Accounts Receivable Charge Codes
Objective
Accounts Receivable entries are categorized by A/R Code. Within each A/R Code, A/R
Charge Codes can be established to further define charges. The A/R Charge Code
screen is used to define A/R Charge Codes.
Only two types of Charge Codes are used in the MAISD system: General Billing and
Miscellaneous Cash. Charge codes must be defined for each of these types before
they can be used in their respective A/R module.
Procedure
To access the A/R Charge Code screen:
1.
2.
3.
4.
Select General Revenues.
Select Accounts Receivable.
Select Setup.
Select Accounts Receivable Charge Codes.
Accounts Receivable Charge Codes
Accounts Receivable
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Field Descriptions - General Billing
General Tab
Year
The fiscal year to which this charge code applies. Charge
codes must be established each year. Instructions to copy the
codes can be found at the end of this narrative under the
Common Tasks heading.
Charge code
The six character, alphanumeric code for the charge code.
AR code
The A/R Code to which the charge code applies.
Activity
This will typically be Principal.
Description
Two lines of 40-character descriptions.
Short description
A ten-character short description. The short description will
appear on reports and screens when there is insufficient room
for the long description.
Accounts Receivable Charge Codes
Accounts Receivable
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Field Descriptions General Billing General Tab (cont.)
Calculation Code
This code indicates the formula used for determining the costs
for this charge code. The calculation modes are:
2 = Fixed Amount. The amount is entered in the Rate/amount
field.
5 = Quantity x Unit Price. Unit price is entered in the
Rate/amount field. Quantity is entered on the invoice.
7 = From table. The rate is defined before defining the charge
code by clicking the Rate Table button found on the left side
of the screen. See below for complete instructions.
Amount
For Calc code 2, this is the flat amount to be invoiced. For
Calc code 5, this is the per unit price for the charge code.
Minimum Amount
This applies to late fees only.
Maximum Amount
This applies to late fees only.
GB Rate Table
For a Calc code of 7, this field defines the rate table to be used
to calculate the charges to be invoiced.
Additional Attributes
Active
Payment Order
Use for miscellaneous
cash
Use for
prepayments/deposits
Use for permits
Use for late fee
Use for project
accounting
Tax Transfer Charge
This box indicates if this charge code is active
This box indicates the order by which the charges associated
with the charge code are paid when payments are received.
This is helpful when you charge penalties.
Indicates that the charge code is to be used for miscellaneous
cash receipts.
If you select Miscellaneous Cash check box, this box indicates
that the charge code is used to collect prepayments or deposit
amounts as miscellaneous receipts. Deposits or prepayment
charge codes cannot be subject to interest and you can only
enter revenue G/L accounts on the Accounts Tab.
This is not used.
If this box is selected, it indicates that the charge code is used
as a late fee
If this box is selected, it indicates that the charge code is used
for project accounting.
This is not used.
Accounts Receivable Charge Codes
Accounts Receivable
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Field Descriptions General Billing Additional Attributes (cont.)
Normal Interest rate
When the Subject to interest field is checked, this is the interest
rate used in the calculation.
Field Descriptions - General Billing
Accounts Tab
Account Title
The type of account to which the charge code applies, such as
AR, Revenue, Cash, Liability, etc.
Account Type
Account String
This column indicates the type code for the accounting.
This column indicates the general ledger account number or
string.
This box indicates the amount or percentage of the charge that
gets applied to each revenue account. Charges can have one
or many Revenue Lines.
Amount
Account Description
This box contains the description of the account.
Accounts Receivable Charge Codes
Accounts Receivable
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Common Tasks - General Billing
View Audit – This function gives you the history of changes on the charge code.
Copy – This function copies all of the charge codes from one fiscal year to another in
preparation for the new year.
1. Click the Copy button.
2. Enter the A/R category.
3. Enter the year to be copied from in the Model year field.
4. Enter the year to be copied to in the Target year field.
5. Select the Copy cash account from the AR code record check box to direct the
program to copy the cash account from the AR code record to the target year
instead of the cash account from the model year charge record or leave
unchecked.
