Accounting

Accounts Receivable Report:
Q:  When I generate an accounts receivable report I get the clients current balance. Can I run this report so that it gives me past information on balances?
A:  It is true that all of the Accounts Receivable reports are in current time (as of this minute).  It is not possible to get a list of Accounts Receivable for a period ending with a past date.  It is important to run the A/R report at the end of each month when the last posting has been completed for the month in Accounts/Daily, and before any new business takes place.  File those reports for future use or when the accountant calls and says they wants them.

Apply Payment:
Q:  I have a payment that needs to be applied to three different invoices. How do I do that?
A:  Click on Payment in the client screen. Select the first invoice you want to apply the money to. Put in the amount under Apply Now, and then click the Apply button, then click the Ok button. Repeat this process for the other two invoices.

Bad Debt Write-off tracking:
Q:  I need to send some accounts to a collection agency. How can I do this and still keep the client in the system?
A:  Remove the balance from the client account using the code for Bad Debt Write-off.  It is best to have the collection agency set up as a client, then create an invoice for them, use the code Bad Debt Recovery and enter the check as a payment.

Cash payment amount incorrect:
Q:  I did a cash return today and now my end of day payments is incorrect?
A:  The cash return is listed last on this payments report.  That figure must be subtracted from the first cash total figure to get the actual amount of cash at the end of the day.

Change in billing from client to hospital:
Q:   The client has a credit due to a deposit made earlier, and an open invoice. I just found out that the referring vet hospital is going to pay the invoice. How do I correct the billing?
A:  Print out the open invoice for the client, and then cancel this invoice. Create a new invoice for the client and do a -1 qty for the deposit payment the client gave you. Close this invoice and refund the money. Next, create a new invoice for the referring vet hospital that shows the charges to be paid.

Change Payment Type:
Q:  My client changed their mind about payment. They paid with a check yesterday, but today they called and want to pay with credit card. Can I make that change?
A:  Yes. You need to reverse the posted invoice that has the check payment on it. To do this, create a new invoice, and use a -1 qty for payment - check. Then enter on the next line the payment - visa card. Post the invoice. The client balance should not have changed.

Client Balance should be zero:
Q:  Client shows a balance when it should be zero and there are no amounts listed in the amount owed column in red or green. How do I fix it?
A:  Do an aging of the accounts; this should adjust the balance to zero. 

Client Balance still RED in review:
Q:   Why do I still see a client balance listed in red in review after I have taken a full payment for her?
A:  The payment was not applied to that final charge invoice.  Choose Accounts from the top menu and go to Payment review.  Double click that client on the list and apply the payment to the charge invoice on the Receive Payment window that appears.  First click the invoice with the payment then click the APPLY button.  Next click the charge invoice and click the apply button again.  Click OK button to finish.

Client Balance under different registers:
Q:   The ending balance on an invoice (for clients owing) is different than what is showing on the client screen (red box).  WHY?  I've aged all accounts and still no change.
A:  This occurs when the client has been invoiced under more than one register. The client balance (red box) is the entire balance for all registers. To check this go in to the client review screen, and look for invoices posted under your various registers.

Closing the day:
Q:  Can I do invoicing while closing the days accounting?
A:  Yes. Any invoices that are created during the closing of the day will not be included. Instead, they get marked by AI as “False” and will be available for the next closing. You can see them listed under the Select button. However, to eliminate even the slightest possibility of conflict, we recommend NOT doing any invoicing while closing the day.

Combining registers:
Q:  We have two registers but people are always getting mixed up about which one to use.. We would like to change this and have only one register. How do we do this?
A:  First, you have to make sure that all your open invoices, and estimates for your second register are either closed or get voided.
Second, you need to check all user settings and make sure you change any user who has been assigned to your second register.
Third, uncheck “multiple business” in configuration and remove the description for your second register from the practice tab. Lastly, shut down AI and restart it for the configuration changes to go into effect.

Handling a returned check:
Q:   How do I handle a NSF check and service charge for the check in AI?
A:  When a check is returned use code 33 Return Check to put the amount back on the client’s account.  Use Code 32 NSF Check Charge to add the service charge to the client’s account also.  When the client pays enter a payment for the total amount of the check and the service charge to clear the account.

Historical Summary:
Q:   Why don’t I see the correct information in historical accounting when I try to run a Summary report?
A:  To get correct historical information, follow the these steps:
Select the correct register.
Choose your start date (lets assume Last 3 days for this example).
Always click the Search button to search out your request.
You will see your closing dates listed in the small window with date and time. If you are interested in one particular date, click on it, then click the search button again. You will now see your information in the Summary report.

Hospital payment for client invoice:
Q:  Client was invoiced for a patient charge but the bill was paid by the referring hospital, how do I fix this.
A:  In order for the hospital to have the invoice information on their file, the invoice should be reversed and entered again as a charge for the hospital.

How to do Statements:
Q:   I forget the steps to do statements for clients/hospitals. Can you list them for me?
A:  Step one, go into the Payment Review screen and click the Auto button.
Step two, do an aging of your accounts. Do this when nobody is using AI.
Step three, print out your accounts receivable report.
Step four, now you are ready to run your statements. Make sure you select a Header and Summary macro.

