Option 2Descriptions

Use this function to enter and edit the Descriptions file allows you to supply your own wording for various types of transactions required by Accounts Receivable. You can also supply your own wording for invoice line item types and cash receipt “apply to” types. Default values are provided; they may be changed.

When you use this function, a record of all entries will be printed. For additions, all new field contents are printed; for changes, both old field contents and new field contents are shown; and in both cases, the User ID, date, and time are printed.

The screen shown below presents information about Descriptions.

This file contains descriptions for transaction type, apply type, and line item type.

Initial Setup Descriptions screen

Data items for the preceding screen are described below:

Note that the Audit Info option is available at the bottom of this screen. When this option is invoked, the Audit Information overlay appears and displays the date the record was created and who created it, as well as the date the record was last modified and who modified it. Press the END key or the RETURN key to clear the overlay from your screen. The information displayed in the Audit Information overlay is system-supplied and non-modifiable.

Transaction Type Description

Alphanumeric, up to 21 characters

The system displays a description of the transaction types. You can override the display. The system can sort through the various transactions based on this type for reporting purposes.

Listed below are standard descriptions for each transaction type.

1

AR Invoice

2

Debit/Credit Memo

3

AR Adjustment

4

Cash Receipt

5

OE Invoice

6

Service Charge

7

Deposit

NOTE

Changing the description does NOT change the way the system functions.

Transaction Type Abbreviation

Upper case, up to 3 characters

Listed below are the standard abbreviations for each transaction type. You may change these values for descriptions for each apply to type. You may use these descriptions or enter your own. Changing the abbreviation does NOT change the way the system functions.

1

INV

2

MEM

3

ADJ

4

REC

5

OEI

6

SVC

7

DEP

Apply Type

Alphanumeric, up to 16 characters

Describe how receipts are to be applied to invoices. Listed below are the default values for descriptions for each apply to type. You may use these descriptions or enter your own. Changing these descriptions does NOT change the way the system functions.

1

On Account

2

Deposit

3

Invoice

Item Type

Alphanumeric, up to 18 characters

Describe each type of invoice line item. Listed below are the default descriptions for each line item type. You may use these descriptions or enter you won. Changing these descriptions does NOT change the way the system functions.

1

Taxable Sales

1

Nontaxable Sales

2

Customer Discount

3

Freight

4

Sales Tax

5

Other

Press ENTER to save the information on this screen.