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AR Accounts Overview

Distributor guide to setting up AR Accounts (billing accounts) in Encompass: credit terms, statement groups, payment customer, EDI/ACH details and related sub tables. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Steps

How to Configure AR Accounts
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1. Using Universal Search, navigate to the AR Accounts table
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2. To create a new AR Account, click the Add AR Account button
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3. Enter values to all required and applicable optional fields displayed in the New AR Account form and click the ‘Add Record’ button when complete
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  • Address section - Sets the billing address for the AR Account
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  • EDI/ACH section - Set the values needed for different types of online payments to be requested or received
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4. Sub tables show the key relationships between AR Accounts and other tables, click the Sub Tables button to see those relationships and related records
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  • Accounts Receivable - The table that stores any outstanding balance for this AR Account
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  • AR Accounts Users - The Users tied to AR Accounts, they receive any statements that are sent from Encompass
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  • Chains, Customers, and Split Invoices - Sub tables that an AR Account is responsible for
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  • Invoice Payments, Invoice Payments Hist - The table that stores all payments received from the AR Account, both current and historical
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  • Invoices - The actual invoices for the entities of this AR Account
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Fields And Definitions

* = required field
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  • *AR Account - the name of the AR Account
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  • *Term - The Credit Term set on the AR Account. This is the key determiner of how AR behaves and is collected
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  • Payment Customer - Used to aggregate payments under a single customer when the same AR Account is used for multiple Customers or on a Chain
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  • Collection Agent - The User assigned to collect payments
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  • *Statement Group - a grouping of AR Accounts who receive the same delivery method and frequency of statements
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  • Company - Distributor's company associated with this AR Account
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  • Mapped Location - If payor's invoices are for a different invoicing 'location'
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  • Statement Print Method - What order invoices/customers appear on statement
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  • AR Sort Order - Order open invoices/credits will appear when applying payments
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  • Print Statement - Link to print a statement
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  • Apply Payments - Link to print a statement
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  • Vendor Num - For chain accounts (distributor's vendor number for the retailer)
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  • DUNS - Payors DUNS number
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Best Practices

  • A Payment Customer is sometimes used if there are 5 customers that are all owned by the same entity, payments for their invoices can be grouped together for reporting purposes
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  • Create different statement groups to manage the how and when a Statement is generated. Examples include monthly automated statements that are sent to a specified list of AR Accounts Users via email or bi-weekly paper statements that are manually printed and mailed out
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  • AR Accounts can best be described as the billing entity for a Customer. The location to which product is delivered is not always the same entity that pays for those products, and in those cases, an AR Account may not be the same as a Customer
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  • AR Accounts can be set on the Customer, Chain, or Split Invoice
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