YAMAHA DISTRIBUTORS
ACCOUNTS RECEIVABLE
SET UP
SYSPRO
VERSION 6.1 SP1
Copyright 2013 EOH Applications
Published: 31/07/2013
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Table of Contents
PURPOSE .......................................................................................................................... 3
OBJECTIVES ..................................................................................................................... 3
SCOPE ............................................................................................................................... 3
PROCESS FLOW ............................................................................................................... 3
ACCOUNTS RECEIVABLE – CUSTOMERS ..................................................................... 4
Customer Setup ............................................................................................................... 6
Customer Details .......................................................................................................... 7
Contact Details.............................................................. Error! Bookmark not defined.
General Details ............................................................. Error! Bookmark not defined.
Price Category / Code Table ......................................... Error! Bookmark not defined.
Additional Fields............................................................ Error! Bookmark not defined.
Master / Sub Accounts .................................................. Error! Bookmark not defined.
Stock Codes.................................................................. Error! Bookmark not defined.
Stock Code X Ref ......................................................... Error! Bookmark not defined.
Multimedia .................................................................... Error! Bookmark not defined.
AMENDMENTS ................................................................................................................ 29
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Purpose
To be able to use the ‘Accounts Receivable Setup’ Module.
Objectives
This procedure is applicable to Yamaha Distributors.
Scope
This Procedure is applicable to the Credit Controller.
Process Flow
Accounts Receivable > Setup > AR Customer Maintenance
Note: If at any stage when working within SYSPRO a full description of any field is
needed, click in that field and then press ‘F1’. A full description and explanation will then
be displayed on the screen.
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Browses
You use Browses program to view and maintain details currently defined.
You can Browse on Customers, AR Branches, Geographic Areas, Product Classes,
Salespersons, Customer Classes, Multiple ship to Addresses, Master-Sub Accounts,
Invoice Terms, Currencies, Stock codes, Stock code X Ref, Invoice Discounts,
Commission Codes, AR Permanent Entries.
Select Accounts Receivable> Browses from the main Syspro Menu
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Setup
You use the Setup program to take on and maintain details.
You can Setup Customers, AR Branches, Geographic Areas, Product Classes,
Salespersons, Customer Classes, Multiple ship to Addresses, Master-Sub Accounts,
Invoice Terms, Currencies, Stock codes, Stock code X Ref, Invoice Discounts,
Commission Codes, AR Permanent Entries, Customer Code Conversion, Order Discount
breaks, Currency conversion,
Select Accounts Receivable > Setup from the main Syspro Menu
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Customers
Customers can be used as a selection criterion for various Accounts Receivable,
Inventory, Sales Analysis and Sales Orders reports.
Select Accounts Receivable > Setup > Customers
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Supplier Details
Enter the Customer code and Tab and enter the details in the Customer Details listview.
The short name will be used to reference the old account number.
Enter required information in the Customer Details Pane.
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Contact Details
Enter details in the Contact Details listview
Enter all the contact details of the supplier
The ‘Sold to address’ is the postal address
The ‘Ship to address’ is the physical address where deliveries will be done to.
Statements required must be ticked on if Customers is to receive statements and a
statement stationery format must be entered.
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General Details
Back Order Selection must be made specific to customer
Stock code interchange, Customer Stock code x-ref if required and if Customer purchase
orders are mandatory.
Tax and exemption numbers, Company Registration and tax numbers to be selected.
Invoice Discounts and Credit checking must be updated.
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Master-Sub Accounts
If the customer you are adding is a master account, then you can add the details of the
sub-account(s) linked to the customer here. You use the Master Sub-Accounts program
to establish a master and sub-account relationship between customers.
Sub-account number
This indicates the customer code of the sub-account.
When attaching a new sub account, you can use the browse button on this field to view a
list of customer codes currently defined (see Customers for Branch).
Name
This indicates the sub-account's customer name.
Store number
This is used as the default reference during AR Invoice Posting, and the default customer
purchase order number during Sales Order Entry, however this may be changed when
capturing an order.
If invoices are attached to the master account, then this allows the master account to
identify which of its branches incurred the debt providing the store number is printed on
the A/R statements and on Sales Order documents.
Invoices attached to
This indicates where the invoices for the sub-account are posted to.
Use bill to address from
If invoices are attached to the master account, then this indicates which sold to address is
printed on the sub-account's invoice, delivery note and order acknowledgement.
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Stock Codes
If you used the Customer Stock Codes program to create a link between a customer's
stock code and a valid SYSPRO stock code, then these are displayed in this listview.
You can use your mouse pointer on a blank line in the listview and create a new link
between a customer's stock code and a valid SYSPRO stock code.
You can highlight a line and select the Delete key to remove the link between the
customer's stock code and a valid SYSPRO stock code.
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Stock Code x-ref
If you used the Customer-Stock Code X-ref program to link customers selectively to
specific SYSPRO stock codes and to maintain the last sales details for specific
customer/stock code combinations, then these details are displayed in this listview.
