Module Implementation and Setup

Learn about the tasks for implementing and setting up the Accounts Receivable module.

Define an Analyse Current Business Requirements

This step is an important pre-requisite before any data is converted or setup in the Accounts Receivable module. Review your current business processes around AR functions. Analyse your requirements to determine how Greentree Desktop should be set up to support your business needs.

You should also review your existing reports to determine how Greentree Desktop reports meet your needs.

Your Greentree consultant can help you prepare your business requirements definition, and help you to understand how Greentree Desktop satisfies your process requirements.

Determine the Data Conversion Method

You must determine how you will transfer data (primarily customer masterfiles, opening balances, and/or historical transactions) from your current system into the system. There are three main ways to do this:

Enter data into Greentree Desktop (for example, customers, opening balances).
Convert data from your current system into Greentree Desktop. If you select this method, you must map the data from your old system to Greentree, and a conversion form must be developed.
Upload data into Greentree Desktop from Excel, using the FREE functions. If you use this method, you must extract data from your current system and manipulate it in Excel before applying formulas to load data into Greentree Desktop.

The method you choose depends on the volume of your data, and your requirements in terms of historical data that must be retained when you transition to Greentree Desktop.

Review and Define System Setup Parameters

Reviewing the system setup options, and determine which codes/parameters must be set up to support your business processes. Carry out the task in this order:

(a) Pre-requisites to defining Accounts Receivable Module Control Parameters

Set up these codes before assigning defaults to the Accounts Receivable Module Control form.

Define Currency Codes. All companies in Greentree Desktop use these codes..
Define Payment Terms
Define Overdue Interest Codes
Define Branch(es).
Define Calendar(s). These are system-wide.
Define Cash Analysis Codes (if Cash Management is in use).
Define Salespeople
Set up Taxation parameters
Define Inventory Transaction Types (if Inventory is in use).

(b) Define Accounts Receivable Module Control Parameters

When you have setup codes, you can define the Module Control defaults and parameters.

Note: You can only complete some parts of the Module Control form — such as the default Customer Team (if Advanced Security is in use), and Sales Analysis defaults for ODBC — after the customers have been created (Task 4).

Setup these AR parameters, to support your business processes:

Country Codes - set up on the System Utilities form.
Price Books (if Inventory is in use) - set up on the Price Book Maintenance form.
GL Accounts (AR Control and Tax Accounts as a minimum). These are defined on the GL Account Maintenance form.
Customer Trees *
Non-stock Codes
Posting Periods *
Standing Invoices *
User Fields

Note: Parameters marked with an asterisk (*) indicate that one or more customers must be set up before these can be completed.

(d) Assign AR Integration GL Accounts in General Ledger Module Control - Integration

Assign the AR Control, Discount Allowed, and Tax GL Accounts in General Ledger Module Control form. These defaults to all new customers as they are setup.

Setup Customers

Setup customers, and assign parameters to masterfiles. Some parameters is taken from the Accounts Receivable Module Control form and the General Ledger Module Control form. You can load customers into Greentree Desktop manually, using a conversion form, or with the FREE Create Customer function.

When you have created customers, you can setup customer trees and standing invoices. You also need to assign Sales Analysis ODBC parameters if required on the Accounts Receivable Module Control form.

Create and Reconcile Opening Balances

There are three ways that you can load customer balances into Greentree:

Use the Opening Balance Entry form (if open transactions are not being converted).
Use Excel FREE functions to create invoice transactions to represent opening balances.
Manually enter invoices to represent opening balances.

Once the customer balances have been created, reconcile them with your old system balances.

Develop Procedures Documentation and Train Users

When you have set up the Accounts Receivable module to meet your business needs, you should update your process and procedures documentation as required, if the process or function differs from your existing system. You should train key people in your organisation to use the Accounts Receivable module.