Customer Entry Roll Balances Report overview

Roll balances

The Customer Entry Roll Balances Report rolls these balances to the next period:

• Customer Setup total exposure
• Customer Setup balances
• Customer Ship To Setup balances

If you run the Customer Entry Roll Balances Report with the Month End Payment History Update? and Post Service Charges? options set to No, these tasks are completed:

• Take the age date you specify
• Calculate the new period date ranges
• Roll the invoices into the correct periods.

This table shows how new dates are calculated:

Last Age Date = 3/21/99	Number of Days	Last Age Date = 4/21/99
Period 1 - 3/31/99 to 4/19/99	30	Period 1 - 4/21/99 to 5/20/99
Period 2 - 2/19/99 to 3/20/99	30	Period 2 - 3/21/99 to 4/19/99
Period 3 - 1/20/99 to 2/18/99	30	Period 3 - 2/19/99 to 3/20/99
Period 4 - 12/20/98 to 1/19/99	30	Period 4 - 1/20/99 to 2/18/99
Period 5 - Older to 12/19/98	30	Period 5 - Older to 1/19/98

The balances in each period are not automatically rolled to the new period. The due date for each invoice is used to determine if the invoice should be rolled and in which period it now belongs.

Service charges and miscellaneous credits and unapplied cash can also be rolled into the correct periods depending on the SA Administrator Options-Customer-Balances-Special Transactions settings. If the Age Service Charges option is selected, only service charges are rolled in the period balances. If the Age Miscellaneous Credits option is selected, only miscellaneous credits and unapplied cash are rolled. If both options are selected, service charges, miscellaneous credits and unapplied cash are all rolled.

If the options are not selected, neither service charges nor miscellaneous credits and unapplied cash are rolled into the period balances when you run the Customer Entry Roll Balances Report.

After you set these options, do not change them without considering their effect on period balances. If you decide to change these options, sign out of the system and then sign back in before you roll balances to ensure that the SA Administrator Options-Customer-Balances-Special Transactions change is incorporated.

Service charges

Along with rolling balances, you have the option to apply service charges. Service charges can be calculated with or without posting them to Customer Setup and Customer Transaction Entry. If you calculate service charges without posting them, you can change them later by entering them manually in Customer Transaction Entry. If you post service charges when you run the Customer Entry Roll Balances Report, you cannot make changes in Customer Transaction Entry without first manually reversing the original service charges. If you run Customer Entry Roll Balances Report for the incorrect date without updating, you can rerun it for the correct date to reset the period dates.

The Roll Balances portion takes place first, then service charges are calculated. In SA Administrator Options-Customers-Balances, you can either service charge by entering values in the period/rate section or charge a rate based on a customer’s balance.

The Age Miscellaneous Credits and Age Service Charges options in SA Administrator Options-Customers-Balances also affect service charging. These options determine whether service charges and miscellaneous credits and unapplied cash are included when rolling balances. Do not change these options arbitrarily because they affect the customer's period balances.

This table shows each aging option and how service charges are calculated:

Option	Service Charging by Period	Service Charging By Balance
Age Service Charges	Service charge percentage is multiplied by the period balance, less service charges that fall in that period, after all miscellaneous credits and unapplied cash are applied to the oldest periods.	Service charge percentage is multiplied by the total amount of Periods 2-5, less service charges and all miscellaneous credits and unapplied cash.
Age Miscellaneous Credits	Service charge percentage is multiplied by the period balance, less service charges and less miscellaneous credits and unapplied cash that fall in that period	Service charge percentage is multiplied by the total balance of Periods 2-5, less service charges and less misc. credits and unapplied cash in Periods 2-5
Both options selected	Service charge percentage is multiplied by the period balance, less service charges that fall in that period, less miscellaneous credits and unapplied cash that fall in that period.	Service charge percentage is multiplied by the total balance of Periods 2-5, less service charges and less misc. credits and unapplied cash that fall in Periods 2-5.
Neither option selected	Service charge percentage is multiplied by the period balance after miscellaneous credits and unapplied cash are applied to the oldest periods.	Service charge percentage is multiplied by the total amount of Periods 2-5 less misc. credits and unapplied cash and service charges.

If you use the Period method to calculate service charges, a flat service charge percentage is associated with each period. After the Customer Entry Roll Balances Report is complete, the service charge percentage is multiplied by the balance in each period, less miscellaneous credits and unapplied cash and disputed invoices. The service charge amount that is calculated for each period is added together and added to the service charge amount on the customer's Customer Setup record. If a negative balance exists in Period 2 or earlier, a negative service charge is calculated and deducted from the oldest period with a positive balance, until it is zero. The total calculated service charge balance is never less than zero.

