Setup (A/R System Setup)
Navigate to the menu Setup in the A/R module -> Admin -> A/R System Setup.
This menu determines the defaults settings for the A/R system such as the open financial period(s), invoice and receipt options, emails for notifications, A/R related client settings, write off G/L's, etc.
Financial Period Control
First and last open financial periods are the dates available for users to post invoices and payments in the accounts receivable module.
Enforce date within open financial period when checked as yes, will force user to post the dates to be within the financial period. For example, an invoice or check date has to be the same month as the financial period to which the invoice or check Is posted.
A/R parameters
Service Charge % - enter the % fee to charge for service fees
Select the Class code to use for service charges See Service Charges section for Service Charge related options
DSO Calculation Methods: Options are DSO or Media Credit Association. See Naviga Support for specific details on these. Both are fairly complex calculations with the DSO option being based on actuals and the MCA option being based on averages.
Foreign Currency Indicator: This is to control the behavior on individual accounts. Options are to allow the client to only be billed in a single currency (the currency on record for that client/client's country), allow them to be billed in multiple currencies, or do NOT allow foreign currencies.
Statement / Invoice Date Format: select the format for invoice and statement dates (this is only relevant if you are using Fabsoft forms)
Allowed From Addresses for Customer Service / Collection emails: When sending emails, if nothing is entered in this field, the logged in users email will be used. This field would typically be used if you wanted the option to send the email instead from a generic email address like [email protected] or something like that. See the options below in sending an email. The first address is the logged in user's address, and the other two were the additional optional email from addresses.
Custom Program to run when posting to A/R: this is a read only field and only relevant if there is a custom process that Naviga programmers set up for your account.
Credit Hold Calculation Settings
If enabled in field 1, then something must be selected in both 2 and 3.
Limit Balances for Credit Hold Calculation: Set to yes to use this feature. Leave as no to continue with the old wya of calculating balances.
Additional Campaign Status Codes: Currently the system looks only at confirmed orders when calculating the unbilled balance to include in the credit limit calculation. This option allows the system to also include one or more Reserved Statuses as well.
Number of Future Months to Include: For long running confirmed orders it may be desirable to only include some future months in the credit limit calculation and not the entire future balance.
For performance campaigns this calculation will be based on run dates within the designated number of months
For flexible campaigns this calculation will be based on the biling dates within the designated number of months.
Prepayments and COA will be included in the calculation, thus reducing the overall balance.
Import Currency Rates FTP
Foreign currency rates, once created in the system, can be regularly updated via FTP. If you plan to use this feature, please put in a support ticket so that Naviga personnel can enable the Windows Service in your environment. It will not be enabled by default.
Important information is displayed at the top of the section.
The service is looking for a very specific filename: CurrencyRates.csv
This is a very simple file structure - 2 columns
First Column is the ID for the currency (This must match what you set up already in your Currency Setup)
Second Column is the Exchange Rate
Here is an example file:
Whether or not there is a heading line is up to you. If the B column does not contain a numeric value, the row will be ignored.
Once Imported, the csv file will be removed from the FTP. Enter the following information into setup:
FTP Host/Server name: Your's may be different from what is displayed in the example. Don't forget to include the ftps:// at he beginning and the :port number at the end. (or ftp: or sftp: depending on your protocol)
FTP Username: Enter your username here
FTP Password: Enter your password here
Test FTP Connection Credentials: Press the button to ensure the system can successfully connect to the ftp.
Folder Path: Enter desired path where you plan to upload the file.
Potential errors:
If you forget the protocol (ie the ftps://) at the beginning of the host name, the error will be something like this:
If you have the protocol at the beginning but forget the port at the end, or that port number is incorrect, the error will look like this:
And finally, if you have the host correct but an incorrect user or password, then the error will look like this:
In each case, the blurred out section of the error is my username and password - your error will show yours.
