AR File Structures

The following section lists the primary data files which are used or modified when an accounts receivable transaction is processed on the system.

Company File (File 54) – The company file is where the customer records used by the accounts receivable system are created and maintained.  The company records store default information that is used during order entry and invoicing (such as the customer payment terms, shipping method, freight terms) and status information that is updated by the accounts receivable and order processing system.

Invoice Header File (File 56) – The Invoice Header file contains one record for each accounts receivable invoice in the system.  The file stores both open and paid invoices of various types.  Sales invoice types (OI, DI), unapplied payment processing transactions (OP, PP, DM invoice types), and Shipper or Loaner invoices are all maintained in the Invoice Header file.  Each record in the Invoice Header file must be assigned a unique invoice number

Invoice Line Item File (File 58) – The Invoice Line Item file contains the line item detail for the sales and shipper or loaner invoices that are produced on the system.  The file stores the item numbers, quantities, pricing, cost and sales tax detail associated with each invoice.  The Invoice Line Item file will normally contain one or more records for each type DI, OI, DS, OS, FC invoice type.  Type OP, PP, DM invoices – which are created during customer payment processing as unapplied payment documents, do not have line item records in the file. 

AR Check File (File 84) – A record is created in the AR Check file for each customer payment that is applied on the system.  The AR check record contains the summary information for each payment, including the name of the company making the payment, the payment amount and currency, the journal entry used to post the payment and the bank account and deposit number associated with the payment.  The AR Check records provide an easy way to locate a customer payment and to view how the payment was applied to customer invoices.  The AR check record is also used when reversing a payment that has been applied either prior to or after deposit processing.

Payment Temporary File (File 85) - The Payment Temporary file is used by the system during Cash Application.  The file stores the distribution details for each customer payment while the payment is being processed.  Records are added to the file as invoice payment amounts are specified by the operator and the file is cleared out as each payment processing transaction is saved. 

Journal Entry File (File 46) - Journal Entry lines are created as sales are posted to the general ledger and as payment and adjustment transactions are processed against individual accounts receivable invoices.  Each journal entry line that updates the accounts receivable control account in the GL stores the invoice number that the journal entry was created for in the ref field.

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Accounts Receivable System Training Outline