unix and placed in the data directory. The Lanier Automatic Cash Posting must then be ran to post all of the payments automatically to the dealers Accounts Receivable on The La Crosse Systemä. The ASCII File is then deleted from The La Crosse Systemä. This procedure will eliminate the need to do manual posting of the payments through the Accounts Receivable Cash Posting program in The La Crosse Systemä.
The Lanier Automatic Cash Posting program updates all of the files that the Cash Posting program updates. This includes ARECD (Accounts Receivable), CRECD (Cash Receipt Journals) and CUSTD (Customer File). If the Cash Posting program is linked to update the General Ledger the program also updates the General Ledger Files, (GLDISTD, CHART and ARGL.DT). A deposit number is also issued.
The Lanier Automatic Cash Posting program matches what is sent in the ASCII File to what is currently on the Lanier bill-to customer A/R account. The Lanier bill-to account is defined in the Global File. When a match is found on the invoice number the transaction is applied to the Lanier A/R account as a payment to the invoice. When no match on the invoice number is found the payments are considered misdirected funds. This often occurs on dealer splits from another Lanier dealership, on rentals and on rebates. Misdirected funds may also occur due to operator errors applied to Lanier invoices. This may be voids after the invoices were sent to Lanier or a manual payment made and the invoice is purged from A/R. Thus the invoice should exist on the Lanier bill-to account but it does not.
Introduction (Contd)
Misdirected fund payments are applied to The La Crosse Systemä Accounts Receivable to an error suspense customer account. The default Lanier error suspense account is defined in the Global File. The operator will be able to override the Lanier error suspense account. The misdirected funds may or may not be sent with an invoice number. Either way, the program will create an invoice number using the deposit date with a unique number on the end (ie: 8310001, 8310002, etc). Each one created is incremented by one so that each record is created as a separate transaction. This is similar to the creation of a COA (Cash On Account) in the regular Cash Posting program. All transactions that are applied to the error suspense account are created with a Transaction Accounting Tac Code of COA (Cash On Account).
On all transactions where a new Accounts Receivable record is created, the upload writes special information into the Reference field in the Accounts Receivable file to help the operator determine where the transaction came from and provide a link to Laniers credit report that explains more details. This includes all misdirected funds and all payments after the first payment. On rentals applied to Misdirected funds, the Reference field will be RT and the serial number. On non-rentals, the operator has a choice on using the serial number or Laniers invoice number as the Reference field.
Included with the automatic posting program is a Reconciliation Report that lists each transaction. Included for each transaction is the invoice number, item and serial number, payment amount, category number, and ship-to customer name. This information is from the ASCII File. The report should be used to identify what account the misdirected funds should actually be applied to. This report can then be matched up to a report file that is emailed by Lanier that contains detailed information on why a certain dollar amount was or was not credited. An Exception report will also print showing invoices that were updated but the upload, that do not net to zero.
The Lanier Automatic Cash Posting program contains some protection checks so that the same ASCII deposit file is not posted more than once. This is achieved by comparing the credit date that is stored in the ASCII File with a last credit date processed that is stored in the Global File. The date in the ASCII File must be greater than the date stored in the Global File. Since there will be two ASCII files being loaded with the same dates, the program can not totally prevent an operator from loading a second file with the same date. It does, however, display a message with the date in the ASCII File and the date in the Global file and the Transaction total in the file. The operator can either continue or cancel at that point. Also, various fields in the ASCII File are used for data consistency. Warnings are provided by the program. If you have more than one branch and use a different Lanier bill-to account for each branch provisions have been made to handle this. A different Lanier bill-to account is stored in the Global File for each branch. Only one error suspense account is allowed.
Set Up
Following are the steps to activate Lanier Automatic Cash Posting.
1. LMS must send several programs and place them on the Billing Custom Menu.
2. The Lanier bill-to customer numbers must be created in the Customer File. You should already have the Lanier bill-to account number as the contracts are currently being billed to Lanier. An additional customer number may be created to use as the Lanier error suspense account. If a new account is created for the Lanier error suspense account, it should not be used for any other purpose than the Lanier Automatic Cash Posting program.
3. The Global File must be changed. An LMS employee will make the necessary changes with your assistance. All changes are made in Global Record 4, the Cash Receipts Global File.
Set Up (Contd)
An additional option appears on the Cash Receipts Global Record 4.