Service Charge Class Per Company
In the previous section the default Service Charge % and Class Code was defined. If this setting differs per company, overrides can be set in this section, per company.
Automatic Inter Company G/L Allocations
These are the A/R From and To Accounts which user can change, delete or add.
See Section on Multi-Company Balancing in the G/L section of documentation for information on Intercompany G/L Allocations.
Email Notifications
This section specifies the email recipient of emails when A/R financial conditions are met. For example, if an invoice is of a certain age, credit stop clients, G/L cash is entered, checks greater than a certain amount are received, currency is revalued, client is deleted, invoice is flagged as contended, and invoice is transferred to a collection agency. If there is no email address listed, then no email with be sent for the given event.
Users can setup email notifications on the following:
If an Invoice is older than "X" days is paid,
If a client is put on or removed from credit stop,
If G/L cash is entered,
If a check is received greater than "X",
If a payment is received from a client on Credit Stop,
If currency is revalued,
If client is deleted,
If an invoice is flagged as contended,
If invoices are transferred to a Collection Agency
Invoice and Cash Receipts Options
These are options of invoices and cash. For example, automatically allocate credits, whether to enter cost of sales amount on invoice, publication entry to be required to enter on a miscellaneous invoice entry, enforce the tax code on the miscellaneous invoice entry, the tax G/L account number and name, the maximum amount a G/L user can write off, and so forth.
For example, some of these fields are ones that may not be self-explanatory:
Auto Allocate Credits (1): If checked, this box will allow the system to automatically allocate all credits to the existing payments due to user from their customers.
Enter Cost of Sales amount on invoice (2): this is for Miscellaneous Invoices in A/R. If set to Yes, there will be a Cost column in the Invoice Line Item section. If set to no, the Cost column will be hidden.
Maximum Write-off Amount (6) - this has been replaced by the write-off amounts in Group Security, so it can be disregarded here.
Remove prepayments on returned checks (7): This option if checked will automatically remove the prepayments by the customer on any check which user returns to customer, and amounts will be credits in the system to this customer.
Default Misc. Invoice Module (8): This is the default value for a module on all miscellaneous invoices which user enters in the system.
A/R Invoices - Print and Email (9 & 10): These are only used for FabSoft forms. If using Naviga HTML Forms, see Invoice Forms setup below.
Auto Assign New Batch IDs by default (11): This option, if checked as yes, will give all batch IDs which user creates an ID. If this option is not checked and its value is “No”, then user can enter their own batch ID. User can always override this by checking the box in the G/L Cash entry or payment entry screens to “Yes” and let the system provide an automatic batch ID.
Invoice Forms
This section determines the HTML Invoice forms setup and defaults. See Invoice Template Setup in AR Invoices section for information on the fields in this section
Statement Forms
Use this section to set defaults for A/R Statements and to set language preferences so that your clients can receive the statements in their local language if different than yours.
Statement forms selected can be different for Agencies vs Advertisers vs Parent companies. Select the appropriate form for each. (and if using the language overrides at the bottom, you have the same three options. Parent Company functionality comes into play if you run consolidated statements between your various system companies. See Company Setup for Parent Company definition.
Enter the email Subject line and Body Text in the space provided. (again that can be different for language overrides). Any of the Single-value merge tags from statement setup will be able to be used in the Subject and body as long as HTML formatting is not required since this is just a text box and not full HTML controls like you have in the creation of the statement itself. (That means things like Customer name, contact name, account number, total balance would be fine to put in, but the Logo wouldn't be, since that would require HTML formatting.
Override Email From Address - This will display the desired from address (perhaps "[email protected]" or "[email protected]"
Override Email To Address - This will override the To email address to be a specific email address. This comes in handy when you are testing a new statement form, or during an implementation where you don't want to risk sending test statements out to actual clients.
Collection Letters
Default From Email Address: If nothing is entered here, the "from" email will be the person sending the collection letters. Here you can set an alternative email address to use instead.
