Charge/Credit Entry Window
Use this window to add, edit and display miscellaneous charges or credits for
a specific contract or group of contracts. Do not use this window for charges
that recur.
When you create a record with this window and save it with the SAVE command, the system automatically creates an accounts receivable transaction
in the general ledger for the appropriate amount. For a report that lists the
charges and credits that have been created, run the RECEIVABLES JOURNAL REPORT.
Contract ID F2
If the charge or credit you are recording is for an individual contract, use
this field to enter his or her ID. You can press F2 or the right mouse button
for a multiple choice pick-list or to use the FIND WINDOW to locate the contract.
When you enter an individual CONTRACT ID and press ENTER, the contract's name appears to the right of the CONTRACT ID field so you can verify your entry. Also, the appropriate COMPANY ID is automatically entered in the following two fields. In addition, any open
or prepaid charges or credits for the contract appear in the CODE, DESCRIPTION, DUE DATE and AMOUNT DUE fields in the lower half of this window.
A default of ALL is provided in this field. If you are recording a charge that is to be shared
with all the contracts currently held by a company, accept the default of ALL by pressing ENTER. Then make the appropriate entry in the COMPANY ID field.
Company ID F2
If you are recording a charge to the contracts for one or more companies,
enter the ID of the appropriate company in this field. A default of ALL is provided.
Press F2 or the right mouse button to search for a company already in the
database. From the SEARCH METHOD pop-up, you can select either the PICK LIST or the FIND WINDOW.
Transaction Date
Enter the date of the charge or credit in this field in MM/DD/YY format. A default of the current date is provided.
Charge (+)/Credit (-) Amt
Enter the dollar amount of the charge, using up to nine digits, including two
decimal places. If you are entering a credit, begin your entry with a minus
sign (-), in which case your entry is limited to eight digits.
Charge Code F2
Enter the code for the charge or credit in this field. Press F2 or the right
mouse button to display a pop-up list of all the charge codes currently in the
database. When you enter a code and press ENTER, a description of the code
appears to the right of the CHARGE CODE field so you can verify your entry.
Current Charges
The protected CODE, DESCRIPTION, DUE DATE and AMOUNT DUE fields display the contract's current open or prepaid charges and credits
when an entry has been made in the CONTRACT ID field. If the entry in the CONTRACT ID field is the default of ALL, these fields are blank.
The protected field in the first column of line items provides a line count of
the charges and credits. At the bottom of the column, a field labeled CHARGE/CREDIT COUNT displays the total number of charges and credits for the contract. If there
are more than five line items, use the push-buttons below the line items with the
triangles pointing up U and down V to scroll through the complete list.
Code (Protected)
The code for each charge or credit, as defined in the CONTRACT CHARGE CODE WINDOW, is displayed in this field.
Description (Protected)
A description of each contract charge code is displayed in this field.
Due Date (Protected)
This field displays the date when each charge is due or the date when each
credit was recorded.
Amount Due (Protected)
The amount of each charge or credit is displayed in this field.
Balance (Protected)
This field, at the bottom of the AMOUNT DUE column, displays the total amount of all charges and credits for the contract.