22. Lanier Active:
6/28/01 Cash Receipts Control File Maintenance 7:45
Enter Procedure Type C'hange E'nd C
1. Last Deposit Number: 12432
2. Starting Deposit Number: 100
3. Non AR Customer Number: 99999999
4. AR - GL Interface (Y/N): Y
5. Print AR-GL Posting Rpt In End Of Day (Y/N) Y
6. Print Cash Receipts Journal #1 In End Of Day (D'etail,S'ummary,N'o) S
7. PMT/COA AR Account Number: 100200
8. PMT/COA Cash Account Number: 100100
9. ADJ Account Number: 111000 15. Tax1 Account Number: 210100
10. S/C Account Number: 900900 16. Tax2 Account Number: 210100
11. INT Account Number: 900900 17. Freight Account Number: 414000
12. D/M Account Number: 700100 18. Discount Account Number: 410500
13. J/E Account Number: 456800 19. Other Account Number: 410500
14. R/C Account Number: 100100 20. BCL Active: Y 21.Wells Fargo Active:Y
22. Lanier Active: Y
23. Allow Override Of AR Account In Cash Posting Y/N Y
24. Allow Override Of Cash Account In Cash Posting Y/N N
Fld:
This must be set at yes so that an additional screen appears. Note, changing this to no does not disactivate the posting program if the other applicable global fields have already been activated. This field can only be changed by an LMS employee.
Once field 22 is set to yes an additional screen displays.
Set Up (Contd)
The cursor is at the Fld. prompt.
6/29/01 Cash Receipts Control File Maintenance 14:00
69. Lanier Bill To Number: 7888888 81. Branch Number: 1
70. Lanier Bill To Number: 7888889 82. Branch Number: 2
71. Lanier Bill To Number: 83. Branch Number:
72. Lanier Bill To Number: 84. Branch Number:
73. Lanier Bill To Number: 85. Branch Number:
74. Lanier Bill To Number: 86. Branch Number:
75. Lanier Bill To Number: 87. Branch Number:
76. Lanier Bill To Number: 88. Branch Number:
77. Lanier Bill To Number: 89. Branch Number:
78. Lanier Bill To Number: 90. Branch Number:
79. MISDI Funds Bill To Number: 7888890
80. Last Credit Date Processed: 1/01/00
Fld:
The norm is there is only one Lanier Bill-To Customer Number. Enter the customer number that is the bill-to customer number assigned to your service contracts that are billed to your customers by Lanier. This must be entered in field 69, Lanier Bill To Number: The customer number entered must be valid. If an invalid customer is input the prompt Invalid Customer Number appears. The cursor returns for reinput. When there is only one Lanier Bill-To Account, there is no need to define an associated branch number in field 81.
Fields 70 through 78 and 82 through 90 are only used in customized cases where there is more than one branch and Lanier bill-to account number.
In field 79, MISDI Funds Bill To Number you must enter the default customer number that the misdirected funds are posted to. This is the Lanier error suspense account. The customer number entered must be valid. If an invalid customer is input the prompt Invalid Customer Number appears. The cursor returns for reinput. You can use the same account number that you use for the Lanier bill-to number (field 69).
Set Up (Contd)
6/29/01 Cash Receipts Control File Maintenance 14:00
69. Lanier Bill To Number: 7888888 81. Branch Number: 1
70. Lanier Bill To Number: 7888889 82. Branch Number: 2
71. Lanier Bill To Number: 83. Branch Number:
72. Lanier Bill To Number: 84. Branch Number:
73. Lanier Bill To Number: 85. Branch Number:
74. Lanier Bill To Number: 86. Branch Number:
75. Lanier Bill To Number: 87. Branch Number:
76. Lanier Bill To Number: 88. Branch Number:
77. Lanier Bill To Number: 89. Branch Number:
78. Lanier Bill To Number: 90. Branch Number:
79. MISDI Funds Bill To Number: 7888890
80. Last Credit Date Processed: 1/01/00
Fld:
An LMS employee must set field 80, Last Credit Date Processed:. This is a very important field. It is the only protection against loading an ASCII File that is dated prior to the last file that was loaded. If this ever needs correcting because of an error you must contact the LMS Support Department and they can change it for you. When the field is selected a prompt Enter Password displays. You must know the password to change the field.
