Settlements

Security

Built-in filters

In ActivityHD, manual entry of settlements is not required. Settlements can be generated directly from contracts.

New lines can be added to a settlement to record a change order or to record emergency services on a work order. New lines can be inserted anywhere in the Lines table.

In the Navigation pane, highlight the Contracts Processing > Settlements folder.
Locate and double-click the settlement you need to add a change order on to open it in the Settlement window.
In the Lines table, click somewhere in the line that you want to add a new line above, then click to add a blank line in the table.
In the new line, select the Product associated with the change order or with the "uncontracted" service.
In the Settlement area of the table, enter the Date of the change order.

The product selected determines which cells in the new line are enabled.

If hours are applicable to the calculation for the selected product/service, the Hours cell is enabled. Enter the hours associated with the product/service. (If the hours apply for multiple people, enter the hours for one person, then enter the number of people in the Quantity cell.)
If quantity is applicable to the calculation for the selected product/service, the Quantity cell is enabled. Enter the number of instances (e.g., people, deliveries) for the product or service.
The Price cell holds the unit or total cost for the product or service. If the price is part of a calculation with hours and/or quantity, enter the unit price. If the price is a flat amount, enter the total price.
The Discount cell holds the amount of any discount taken for the product or service. If no discount is available, accept 0.00. If you need to override the calculated discount, enter the actual discount amount.
Repeat steps 3-9 for each change order line you need to add.
When you finish, save your changes.

Flag a prepayment for refund

Post settlements to AR

When you post settlements for a contract to Accounts Receivable, the settlement lines are moved into an AR invoice, each product is replaced with its corresponding ARCode, and attributes are updated from the contract.

Note

To use Post Settlements to AR to create invoices with extra GL entries, the corresponding settlements must contain valid extra GL accounts.

If you have a credit expression set up on a product to determine exactly how much revenue to recognize and how much to adjust deferred revenue, extra GL lines are created on the AR invoice. The extra GL lines default to a debit/credit entry to the same account which is indicated on the Invoice tab.

In the Navigation pane, highlight the Contracts Processing > Settlements folder.
Start the Post Settlements wizard.
- To post all or a filtered subset of settlements:
  1. Right-click the Settlements folder and select Select and Post Settlements from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the settlements.
  3. Click Next >>.
- To post specifically selected settlements:
  1. In the HD view, select the settlements to post. You can use Ctrl and/or Shift selection to select multiple settlements.
  2. Click .
- To post a particular settlement from the Settlement window:
  1. In the HD view, locate and double-click the settlement you want to post. The Settlement window opens with the settlement loaded.
  2. Click .
On the Options tab of the wizard, enter a name for the Invoice Batch.
Click Next >>. The wizard prompts you to confirm that you want to post the settlement batch.
Click Yes.
Click Next >>.

At this point, you can double-click the invoice(s) in the right pane to drill down to the AR Invoice window; delete an invoice; print the AR Invoices Listing and/or Tax Liability Report; and proof, merge, validate, print, summarize, or void AR invoices.
When you finish viewing or working with the invoice(s), click Finish.

To correct problems with an AR invoice created in the Post Settlements to AR process, you can delete the invoice to reopen the settlement for changes. Otherwise, if there are no problems, you can merge the invoice and apply it towards the customer's unapplied receipts.

Post to AP (for payment)

In the Navigation pane, highlight the Contracts Processing > Settlements folder.
Start the wizard.
- To pay all or a filtered subset of settlements:
  1. Right-click the Settlements folder and select Select and Pay Settlements from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the settlements.
  3. Click Next >>.
- To pay specifically selected settlements:
  1. In the HD view, select the settlements to pay. You can use Ctrl and/or Shift selection to select multiple settlements.
  2. Click .
- To pay a particular settlement from the Settlement window:
  1. In the HD view, locate and double-click the settlement you want to pay. The Settlement window opens with the settlement loaded.
  2. Click .
On the Options tab of the wizard, enter a name for the Invoice Batch.
Click Next >>. The wizard prompts you to confirm that you want to pay the settlement batch.
Click Yes. ActivityHD creates the AP invoices for payment and reports any errors encountered.
Click Next >>.

