A business rule is a system-wide preference. Use business rules to customize standard procedures and requirements that affect all users.

Because business rules can make fundamental changes to how Accounts Receivable works, the system administrator must define business rules only after careful consideration.

You define business rules on the Business Rules page in Configuration.

Note: Shared modules may have options which affect the other modules 

  • General Business Rules 
    • Use a single AR Summary Account and never post Applications
      We recommend using this business rule if:
      1. You use an AR summary account in a fund that does not require projects or transaction codes on balance sheet accounts
      2. If balancing by account segment is NOT enabled, and
      3. You can use Unrestricted Net Assets as the single net asset class value for all Accounts Receivable transactions.
      Note: You must define an AR summary account when using this business rule or an error message appears when users attempt to add new transactions.

      If you mark Use a single AR Summary Account and never post Applications, the default AR account (the unapplied payment account) is never required and charges, credits, and payments are always posted to the same AR summary account. As a result, because projects and transaction codes are not used on AR summary transactions, application records are never posted.
      If you use this business rule and your AR summary account is in a fund that requires balancing by net asset class, we strongly recommend that you use a single net asset class value for all accounts receivable transactions. We recommend using Unrestricted Net Assets as the default net asset class value. Using more than one net asset class value can result in some financial statements not balancing by net asset class.
      Note: We do not recommend changing your net asset class once activity has been entered. If you do decide to change the net asset class, you most post all transactions first.

      Using a single AR summary account and never posting applications streamlines your receivables system while also making several changes to the program.
      • On the Default Accounts page of Configuration you will not be able to designate multiple default accounts by fund and the reclassification account is hidden.
      • On all transactions, users should assign only the single net asset class value your organization has designated as the default.
      • On selected transactions, the AR distribution is hidden.
    • Allow non-bank transactions to use cash accounts
      We recommend that you never allow non-bank transactions to use cash accounts. However, we do offer the option to allow non-bank transactions with this business rule. You can select Never (Strongly Recommended), Ask each time, or Always.
    • Automatically apply new payments
      With this business rule, you can select when to automatically apply new payments. You can select Always, Never, or As defined on each client. If you select As defined on each client you will also need to mark Automatically apply new payments on the Defaults tab of the client record.
    • Automatically apply new credits
      With this business rule, you can select when to automatically apply new credits. You can select Always, Never, or As defined on each client. If you select As defined on each client you will also need to mark Automatically apply new credits on the Defaults tab of the client record.
    • When entering new charges and unapplied credits or payments exist
      With this business rule, you can select what happens when new charges are entered and unapplied credits or payments exist. You can select always apply the credits and payments automatically, never apply the credits and payments automatically, or ask each time whether to apply the credits and payments automatically.
    • When applying automatically, apply to
      With this business rule, you determine whether automatic payment and credit applications are first applied to the oldest charges or the most recent charges. The default setting is Oldest charges.
    • Apply to owner’s charges
      This business rule is for clients and organizations that may be responsible for multiple sets of charges. This rule defines how an owner’s payments and credits are applied when the owner is responsible for multiple sets of charges. You can select with others’ based on above rules, before applying to others’ charges, or only after applying to other’s charges.
      The default option is with others’ based on above rules, which means that payments and credits should be applied to the most recent or oldest charges first as designated by the previous business rule.
      The next option, before applying to others’ charges, means that payments made by an owner are applied to that owner’s charges before being applied to subsequent charges for which the owner may be responsible.
      The last option, only after applying to other’s charges, means that payments submitted by an owner are first applied to all charges the owner is responsible for other than his/her own.
    • Sales tax
      With this business rule, you designate whether your organization collects sales tax. If you select Our organization does not collect sales tax, the related sales tax fields and columns on charges, invoice line items, recurring invoice line items, credits, and return line items are disabled to streamline data entry.
    • Hide transactions on statements
      With this business rule, you determine whether the Hide this transaction on printed statements checkbox appears on charges and credits. By marking the checkbox on charges and credits, you can hide erroneous transactions. If this business rule is enabled, out-of-balance statements are possible because each user is responsible for consistently hiding the same amount of charges and credits.
    • Refer to Service Provider as
      With this business rule, you can change the field label “Service Provider”, which appears as a field on various Accounts Receivable records, to a term that better communicates the role service providers play in your organization.
       