Information In The ASCII Text File
The following information is sent for each transaction record found in the ASCII File:
Credit Date This is the credit date that is used for the credits. The format
is YYYYMMDD. For example, Jan 1, 2000 is 20000101.
File Total Amount This is the grand total of all of the credit amounts found in the
file. This must be the total of the amount fields of the individual
records, or else the file will not be loaded. Sent as format
1234567890.12.
Invoice Number Length is 10 Alphanumeric - Note, it is possible this may be blank.
Model Number The machines model number. This will match The La Crosse
Systems item number. Note, it is possible this may be blank.
Length is 15 Alphanumeric.
Serial Number Length is 18 Alphanumeric - Note, it is possible this may be blank.
Payment Amount The payment amount for each record. Sent as format
123456789.12.
Category Number 1 Numeric; 1 = Supply Invoices, 2 = GMA Base Charges,
3 = Rentals, 4 = Meter Billings, 5 = Meter Billings, 6 = Dealer Splits
and 7 = Rebates.
Customer Name This is the Ship-To Customer Name. The length is 28
Alphanumeric.
Comment This is a 120 character comment field that will print on the reports
to help the operator determine why something was or was not
credited.
LBU Number This is a number assigned to each dealer from Lanier. It
is not used by the Lanier Automatic Cash Posting program.
Preparing The ASCII Text File
The ASCII files containing the payment information will be arriving from Lanier via email. Prior to generating the Lanier Automatic Cash Posting, the ASCII files will need to be saved to your PC. Try not to bring the files up in Excel or Wordpad to look at them. This may change the files structure and they will no longer be able to be loaded. If you would like to look at the files, copy the files to new names and bring the new names up in Excel or Wordpad. Note, do not try to use Notepad to access the files. Notepad will place extra characters at the end of the lines, so the columns will not line up in columns.
The files will have a name similar to BA1150-3575.txt. The files will need to be renamed to something up to 8 characters long with up to a 3 character extension. The default used by the program is LANIERUP.TXT, but this can be overridden. You should rename each of the files from Laniers email, and place all of them in the proper user group (on SuperDOS), or in the proper directory (on Unix and NT). Once all of the files exist in the proper user group or directory, you should run the Lanier Auto Cash Posting program one time using each file name. If you wish, you could do one file completely through, and then do the second file. You can use whichever method works best for you. For the remainder of the documentation, the file(s) from Lanier, will be referred to as ASCII File. This file will be deleted after the upload has completed, so be sure to have a second copy of the file somewhere else on your system or on your PC.
On SuperDOS operating systems, the ASCII File will need to be transferred from DOS to SuperDOS. It will need to be placed in 5:15 user group. If you are unsure how to do this, contact LMS Support for information. On NT operating systems, copy the ASCII file into your data directory. (/lms/data). On Unix operating systems, FTP the ASCII file into your data directory (lms\data).
Running The Lanier Automatic Cash Posting Program
The Lanier Automatic Cash Posting program is found on the Billing Custom menu. It is recommended that whomever generates the Lanier Automatic Cash Posting program pay close attention to the screen for any error messages. A printer should always be selected to print a hard copy of the Reconciliation Report and Exception Report that are produced by the program. These reports should be checked thoroughly. After the posting is completed a Cash Receipt Journal, BI 4-1-1 or 2, should be printed and compared to the Reconciliation Report. The AR-GL Posting Report, BI 4-1-14, should be printed if Cash Posting is linked to the General Ledger.
The program does not use the transaction date entered at the custom menu. The program asks four preliminary questions. See screen sample:
Running The Lanier Automatic Cash Posting Program (Contd)
9/25/00 Lanier Automatic Cash Posting 9:17
Use 1) D/M Account, 2) S/C Account, Or 3) PMT/COA
Account For The Cash Account Number Or E'nd
Please Enter The Lanier Auto Posting File Name:
On Misdirected Fund Transactions (Non-Rentals), Should The S'erial
Number Or Lanier I'nvoice Number Be Placed In Reference Field
Enter Misdirected Funds Customer Number:
Note: ^ = Go Back 1 Space
/ = Cancel
Use 1) D/M Account, 2) S/C Account, Or 3) PMT/COA
Account For The Cash Account Number Or E'nd
This prompt is only displayed if the AR GL Interface in Global Record 4 is set to Y for yes. Since the program is creating Payments (PMT) and Cash On Accounts (COA) records in Accounts Receivable, the program by default will use the PMT/COA Cash Account when posting the transaction to General Ledger. This is field 8 in Global Record 4. If you would like to use this account number, answer this question 3. If you would like the account used for Debit Memos (D/M) instead, answer this question 1. The D/M Account Number is field 12 in Global Record 4. If you would like to use the Service Charge Account Number (S/C), answer this question 2. The S/C Account Number is field number 10 in Global Record 4.
