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Accounts Receivables

Questionnaire
Please fill out the following information as completely as possible:

AR1. Do you book your receivables on the customer/declare your debtors before delivery of
goods or after delivery of goods at the end of stipulated period (To decide on the
invoicing Rule to be used )
 Arrears
 Advance
 Immediate

AR2. Do you have walk-in customers? If yes please specify the percentage of sales to walk-in
customer over total sales?(This is to decide on creating a logical customer by name
“Cash”)

AR3. Do you declare your earnings for any sale of goods or services in same period or multiple
periods? Specify the details. (TO decide on the Accounting Rule to set up)

 Yes
 No

AR4. Do you book revenue by product or product group?(To decide if revenue is to be reported
per each inventory item or for each Item category and to create transaction types using
revenue account code combinations referring to that product)

 Yes
 No

AR5. Do you have more than one receivables account?

 Yes
 No

AR6. Do you book sales tax on one account only or do you have one for every state?

 One Account
 Every State

AR7. Do you have a requirement to send an invoice in foreign currency?

 Yes
 No

AR8. Do you group customers by particular classification or category? (To fix up the required
Customer Profiles)

 Yes
 No

AR9. Please specify the different terms and conditions under which you deal with each class of
customer in the previous question?

AR10.Do you check credit for all customers?

 Yes
 No

AR11.Do you base your credit limits on individual orders, bill to address total, or customer
total?

 Individual orders
 Bill to address total
 Customer total
 Other_______

AR12.Do you send statements of accounts to all customers?

 Yes
 No

AR13.Do you send customer statements to all customer groups or only to the customers having
dues ( To decide on the statements block on the profile transactions tab in the profile class
form)?

 Yes
 No

AR14.Do you send dunning letters/remainders?

 Yes
 No

AR15.Do you send remainders for the customers for the disputed remainders as well?

AR16.At what frequency do you remained (interval of dunning letters sent)

AR17.Do you change the text of letter at each interval?( to design differently worded at
various stages of non payment)

AR18.After how many remainders/Dunning letters would you take legal Action?(To design the
last dunning letter in the form legal notice)
AR19.Can you provide a sample of your current invoice? Please attach.

 Yes
 No

AR20.Do you require invoice to be entered in a batch?

 Yes
 No

AR21.Do you raise invoices regularly on any customer? (To decide on the “Copy Documents”
feature)

 Yes
 No

AR22.Do you require any invoice consolidation? (WORKORDER CONSOLIDATION)

 Yes
 No

AR23.Do you sell to other companies in the group?

 Yes
 No

AR24.Do you charge freight separately or included in the sale price( To decide on the use of
freight as a line item)
 Yes
 No

AR25.Do you charge tax on freight?

 Yes
 No

AR26.Do you issue credit memos? Please site situations.

 Yes Examples:_________
 No

AR27.Do you record debit memos from customers? Please site situations.

 Yes Examples:_________
 No

AR28.Do you close some of the customers dues and replace them with debit items

 Yes
 No

AR29.Do you adjust invoices other than the following situations?

 Bad debt
 Freight
 Tax
 Finance charges
 Write-Off
 Bank Charges
 Errors
 Others, please specify

AR30.Do you receive payments from customers other than the following modes?

 Cash
 Check
 Wire
 EFT
 Lockbox
 Others, please specify CREDIT CARD

AR31.Do you receive payments from customer in foreign currency? (To enable multi currency
receipts)

 Yes
 No

AR32.Can you identify any non-invoice related receipts?

 Cobra payments
 Cash advance liquidation
 Asset disposal
 Interest & dividend Income
 Miscellaneous Receipts
 Others, please specify______

AR33.Do you have salespersons? If yes, please indicate names and start date
 Yes
 No
AR34.Do you track sales persons or customer accounts by territories? Please provide list of
territories. (to setup sales territory flexfeild)
 Yes Maybe
 No

Salesperson/CustomerTerritories

AR35.What are your payment terms?

 Immediate
 COD
 Net 10
 1%/10, Net 30
 2%/10, Net 30
 Net 30
 Net 45
 Net 60
 Others, please specify__________

AR36.What kind of documents will you use for billing the customers, accepting advances and
giving concessions if any (To decide on transaction types?

 Invoice – Standard
 Invoice – Manual
 Credit Memo
 Debit Memo
 Chargebacks
 Others, please specify__________

AR37.Do you charge sales tax and what is the sales tax location structure that you would like to
use to accomplish this?

