nextmark user’s guideuser’s guide: basic finance page 2 of 30 v7.0 customer support is available...

NextMark User’s Guide

Finance Guide Basics

Table of Contents - i

Table of Contents NextMark Finance .............................................................................................................. 1

Product Overview ........................................................................................................... 1 Scope and Content .......................................................................................................... 1 Getting Help.................................................................................................................... 1 Getting Started ................................................................................................................ 2

Finance Profiles .................................................................................................................. 3 Organization Options ...................................................................................................... 3 Account Options ............................................................................................................. 7 The Finance Cycle .......................................................................................................... 8

Credit Approvals................................................................................................................. 8 Campaign Credit Approvals ........................................................................................... 8 List Order Credit Approvals ........................................................................................... 9 Orders Pending Approval ............................................................................................. 10

Invoices & Bills ................................................................................................................ 11 Creating Invoices & Bills from an Order...................................................................... 11 Viewing Invoices & Bills.............................................................................................. 12 Editing Invoices & Bills................................................................................................ 14

Payments ........................................................................................................................... 16 Receive Payment........................................................................................................... 16 Receipt Wizard.............................................................................................................. 16 Make a Payment............................................................................................................ 21 Edit a Payment .............................................................................................................. 21 Adjust with Credit......................................................................................................... 22 Bad Debt ....................................................................................................................... 25 Print a Receipt or Payment ........................................................................................... 26 Print Checks .................................................................................................................. 28 Voided / Returned Checks ............................................................................................ 30

Additional Reading ........................................................................................................... 30

User’s Guide: Basic Finance Page 1 of 30 v7.0

NextMark Finance

Product Overview NextMark provides a unique order processing system specifically designed to meet the needs of the list industry. This enables brokers to perform fast, accurate, and comprehensive list research and seamlessly roll the results into a recommendation for electronic distribution to their clients. With a simple click, lists are converted into on-line orders to be managed and processed directly in the system. The financial aspects of such order management have been tightly integrated into this on-line system to provide an efficient, uninterrupted process from recommendation to payment. Finance users of the NextMark system are empowered to:

• Access credit history and current financial status for any Account in the system; • Automatically track and manage exchange balances as orders are shipped; • View all list orders pending credit approvals; • Credit approve up to 30 list orders with a click of a button; • Generate all financial documents for up to 30 list orders simultaneously; • Electronically distribute Invoices & Bills – individual or in bulk; • Send electronic payment reminders for outstanding balances; • Receive and allocate Invoice payments; • Directly escrow bill payments during the receipt process; • Automatically re-generate Invoices & Bills during the receipt process; • Individually re-bill when necessary; • Print all outgoing checks simultaneously; • View the current financial status of any list order as well as access all relevant financial

documents; • And much more.

Scope and Content The finance tools are available only to users with Finance privileges. Financial information is made available to other members of the organization only when permissions are granted by the object owner. Access to the Finance group can be granted by your NextMark Administrator. This document covers the basic financial functions of the NextMark system. This includes system settings, approvals, Invoices, Bills, Receipts, and Payments. Please refer to the Finance – Advanced guide for additional information.

Getting Help NextMark is committed to excellence in customer service and support. On-line help is available 24/7 by clicking the Help link found in the top right corner of every NextMark page. From here users have full access to the NextMark knowledge base as well as access to submit a request directly to Customer Support. There is also a place to request training for any of the NextMark modules.


Customer Support is available via e-mail at [email protected] and phone on +1 (603) 643-1307 between the hours of 9 am and 5 pm US EST, Monday through Friday.

Getting Started Because NextMark is web-based, you will need a desktop computer and a web connection to use it. Below is a summary of the requirements. For full details please refer to the NextMark Startup Guide.

Tools you will need: • Pentium-class computer • Windows 98 or higher • 17” computer monitor • Internet connection • Email address • Web browser (Internet Explorer recommended) • Printer (optional) • Microsoft Excel (optional) • Adobe Acrobat Reader (optional)

NOTE: It is important to set your computer date and time correctly. Check the AM and PM settings, as well as the time zone setting.

Logging in The NextMark administrators have created a member profile for you and for every other person in your organization who will use the system. Your email address serves as your login name, and you are assigned an initial password, which you can change. Login names and passwords are case-sensitive. Do not share your password with anyone else.

• To log in: • Go to http://www. nextmark. com/ • Click ‘Log In’ in the upper right corner of the screen. The Log In screen appears:

• Type in your email address and NextMark password

Note: To have a copy of your password e-mailed to you, click the Click Here link and enter your user id.

• Click the Login button. • You will then arrive at the NextMark Start page

For more detailed information, please refer to the NextMark Startup Guide.

mailto:[email protected]


Finance Profiles NextMark strives to provide a system flexible enough to support the uniqueness of each organization’s financial process. This process can be defined, in part, through a combination of organization level settings, user permissions, and account organization.

