Users WITH the RealWorld AR module MUST USE BOTH the Edit AR Control Fields program and the Maintain AR Control Data program to enter data into the AR Control File. This is because each program handles unique information. For example, the Deposit account must be entered through the Edit AR Control Fields program. Many other accounts can be maintained from either program. Be sure that you carefully read the chapter in the Accounts Receivable manual entitled, Maintain AR Control Data.
For users WITHOUT the RealWorld AR module, the Edit AR Control Fields program allows you to enter all the additional accounts necessary to post RAs.
The accounts controlled by this program are used when posting rental agreements. Except for the Cash account, only a single General Ledger account number can be used for Accounts Receivable (AR), Deposits, and Discounts. This means, for example, that receivables generated from all profit centers will go into a single company-wide AR account. Therefore, the AR sub-account number normally should not be the same as one of the rental location profit centers. We suggest using a number reserved for company wide activity, such as 000.
All G/L account numbers entered on this screen MUST first be in the Valid G/L Account File (see the AR manual). Every field on the screen MUST be filled in. If CARS+ requests more accounts than you have on your Chart of Accounts, you may use the same account number for more than one field. When an account number is entered in a field, the screen validates the account by displaying the account name from the Valid G/L Account File.
To access the Edit AR Control Fields program, type EDITARC (RET) at any menu "OPTION:" field or the appropriate line number on the Accounting Control Files menu. The screen will then display:
| OPTION: __ EDIT AR CONTROL FIELDS 1 AR Main Acct # 2 AR Sub Acct # 3 Cash Main Acct # 4 Cash Sub Acct # 5 Deposit Main Acct # 6 Deposit Sub Acct # 7 Discount Main Acct # 8 Discount Sub Acct # 9 Accr Inc Acct # 10 Accr Inc Sub Acct # 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. AR MAIN ACCT # |
Enter up to 4 numeric characters to indicate the G/L asset account to which all receivable amounts are to be posted. This includes, direct bills, forced bills, wholesale vouchers, insurance billings and billable FOPs. EXAMPLE: Type 1120 (RET) |
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2. AR SUB |
Enter up to 3 numeric characters to indicate the company wide profit center that handles all receivable assets of the company. Generally this will be left blank, as Balance Sheet accounts are generally not profit center sensitive. EXAMPLE: Type 000 (RET) |
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3. CASH MAIN ACCT # |
Enter up to 4 numeric characters to indicate a default G/L cash account. This account will be used if no account number is defined in the Cash Drawer File. For users with the RealWorld AR module, this is the default Cash account (Cash Account #1) that is debited by transactions made through the Process Cash Receipts programs. EXAMPLE: Type 1010 (RET) |
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4. CASH SUB ACCT # |
Enter up to 3 numeric characters to indicate the company wide profit center for the cash account. EXAMPLE: Type 000 (RET) |
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5. DEPOSIT MAIN ACCT # |
Enter up to 4 numeric characters to indicate the G/L account (generally a liability account) that is credited by all deposits received on RAs and reservations. When RAs with deposits are finally closed, the closing program will reverse out the credit by debiting this same account. EXAMPLE: Type 2030 (RET) |
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6. DEPOSIT SUB ACCT # |
Enter up to 3 numeric characters to indicate the company wide profit center for the Deposit account. Generally this will be left blank, as Balance Sheet accounts are generally not profit center sensitive. EXAMPLE: Type 000 (RET) |
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7. DISCOUNT MAIN ACCT # |
Enter up to 4 numeric characters to indicate the contra-income account which will be debited by the discounts offered on simple wholesale vouchers. See the chapter on Wholesale Voucher Processing for a detailed discussion of this field. This is not the account that is debited when issuing a discount during RA closing. That discount account appears on the G/L Posting Tables. For users with the RealWorld AR module, this is also the discount account that is debited by the Cash Receipts Processing programs. EXAMPLE: Type 5235 (RET) |
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8. DISCOUNT SUB ACCT # |
Enter up to 3 numeric characters to indicate the company wide profit center of the account entered into Field 7. Generally, this should be the same profit center that was used in Field 2. EXAMPLE: Type 000 (RET) |
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9. ACCR INC ACCT # |
Enter up to 4 numeric characters to indicate the G/L account (generally an income account) that is credited for accrued income when wholesale tour vouchers are invoiced at the time the rental first opens. When RAs with invoiced vouchers are finally closed, the closing program will reverse out the credit by debiting this same account and then distribute the income to the proper G/L accounts. EXAMPLE: Type 4030 (RET) |
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10. ACCR INC SUB ACCT # |
Enter up to 3 numeric characters to indicate the company wide profit center for the Wholesale Accrued Income account. EXAMPLE: Type 000 (RET) |
The screen will then display:
| OPTION: __ EDIT AR CONTROL FIELDS 1 AR Main Acct # 1120 2 AR Sub Acct # 3 Cash Main Acct # 1010 4 Cash Sub Acct # 5 Deposit Main Acct # 2030 6 Deposit Sub Acct # 7 Discount Main Acct # 5235 8 Discount Sub Acct # 9 Accr Inc Acct # 4030 10 Accr Inc Sub Acct # 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.