  • Client/Organization Business Rules
    • Allow clients to exceed credit limit
      With this business rule, you determine whether clients and organizations are able to exceed their respective credit limits. This applies to all client/organization charge and invoice activity.
    • Allow new charges and invoices after account is On Hold
      With this business rule, you can choose to never allow charges and invoices for an account on hold or to have the system ask each time the situation arises. By default, send statements for all charges to the owner Mark this business rule if the owner should receive statements for all charges regardless of payer.
    • Automatically generate client IDs starting with [ ]
      With this business rule marked, Accounts Receivable automatically generates new client ID numbers when you add clients to the database. You also designate the first number to use when creating client ID numbers.
    • Client IDs are [ ] characters long
      With this business rule, you designate how many characters to use when automatically generating client ID numbers.
    • Prevent data entry to the client ID field
      With this business rule, you can lock client ID numbers so they cannot be edited. This feature prevents missing or duplicate client IDs.
    • Duplicate client criteria
      In this grid, you select specific client record fields to use as criteria when searching for duplicate clients. You can select from a variety of criteria fields, including client name and address. The duplicate search is useful for preventing users from entering duplicate client and organization records.
    • Automatically check for duplicate clients
      With this business rule, Accounts Receivable automatically searches for duplicates when you save a new client. In the corresponding field, you can require the program to disallow duplicate clients or warn the user if it duplicate clients are found.
       
  • Charge Business Rules
    • Do not default due date
      By marking this business rule, you can choose not to use a default due date for charges in Accounts Receivable.
    • [ ] days from the transaction date
      With this business rule, you can set a default due date based on a specific number of days after the transaction date. Enter the specific number of days in the corresponding field.
    • The [ ] day of the [ ] month
      With this business rule, you can set a default due date in terms of day and month order. If you mark this option, enter the combination of day and month terms to use for the due date.
    • The same transaction date of the next month
      With this business rule, you can set the default due date for payment a month from the transaction date.
    • Exclude “Do Not Post” as a post status
      With this business rule marked, the charge post status defaults to Not yet posted and the Do Not Post option is not available.
    • Duplicate charge criteria
      In this grid, you select specific charge record fields to use as criteria when searching for duplicate charges. The criteria fields you can use to search for duplicates include billing item/product, due date, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate charges.
    • Automatically check for duplicate charges
      With this business rule marked, Accounts Receivable automatically searches for duplicates when you save a new charge. In the corresponding field, you can require the program to disallow duplicate charges or warn the user if duplicate charges are found.
       
  • Credit Business Rules
    • Exclude “Do Not Post” as a post status
      With this business rule marked, the credit post status defaults to Not yet posted and the Do not post option is not available.
    • Duplicate credit criteria
      In this grid, you select specific credit record fields to use as criteria when searching for duplicate credits. The criteria fields you can use to search for duplicates includes billing item/product, transaction date, and transaction amount. The duplicate search is useful for preventing users from entering duplicate credits.
    • Automatically check for duplicate credits
      With this business rule marked, Accounts Receivable automatically searches for duplicates, using the criteria selected, when you save new credit records. In the corresponding field, you can require the program to disallow duplicate credits or warn the user if duplicate credits are found.
       
  • Invoice Business Rules
    • Automatically generate invoice IDs starting with []
      With this business rule, you can set Accounts Receivable to automatically generate invoice IDs starting with a specific number. This rule is enabled by default.
    • Prevent data entry to the invoice ID field
      With this business rule marked, you can prevent users from changing automatically generated invoice IDs. If you want to allow data entry in the invoice ID field do not mark this rule and select an option for handling duplicates from the list. You can select Warn when a duplicate invoice ID is entered or Do not allow duplicate invoice IDs.
    • Add this statement comment as the default on new invoices
      With this business rule, you can enter a comment that appears by default on all printed invoices.
    • Duplicate invoice criteria
      In this grid, you select field names for finding duplicate records in queries and duplicate invoice searches.
    • Automatically check for duplicate invoices
      With this business rule marked, Accounts Receivable automatically searches for duplicates when you save a new invoice. From the list, select how you want to handle duplicates. You can select Warn user or Do not allow duplicate invoices.
       
