Accounts Receivable

Accounts Receivable
Go to Table of Contents

The information for the Accounts Receivable is generated from the records contained in the Payment & Expense History section of the Bond/Power records. The reporting for Accounts Receivable provides an overview of monies owing to the agency. To access the Reports section of the Accounts Receivable requires an appropriate security clearance.

The Amount Owing is calculated based on the bond premium due as provided in the Surety Contract or the amount entered as Defendant Premium Charged field.

Buttons

Reports

Fields

Buttons

? (Help)

Save

Cancel

Edit

Focus

Refer to the User Interface section for the use of these buttons.

Buttons in the Bond/Power View Payment History Section

Insert Payment	Opens the Insert Payment window in the focus frame.
Insert Expense	Opens the Insert Expense window in the focus frame.
A/R	Opens the Accounts Receivable Detail in the Relationship Frame.

Buttons in the Bond Payment View

NSF Letter	Prints an NSF Letter
Print Receipt	Prints a receipt containing all available information.
A/R	Opens the Accounts Receivable Detail window.

Buttons in the A/R Detail View

Dunning Letter	Prints a letter advising that payment is past due.
Statement	Prints a detail of expenses and payments with a balance due.

NSF Payments

NSF Payments require two steps.

The original transaction must have its status changed to NSF. Select the appropriate payment record. Click Edit, then change the Status to NSF.
A new payment record with a negative amount paid must be inserted to reverse the transaction.

Write offs

To write off an expense do the following:

Locate the A/R detail for the relevant bond. Click Insert Expense.
In the Bond Expense Insert window, select the Expense Type of Write-off.
Enter the date of the write-off.
If you are writing off a specific expense, enter the vendor name. For a general write-off, enter Miscellaneous in the Vendor field.
Enter the amount you are writing off as a NEGATIVE number. (Put a minus sign in front of the number. e.g. -50.00)
In the Note field enter the reason for the write off or the name of the authorizing agent.
Save the record.

Fields - Go to - Buttons - Reports - Field - Top

Bond Payment
Bond/Power ID	Relates the payment to the Bond/Power
Payment Type	Indicates the type of payment. Selecting the down arrow provides the choices Cash, Check, Credit Card, Money Order, Wire Transfer, Other
Payer	The name of the individual making the payment.
*Date	BARS assumes the current date. This is a required field.
Receipt Number	Enter the receipt number issued.
Check Number	If a check, enter the number.
CC Type	If a credit card, enter Visa, Mastercard, American Express, etc.
CC Name	The name as it appears on the credit card.
CC Expire Date	The expiration date as it appears on the credit card.
*Amount	The amount paid.
Note	Free form note field.
Status	Statuses do NOT cause any actions to be taken. This is iinformational only. Some reports reflect this information.

Bond Expense
Bond/Power ID	Relates the expense to the Bond/Power
Related Collateral
Related Forfeiture
Related Motion
*Expense Type	Indicates the type of expense. Select from drop down menu.
*Invoice Date	The date of the vendor invoice
*Vendor	Who was the expense paid to.
Vendor Invoice	The invoice number from the vendor.
Description	Any further description of the expense that is required.
*Amount	The amount paid
Date Vendor Paid	The date that the vendor was paid.
Vendor Due Date	The date the invoice is due to be paid.
Payment Receipt Date	The date on the vendor receipt.
Payment Receipt Number	The vendor receipt number.
Note	Free form note field.
Status	Statuses do NOT cause any actions to be taken. This is iinformational only. Some reports reflect this information. Expense statuses include Active, Inactive, Cancelled, Write-off.

Accounts Receivable Reports - Go to - Buttons - Reports - Field - Top

An Accounting clearance is required to access any Accounts Receivable Reports. The following A/R Reports are available in Reports/Forms Section.

Transactions
Receipts for a Period	Finds all payments made within the designated period.
Payments by Type for a Period	Displays a report of payments of the type indicated for the designated period.
Payments for a Period	Displays a report of all payments for the designated period.
Write-offs for a Period	Requests the from and to dates.
Expenses for a period	Requests the From and To Dates.
Transactions within a period	Requests the From and To Dates

Receivables
Total Receivables	Displays a report of all receivables owing.
Statements	Prints statements for all accounts with an outstanding balance.
Missed Payments	Lists the Bonds with payments terms where the payer has missed a payment since the selected date. The calculation is made by dividing the number of payments which should have been paid into the amount paid.
No Payment Since	Lists the bonds with outstanding balances and no payment received since the from date.
Detailed Balance Outstanding for a defendant or indemnitor	Self-explanatory.
Renewal Premium Due	Lists all bonds still active that should have expired since the date indicated.

Form Letters
Dunning Letter	Self-explanatory.
Returned Check	Self-explanatory.

Go to - Buttons - Reports - Field - Top