Please Enter The Lanier Auto Posting File Name:
Please enter the name of the ASCII File that should be loaded. The name can have up to eight characters, a decimal point and then up to 3 character extension. The default for this prompt is LANIERUP.TXT.
On Misdirected Fund Transactions (Non-Rentals), Should The Serial Number Or Lanier Invoice Number Be Placed In Reference Field
On transactions that are rentals, the Reference Field in the Accounts Receivable file will be set to RT and the Serial Number. On all other misdirected funds however, the operator is given an option of using the Serial Number or the Lanier Invoice Number as the Reference Field. The operator should enter S or I.
Enter Misdirected Funds Customer Number
This prompt will default to the Misdirected funds customer number stored in the Cash Receipts Global Record. All credits posted to invalid invoice numbers will be posted to the account number entered in this prompt. The account number must be valid and it must be one of the Lanier Account Number that are defined in the Cash Receipts Global Record.
Once these four prompts are answered, the program will perform numerous file integrity checks on the ASCII File. This may take several minutes. Various error messages appear on the screen. If one of these errors occurs, the loading of the file does not occur. The error messages are as follows:
Running The Lanier Automatic Cash Posting Program (Contd)
The File Credit Dates Are Less Than The Global Last Updated Date.
Process Not Requested
The above error message appears when the latest credit date stored in the ASCII File is less than the last credit date processed stored in Global File Record 4. The program is exited. As an example, if the ASCII File has credit date of 9/1/00 and the Global File has a date of 9/25/00, the message would appear. This is to prevent an operator from loading an old file a second time. If the loading of a file was missed or there was a problem and you need to go back and reload it call the LMS Support department for assistance. They will dial in and change the Global File last credit date processed. The updating does not occur and the program is exited.
There Is An Invalid Credit Date In The File.
Process Not Requested
This message indicates that at lease one transaction in the ASCII File contains an invalid date. The updating does not occur and the program is exited.
The File Total Amount Is Not Consistent Throughout The File.
Process Not Requested
In each transaction record in the ASCII File the total amount of the deposit is stored. If at least one transaction has a different amount, the above error message appears. The updating does not occur and the program is exited.
The File Total Amount Does Not Match The Total Of The Lines
Process Not Requested
The program totals all of the individual transactions payment amount and calculates a total. If this does not equal the amount stored in the ASCII File as the file total or deposit amount, the above error message appears. The updating does not occur and the program is exited.
Running The Lanier Automatic Cash Posting Program (Contd)
Once all of the data verification is complete and no errors are found the following prompt appears.
Do You Want To Post Funds From MM/DD/YY To MM/DD/YY? Total Amt=$###.##
Last Date Processed Was MM/DD/YY.
Continue Y/N?
9/25/00 Lanier Automatic Cash Posting 9:38
Use 1) D/M Account, 2) S/C Account, Or 3) PMT/COA
Account For The Cash Account Number Or E'nd 1
Please Enter The Lanier Auto Posting File Name: LANIERUP.TXT
On Misdirected Fund Transactions (Non-Rentals), Should The S'erial
Number Or Lanier I'nvoice Number Be Placed In Reference Field I
Validating Lanierup.txt.....
Do You Want To Post Funds From 8/20/00 To 8/20/00? Total Amt=$ 22625.74
Last Date Processed Was 1/01/00
Continue Y/N?
Note: ^ = Go Back 1 Space
/ = Cancel
This is a very important prompt. Pay attention to the dates that are displayed. The first two dates that are displayed in the question Do you want to post funds from? are the date ranges that are stored in the current ASCII File that will be updated into The La Crosse Systems Accounts Receivable. Thus these are the credit dates on Laniers credit memos. The third date that is displayed in the question Last date processed was? is the date that is stored in Global Record 4 as the last credit date processed. Thus this is the latest credit date that was stored on the last ASCII File that was loaded and processed to Accounts Receivable on The La Crosse Systemä through the Lanier Automatic Cash Posting program. Also displayed is the total deposit amount stored in the ASCII File. When the posting is completed procedure totals display with the total amount credited to A/R. This figure must match the figure that is displayed at this prompt. Thus you may want to jot this down to verify with the procedure totals.
