Overview
The Accounts Receivable (AR) module manages the full order-to-cash lifecycle for FasTrax: creating and issuing invoices, posting and applying cash, monitoring customer credit, managing collections, and closing the period with auditable reporting. AR connects directly with shipments/entries to minimize re-keying and ensures amounts, customers, and supporting references stay in sync.
- Who uses AR: billing specialists, cash posters, collectors, and accounting managers.
- What you can do: generate invoices, post payments and credit memos, manage credit holds, run statements and dunning, close the month, and export reports.
ATS Portal — Web Interface for Accounting
The ATS Portal provides a modern, web‑based interface for Accounting managers and users. It surfaces live dashboards for A/R, A/P, billing, checks issued, scheduled payments, and work‑in‑process. From each widget you can drill down into the underlying customer, invoice, or file details to investigate issues or take action. Use the Portal to monitor aging, receipts, past‑due follow‑ups, and billing performance throughout the day—without leaving your browser.
Note: ATS Portal is an optional add-on module; contact your ATS representative for details.
Getting Started
Before you begin using Accounts Receivable, confirm the following setup in Maintenance and Setup & Administration. This ensures invoices post cleanly, cash can be applied without creating suspense items, and reports reconcile.
Bill Codes
- Define service Bill Codes with correct GL mappings and Fee settings.
- Set default amounts/units where helpful; mark inactive codes you no longer use.
- Verify that commonly used codes are visible to the AR/Invoicing roles.
Bank Codes
- Create a Bank Code for each depository account used for receipts.
- Confirm bank GL accounts and posting rules (cash, discounts, differences).
- If lockbox is used, store import profiles and matching priorities.
Departments / Branches
- Ensure Department/Branch lists are current and mapped to proper GL segments.
- Assign default departments to users/locations for consistent posting.
- Review reporting hierarchy (region/branch/collector) for aging/statements.
Customers
- Complete Customer Master data: terms, currency, statement/dunning preferences.
- Set credit limits, salesperson/collector, and email contacts for invoice delivery.
- Attach tax IDs/exemptions and default Bill Codes if applicable.
Tip: After setup, create a test invoice and a small test receipt to validate postings from end to end.
Core Workflows
Invoicing
- Start from a shipment/entry or billing queue; review charges and fees.
- Generate the invoice (PDF/print/email) and post to the ledger.
- Batch utilities for bulk invoice print/reprint and void/credit.
Cash Posting & Applications
- Record payments (checks, ACH/wire, card) and select invoices to apply.
- Handle partials, short-pays, and over-payments using adjustments/credits.
- Lockbox import (if enabled) to auto-match by invoice/customer/amount.
Credit & Collections
- Set and monitor credit limits, terms, and holds.
- Run aging and contact customers; record notes and next actions.
- Email statements and dunning letters from saved views.
Month-End Close
- Close AR Period
- Rebuild Account Summary if applicable
- Archive period reports to your compliance folder.
Prerequisites & Setup
Master Data
- Customers, terms, and contacts in Customer Master.
- GL mappings, Fee settings, and numbering in Setup & Maintenance.
- Carrier/port codes current in Maintenance to ensure invoice data aligns with filings.
Controls
- User roles and approval limits configured.
- Statement templates, email settings, and lockbox profile (if used).
- Finance charges and dunning policies (optional).
KPIs & Reports
Operational
- A/R Aging (by customer, collector, branch)
- Cash application turnaround time
- Open credit/ unapplied cash
Finance
- DSO and delinquency buckets
- Write-off/adjustment trend
- Revenue vs. billing variance
Security & Roles
- Billing — create/post invoices; limited to customer scope.
- Cash App — post payments and apply; cannot modify invoices.
- Collections — view aging/notes; send statements/dunning.
- Admin — setup, GL mapping, period close.
Integrations
- EDI/Email — invoice delivery to customers.
- Bank/Lockbox — import payment files to speed cash posting.
- GL Posting — summarized or detailed postings to your accounting system.
Tips & Best Practices
- Use saved filters (e.g., “Today’s invoices”, “Unapplied cash”, “Over-60 accounts”).
- Enter concise remarks (
[]keywords) on invoices and payments for audit trail. - Batch print statements after reconciling unapplied/credits.
Frequently Asked Questions
Who can use the Accounts Receivable module?
Billing specialists, cash posters, collectors, and accounting managers can use AR to manage invoices, payments, credit, and reporting.
How do I access the AR features in the ATS Portal?
The ATS Portal offers a web-based interface with live dashboards for AR, A/P, billing, and more. Drill down from widgets to investigate issues or take action—contact your ATS representative to enable this optional add-on.
What setup is required before using AR?
Configure Bill Codes (with GL mappings), Bank Codes (for receipts), Departments/Branches (with GL segments), and Customer Master data (terms, credit limits). Test with a sample invoice and receipt.
How do I create and manage invoices?
Start from a shipment/entry, review charges, generate the invoice (PDF/print/email), and post to the ledger. Use batch utilities for bulk print/reprint or void/credit.
How do I post and apply cash payments?
Record payments (check, ACH, card), apply to invoices, handle partials/short-pays with adjustments, and use lockbox import (if enabled) to auto-match payments.
How can I manage customer credit and collections?
Set credit limits and holds, run aging reports, contact customers, record notes, and email statements/dunning letters from saved views.
What steps are involved in the month-end close?
Close the AR period, rebuild the Account Summary if needed, and archive reports to your compliance folder.
What KPIs and reports are available in AR?
Track A/R Aging, cash application time, open credit, DSO, delinquency, write-offs, and revenue vs. billing variance for operational and financial insights.
What security roles are available?
Roles include Billing (invoice creation), Cash App (payment posting), Collections (aging/notes), and Admin (setup/period close).
How does AR integrate with other systems?
Integrates via EDI/email for invoice delivery, bank/lockbox for payment imports, and GL posting for accounting system updates.