A/R form creation?

[Brook]

hello all,

I use a form/subform to create new invoices based on my inventory. My
frminvoices contains an invoice subtotal, shipping cost, and invoicetotal.

For my A/R, I might recieve multiple payments for multiple invoices in one
day, so therefore I don't want to have to go to each invoice and enter the
payments received.

Can anyone help me in setting up an A/R that will look at all my invoices?

I want to have a paymentnumber, which is an autonumber, payment date and
payment amount as well as invoice balance?



I am unsure where to get started?

Please let me know if you need more information..

Brook

 

[Nikos Yannacopoulos]

Brook,

Credit management / AR is usually somewhat more complex than it may
appear at first sight... which, I guess, is why it is usually an
applicayion in its own right in major ERP systems. A coupe of months ago
there was another similar post which I pasted below together with my
answer to it, hoping it may help.

Nikos


*ORIGINAL POST*

i have an access database with, a table where i enter all the goods

that i sell over my shop. Now i also have the posibility that a buyer
{as example: a supermarket company} will not pay the full price but
instead on a differet day will choose to pay some money. i want to have
a field? where i can keep track that for every company owes money i can
see the total dept, and when the cash arrives i can have the new
balance. it is something like this month {i will work in month steps,but
if a company has dept the amount will carry over to the nexxt month} the
A company has purchased lets say 780USD, but in total i get paid for the
amount of 500USD, the dept is 280USD and if in this month isn't paid it
will start the new month with -280USD at their balance....

THANK you in advance fot the help...
I can't figure it out..... sotiris_s

*MY REPLY*

Sotiri,

If you want to do this right I'm afraid it's not a question of just
another field. The absolute minimum is a new table for incoming
payments, linked to Customers, and a union query to add amounts due
(from your sales tables) and subtract amounts paid (from the payments
table) to calculate the outstanding balance.
It would also help if you added an extra yes/no field to both tables
(sales and payments) to mark settled invoices and totally used-up
payments so you exclude them from the union query, or it will introduce
performance issues over time as the number of sales / payments increases.
Now, how you handle the settlement is a whole different ballgame! There
are several different business practices on settlemet, and major ERP
systems can be configured for most so the user has a choice - that is to
say, it is mostly a business process, and once that is made, it can be
implemented accordingly.
I understand it may seem complicated, or even scary, but I'm afraid
that's the reality of it.

HTH,
Nikos