If you calculate service charges based on the customer's balance, you should have specified minimum balance amounts and percentage rates in SA Administrator Options-Customers-Service Charges. The percentage rates are applied against the customer's net past due balance (Total Balance of Periods 2 through 5 - Service Charges - Future invoices - Miscellaneous Credits - Unapplied Cash - disputed invoices) in Customer Setup. The percentage rate that is applied is determined on a step method.

This table shows an example with the customer's net balance at $4,300.00:

Level	Rate	Minimum Amount	Charge
Level 1	1.5%	$1,000.00	$1,000.00 x 1.5% = $15.00
Level 2	2.5%	$2,500.00	$2,500.00 x 2.5% = $62.50
Level 3	3.0%	$4,000.00	$800.00 x 3.0% = $24.00
Level 4	3.5%	over	Total Service Charge = $101.50

The customer's net balance falls into Levels 1, 2, and 3. The service charge amount is $101.50 and is added to the service charge amount in Customer Setup.

If miscellaneous credits and unapplied cash exist, they are temporarily subtracted from the correct period before the service charge is calculated. The miscellaneous credits and unapplied cash are not subtracted from the period, only temporarily for the purpose of calculating service charges.

Service charges are only applied to balances in Periods 2, 3, 4, and 5, beginning with the Period 5 balances. They are not applied to Period 1 balances, future invoices, and disputed invoices. They are not applied to previous service charges.

In SA Administrator Options-Customers-Service Charges, set an amount in the Minimum Service Charge Amount field. If the calculated service charge is below the minimum, the customer is charged the minimum instead. You can also can set an amount in the Minimum Balance to be Service Charged field. If any customer's balance is less than the minimum balance amount, the customer is not service charged.

When you run the Customer Entry Roll Balances Report with the Post Service Charges option set to Yes, a service charge transaction is written to the Customer Transaction Entry transaction file for the total service charge amount.

The posting date you specify becomes the invoice number for the service charge transaction. If more than one service charge transaction for the same customer occurs with the same invoice number, the invoice number is appended with a -99, -98, and so on.

After you roll balances and complete service charges in the Customer Entry Roll Balances Report, the General Ledger AR Control account is debited and AR Service Charge account is credited for the service charge amount, when appropriate. Accounts Receivable searches for the correct General Ledger account codes in the customer's Customer Setup record. If they are not found, the SA Operator Setup record is checked. If they do not exist per operator, the R&D operator record in SA Operator Setup is checked for the correct account codes. If none are found in SA Operator Setup, the Suspense Debit and Credit accounts from SA Company Setup are used. If no suspense accounts exist, you must set them up before opening the journal.

Because the Post Service Charges? option is separate from the Month End Payment History Update? option, you can service charge multiple times in one month. In the previous example, if you roll balances and service charges again, the amount calculated is added to the existing $101.50. Unless you want to service charge invoices again that were service charged the first time, you might want to run additional Customer Entry Roll Balances Reports with the Post Service Charges? option set to No.

You can also perform service charging by customer ship-to job number. To calculate service charges for each ship-to/ job number, select the Service Charge options in the customer’s ship-to /job record and the customer’s Customer Setup. You must also select the By Ship To (Job) option in SA Administrator Options-Customers-Service Charges.

When the Customer Entry Roll Balances Report is run, a service charge transaction is created for each ship-to/job number whose total balance of ship-to invoices meets the minimum to service charge. If the Post Service Charges? option is set to Yes, this service charge transaction is written to the Customer Transaction Entry transaction file in the same way for regular customers, but it includes the customer's ship-to/job number.

If you select the Age Miscellaneous Credits option in SA Administrator Options-Customers-Balances, miscellaneous credits and unapplied cash are aged by ship to record into the appropriate periods.

Month end payments

The Month End Payment History Update? option updates the payment history stored in Customer Payment History Setup. Twelve months of payment history are stored for Periods 1 - 5, service charges, miscellaneous credits, and unapplied cash. Each time you run the Customer Entry Roll Balances Report with the Month End Payment History Update? option set to Yes, all payment balances are rolled into the next month. Month 1 is always the most current payment history information.

Do not update payment history more than once per month. Each time you update payment history, the payment balances roll into the next month. If you run this function multiple times in one month, the balance rolls multiple times.

Each time you run the Customer Entry Roll Balances Report, an out-of- balance condition could occur. A customer is considered out-of-balance if the Customer Transaction Entry transaction history file does not match the balances in the customer's Customer Setup record. The Customer Entry Roll Balances Report automatically corrects the customer balances to match the Customer Transaction Entry transaction history file. A message that includes the customer number and name prints on the Customer Entry Roll Balances Report to indicate when a correction is made.