Accounts Receivable on Harbortouch Retail

Description: Learn how Accounts Receivable (A/R) payments are used in HarborTouch Retail to track how much a customer has purchased on their personal account with your location. 

• A/R Payments
• Returning Items from A/R Transactions
• Aging A/R Interest
• Display Customer A/R Balance

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A/R Payments

1. Access the POS menu.
2. Select the customer making the payment from the customer list. This brings up the transaction window.
3. On the transaction window, the customer’s current A/R Balance is displayed at the top of the screen. Select [F3] Recall Trns at the bottom of the screen.
4. On the transaction list, A/R transactions are colored red, and both the type and reference are labeled 'Invoice.'
5. Select the A/R transaction upon which you want to make a payment and press Receive Payment at the bottom of the screen.
6. If the customer has multiple A/R transactions, a window displays allowing you to choose which transactions you are making payments on; otherwise, you can proceed directly to the payment window.
   
7. Use the checkboxes to select which invoices you want to make your payment on.
8. Press Payment to continue and process the payment as you would for any transaction.

Returning Items from A/R Transactions

If a customer purchases several items and puts them on A/R, then later wants to return only one or some of the items in that transaction, you can’t simply void the sale as that would remove ALL the items.

1. First, access the POS menu.
2. Select the customer from the list to proceed to the transaction screen.
   
3. From the transaction window, select [F3] Recall Trns at the bottom of the screen.
4. From the transaction list, select the A/R transaction containing the returned item(s). You can use the options at the top of the screen to help sort the list if needed.
5. Once you have highlighted the transaction, press Return Items.
   
6. Scan or manually key in the code of the item being returned into the Item Code field.
7. Enter the quantity of the item(s) into the Qty field.
8. Press Add Item. The Qty To Return column will be adjusted with the new amount, and the item will be colored blue in the list.
   
9. Once all the items being returned have been selected, press Finish, Go Back to Sale, which will send you back to the transaction window.
10. Press Payment.
11. Now you must select how to credit the customer for the return. The system will not allow you to enter a negative A/R amount, so you must enter the balance into the 'Store Credit' field. Click Complete Transaction to finish.
    

Once you’ve returned the items, if the customer still has both a negative A/R balance and a positive store credit balance, you have to apply that store credit to the customer’s A/R account. To do so:

1. Select the customer from the list.
   
2. Recall the transaction with [F3] Recall Trns at the bottom of the screen.
3. Select the original A/R transaction as before, but this time press Receive Payment.
   
4. In the Process Payment window, enter the customer’s store credit balance into the 'Store Credit' field.
5. Click Complete Transaction to apply the payment to the customer’s A/R balance.

Aging A/R Interest

A/R interest can be aged from the Customers screen.

1. From the Customer screen, press More.
   
2. A popup menu will appear at the button location. Select Age AR Interest from this menu.
3. The Age AR Interest window will pop up on your screen.
   • The first line in this window will be a note stating the last aged transaction date.
4. Enter the Interest Rate (%) that you would like to apply to all customers. 
5. Select a date from the Age AR Prior To (Inclusive) field; the grace period will be displayed below.
6. Select a date from the Interest Transaction Date field.
7. Once you have completed your selections, press Now to apply your changes.
   • A confirmation will be displayed stating that AR has been aged
   • Select OK to finish

Display Customer A/R Balance

1. To display the customer A/R balance, select the Customers icon from the main menu.
2. Select the customer whose account balance you would like to see. This will be listed in the Current AR Balance field.
   
3. A/R Balance will also be displayed on the transaction screen during a sale.