6. Press Enter or click the Accept button.
7. Click OK.
8. Click Yes to complete copy.
9. Click OK.
Update Invoices – The program updates recurring invoices charge code information.
Accounts Receivable Charge Codes
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Common Tasks - General Billing
Rate Table – This function establishes the rate table(s) to be used for those charge
codes with a Calc code of 7.
1. Click the GB Rate Table button.
2. Enter a four-character name for the table.
3. Enter a description for the table.
4. Enter a minimum rate for the charges using this table.
5. Press Tab.
6. Enter the From and To quantities and the Rate to apply to the range in the
Quantities table. The minimum From quantity is zero. The maximum To quantity
is 999999.
7. Press Enter or click the Accept button.
Sales Tax – This function is not used.
Accounts Receivable Charge Codes
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Field Descriptions - Miscellaneous Cash
General Tab
Year
The fiscal year that applies to this charge code. Charge codes
must be established each year. Instructions to copy the codes
can be found at the end of this narrative under the Common
Tasks heading.
Code
The six-character, alphanumeric code for the charge code.
Category
AR code
This list indicates the AR category for the code.
The A/R Code to which the charge code applies.
Activity
This will typically be Principal.
Group
Description 1 & 2
This indicates the charge group to which the charge belongs
A long description of the code. Each box can contain 40
characters.
Short Description
The ten-character short name for the code. The default is the
first ten characters of the Description 1.
Accounts Receivable Charge Codes
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Field Descriptions - Miscellaneous Cash
General Tab (cont.)
Rate Information
Calc code
This code indicates the formula used for determining the costs
for this charge code. The calculation modes are:
2 = Fixed Amount. The amount is entered in the Rate/amount
field.
5 = Quantity x Unit Price. Unit price is entered in the
Rate/amount field. Quantity is entered on the invoice.
Amount
For Calc code 2, this is the flat amount to be invoiced. For
Calc code 5, this is the per unit price for the charge code.
Minimum Amount
Maximum Amount
Lowest amount the charge can be assessed.
Maximum amount the charge can be assessed.
Additional Attributes
Use for prepayments
This box should be checked for all active codes.
The order the charges associated with the charge code are
paid when payments are received.
This is not used.
Subject to sales tax
Typically, this is not used.
Vendor Code
The vendor associated with the charge code for remittances
processed in the AP Monthly Remittance program.
This is not used. (animal license)
This is not used. (animal license)
This is not used.
Active
Payment Order
Tag Type
Expiration Month
Available for Citizen
Self Service
Sales tax charge
Typically, this is not used.
Accounts Receivable Charge Codes
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Field Descriptions - Miscellaneous Cash
G/L Accounts Tab
Account Title
Account Type
The type of account the charge code applies to such as AR,
Revenue, Cash, Liability, etc.
This indicates the project type code for project accounting
projects.
Account String
Amount
The general ledger account number
The percentage or dollar amount to be allocated to the
account. The allocation is based on the calculation code.
Account Description
The description of the account.
Common Tasks – Charge Codes
To add a code:
1. Display the Charge Codes screen.
2. Click the Add button.
3. Enter the information for the code.
4. Press Enter or click the Accept button.
Accounts Receivable Charge Codes
Accounts Receivable
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To delete a code:
1. Display the Charge Codes screen.
2. Click the Find button.
3. Enter the desired code in the Code field.
4. Press Enter or click the Accept button.
5. Verify that the proper code is displayed.
6. Click the Delete button.
7. Click the Yes, Delete button on the confirmation box to confirm deletion.
To view a list of codes:
1. Display the Charge Codes screen.
2. Click the Find button.
3. To restrict the number of codes to be listed, enter what is common among the
codes preceded and/or followed by an asterisk as appropriate. For example, to
see a list of all of the codes that begin with TC, key TC* in the Code field. To see
a list of all codes that end with a 0, key *0. To see all of the codes, leave the
code field blank.
4. Press Enter or click the Accept button.
Click the Browse button to see the list.
Accounts Receivable Charge Codes
Accounts Receivable
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