Running The Lanier Automatic Cash Posting Program (Contd)
What you want to verify by noting the dates is that this is the most current deposit sent from the Lanier system and that none have been missed being posted to your Accounts Receivable. After verifying that this is the most current deposit and no deposits have been missed enter a Y to continue. The program continues. If you are not sure that the correct ASCII File is about to be updated into the Accounts Receivable enter an N for no. The program is exited and no updating occurs.
After entering a Y to continue the printer selection screen appears. As stated earlier always print a hard copy. Do not print to a disk printer as disk printers can be overwritten.
After selecting a printer the next prompt appears.
Enter Deposit Date:
Enter the date of the deposit that you desire to be written into the files on The La Crosse Systemä. Whatever date is entered becomes the last payment date in the A/R ARECD File, and the deposit date in the Cash Receipts Journal, CRECD File. When misdirected funds are sent in the file, this is the date that is used in the creation of the COA transactions as the invoice number. If Cash Posting is linked to update the General Ledger this date determines what fiscal month is updated and is also the transaction date in the General Ledger. Entering an invalid date produces the prompt Invalid Date Enter Again. The cursor returns for operator to reenter. A / slash to cancel and exit the program may be entered. The prompt Enter Y To Return To Menu displays. A Y exits the program and no updating occurs. This is the last prompt that you have to exit the program.
Please note, that the date that is written back to Global File Record 4 as the last credit date processed is not this entered deposit date. The date that is written back to Global Record 4 as the latest credit date processed is the latest date that is stored as the credit date in the ASCII File.
Once the deposit date is entered the program performs further checks on accurate data stored in Global Record 4. The possible error message is as follows:
Invalid Lanier Customer No. Process Not Requested.#######
Running The Lanier Automatic Cash Posting Program (Contd)
The program checks the Lanier customer numbers that are stored in Global Record 4 to be sure they are valid customers. If any are not found in the Customer, CUSTD File, the above error message displays and lists the customer number. The prompt Enter Y To Return To Menu appears. Enter a Y and the updating does not occur and the program is exited. You will need to enter a valid customer in Global Record 4.
After the deposit date is input and all data checks are good the program begins to post the data in the ASCII File to the files on The La Crosse Systemä. During the updating the Lanier bill-to account and the Lanier Error Suspense account are displayed. After the posting is completed the procedures totals display.
Deposit No. 12409
Cash Application And Adjustments
Procedure Totals For 9/30/00
A/R Credit 22625.74
Cash Discount .00
Sales Tax .00
Freight .00
Other .00
Net Cash Receipts 22625.74
No. Of Transactions 1
Enter 'Y' To Return To Menu
A deposit number from Global Record 4 is issued and is displayed under Deposit No. This is from the same field as the deposits entered in the program Cash Posting. Thus the deposit number is incremented with your regular deposits. The total amount of the deposit appears as the A/R Credit and the Net Cash Receipts. These two figures should always match and should be the same amount that was displayed in the prompt:
Do You Want To Post Funds From MM/DD/YY To MM/DD/YY? Total Amt=$####.##. Last Date Processed Was MM/DD/YY.
Continue Y/N?
Running The Lanier Automatic Cash Posting Program (Contd)
If there is any variance on this call LMS Support. The No. Of Transactions is the number of customers that had postings applied. The normal amount is 2. One is for the Lanier bill-to account and the other the Lanier error suspense account. However, it could be 1 if there were no records updated to one of the Lanier accounts. This should not be greater than 2 when there is only one Lanier bill-to account.
Enter a Y to exit the program and return to the menu. The program is completed. The Reconciliation Report is printed. The report should be verified. Global Record 4, field 80, Last Credit Date Processed: is updated with the credit date that is stored in the ASCII File that was just processed. This is used to compare the next time the program is generated. The ASCII File is deleted from The La Crosse Systemä.
If there is a problem during the updating of the files the following error message may appear. Chances of this occurring are slim because the program has already made numerous file integrity checks.
