more-arw search

Q&A Forum

Added A/R Invoices to POS system...Owner has issues

Lane Sue's Profile

Background: The store has run on a POS system selling sodas, chips, gas, etc. for years.
The store has also taken payments for rental of camping lots, boat slips, tent sites on this POS for years.
Invoices for the rentals have never been on this system, so the owner had many documents to review in order to see how much was paid, who paid, how much was owed, who owed, etc.

Fast Forward. In Dec. 2017, I told him I could set up items for each rental and create invoices for him on his POS system. Which I did. I then Created the December billings for these 160 customers by December 16, 2017. Owner loved the Aging report most of all. Then I created the January 2018 billings (also in December). I couldn't adjust the dates on the 30/60/90/120 Aging report and owner saw his first problem. Then he wanted a report of how much money was taken in during December.

Now. I am pretty sure that POS is on the Cash Basis and A/R is not. The Owner wants a monthly report of money's taken in during December for his taxes. A/R invoicing is included in that report but the payments themselves are not. He says he under no circumstances wants the invoicing amount, only the dollar amount received against those invoices.

So, any help for me..?

Answers

Topic Expert
Wayne Spivak
Title: President & CFO
Company: SBAConsulting.com
LinkedIn Profile
(President & CFO, SBAConsulting.com) |

Why not use the bank statement?

Lane Sue
Title: None
Company: Siesta Cove
(None, Siesta Cove) |

The owner wants the report to come from the POS system, this suggestion about the bank statement is certainly worth discussing with the owner as an alternate. I believe my real problem is using cash basis and accrual basis in the same system, and not being able to extract a report of A/R payments.

Topic Expert
Wayne Spivak
Title: President & CFO
Company: SBAConsulting.com
LinkedIn Profile
(President & CFO, SBAConsulting.com) |

Did you investigate a G/L package that can import the data, thus giving you a true accrual (or cash) picture?

Products like Xero can import your results if you can configure the POS report the right way OR you could always have an API written.

Lane Sue
Title: None
Company: Siesta Cove
(None, Siesta Cove) |

No, I haven't, I will begin the research on this today.

Len Green
Title: Performance Improvement Consultant and E..
Company: Haygarth Consulting LLC
LinkedIn Profile
(Performance Improvement Consultant and ERP Strategist, Haygarth Consulting LLC) |

Call the POS vendor support desk and pose the question.
You say you are "pretty sure the POS is on the cash basis." You need to establish that clearly.
Also, what do you mean by "AR is not?"
What sales analysis reports come out of the POS? Does any report separate Cash Sales from AR invoices from AR Customer Payments? Does any report show the unpaid balance of any/all AR invoices?
Remember, from what you wrote, it looks like in December you created AR invoices for both December rentals (i.e. current month) and January (in advance-all deferred).

Lane Sue
Title: None
Company: Siesta Cove
(None, Siesta Cove) |

The way the system works for customer billings is to record it as a sale, paid for or not. So reports that are generated include all sales whether they are paid for or not. We regularly do 4,000 per month in POS sales (which are paid for immediately - cash basis) and we invoice $25,000 per month (which are NOT paid for immediately - accrual basis).

All Grand Total reports include the "invoiced" amounts in a separate category called "On Account"and absolutely no record of actual "payments" against invoices.

I have found a By Customer Report that shows any and all account activity, this is broken down by each customer not a grand total. This will allow me to highlight and manually calculate the payments received during the specified time period.

Again, this is a manual process which allows for human error and is a make-work solution.

Am still unable to get a Payments To Accounts Receivable Report.

305 views
Topics

Get Free Membership

By signing up, you will receive emails from Proformative regarding Proformative programs, events, community news and activity. You can withdraw your consent at any time. Contact Us.

Business Exchange

Browse the Business Exchange to find information, resources and peer reviews to help you select the right solution for your business.

Learn more

Contribute to Community

If you’re interested in learning more about contributing to your Proformative community, we have many ways for you to get involved. Please email content@proformative.com to learn more about becoming a speaker or contributing to the blogs/Q&A Forum.