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On the AR Setup tab, you can set up aging periods, terms, calendars, and other options. You should set up these options before entering AR records.

 To configure the AR Setup tab
  1. Under Advanced Tools, click the Settings tab.
  2. In the drop-down list, select Accounts Receivable and click Go .
  3. Click the AR Setup tab if it is not already open.
  4. Make your selections, then click OK.
  5. Click Close.
Additional Field Information

Use Terms
If selected, invoices and customer records include a Term field. Terms are used for early payments and to automatically set the due date for invoices. Terms apply to an entire invoice and are set up in the Define Lists window for General Ledger.

Track Family Records
If selected, you can associate customer records with family records for grouping on reports and statements as well as splitting invoice fees among multiple families for payment. Tracking a family record helps share common information between the family members and helps to group them together for performing lookups, printing statements, and reports.

Customers assigned to a family use the family's contact and comment information, and any information entered in the family record will be shared among all its members, saving data entry time for information such as addresses and phone numbers. If not selected, the Record Type drop-down list and Family tab do not display when adding a customer.

Once you have added families, however, you cannot clear Track Family Records unless those records are deleted. If you only track receivables for individuals, you probably do not need to track family records. If, on the other hand, you track charges for individuals but bill by family, you might. A typical example of the latter is a school who tracks charges for students, but bills the students' parents.

Displays the Change Family References dialog box. When you select Track Family Records, new customer records require a Record Type. By default, choices include Parent, Student, and Other. You can, however, use this dialog box to change the terms used for record types and the label that displays on the Family tab.

Next Customer Code
Choose a starting number for your customer codes by typing it in Next Customer Code. This number automatically assigns a number to the next customer if Auto Assign Next Customer Code is selected or if you click Next when adding or editing a customer record.

Auto Assign Next Customer Code
If selected, the program automatically generates the next available customer number for new customers.

Track Discount Account
Select On each discount type if you track separate discount accounts for each discount type. Select On each fee if you track discounts based on fees. This choice depends on the accounts you have set up in the General Ledger for tracking discounts. Discounts tracked by discount types can apply to most fees. Some examples of discounts that are usually tracked by discount types include member discounts, employee discounts, and multiple child discounts. Discounts tracked by fees can only apply to the fee they are referencing. Some examples of fee-based discounts are tuition discounts and supply discounts.

Current AR Month/Year
Enter the posting month/year for current accounts receivable.

Aging Periods
Enter the increments, in days, you use for determining late fees.

Check Scanner
If you use a check scanner purchased from ACS, select it from the drop-down list. To select a COM port and test the connection, click Configure. For more on configuring or purchasing a check scanner, see Configuring the Check Scanner.

Setup Calendar Exceptions
Indicates which days you want to avoid using as billing dates. When adding/editing exceptions, fields include:

  • Action — You can either Set to the next valid date following the date or range of dates you selected, or Set to the previous valid date prior to your selection.
  • Date/range-of-date selections — Examples include 1 January for New Year's Day, the Fourth Thursday of Every November for Thanksgiving, and 04/13/2009 Through 04/17/2009 for spring break.