Total File Amount $#######
Total Deposit Amount $#######
Total Deposited Amount Does Not Match Total File Amount
Please Call LMS For Assistance
The total deposit amount stored in the ASCII File and the total amount posted to the Accounts Receivable in The La Crosse Systemä are listed. Call the LMS Support Department immediately.
Results
There are two reports that are printed by this program. The Reconciliation Report and the Exception Report.
Reconciliation Report
Following is an example of the Reconciliation Report that is produced by the Lanier Automatic Cash Posting program. This prints what was updated by the program. The misdirected funds will print out separate from the valid invoices that were posted. There will be two totals at the end showing the totals from the file and the total amount that was posted. These two numbers should equal each other.
9/25/00 LANIER RECONCILIATION REPORT DEPOSIT NUMBER 12409 9:49 PAGE 1
DEPOSIT DATE: 9/30/00
INVOICE# ITEM NUMBER SERIAL NUMBER PAYMENT AMT CATEGORY SHIP-TO CUSTOMER NAME
LANIER CUSTOMER NUMBER: 8163300
1271 300.00 SUPPLY INVOICE BALLY TOTAL FITNESS
NOTE BEG AND END DATES
1272 100 0909 20000.00 SUPPLY INVOICE BRUNSWICK LAKESIDE L
NOTE CORRECT SERIAL NUMBER
1272 100 0900 1305.00 SUPPLY INVOICE BRUNSWICK LAKESIDE L
9/25/00 LANIER RECONCILIATION REPORT DEPOSIT NUMBER 12409 9:49 PAGE 2
DEPOSIT DATE: 9/30/00
INVOICE# LAN INV# ITEM NUMBER SERIAL NUMBER PAYMENT AMT CATEGORY SHIP-TO CUSTOMER NAME
LANIER CUSTOMER NUMBER: 8163400 *** MISDIRECTED FUNDS ***
9300001 127004 -14.96 SUPPLY INVOICE BALLY TOTAL FITNESS
9300002 127760 6713AG 420679 210.00 GMA BASE CHARGES ST JOHNS UCC
MACHINE SALE REBATE
9300003 743653 5235 9910434 825.70 RENTAL ERIK'S SHOP
Total File Amount 22625.74
Total Deposited Amount 22625.74
Notice in the above example, that the misdirected funds to print separate and slightly different than the credits that are applied to valid Lanier invoices.
This is an example of the Exception Report. This prints all invoices on the Lanier bill-to account that were updated by the upload that do not net to 0. The operators will use this report, and the misdirected funds report listed above, to know what invoices to research.
9/25/00 LANIER UPLOAD EXCEPTION REPORT PAGE 1
CUSTOMER NUMBER = 8163300
INV.NO TAC * TDATE AMOUNT PAID BALANCE C/M.NO REF LSTPMT
1271 1 INV 83100 431.00 300.00 131.00 9/30
1272 1 INV 83100 21325.00 20.00 21305.00 9/21
1272 1 PMT 93000 21305.00 0900 9/30
1272 1 PMT 92300 15.00 -15.00 A/C92300 9/23
Results (Contd)
Reconciliation Report (Contd)
The following information can be included for each record if the record had the information sent in the ASCII File. All information is from the ASCII File.
Invoice# On valid Lanier invoices, this is the invoice number that was sent in the ASCII File. On misdirected funds, this is the invoice number that is assigned to the COA transaction. It will be the deposit date entered plus a unique number (ie. 9300001, 9300002, etc).
Lan Inv# This will only print on misdirected funds transactions. This is the invoice number that was sent in the ASCII File.
Item Number This is what was sent as the model number in the ASCII File. This should be the same as the item number of the machine. This may be blank.
Serial Number This is what was sent as the serial number in the ASCII File.
Payment Amt. The payment amount that was applied to A/R. If more than one payment amount is listed for the same invoice the amount is totaled when applied to A/R as one payment. A positive number sent in the ASCII File is printed as positive on the report and is applied as a credit to A/R. Thus these are the normal payments. Negative payment amounts are sent in the ASCII File. These will print as negative amounts on the report. A negative payment amount will debit or add to A/R instead of crediting or lowering A/R. If a negative amount is sent with no invoice number or a match is not found the COA record is created as a positive amount instead of the normal negative amount.
