A Guide to the Evergreen Trading System

Account Receivable Module

Type of supported transactions

  1. Invoice
    Charge customers for sales and services.
  2. Receipt
    Receive payments from customers.
  3. Credit Note
    Credit customer account (reduce the amount recorded in accounts receivable) for cancellation/return of sales and services. Credit note can be used to offset invoices.
  4. Debit Note
    Debit customer account (increase the amount recorded in accounts receivable) for additional supply of sales and services.
  5. Refund
    Refund customers for cancellation/return of sales and services. Instead of offset invoices, money is directly paid to customers.
  6. Waiving
    Waive when there is a small amount of payment difference (customer pays less than invoice amount).
  7. Bad Debts Writting Off
    Writing off and declare as bad debts when customer's company closes and no payment can be retrieved.

Step to create new AR invoice

  1. Open AR invoice list: Application Menu - Account Receivable Journal - Invoice - AR invoice List
  2. Click the Create button at the bottom of the page to open the AR invoice.
  3. Set Transaction Date. By default, system will set it to the current date.
  4. Select Partner Code and Partner Name from the customer pop up list next it.
  5. Enter Partner Reference and Partner Remarks (optional).
  6. The system default currency will be set automatically. If this invoice uses a different currency, select it from the currency pop up list.
  7. Select Section Code (optional).
  8. Set Data Status to Draft or Confirmed.
  9. Select Account Code in the line from account pop list.
    This account selected here is usually the revenue account to which amount is credited.
  10. If subsidiary ledger is used for the selected account, enter or select subsidiary ledger code.
  11. Enter Debit Amount or Credit Amount. Usually only debit amount is entered and credit amount is blank.
  12. Select Taxable to Yes or No.
  13. If all the lines of the invoices are taxable and the tax codes are the same, do not set tax code in the line. Otherwise set tax code from the tax pop up list.
  14. Enter discount rate if discount is given.
    Discount rate is entered in decimal, e.g, enter 0.01 for 1%.
  15. Set Charge Type and Charge (optional).
    It is recommended to fill in charge type and charge always therefore when the invoice is printed, charge type and charge description are shown as it reflects the purpose of this invoice.
  16. If the invoice needs more than one line, click Add to insert a new line and repeart from step 9.
  17. Check total amount and tax at the footer. If calculation is right, click Save

Steps to modify existing AR invoice

  1. Open AR invoice list: Application Menu - Account Receivable Journal - Invoice - AR invoice List
  2. Locate the record you want to modify and click the Edit link at the right side to open the AR invoice screen.
    The link Edit is only activated when the invoice is draft. If it is final, the invoice needs to be reset first. Click Reset to Draft to reset it.
  3. Make your modification and click Save to save the changes.

Steps to cancel existing AR invoice

  1. Open AR invoice list: Application Menu - Account Receivable Journal - Invoice - AR invoice List
  2. Locate the record you want to modify and click the Cancel link at the right side.
    The link Cancel is only activated when the invoice is draft. If it is final, the invoice needs to be reset first. Click Reset to Draft to reset it.

Steps to view all AR invoices including cancelled records

  1. Open AR invoice list: Application Menu - Account Receivable Journal - Query - Invoice.
  2. Locate the record you want to view and click the View link at the right side.
    In some system, the default view option is to shown only transactions created in recent 15 days. If you want to see earlier transactions, change the the view option first and click Go

    3. Steps to generate customer satatement or ageing report

    1. Open the statement wizard page: Application Menu - Account Receivable Journal - Report - Customer Statement of Account/Ageing. wizard page
    2. Set report parameters. Those highlighted in gray colors are mandatory parameters, others are optional parameters.
    3. Select report format as pdf or excel.
    4. Click Customer Statement of Account, Customer Ageing or Customer Ageing Details to generate the report.
      5. By default, the parameters are set to %. It means "match everything".