The AR Accounts window is where you can view, add, edit, and delete any AR accounts in the Finance module of Shepherd's Staff. You can also generate statements for any of your AR acccounts here as well.
Setting up accounts is the first step to using Accounts Receivable in Shepherd’s Staff. AR Accounts represent a record that different types of receivable activity can be connected with. This includes Households/Families, People, Non-profit organizations, For-profit organizations, Vendors and other sources as well.
The AR Accounts grid will allow to control which AR accounts you are viewing by using the standard search conventions as well as filter your view in a few different ways, such as only viewing Active or Inactive accounts, accounts lacking activities or payments within a certain time period, or filtering by AR Account type.
- To access the AR accounts window, click on the "Receivables" tab and then make sure "AR accounts" is selected by clicking on it.
- You can choose which accounts you're viewing by using the search boxes at the top of the window, as well as the "Filter" drop list to choose your active or inactive accounts as well as accounts that have or do not have a balance due, or have money on account. The Activity box will let you filter by seeing only the accounts that have no payments or no transactions within the last 3, 4, 6, 9, or 12 months. The "Type" field will let you select which type of AR accounts you want to see, including Household/Family, People, Nonprofit, For profit, Vendor or Other.
- To add a new AR account, click the "Add" button at the bottom of the window and enter the appropriate information in the window that appears.
- To edit an AR account, click on the account you want to make changes once to select it, and then click the "Edit" button at the bottom of the grid. Make any changes needed in the window that appears.
- To delete an AR account, click on the account you want to delete once to select it, and then, click the "Delete" button at the bottom of the grid. An account can only be deleted if there are no transactions, payments, awards assigned and awards applied on the account. If an account has any of these, the account should instead be edited and marked "Inactive".
- To generate a statement for an AR account, click on the account you want to generate a statement for and click "Statement" in the bottom right corner of the window. This will generate a statement that will show any outstanding transactions for that AR account.
- Clicking Print in the bottom right hand corner of the window will bring up a menu where you can prepare a variety of reports, including printing a list of the currently showing AR accounts, a statement for just the selected account or all accounts on the grid, activity for just the selected account on the grid or all accounts on the grid, a Contact List, and two different sizes of Mailing labels.