Results (Contd)
Reconciliation Report (Contd)
Category The ASCII File contains a numeric field that indicates the type of transaction. The report will print the description of the category. Category 1s are supply invoices. Category 2s are GMA base charges, Category 3s are rentals. Category 4s are meter billings. Category 5s are meter billings. Category 6s are dealer split invoices. And, Category 7s are rebates. This does not write into any files on The La Crosse Systemä. It is only printed on the Reconciliation Report.
Ship-To Customer Name This is the ship-to customer name that was sent in the ASCII File.
Comment If there is a comment in the ASCII File related to the credit,
the comment will print under the transaction on the report.
Special Notes
Invoices that were sent to Lanier, will come back as several separate lines in the ASCII File. These will show up as separate lines on the Reconciliation report. However, the Lanier Automatic Cash Posting program consolidates all of the individual records in the file with the same invoice number into one payment (PMT) record in the Accounts Receivable file. In the above example, invoice 1272 was sent as two records in the ASCII File. When applied to the A/R as a payment only one payment record is created of $21305.00 which is the total of the two records.
INVOICE# ITEM NUMBER SERIAL NUMBER PAYMENT AMT CATEGORY SHIP-TO CUSTOMER NAME
1272 100 0909 20000.00 SUPPLY INVOICE BRUNSWICK LAKESIDE L
1272 100 0900 1305.00 SUPPLY INVOICE BRUNSWICK LAKESIDE L
Credits for valid invoices with a credit amount of $0 in the ASCII File will update the Accounts Receivable file with an individual PMT record and it will show the payment date. The program will do this even if it is the first payment to a invoice. This is different than the norm. First payments usually write into the original invoice line in Accounts Receivable and only subsequent payments will create new payment records. This is so the dealer can see that Lanier did look at the invoice and credited $0 instead of thinking that the invoice was lost or not sent to Lanier.
Results (Contd)
Special Notes
File records that are sent with an invalid invoice number, or Laniers invoice number are assigned an invoice number. The invoice number is the deposit date followed by a counter. In the above example the deposit date was 9/30/00. There are three records in the ASCII File that did not have a valid invoice number, thus the first record is created as invoice number 9300001 and the second as 9300002 and the third as 9300003. These are always created as COA (Cash On Account) transactions and are applied to the Lanier Error Suspense account.
The Reference field in the Accounts Receivable file is set to the Serial Number on valid invoices. On records with Rental category, the Reference field is always set to RT with the Serial Number. On misdirected funds, the operator is given the choice by operator input on using the Serial Number or Laniers Invoice Number as the Reference.
All COA records are created with a company number of 1.
Accounts Receivable (ARECD) Results
To illustrate how the program affects Account Receivable the A/R Inquiry for the Lanier Bill-To Customer account and the Lanier Error Suspense account is included. This is the result of the sample Lanier Automatic Cash Posting Reconciliation Report included on page 16.
Customer A/R Inquiry 9/26/00 Dated 9/26/00 By LMS
Cust.No. 8163300 LANIER AR Bal. 116.00
Inv.No Tac * Tdate Amount Paid Balance C/M.No Ref Lstpmt
1271 1P INV 83100 431.00 300.00 131.00 9/30
1272 1C INV 83100 21325.00 20.00 21305.00 9/21
1272 1 PMT 93000 21305.00 0900 9/30
1272 1 PMT 92300 15.00 -15.00 A/C92300 9/23
Customer A/R Inquiry 9/26/00 Dated 9/26/00 By LMS
Cust.No. 8163400 LANIER MISDIRECTED FUNDS AR Bal. -1020.74
Inv.No Tac * Tdate Amount Paid Balance C/M.No Ref Lstpmt
9300001 1 COA 93000 14.96 14.96 127004 9/30
9300002 1 COA 93000 -210.00 -210.00 127760 9/30
9300003 1 COA 93000 -825.70 -825.70 RT 9910434 9/30
Note: invoice 1272 had payments of $20.00 and $15.00 prior to running the upload.
Compare the above screens with the Reconciliation Report that is included on page 16. Match the invoice numbers and note the results.
Results (Contd)
Cash Posting File (CRECD) Results
To illustrate how the program affects the Cash Posting File (CRECD), the Cash Receipt Journals (1 and 2) are included. This is the deposit created from the sample Lanier Automatic Cash Posting Reconciliation Report included on page 16.