At this point, you can double-click the invoice(s) in the right pane to drill down to the AP Invoice window; delete an invoice; print the Invoices Listing; and proof, merge, pay, validate, or void invoices.
When you finish viewing or working with the invoice(s), click Finish.

Settlements Listing

Purpose

The Settlements Listing provides a list of the settlements in your system.

Content

For each settlement included on the report, the listing shows:

number
description
customer
contractor
date

In addition, you can include one or more of the following:

attributes
lines (line number, product, description, date, hours, quantity, price, discount, amount, detail total, sales tax, total with tax)
payments (payment type, amount applied, refund amount, total amount applied)
terms (term code, data type, value)
payables (AP vendor, APCode, account, amount)
timestamps
memos
custom fields.

Print the report

In the Navigation pane, highlight the Contracts Processing > Settlements folder.
Start the report set-up wizard.
- To report on all or a filtered subset of settlements:
  1. Right-click the Settlements folder and select Select and Report > Settlements Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected settlements:
  1. In the HD view, select the settlements to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Settlements Listing from the drop-down menu.
- To report on a particular settlement from the Settlement window:
  1. In the HD view, locate and double-click the settlement to report on. The Settlement window opens with the settlement loaded.
  2. Click and select Settlements Listing from the drop-down menu.
On the Options tab, mark the checkbox(es) for the additional information to include:
- Attributes
- Lines
- Payments
- Terms
- Payables
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Settlements
Settlement lines

Settlement Report

Purpose

The Settlement Report provides a detailed report of settlements which can be given to customers for their review or to inform them of settlement amounts. The Settlement Report can be produced before or after invoicing.

Content

For each settlement, the report shows:

your company name
your company address
settlement description
customer name and address
settlement date
contract number
settlement number for the indicated contract
attribute names and attribute values (if applicable)
payments
product types
total amount to be settled
sales tax
total payments
balance due.

For each payment on a settlement:

payment type.

For each product type on a settlement:

product type description
settlement lines.

For each settlement line:

product description
date
hours
quantity
price
amount
credit.

Print the report

In the Navigation pane, highlight the Contracts Processing > Settlements folder.
Start the report set-up wizard.
- To report on all or a filtered subset of settlements:
  1. Right-click the Settlements folder and select Select and Report > Settlement Report from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected settlements:
  1. In the HD view, select the settlements to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Settlement Report from the drop-down menu.
- To report on a particular settlement from the Settlement window:
  1. In the HD view, locate and double-click the settlement to report on. The Settlement window opens with the settlement loaded.
  2. Click and select Settlement Report from the drop-down menu.
Select the Options tab.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Settlements
Settlement lines
Settlement payments
Settlement payables
Attributes

Settlement Record ID

Number

The system-assigned settlement number.

Contract

The contract associated with the settlement.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Sales tax

The sales tax calculated for the items on the settlement. The sales tax amount can be overridden.

Total

The total amount of the settlement

Description

A description of the settlement. The description is used on the AR invoice.

Date

The settlement date.

AR Invoice

The invoice number of the AR invoice created when the settlement is posted.

AR Invoice Total

The calculated AR invoice total.

Settlement tab

Contractor

The name of the contractor associated with the contract.

Customer

The customer on the contract. You can drill down on the customer code to open the customer record.

Attributes

This section shows the active attributes for the Contracts Processing system and any attribute item values assigned on the current contract.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Payments table

This table shows any prepayments which are specified on the contract.

Payment Type

The payment type associated with the selected payment line. Payment types are user-defined.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Amount

The amount of the prepayment.

Balance

The balance due after the prepayment.

Refund?

If this checkbox is marked, indicates that the payment has been flagged for refund to the customer.

The refund of a prepayment is a separate AR negative invoice that is created when you post the settlement to AR. Using the AR to AP interface, the invoice can automatically be moved into Accounts Payable for processing.

Totals

The total amount of prepayments listed in the table, and total balance remaining on the items after the prepayments.

Lines table

This table shows amounts from the original contract, actual amounts reported on work orders, and adjustments or modifications to the amounts to be charged to the customer.

Tip

Line numbers in the Lines table are editable. You can change the line numbers in order to reorder the rows in the table.

Product

A product represented on the contract.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Contract

This group of columns shows amounts from the original contract.