Organization Options From the Home menu, any user can select the Organization option and view the current organizational settings. This is an excellent place to learn how NextMark has been customized for your business needs. Only the user with administrative permission is able to change these settings.

Financial Settings The financial settings for your organization can be found under the Financial heading.


Payment Profile: You must participate in the Credit Co-op in order to view this information. Contact NextMark Customer Support to get set up to participate. Once participating, you will be able to view your current credit status based on aged receivables of other participating companies. This will display as an aging chart. Share Credit History with Credit Co-op & View Credit Co-op for <your company> Must be set by NextMark. This will indicate whether or not you want to share your aged credit information with other companies. This will also allow you to other companies’ aged credit information. Credit information is only available as an aging chart. No specific details are released. Currency: This is the default currency to be used unless otherwise specified.


Billing Contact: The user at your organization NextMark should contact regarding billing. Finance Print: The parameters to be used when printing invoices. Order Print: The parameters to be used when printing list orders. Finance Lock Date: All objects with a create date occurring up to, and including this date, will not be available for editing. To release all objects, leave the date blank. Next Invoice: The starting number to be used for system generated invoice numbers. Next Credit: The starting number to be used for system generated credit numbers. Next Check: The starting number to be used for system generated check numbers. Next List Order: The starting number to be used for system generated list order numbers. Order Approval: Selecting Yes indicates that management orders can only be approved (Clearance) by a user who is also a member of List Management. No will allow any order processing user to approve Clearance. Credit Approval: Selecting Yes indicates that only a member of Finance can approve Credit for list orders. No will allow any order processing user to approve credit. Allow separate A/R & A/P Rates: Provide users the ability to enter different AR and AP rates for each line item of a list order. Order Numbering: Grant access to manual order numbering or force system generated numbering. Default Grace Period: The default finance grace period to be used when generating invoices. Invoice Method: The default distribution method for invoices. Payment Reallocation: Indicates existing payments should be carried forward when the existing object is re-billed. Auto Payment Over Reallocation: Setting this option to Yes will take the payment (automatically during re-bill OR by clicking on the Reallocate Payment button) made to a previous invoice/bill and reallocate the entire amount to a new invoice/bill. This option can cause the new invoice/bill to be over-allocated. Campaign/Order/Finance Auto Sharing: This option is read-only, as it is no longer applicable and will be removed in an upcoming release. Its purpose was to allow automatic sharing of these types of objects based on the permissions of the creator. The ability to Create, View, Edit, and Delete objects is now set in the Permissions. Show Finance Sections: If set to Yes, it will display the Finance section of the List Order view to non-finance users. If set to No, non-finance users will not see this section at all. Payment Approval Required Amount:


Indicates the amount up to which checks can be generated without requiring approval. Any check exceeding this number will automatically require approval before it can be printed. Invoice Numbering: Grant access to manual invoice numbering or force system generated numbering. Print Summary on Check Stub: Yes will include a summary of the bills a check is to be applied to on the stub of the check when printing. If No is selected, the ‘Check Stub Replacement Message’ will appear on the check stub instead. Check Stub Replacement Message: The text that will appear on the check stub if ‘Print Summary on Check Stub’ option is set to No. Restrict Paid Invoice & Bill: When set to No, you will be able to delete Invoices and Bills that have receipts/payments associated with them. When set to Yes, you will not be able to delete Invoices and Bills that have receipts/payments associated with them. Restrict Payment Edit after Reference Number Assigned Selecting Yes will lock the payment once a reference number has been added to it, whether manually entered or as a result of printing a check. Standard Terms: From the list of available terms you have created, select a set of Standard Terms the system should apply to orders in cases where the system cannot identify which terms to use. Reject Manager Order Terms: When set to Yes, do not display Manager Instructions provided in the data card in the order. When set to No, Manager Instructions will display in the order and related forms. Require Profit Center: Selecting Yes will require that Campaigns, List Orders, Invoices, and Bills must have a Profit Center identified before they can be saved. Selecting No will allow these items to be saved without identifying a Profit Center. Email Templates: Displays the templates used for batch emails. Currently email templates are only provided for emailing invoices & late invoice reminders.

User Permissions The User List displays each user’s name, status (Active/Inactive), phone number, email address, and the permissions they have been given. A Y will appear if a user has been granted the associated access. RES = List Research, MKT = List Management, ORD = Order Processing, FIN = Finance, ADM = Administrator.

Profit Centers Profit Centers provide a way to break out financials based on how your company operates. Some companies only have one profit center, such as Management, and others break it down based on team, department, or person. Campaigns, list orders, and all financials can be assigned to the appropriate profit center for reporting purposes. The list of Profit Centers created for your organization will appear in the Profit Centers section. Click on the name of a profit center to see details including which members have been included.


