Changing the Processing of AR Documents

In MYOB Advanced, you can require a user to perform additional steps during the processing of AR documents, by using settings located under the Data Entry Settings section on the General tab of the Accounts Receivable Preferences (AR101000) form.

Deferring the Release of AR Documents

You select the Hold Documents on Entry check box to indicate to the system that a new document should be saved as a draft. That is, the system saves each new document with the On Hold status until a user clicks Remove Hold on the toolbar of an appropriate form and the system changes the document status to Balanced.

Note: For documents with the Invoice type, the system may instead change the document status to either Pending Print or Pending Email.

The Hold Documents on Entry setting affects system behavior on the Invoices and Memos (AR301000), Payments and Applications (AR302000), and Cash Sales (AR304000) forms. The system behavior controlled by this option applies to all document types that can be created on these forms.

Making the Entry of Amounts Error-Proof

You select the Validate Document Totals on Entry check box to prevent any actions from being performed on a document (that is still editable) until a user types the total amount of the document in the Amount box, which is displayed on the data entry form if the check box is selected. The amount that the user enters must be equal to the amount calculated by the system.

The Validate Document Totals on Entry setting affects system behavior on only the Invoices and Memos form. The system behavior controlled by this option applies to all document types that can be created on this form.

Ensuring That the Document Is Printed or Emailed

You select the Require Invoice/Memo Printing Before Release check box to prevent an invoice from being released until a user prints the invoice for those customers who prefer to receive printed copies.

The system assigns the Pending Print status to the invoice when a user creates the invoice or clicks Remove Hold on the form toolbar if both the following conditions are met:

  • The Print Invoices check box is selected for the customer account on the Billing tab of the Customers (AR303000) form.
  • The Printed check box is cleared for the invoice on the Financial tab of the Invoices and Memos (AR301000) form.

You select the Require Invoice/Memo Emailing Before Release check box to prevent an invoice from being released until a user sends the invoice by email to those customers who prefer to receive invoices by email.

The system assigns the Pending Email status to the invoice when a user creates the invoice or clicks Remove Hold on the form toolbar if both the following criteria are met:

  • The Send Invoices by Email check box is selected for the customer account on the Billing tab of the Customers form.
  • The Emailed check box is cleared for the invoice on the Financial tab of the Invoices and Memos form.

These settings affect system behavior on only the Invoices and Memos form. The system behavior controlled by this option applies to all document types that can be created on this form.

Making the Entry of an External Reference Number Foolproof

You select the Require Payment Reference on Entry check box to prevent any actions from being performed on a document (that is still editable) until a user types the external reference number of the document in the Payment Ref. box, which is displayed on the form. You can turn on auto-numbering for this box when you configure a payment method. For details, see Payment Methods for Customers.

The Require Payment Reference on Entry setting affects system behavior on the Payments and Applications (AR302000) and Cash Sales (AR304000) forms. The system behavior controlled by this option applies to all document types that can be created on these forms.

Affecting the Processing of Batches

The processing workflow of batches generated in the accounts receivable subledger is controlled by settings in the Posting and Retention Settings section on the General tab of the Accounts Receivable Preferences (AR101000) form.

By using these settings, you can do the following:

  • Prevent the automatic posting of the batches generated when a document is released. To do this, you clear the Automatically Post on Release check box.
  • Switch on the summarizing of amounts of document lines that contain the same sales account in one transaction. To do this, you select the Post Summary on Updating GL check box and make sure that the Summary option is specified for the sales account in the Post Option column on the Chart of Accounts (GL202500) form. For details, see the description of the check box in the Accounts Receivable Preferences topic.