*** LA CROSSE MANAGEMENT TESTING 63 *** CASH RECEIPT JOURNAL # 1 AS OF 9/30/00 RUN ON 9/26/00 PAGE 1
DEPOSIT NUMBERS 12409 TO 12409 ALL CURRENT MONTH TRANSACTIONS
DEPOSIT NUMBER = 12409
CUSTOMER = 8163300 LANIER CHECK NO= CHECK AMT= .00 CHECK AMT CUMUL BAL= .00
INVOICE 1271 300.00 PMT
INVOICE 1272 21305.00 PMT
* LINE TOTAL - 1 21605.00 PMT AR CREDIT= 21605.00
CUSTOMER = 8163400 LANIER MISDIRECTED FUN CHECK NO= CHECK AMT= .00 CHECK AMT CUMUL BAL= .00
INVOICE 9300001 -14.96 COA
INVOICE 9300002 210.00 COA
INVOICE 9300003 825.70 COA
* LINE TOTAL - 2 1020.74 COA AR CREDIT= 1020.74
** DEPOSIT TOTAL - 12409 21605.00 PMT 1020.74 COA AR CREDIT= 22625.74 CHECK AMT CUMUL BAL= .00
*** LA CROSSE MANAGEMENT TESTING 63 *** CASH RECEIPT JOURNAL # 2 AS OF 9/30/00 RUN ON 9/26/00 PAGE 1
DEPOSIT NUMBERS 12409 TO 12409 ALL CURRENT MONTH TRANSACTIONS
DEPOSIT LINE CUSTOMER CHECK CHECK CUMUL. CUSTOMER NAME CASH * A L L O W A N C E S * A/R
NUMBER NO. NUMBER NO. AMOUNT BALANCE DISC FREIGHT TAX OTHER CREDIT
12409 1 8163300 .00 .00 LANIER .00 .00 .00 .00 21605.00
12409 2 8163400 .00 .00 LANIER MISDIRECTE .00 .00 .00 .00 1020.74
DEPOSIT TOTAL TDATE= 9/30/00 SDATE= 9/26/00 .00 .00 .00 .00 22625.74
REPORT TOTAL .00 .00 .00 .00 22625.74
END OF REPORT
Compare the detail Cash Receipt Journal with the Reconciliation Report. The check amount and A/R credit and amounts for the PMT and COA Tac Codes all equal the total amount deposited. The invoice numbers on the Reconciliation Report are also on the detail Cash Receipt Journal. Note that the check number field is blank. Lanier is not sending any number in the ASCII File that could be used to write into this field. The total A/R credit amount for each customer is written to each individual payment or COA record in the CRECD File as the check amount. That allows the Cash Receipt Journals to include a check amount for the Lanier Bill-to and Error Suspense accounts. Also note, that a $0 misdirected fund does not print on the detail Cash Receipt Journal.
Results (Contd)
General Ledger / AR- GL Posting Results
To illustrate how the program affects the General Ledger the AR - GL Posting Report is included. This is the deposit created from the sample Lanier Automatic Cash Posting Reconciliation Report included on page 16. This is only updated if Cash Posting is linked to the GL, which is activated in Global Record 4. The PMT/COA AR Account Number defined in Global Record 4 is used for the AR Account. The operator is given an option of using the PMT/COA Cash Account, the D/M Account, or the S/C Account (all are defined in Global Record 4) as the Cash Account.
9/26/00 AR - GL POSTING REPORT FOR ALL DATES PAGE 1
DEPOSIT NUMBERS = 12409 TO 12409
DEPOSIT SYSTEM TRANSACTION VOUCHER GL ACCT.
NUMBER DATE DATE NUMBER NUMBER AMOUNT
12409 9/26/00 9/30/00 32618 100200 -22625.74
12409 9/26/00 9/30/00 32618 700100 22625.74
FINAL TOTAL .00
** THE FINAL TOTAL SHOULD ALWAYS BE ZERO **
Customer File (CUSTD) Results
Two fields are updated in the Customer File (CUSTD). They are the amount of last payment and date of last payment. Date of last payment is the entered deposit date and the amount is the A/R Credit amount. Both Lanier accounts are updated if posting occurs.
Handling Misdirected Funds
Records written to the Lanier Error Suspense account update the A/R with the correct amounts. However they should not remain unadjusted. They need to be applied to the correct invoice with the ART Tac code or adjusted out. These adjustments must be made in the normal Cash Posting program. The Reconciliation Reports and the reference field should be used to find the actual invoice to apply the COA record to.