For example: State – County – City


 Yes Structure State – County – City
 No

AR38.Please provide information about existing systems from which invoices are to be
interfaced?
Automatic
Automatic Numbering
Numbering(Batch) (Transaction)Last
Source Name Description Last No No
AR39.Please provide the information about collectors:

Correspondence Telephone
Name Description Name Number

AR40.Please specify the information for your adjustment approval limits:

User Name Description From Amount To Amount

AR41.Please specify the primary bank account used for depositing the money received from
customer(To decide on internal banks)

Receipt Classes

AR42.Describe your collection process. (To decide on the Receipt Classes)

AR43.Please categorize your receipts based on date of maturity or method of reconciliation ,


remittance requirements etc? (provide information regarding receipt classes below)

Receipt Class Bank Account


Name Payment Method Bank Name Name

*Note: Additional receipt classes will be identified after initial setup is complete

AR44.how do you generally classify customer dues based on the period of delay (To decide on
Aging periods)
Sequence No Type Days From Days To

*Note: Need to check the format of the output to verify that all the columns mentioned
above can be accommodated on the same sheet
Example of Aging Periods:

Sequence No Type Days From Days To


0 Current 0 30
1 Past Due 31 60
2 Past Due 61 90
3 Past Due 91 120
4 Past Due 121 And over
5 Past Due 121 9999999

AR45.Please indicate the first open period in Receivables?( to be determined by the history cut-
off date)

AR46.Do you avail lockbox facility provided by your banker. Please specify the
frequency at which the bank sends the lockbox file?

AR47.Which department enters customers and owns the customer master file?

AR48.What access to the customer master file do other departments require? (inquiry or
updates to addresses, salesperson assignments, marketing information, contacts,
telephone numbers, maintain bank account information, customer relationships,
credit profiles, tax exemptions). Particularly so far the credit limit?

AR49.Do you have customers that pay for each other (to decide on reciprocal
customers)

AR50.How many new customers are added each week?

AR51.Do you currently have standard customer naming conventions?

AR52.Will you be using a sales tax vendor to provide you with sales tax rates, and the
software for address validation values for states, counties and cities?
AR53.Would you like to enter the foreign customer addresses in their country’s proper
format?(To decide on the Address Style DFF to be compiled)

AR54.Do you have a requirement to validate foreign customer addresses. (Country


codes, cities, postal codes, etc.- To decide on the address validation field in the
system )

AR55.Do you have a requirement to group customers by account status. (Used for the
Account Status Report)

AR56.Do you have a requirement to batch invoices during invoice entry. (If you are
importing invoices from another system)

AR57.What is the current invoice and credit memo numbering strategy and what
number are you currently on?(To decide on Automatic Transaction Numbering at
Transaction Sources)

AR58.Review the Oracle Standard invoice. Are there any additional fields that you
require to print the invoice?

AR59.Do you need VAT Report, and at what frequency? Please provide sample of all
the reports you need regarding sales tax, withholding tax or VAT or other taxes

AR60.Do you remit deferred sales taxes that are not due to the taxing authority until the
cash has been collected?

AR61.Do you charge tax on freight?

AR62.Do your customers have Tax Exemptions

AR63.Do you include discounts when calculating tax?

AR64.Do you calculate tax based upon a quantity?

AR65.Please list your different revenue account descriptions and numbers.

AR66.Is all freight charged to one account? Please list any others.

AR67.Do you have a requirement to create chargebacks to charge customers when they
take unearned credit or for other reasons? Please list chargeback situations.

AR68.Do you have a requirement to create commitments for customer deposits or


guarantees? Please list commitment transactions. Also specify the sequence
numbers to be used for such documents?
AR69.Are there any legal requirements for document sequencing? If so, explain
requirements

AR70.Do you invoice in one currency but may receive payment in another currency?

AR71.What is the count of receipts per month?

AR72.Do you issue Bills of Exchange as a promise to pay specific amounts on


invoices/debit memos on a specific date?

AR73.How do you determine which customer uses which remit-to address?

AR74.Please provide adjustment limits for each user authorized to perform adjustments.

AR75.Will you require invoice line level detail on aging report?

AR76.How often will you send statements?

AR77.Will you send statements to all customer groups?

AR78.Will you send statements if customers have a credit balance?

AR79.What messages are printed on customer statements?\

AR80.Do you have a requirement to calculate commissions based on data from Oracle
Receivables?(To setup Quota and non quota sales credit)

AR81.What is the commissions structure?

AR82.Do you credit back commissions when product is returned or the invoice is
adjusted?

AR83.Do you allow partial payments of invoices?