Every person, household, company and organization that you have Accounts Receivable (AR) with should have an AR Account within your database. This is so all AR activity can be be tracked and associated with the appropriate parties. Shepherd's Staff allows you to quickly and easily create AR accounts so you can keep all of this information organized and detailed on a single record for each entity you work with.
- To create a new AR account, within the Finance module, click on "Receivables" and make sure you're on the "AR Accounts" tab by clicking it on the left side of the window. Then, click on the "Add" button at the bottom of the grid.
- A window will apppear where you can add in the details on this AR account. First, select the appropriate account type for this account, based on the entity you're working with. If you choose a Household/Family or Person, under the "Name" field, you can choose to "Link this acount to a household/person in Membership". When this box is checked, a window will appear where you can choose either a household or person from your Membership module to connect this AR account to. Selecting a household/person will automatically fill in all the contact information with the information from the Membership module on this household/person
- The Default terms field describes the default way this AR account will deliver payment to your church. Terms include "POS - Point of Sale", where payment is due immediately, "Net X" where full payment is due within a selected number of days from the sale, "Plan X/30" where there are payments due for the selected number of months after sale, or "Plan X/60" where there are bimonthly payments due over the selected number of payments.
- If you wish to add this as an Inactive account, you can check the "Inactive?" checkbox. If adding multiple AR accounts at once, make sure the "Add multiple?" checkbox is checked, and after clicking Save, the window will stay up so you can add another account. If the "Go to edit window after save" checkbox is checked, after saving the account, you'll go straight to the AR account window to view and manage additional information on this AR account.
After adding an AR account, you may occasionally need to make some changes, or review specific information about that AR account. This can be done by editing an AR account.
- To create a new AR account, within the Finance module, click on "Receivables" and make sure you're on the "AR Accounts" tab by clicking it on the left side of the window. Click on the AR account you wish to review/make changes to once so it is highlighted, and then, click the "Edit" button at the bottom of the grid.
- The AR account window will appear. At the top of the window, you'll see a brief summary of contact information on this AR account, as well as the current balance this account has due, as well as the current balance of what this AR account has On account with your church.
- The" Account information" tab will let you review/change the account type, review the Account Number (this is generated automatically, and cannot be changed), make this AR account Inactive by checking the "Inactive?" box (or make the account active by unchecking the box), and set the Default terms for this account.
- The "Contact information" tab will let you review all the contact information for this AR account. Note, that if this is an AR account tied to a household or person record in your Membership module, no contact information can be changed here, it would need to be changed on the household or person record within the Membership module.
- The "Transactions" tab will let you review all transactions for this AR account. You can Add, Edit, Copy, Delete and Pay transactions directly from this grid by clicking the appropriate button at the bottom of the grid. You can also generate an invoice for any transaction on the grid by clicking the "Invoice" button.
- The "Payments" tab will let you review all payments made by this AR account. You can add, edit or delete any payments made directly from this grid by clicking the appropriate button at the bottom of the grid.. You can also generate a receipt for any payment on this grid by clicking on it and then clicking the "Receipt" button.
- The "Money on account" button will let you add records for any Money on account that this AR account has. You can add, edit and delete any Money on Account records from this grid by clicking the appropriate button at the bottom of the grid.
- The "Students" tab will let you see any Students associated with this AR Account. You can edit or unlink any students from this AR account by clicking the appropriate button at the bottom of the grid. Adding students occurs when adding a transaction for an AR account, and then choosing to associate a person record from the Membership module with this AR acocunt
- The "Awards" tab will let you review any awards that have been assigned to this AR account. You can assign, edit and remove awards by clicking the appropriate button on the grid. New Awards can be created from the "Awards" tab in the "Receivables" section of the Finance module.
- Click "Save" at the bottom right hand corner of the grid to save any changes that you've made to this AR account.