Overview

This guide is intended for AR Supervisors, Accounting Managers, and authorized users who approve corrections and oversee controls. It highlights high-risk functions and provides a consistent approval/documentation framework.

• Revenue-impacting changes (write-downs, credits, adjustments) require documented approval.
• Customer reassignment (invoice transfers) should include a reason + cross-reference to the correct account/file.
• Policy / rate changes should be communicated to Billing and (if applicable) Operations.
• Exception actions (modify paid invoice) should be rare and tracked.

Modify Paid Invoice

Use Modify Paid Invoice only when authorized. This action can impact audit trails and customer balance logic.

Void Invoice

Use Void Invoice when an invoice must be cancelled. Ensure downstream processes (statements, collections, customer comms) reflect the change.

Transfer Accounting

Transfer Accounting is used to correct accounting allocation. It should be performed only with accounting approval and reconciliation awareness.

Setup & Maintenance

AR setup affects statements, aging behavior, and billing defaults. Maintain controls via Setup & Maintenance.

Bulk pricing changes should be treated as policy changes. Use: Update Customer / Manufacturer Standard Charges for mass adjustments by Bill Code.

• Review aging trends weekly (30/60/90+ buckets).
• Ensure unapplied cash and credits are resolved regularly.
• Use statements consistently and track customer disputes.
• Escalate chronic past due accounts per company policy.

Follow AR Month-End Procedures and verify:

• Invoices posted and reviewed
• Cash applied / unapplied items reviewed
• Aging reviewed for anomalies
• Reconciliation steps completed (per site policy)

Use a consistent log format for supervisor actions:

• Date/Time
• User
• Customer / Invoice References
• Action Taken (void/transfer/modify/adjust/setup)
• Reason
• Approver