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Configuring AR Company Parameters

AR Company Parameters is the main control form for Accounts Receivable. Define it before any AR processing. It sets receivable-type defaults, retainage and tax behavior, invoice numbering, GL and CM interface levels, audit targets, and statement email content.

:::caution Admin-only / change carefully Restrict security for this form to the system administrator or a small set of users. Options affect which AR programs you use, how they behave, and how GL, CM, JC, and EM receive updates. Configure before live AR work. :::

Before you start​

  • An HQ company already exists. HQ groups drive Customer, Material, JC, EM, and Tax files AR uses.
  • Set GL Company for where AR, discount, tax, write-off, finance-charge, and revenue post.
  • Set CM Company and default CM Account before live cash receipts. You cannot change CM Company while open Cash Receipts or Misc Cash Receipts batches exist (field is inaccessible when those batches are open).
  • Have at least one AR Receivable Type ready for the Info-tab default (and Finance Charges tab default when FC is in scope).
  • You have permission to change company parameters.

Steps​

Info tab: receivable type, retainage aging, numbering​

  1. Open AR Company Parameters.
  2. On the Info tab, set the default Receivable Type. Used when the customer has no type of its own, for invoices, on-account receipts, and finance charges (finance charges also have their own default on the Finance Charges tab).
  3. Set Allow Override of Receivable Type:
    • Checked: operators may override Rec Type on AR Invoice Entry, on-account payments in Cash Receipts, and finance charge posting.
    • Unchecked: Rec Type inputs are disabled on those forms; the customer type (or this company default) is enforced.
  4. Configure Release Retainage to Current A/R:
    • Checked: released retainage ages in current AR columns (by invoice or due date on the release). If retainage uses a separate GL account, release credits Retainage and debits Accounts Receivable.
    • Unchecked: a release invoice is still created, but amounts stay in the Retainage aging column and remain in the retainage GL account when that account differs from current AR. Confirm the choice with accounting before go-live.
  5. Choose invoice numbering:
    • Automatically Number Invoices checked: system assigns the next number from Last Invoice Number. Before first use, enter the number prior to the first invoice you want (for example enter 99 to start at 100).
    • Unchecked: operators enter invoice numbers manually.
    • Overriding an auto-assigned number on an invoice does not bump Last Invoice Number; only system-assigned numbers update it.
    • Job Billing and Material Sales can share the AR numbering sequence when those modules are set to use AR invoice numbers. Shared sequencing includes AR, JB, and MS invoices when determining the next number.

Tax and retainage-tax flags​

  1. Review tax flags together before the first taxed invoice:
    • Post Taxes: On Invoices enables tax inputs on AR Invoice Entry and JB Progress Billing, and unlocks retainage-tax options.
    • Calculate Tax on Retainage / Distribute Tax to Retainage control whether retainage tax is calculated and posted separately (retainage tax becomes payable when retainage is released).
    • Do not flip these flags after processing has started. Enabling separate retainage tax later can double-tax existing unreleased retainage.

GL interface levels​

  1. Set GL interface levels separately for:

    • Invoices (includes finance charges and retainage release from AR Release Retainage)
    • Standard receipts
    • Misc receipts

    Common levels:

    • No Update: do not update GL (implementation / history load patterns)
    • Summary: one summarized GL entry per affected account in the batch; set the summary description field
    • Transaction: one GL entry per AR transaction; choose which items build the GL description

    Prefer Transaction for live unless accounting standardizes on Summary. Incomplete journals or interface companies can still warn-and-save during staged setup; finish them before production posting.

CM interface​

  1. On the CM tab, set CM Company, default CM Account, and CM Interface:
    • No Update: receipts do not update Cash Management (typical when CM is out of scope, or when loading payment history before go-live).
    • Summary: one CM deposit per unique deposit number entered in Cash Receipts. Keep deposit-number discipline so bank deposits and CM recon match.

JC / EM and finance charges (scope note)​

  1. JC/EM interface tabs and finance/service charge defaults exist on this form. Configure them when those modules or processes are in scope for Phase 1. Defer detailed finance-charge policy to the finance-charge process when the company uses it.

Audit and Email Settings​

  1. Audit: company-parameter changes are always audited. Optionally enable Customer, Receivable Type, and transaction audits for a fuller trail. Prefer listing the targets you enable rather than a vague "enable all."
  2. Email Settings (if present in the client Vista build): set from address, subject, and body used for statement email. Send a test statement after changes and whenever branding changes. Trimble Field Definitions pages reviewed for Company Parameters did not document this tab; verify it exists in the client build before relying on it.

Statement report overrides (Info tab)​

  1. Review Balance Forward / Open Item statement report overrides on the Info tab when the company customizes statement output. Day-to-day delivery is covered in AR Statement Delivery; customer statement type and recipients are on AR Customers.

Notes​