Contract Line

The contract number and line number that references the corresponding product.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Hours

The hours for the product/service allotted for the corresponding contract line.

Quantity

The quantity for the product/service alloted for the corresponding contract line.

Price

The estimated price for the product/service for the corresponding contract line.

Amount

The total amount for the product/service allotted for the corresponding contract line.

Actual

This group of columns shows actual amounts from work orders.

Work Order

The work order associated with satisfying the corresponding line of the contract.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Hours

The actual hours for the product/service on the corresponding contract line.

Quantity

The actual quantity for the product/service on the corresponding contract line.

Price

The actual price for the product/service on the corresponding contract line.

Settlement

This group of columns shows adjustments or modifications to the amounts to be charged to the customer.

Date

The date of the settlement for the product/service on the corresponding contract line.

Hours

The adjusted hours for the product/service on the corresponding contract line.

Quantity

The adjusted quantity for the product/service on the corresponding contract line.

Price

The adjusted price for the product/service on the corresponding contract line.

Discount

The discount applied for the product/service on the corresponding contract line.

Amount

The adjusted amount for the product/service on the corresponding contract line.

Credit

The credit amount for the product/service on the corresponding contract line.

Payment Type

The payment type for the product/service on the corresponding contract line. Only payment types referenced in scheduled payments for the contract are available for selection.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Totals

The total settlement amount and total credit for the corresponding contract line.

Terms table

Use the table to provide values for any terms used in calculation expressions, credit calculation expressions, or payables expressions.

Code

The unique code for the term.

Data Type

The data type of the term. Valid types are:

True/False
Date
Numeric
String

Value

The value to replace the term with in the calculation expression for the item.

Payables table

Use this table if you need to create or modify AP invoices based on the settlement.

AP Vendor

The vendor that will receive money based on the settlement.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

APCode

The APCode, typically a 1099 code, to associate with the AP invoice.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Account

The GL distribution account for the resulting AP invoice.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Amount

The amount of the AP invoice.

AR Receipts tab

Receipts subtab

The Receipts pane shows the Receipts HD view in Accounts Receivable filtered to show all AR receipts that reference the selected settlement.

Double-click a row in the pane to drill down to its record in the Receipt window.

Receipt Detail subtab

The Receipt Detail pane shows the Receipt Detail HD view in Accounts Receivable filtered to show all AR receipt detail lines that reference the selected settlement.

Double-click a row in the pane to drill down to its record in the Receipt Detail window.

AP Invoices tab

The AP Invoices pane shows the AP Invoices HD view filtered to show all AP invoices for the selected settlement.

Double-click a row in the pane to drill down to its record in the AP Invoices window.

Notes tab

The Notes pane shows the Notes HD view filtered to show the notes for the selected settlement.

Double-click a row in the pane to drill down to its record in the Note window.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Common accesses available on settlements

Access	A user with this access can...
Change	Use the mass change action on settlements.
Custom Fields	Create and edit custom fields for settlements.
Data	Have read-only access to settlements from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete settlements.
Edit	Edit settlement records.
Export	Export settlement records from ActivityHD.
Import	Import settlement records into ActivityHD.
New	Create new settlement records.
Read	Have read-only access to settlement records.
Report	Run reports with settlement information.
Report Designs	Create and edit report designs with settlement information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to settlements.
Shared Filters	Create and edit shared filters on settlements.
Visible	View the Settlements folder in the Navigation pane.

Special accesses available on settlements

Access	A user with this access can...
Pay	Pay settlements.
Post	Post settlements.

The following built-in filters are available for settlements:

Filter Name	Effect
? Contract Number	Prompts for a contract number and lists the settlements with the specified contract number.
? Contract Type	Prompts for a contract type and lists the settlements with the specified contract type.
? Customer Code	Prompts for a customer code and lists the settlements with the specified customer code.
? Date Range	Prompts for a range of settlement dates and lists the settlements with a date in that date range inclusive. Blank Begin Date and/or End Date are allowed.
Ready to Post to AR	Lists the settlements which are ready to post to AR.

AccountingWare, LLC

5225 S Loop 289, #207

Lubbock, TX 79424

806.687.8500 | 800.354.7152