You can use your mouse pointer on a blank line in the listview and create a new link
between the customer stock code and a valid SYSPRO stock code.
You can highlight a line and select the Delete key to remove the link between the
customer and the SYSPRO stock code.
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Price Category / Code Table
This table is used together with the Extended pricing method.
The pricing method is defined in Sales Order Setup.
Pricing is defined against stock items using the Pricing for a Stock Code program.
When Extended pricing is used, the pricing is determined by the Pricing category
held against a stock item which is used to locate a corresponding Price code in the
customer's Price category/code table.
Depending on the inventory pricing method used, the price code matched against
the table is used to locate the required discount in the discount table, or a price
entry in the price code file.
You enter the price codes applicable to each pricing category in the relevant
position of the customer Price category/code table.
Each position in the 26 character table relates to a pricing category code.
The first position relates to pricing category code A, the second position to pricing
category code B, and so on.
For example: if a customer purchased an inventory item with the pricing category
code E, the system would use the price code entered in the fifth position of the
Price category/code table to retrieve the price from the price code table. Contract
pricing takes precedence over extended pricing.
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AR Branches
You use the AR Branch Maintenance program to add new branches and to amend
information whenever the details for an existing branch changes.
Select AR Branches from Accounts Receivable > Setup
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Click on New to add and New branch or enter the branch code of the branch you want to
maintain
Enter Description and address of Branch
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And enter all Sales value and Cost of Sales GL Accounts specific to Branch
Select Save when complete
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Geographic Areas
You use the Geographic Area Maintenance program to add new geographic areas and to
amend information whenever the details for an existing geographic area changes.
Within SYSPRO, a geographic area represents a specific region in which your customer
resides.
Select Geographic Areas from Accounts Receivable > Setup
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Select New to Add and New Geographic Area or browse to maintain a current area.
Capture details of Geographic area and select Save
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Product Classes
You use the Product Class Maintenance program to maintain product classes which are
used to group classes of merchandise items together. Product classes are used
throughout the system to record statistics and to add processing and reporting flexibility.
Product classes are also used to integrate sales to the General Ledger, providing they are
linked to a valid Accounts Receivable Branch (AR Branches). Product classes therefore
provide the basis for multiple account distributions of sales revenue and cost of sales
expenses (General Ledger Integration).
Select Product Classes from Accounts Receivable > Setup
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Select New to Add a new Product Class or browse to maintain a Product Class
Enter Product Class code and description and if product class is used in all Branches
select the Update branches with this product class option.
Select Save
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Salespersons
You use the Salesperson Maintenance program to add and maintain salespersons in the
Accounts Receivable and Quotations modules.
A salesperson is someone who liaises with customers for the purpose of selling your
product.
At least one salesperson must be held on file, because each customer must be assigned
a valid salesperson.
The salesperson is used to record sales and accumulated commission. Monthly budgets
can be assigned to salespersons that can be compared to actual sales made. This
enables you to measure the performance of your salespersons. Commission percentages
can be assigned to salespersons. Salespersons can be used as a selection criterion within
various Accounts Receivable, Sales Order and Sales Analysis reports.
The Salespersons listview displays details of salespersons currently defined.
Select Salespersons from Accounts Receivable > Setup
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Select New to add a new Salesperson or enter branch to which you would like to add /
maintain a Salesperson.
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Enter new Salesperson code or browse to select an existing Salesperson.
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Enter Salesperson code using the Salesperson Initials followed by a sequential number
Enter Name of Salesperson and Commission percentage, you may wish the years
budgets against the salesperson.
Select Save
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Customer Classes
You use the AR Customer Class Maintenance program to capture details of customer
classifications that you want to use within SYSPRO. These classes are assigned
selectively to customers using the Customers program.
Select Customer Classes from Accounts Receivable > Setup
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Enter Customer Class or browse to maintain an existing customer class
Add Class and Description and select Save
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AR Invoice Terms
You use the AR Invoice Terms Maintenance program to define the default settlement
discount you want to extend to a customer whose payments are made within a prescribed
period of time and to define when an invoice becomes due for payment.
The A/R invoice term code is used to calculate the terms discount and invoice due date
when:
 a transaction is posted using the AR Invoice Posting program
 sales orders are invoiced using the Sales Order Entry program
 permanent entries are posted using the AR Post Permanent Entries program
 quotations are printed using the Quotation Document Print program
Each customer is assigned an A/R Invoice term code using the Customers program, but
this can usually be overridden with a different terms code at the time of processing
transactions.
Select AR Invoice Terms from Accounts Receivable > Setup
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Enter Terms code and Description
If Discount applies enter percentage, number of days, fixed day or fixed date for
percentage to apply.
Enter Invoice Due options number of days, fixed day or fixed dated.
Select Save
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Amendments
Date:
Revision Number
Amendment
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