(2022.1) Accounts Receivable

'Accounts Receivable' (AR) will allow Admins to accept and apply payments for Accounts within PCR-360.

License

The Accounts Receivable module requires a separate license to be installed before key parts of the functionality are available. This license is disabled by default. Please contact PCR to obtain a license.

Accounts Receivable Config

An optional Accounts Receivable (AR) flag can be set on each GLA format. This flag activates specific portions of the Accounts Receivable functionality.

Select GLA Format

Click the button to open a list of the available GLA Formats from the application config. If any of the formats are enabled for AR, the list shows '(Accounts Receivable)'.

Set a Primary Contact

The Primary Contact is the person responsible for a given GLA and is required on GLAs. If the GLA is created without a Primary Contact, then when a Payment is created, the resulting Charge will not have an owner and cannot be billed. Primary Contacts are required for Service Fees. The Primary Contact is also used as the "Bill to" person on Invoices (although the address is actually the Billing address on the GLA). Setting this will route Billing to that Contact as well as aid in quick identification of the primary point of contact. Simply select the Contact that should be Primary and click thebutton. The Contact will now be set as 'Primary'.

Note: There can only be one Primary Contact on any given record.

Expense & Revenue

On a normal GLA, the Expense and Revenue fields are displayed as checkboxes on the GLA. However, when using a GLA Format enabled for AR, the Expense and Revenue checkboxes are suppressed. These flags are hidden because Accounts Receivable GLAs are ALWAYS Expense and NEVER Revenue.  Whenever a new AR GLA is created it automatically sets the Expense flag to true and Revenue flag to false. This is done in the background automatically.

Update Accounts Event

The 'Update Accounts' Event runs at 12:00 am daily. It recalculates monthly account totals for all AR GLAs. This process totals all Billed or Partial Payment Invoices associated with each GLA, adding the 'Current Balance' for each Invoice to the appropriate monthly total based on the Invoice Due Date.

Pre-Loading Account Data

Pre-loading AR Accounts is necessary when activating the Accounts Receivable license. This is done through a one-time event that reads two CSV files placed in the INBOUND directory.

account-management.csv

Columns: GLA, Type, Status, and Service Fee (NO HEADER ROW)

• GLA:  The full-text GLA Code. The Format must match PCR-360 GLA format
• Type: The List Code for the AR_TYPE. String
• Status: The List Code for the AR_STATUS. String
• Service Fee: A numeric percentage Service Fee. 

ar-invoices.csv

Columns: GLA, Invoice Number, Invoice Date, Due Date, Billed Amount, and Current Balance (NO HEADER ROW)

• GLA:  The full-text GLA Code.  The Format must match PCR-360 GLA format
• Invoice Number: Number for this preloaded Invoice. This will be prepended with “PRE”.
• Invoice Date: The date for this Invoice. Format: mm/dd/yyyy
• Due Date: The due date for the Invoice. This is used to calculate the monthly account balances Format: mm/dd/yyyy
• Billed Amount: Dollar amount billed to this Invoice. Numeric format (no dollar sign or commas)
• Current Balance: Dollar amount left to this Invoice. This is used to calculate the monthly account balances. Numeric format (no dollar sign or commas)

Account Management Report

The 'Account Management Report' can be found in Reporting > Bills/Calls > GLA Account Management. For more information see: GLA Account Management

Invoices

Invoices are Required to use Accounts Receivable.  Invoices are controlled by the BILL_ENABLE_INVOICES config options. They are stored in the INVOICES table. Generating Invoices is not dependent on the 'Accounts Receivable' (AR) license but Invoices operate slightly differently when the license is active.  For more information see: Invoices

An Invoice is similar to the GLA View on a Bill for a specific GLA. The Invoice will show all the Charges for a specific account. When Accounts Receivable is enabled and the Account is an AR account, the Invoice has some extra features:

1. Recent Payments made during the Bill cycle
2. The balance due, and past due balances for 30, 60, 90, 120 days
3. A Remittance Coupon with a configurable return address

Payments

PCR-360 allows for reporting and tracking Payment activity against GLA balances. Once entered 'Payments' cannot be deleted only Voided or Reversed.  For more information see: Payments

Payment Batches

'Payment Batches' are collections of Payments grouped together so they can be processed together. For more information see: Payment Batches