Home Page
You can search by Account Code, Agency Name, or Fund Type.
You can choose to include Inactive Accounts if desired.
You can export a transaction summary csv file for selected accounts.
You can print statements for selected accounts.
Note: At least one account must be selected using the checkboxes on the left in order for the Export and Print Statement buttons to be enabled.
Profile Tab
Select + Add from the
AR Account Management homepage.
Fill out all required fields as indicated by an asterisk*
Tag type will autofill based on DCC selection.
Select Brand from drop down if desired. If you are unable to find Brand, select Add New.
Add Product Notes if desired.
Select Size and Color from drop down if desired. If the size/color you are looking for does not exist, you will be able to add new Variants in the next window.
Select Generate(1)SKU
Edit General Merchandise: General Data Tab
In Edit General Merchandise, you have 2 tabs: General Data and Suppliers.
In General Data tab, you are able to make adjustments to any of the Product Information you previously entered. You are also able to add new Variants from this page.
SKU(s) produces a Default Barcode that is the product SKU, but you can edit this by selecting More next to Default Barcode, then select Add in Add Barcode, select your new barcode, and press OK.
In SKU(s) you are able to edit Selling Price, add an Event Price, Edit Stock On Hand.
The Status field defaults to Active, set Product to Inactive if desired.
Scroll down to see Online Profile, this area is only necessary if you plan to sell this product online. Here you are able to edit the Website Display Name for your product if desired.
Enter Default Inventory Tolerance, if you enter 2, when this stock on hand for this product reaches 2 or less it will be treated as out-of-stock on the website.
Enter Shipping Override (in dollar decimal) if desired.
Select Tax Free checkbox if desired.
Enter a Long Description of the item, this is where you can get into details about the materials, the design, the qualities of it.
When you are ready to Publish Active SKUs Online, select the dial above Tax Free, if desired.
In Web Catalogs, you are able to select and existing Web Catalog to add this product to.
Select Save, then scroll back to the top of the page to go to the Suppliers Tab.
Field
Definition
Field
Definition
Product Description
200 character limit.
Event Price
Create an event start and end date, and provide a $ or % discount during that time.
Brand
Drop down list of your Brands.
Website Display Name
Display name for Product on your website
Tag Type
Drop down list of Tag Types.
Default Inventory Tolerance
A feature in the PrismWeb Manager that lets you apply a buffer for inventory numbers on the website. Ex. If set to 5, when inventory is 5 or less it will treat it as out-of-stock online to prevent unwanted sales.
Product Notes
Shipping Override
Default Supplier
Long description
Size
Select from drop down or Add New to create new size.
Tax Free
Color
Select from drop down or Add New to create new size.
Suppliers Tab
Select +Add Supplier
Select Supplier from drop down
Supplier Catalog # will default in as product SKU, but you can change it if desired.
Description defaults to the entered Product Description.
Enter Purchase Unit *
Enter Cost Per Unit *
Enter Auto Order QTY if Desired.
Select Save
Field
Definition
Field
Definition
Supplier Name
Drop down list of suppliers
Purchase Unit
Item amount in unit (ex. 24 pack of coke = 24)
Supplier Catalog #
Defaults in as Product SKU
Cost Per Unit
Cost per unit (how much for the 24 pack)
Description
200 character limit.
Auto Order QTY
Used with autogen PO process.*
. Note: AR account tenders are created in the POS admin tool.
Account Code and Agency Name will autofill at top of page when entered.
Select Save
Upon Save, a new tab appears called “Customers”
Field | Definition | Field | Definition |
|---|---|---|---|
Active | Toggles the account active or inactive. | No Limit | Check box if the Account has no limit. (Only available if Type is Credit and will remove the Default Credit Limit box). |
Account Code | Account code for the Agency, displays at top of page in parentheses upon entering (26 character limit). | Default Account Balance | Enter desired default account balance. Only available if Type is Debit. |
Agency Name | Agency Name, displays at top of page upon entering (80 character limit). | Tax Exempt | Check box if the account is Tax Exempt. (Displays on POS) |
Balance Due | The difference between charges and payments applied. | Tax Exempt Code | Enter Tax Exempt code (Displays on POS) |
Apply Payment | Allows a Mosaic user to apply a payment directly to the account. Brings up a window with account information and prompts to add a payment, a reference, and a comment. Once saved, payments immediately update the Balance Due. | Tender | Select from dropdown what type of tender this is Account is. |
Adjust Balance | Allows a Mosaic user to apply an adjustment to an AR account’s balance due. Upon selection, users can input an Adjusted Balance to replace the current Balance Due. Any adjustments require an associated text reason. Adjustments, once saved, cannot be directly altered. Any changes must be made through offsetting or additional entries. | Comments | (256 character limit). Comments entered here displays in the Accounts tab of the Customer profile of the associated AR account. |
Default Funding Start Date/End Date | Select start and end date from the calendar that appears upon selection within field. When this AR account is attached to a customer, these dates will autofill in. | Contact Address | Address to contact the Agency |
Fund Type | Select from dropdown: Revolving, Expiring, or Department Charge | Billing Address | Address to bill the Agency |
Type | Debit or Credit. | Contact Phone | Contact Phone Number |
Default Credit Limit | Enter the credit limit amount. | Contact Email | Contact Email |
Customers Tab
In the customers tab, you are able to see the customers who utilize this account. You are able to Unlink and Link Customer.
When you select Link Customer a window will popup letting you search/select from a dropdown list of customers.
Start Date and End Date will default in if entered in Profile tab. Otherwise enter here.
Credit Limit will default in if entered in Profile tab. Otherwise enter here. This will update the Available Funds.
If applicable, enter Customer Balance is editable and will update the Available Funds field to reflect this balance. This is how much the customer has spent.
Select OK to close window.
To Unlink a customer, highlight the customer you wish to remove, and select Unlink. A popup will ask you if you are sure you want to do this, if so, select OK to perform action. Otherwise Cancel.
Save
Transactions Tab
In Transactions Tab, it will show all transactions on this AR account.
Copy the Transaction ID to use Transaction Search in Reports to see more information about the transaction.Use the Start and End Date field to search within a date range.
Select Print to print or save to PDF your transaction data.
(Example)
Select Export (CSV) to download AR account transactions excel (see example on right).
Review data and you can move to the next tab, DCC’s
Charges against the account are shown as a positive number. Payments to the account are shown as a negative number.
DCC’s Tab
Users can control which products this AR Account can purchase by allowing or disallowing DCCs.
Users can also specify a discount by DCC for accounts. The Discount % field will only be enabled if the Allow Discounts box is checked on the DCC in the DCCs module. Note: This applies only to sales done at the register.
Field | Definition |
|---|---|
DCC | Your DCC tree will display. Use the arrows to expand down to locate a specific class or category under a department. |
Allow | Check the box on DCCs whose products this account should be allowed to purchase. Note: Upon editing the DCC tab for the first time, all “Allow” boxes will be unchecked. This means that all the DCCs listed are ALLOWED for sale on PrismPOS for that AR account. To allow only certain DCCs for a given AR, check the box next to the DCC to allow those departments, classes and categories for sale at POS. At that point any unchecked boxes will not be allowed for sale for that DCC when tendering to the account. Checking the Allow box at the department level will apply to all classes and categories in that department. Checking the Allow box at the class level will apply to all categories in that class. |
Discount % | Enter a discount amount if you want a discount applied every time this account is used to purchase a product in this DCC. Entering an amount on the department level will apply to all classes and categories in that department. Entering an amount at the class level will apply to all categories in that class. |
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