Invoice correction for wrong doctor:
Q:   I entered an invoice under the wrong doctor number. How do I correct this?
A:  If the invoice is already closed, you will have to reverse this invoice. Create a new invoice, using the wrong doctor number and enter all items using -1 quantities. Post this invoice. Then create a new invoice using the correct doctor number, and all items from the original invoice. Post it.
If this invoice is still open, you can simply change the doctor number for each item by clicking the drop down arrow in the doctor field.

Invoice not included in closing:
Q:   Why are there invoices not included in yesterday’s closing?
A:  When you are ready to close the day, click the select button. This will open a dialog window showing all your posted invoices. Click the ALL button to bring them from a FALSE to a TRUE state. This will ensure that all invoices are included in the closing. Any invoices posted after you have done this routine will not be included in today’s closing, but will be there the next time you close the day.

Missing invoice from daily closing:
Q:   One invoice was not included in my daily accounting close of day, why?
A:  To make sure all invoices are selected for inclusion when closing the day, make sure you click the Select button in Daily Accounting, then click the ALL button. If you do this and someone else posts one more invoice, that invoice will not be included unless you go back one more time and select that last invoice for closing.

No header or summary on statements:
Q:   Why do my statements only have a table of invoices for each client but no client name and no practice name for our clinic?
A:  In the statement utility window there are fields to select a header and a summary.  Select the Statement macro for the header and Statemsg for the summary.  This will place the practice information and the client information at the top and the amount owed and aged balances at the bottom.

Overcharged:
Q:   The client was overcharged.  I am writing a check to the client for the amount overcharged.  How do I fix the AR balance in AI.
A:  Create an invoice and add item code 36, Refund Adjustment.  Enter the amount of the overcharge check in the Price field.  Arrow down and verify that the ending balance is correct. Post the invoice.

Payment - Cash is gone:
Q:   Payment - Cash is gone. I cannot take a cash payment anymore. Why, and can we get it back?
A:  Someone who has access to your inventory codes deleted your cash payment code 1. We can put it back by doing a Pack on your inventory file. Be sure you are out of AI. Start the AI Data Maintenance application. Choose inventory from the drop down list, then click the Pack button. This will rebuild the missing system code for cash payment. 

Payment in the wrong register:
Q:   How do I correct a payment that was invoiced in the wrong register?
A:  If the daily accounting has not been posted, use the transfer button in that client’s review.  If the daily accounting has been posted it will require reversing the payment in that register and applying it to the incorrect payment invoice.  Once this is done, enter a payment for the correct register.

Payment review:
Q:   I have many clients that are showing up in payment review. I need to know what to do with them or how to make them go away. 
A:  Click the Auto button every now and then. You can determine the interval, weekly, biweekly, or monthly. This will remove all clients whose balances have gone to 0 due to making their payments.

Refund adjustment:
Q:   We didn’t notice that the client gave us more money then is owed. Now the client has a balance. How can we clear their account?
A:  You can write a check for the extra money to the client then do a refund adjustment (code 36). Just generate a new invoice, and enter the refund adjustment for the amount overpaid. This will clear the clients account.

Report for last year's accounting:
Q:   How can I get a report for last year’s accounting information?
A:  Go to Accounts, Historical.  Select the listing for Last 3 Years and change the date fields to January 1 of the needed year and December 31 of that year.  Click Search then Summary. 

Reverse Payment:
Q:   How do you reverse a payment which was entered on an invoice incorrectly?
A:  Click the payment button on the client screen, select the correct register if appropriate, enter the payment amount in the payment field, check the reverse box, enter the payment type that is being reversed.  If it is a check enter the check number.  The invoice that had the incorrect payment on it should be listed.  In the Apply Now column for that invoice enter the amount of payment, press TAB. Click OK.  Click Yes for the confirmation box.

Rounding:
Q:   The item price on my invoices gets rounded to the nearest dollar. How can I change the rounding amount?
A:  This feature is in configuration under the Invoicing tab. Make correction to the dialog box called “Round charges to”. Save your changes, then restart AI.

Statements for Clients by status:
Q:   How can I withhold statements for clients who have bad debt status? 
A:  Use the Client Status field to identify them as a bad debt client. Add the description “Bad Debt” to your Status picklist. Next, modify the clients record and choose Bad Debt under Status. When you run statements the next time, choose this status to be excluded. You will only get statements for the rest of the clients.

Undo daily closing:
Q:   We didn’t close the day yesterday. Today someone closed the day for yesterday and today. Can we undo this?
A:  No, you cannot undo a daily closing. Once you have reconciled your daily accounting and you have posted it, all your information has been written to your data files and this process cannot be reversed.

Update cash drawer amount:
Q:   How do you tell AI to increase/decrease the cash drawer amount.
A:  Click on File, Configuration.  Click the Invoicing tab and choose Modify.  Enter the new amount in the Cash Drawer field and update by clicking the Ok button.

Wrong client was invoiced:
Q:   We have two clients with the same name, and billed the wrong client by mistake. How should I correct this?
A:  Remove the balance from the wrong client by reversing the invoice you created. Use -1 quantity to do this, and post the invoice. Create a new invoice for the correct client, and post the invoice.

The information in these documents are intended solely for use by Animal Intelligence Software, Inc. clients. 
Any other use is strictly prohibited.