Write-offs and Refunds
This is the section for the write offs and refunds settings in A/R.
They include the company name and write off and refund G/L accounts ID and description. User can add more than one line to the list.
Client Defaults
This section defines the pre-populated values for new clients, which users create in the system.
For example, the default payment terms, tax, credit limit, control status, automatically approve new clients or require a manager to approve them and if prepayment is mandatory on all orders by new clients. If this is mandatory, then orders will remain in the reserved or quote status until a prepayment is attached to them. If there is an Advertising Client Type set on the client, then those defaults will override those that are set here.
#15 - Address required for Approval of accounts - This setting will apply to approvals from the Approve Pending accounts screen as well as manual approval of the account in Name Maintenance, and during campaign entry if user's group security permits the user to approve accounts. This setting is for Address and Phone.
European Union Tax Settings
These are the settings for EU tax rules to be used or not, default values for EU tax code, EU tax exempt code and non-EU exempt code.
Client Budget/ Forecast Entry Restrictions
User can set dates where the budgets and/or forecasts cannot be changed after a certain date. These restrictions can be erased using the x red button. More lines can be added using the + sign and user can fill in more restrictions per different years.
Email Pay Link Settings
This section is only for Naviga clients licensed to use the Client Portal.
See Pay invoices with Credit Card for details on using the pay link function.
Enter the desired amount of time to allow this link to be valid for (in days minutes and hours). It is required to put something in this field, or the client will get their link and it will already be expired. 999 is the limit in any of the fields, but if you set minutes to 999, it will automatically expand that out to 16 hours and 39 minutes, entering 999 in the hours field will expand that out to 41 days and 15 hours. (And, if you enter 999 in the days field, you might want to re-think your credit policies)
Enter the desired default Subject Line text
Using the Design and HTML tabs at the bottom, create your desired default text. Here is our sample HTML from above:
<p style="font-size: 16px"><a style="font-size: 16px; font-weight: bold" href="#LINK#">Click here</a> to view your and process your payment. <br>
<br>
</p>The only tag available for this template is the #LINK# tag which will give you the URL for the temporary link
Do not display stored payment methods - set to yes if you want the client to have to enter credit card details each time they pay with a paylink. Set to no if you prefer to list cards on file and allow the user to select them.
If you are using multiple profiles, the above messaging can be overwritten in the Portal Setup if you choose to have different text per portal profile. The profiles available to the sending user will be filtered based on the Product groups linked to the profile in portal setup.
Credit Card Options
Prompt to Save Card on File - This is a Yes/No flag that is set to no by default. If you would like to use in production it will need to be tested with your specific credit card gateway to ensure compatibility. Different gateways offer different options. If set to yes, the user will be prompted in the credit card entry if that card should be saved for future use.
Items 2 - 6 relate to the variable pricing by payment type feature. This is an add on for Naviga Ad which allows for a transaction fee to be charged based on the type of payment being taken. This affects payments taken on some screens in both the Advertising Module and the A/R module. There can be a different % fee for Card transactions than for Electronic Transfers like ACH. There is no fee for cash/check payments. Processors we currently interface with that allow both ACH and CC include the following: Authorize.net, Braintree, ImpressPay (aka FluidPay or AMR), Edgil Payway, and Stripe.
In some areas of the world, this is a standard practice and in other areas it may not be allowed by your payment processor, so it is important to verify your terms with your processor prior to implementing. You will only see options 2 - 6 if your site has opted to add this feature to your system.
Add Processing Fee - set this to "yes" to add a processing fee
Processing Fee Description - This is the description that the customer will see on receipts
Processing fee for Card Transaction - set the % amount that will be charged for card transactions
Processing fee for Electronic Transfers - set the % amount that will be charged for electronic transfers.
Processing Fee Class Codes for Card Transactions/Electronic Transfers - See Class Code Setup in A/R Module for setup details. The Class Code selected here will determine the G/L allocation for these fees. This can be different per system company.
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