  • Invoice Line Item Business Rules
    • Exclude “Do Not Post” as a post status
      With this business rule marked, the invoice line item post status defaults to Not yet posted and the Do not post option is not available.
       
  • Recurring Invoice Business Rules
    • When invoices need to be generated
      With this business rule you can designate what happens when invoices need to be generated. You can activate a reminder that appears on the Home page or simply set the Generate Invoices screen to open on the Home page when invoices need to be generated.
    • Remind [] days before invoice due date
      With this business rule you can control when the invoice due date reminder appears. In the field, enter the number of days prior to the due date that you want the reminder to appear.
       
  • Return Business Rules
    • Automatically generate return IDs starting with [ ]
      With this business rule, you can set Accounts Receivable to automatically generate return IDs starting with a specific number. This rule is enabled by default.
    • Prevent data entry to the return ID field
      With this business rule marked, you can prevent users from changing automatically generated return IDs. To allow data entry in the return ID field, clear the mark from the checkbox and and select an option for handling duplicates. You can select Warn when a duplicate return ID is entered or Do not allow duplicate return IDs. This rule is marked by default and is enabled only if you are automatically generating return IDs.
    • Add this statement comment as the default on new returns
      With this business rule, you can enter a comment that appears by default on all printed returns.
       
  • Return Line Items Business Rules
    • Exclude “Do Not Post” as a post status
      With this business rule marked, the return line item post status defaults to Not yet posted and the Do not post option is not available.
       
  • Deposit Business Rules
    • Warn if actual receipt totals do not match the projected total
      Mark this option as a safeguard to notify you if actual receipt totals are different from projected totals.
    • Exclude “Do Not Post” as a post status
      With this business rule marked, the deposit post status defaults to Not yet posted and the Do not post option is not available.
       
  • Payment Business Rules
    • Default statement description
      With this business rule marked, you can enter a default description that appears on statements.
    • Warn if new payments are not fully applied
      With this business rule marked, a safeguard warning appears to notify users when payments are not fully applied.
    • Duplicate payment criteria
      In this grid, you select specific payment record fields to use as criteria when searching for duplicate payments. The criteria fields you can use to search for duplicates includes payment date and amount. The duplicate search is useful for preventing users from entering duplicate payments.
    • Automatically check for duplicate payments
      With this business rule marked, Accounts Receivable automatically searches for duplicates, using the criteria selected, when you save new payment records. In the corresponding field, you can require the program to disallow duplicate payments or warn the user if duplicate payments are found.
       
  • Refund Business Rules
    • Exclude “Do Not Post” as a post status
      With this business rule marked, the refund post status defaults to Not yet posted and the Do not post option is not available.
    • Duplicate refund criteria
      In this grid, you select specific refund record fields to use as criteria when searching for duplicate refunds. The criteria fields you can use to search for duplicates include billing item, transaction date, and amount. The duplicate search is useful for preventing users from entering duplicate refunds.
    • Automatically check for duplicate refunds
      With this business rule marked, Accounts Receivable automatically searches for duplicates when you save a new refund. In the corresponding field, you can require the program to disallow duplicate refunds or warn the user if it finds duplicate refunds.
       
  • Queue Business Rules (available with optional module Queue)
    • Add recurring queues to the schedule list [  ] days BEFORE the scheduled start date
      With this business rule, you can select the number of days before the scheduled start date to add recurring queues.
    • Remove queues from the schedule list [  ] days AFTER they have been processed
      With this business rule, you can remove queues from the schedule after they have been processed.