Account Options Your accounts will represent each of the companies you work with. Within an account you will be able to view their contact information and the contacts within the company. Additionally, each account will show you information about the work you are doing for them and will include hyperlinks to each of those items. Financial relationships between your organization and each individual account will inevitably vary. Therefore, certain financial aspects can also be customized at the individual account level. These appear in the right hand column of the account view. Select the Edit button to make changes to any of this information.

Standard Discount: The default discount that this company will receive on all orders meeting the criteria. Broker Order Client Discount: When selected, orders will use List Order Fees (identified in Additional Fees section) in lieu of Base Commission on Brokerage and In-House orders. Exchanges: The default run charge that will be applied to all exchange orders for this company. Grace Period: The grace period represents the number of days after the invoice due date before collections will begin. Invoice Method: The default method for sending invoices to this company. Payment Method: Default payment method to be used on all Payments created for this account. Payment Print: When Payment Method is Print, identifies whether check will be printed from NextMark or not. Currency (not displayed in Account view): The default currency used for this company. AR Credit Limit: The receivable credit limit set for this company.


AP Credit Limit: The payable credit limit negotiated with this company. AR Terms, AP Terms: For both receivables and payables, the default terms to use when generating invoices & bills. Tax ID: The company’s tax ID, if available. Print on Check As: Enter the name as you wish it to appear on checks printed from the system. Report 1099: Is a 1099 tax report required for this account?

Account Reps Each account may have an unlimited number of account reps. Each account rep can be assigned a separate role and commission plan based on their interaction with the account. The user assigned as the primary rep for the account will be set as the salesperson when the account is set as the client on a brokerage order. The salesperson for a management order will be the primary owner account rep set on the data card for that order. Only users with administrative permissions can setup account reps.

The Finance Cycle Recommendation Credit Approvals Clearance Place Order Order Shipped Generate Invoices & Bills Receive Receipts Make Payments Finance is an integral part of the list order process. As such, certain dependencies must be included throughout the process. These include:

• Orders requiring credit approvals cannot proceed to clearance until credit approval has been granted.

• Invoices & Bills cannot be automatically generated until the shipping details have been documented.

• Payments cannot be made or received against an individual Invoice or Bill until it has been generated

Credit Approvals List orders can exist independently or as part of a campaign. Orders that exist as part of a campaign will inherit certain campaign details and statuses, including the campaign credit status. To approve orders that are part of a campaign, a user will need to approve the campaign itself.

Campaign Credit Approvals The current credit status for a campaign can be found by viewing the campaign. The CR column will show the credit status for each order in the campaign.


The credit approval status can be set by editing the campaign. Once the credit status has been saved, it will be applied to all active orders in the campaign.

Credit OK?: Select the appropriate credit status from the drop down list. On: Enter a date associated with the credit status selected. Credit Notes: Additional notes can be included regarding the credit status.

List Order Credit Approvals List order credit can be managed for both the Client (A/R) and the Vendor (A/P) separately. The current credit status can be found by viewing the list order. Client details will be found on the right hand side, Vendor details on the left.

The list order approval statues can be set by editing the list order. The client status and the vendor status are independent and can be entered at separate times.


Client Credit Requirement?: Select the appropriate status from the drop down list. On: Enter a date associated with the credit status selected. Credit Notes: Additional notes can be included regarding the credit status. Client Credit Status Guaranteed/Prepaid: Select the appropriate agreement /state from the drop down list. Vendor Credit Requirement?: Select the appropriate status from the drop down list. Vendor Credit Status Guaranteed/Prepaid: Select the appropriate agreement /state from the drop down list.

Orders Pending Approval To determine which orders are currently waiting for client credit approval, finance users can utilize the Pending Credit Approval view on the Orders screen (Finance menu). Change the view selection from ‘Ready for Invoicing’ to ‘Pending Credit Approval’ and click the Get Orders button. The view will now show all orders with a client credit status of ‘Pending Approval’.

List orders can be approved directly from this view. Choose the orders to be approved by checking the associated box. Click the Approve Selected Orders button at the bottom of the screen. All list orders with a check will receive a client credit requirement of ‘Approved’ on the current date.


Invoices & Bills There are a number of ways to create invoices and bills.

• Click the Generate Invoices and Bills button in the Finance section of the list order view • Choose an Action: from the Finance section of the list order view • Create an invoice from scratch from within Invoices Screen (Finance menu) • Create a bill from scratch from within Bill Screen (Finance menu) • Create an invoice or bill from scratch from the Account view using the New Invoice or

New Bill buttons • Click the Generate Invoices in the Finance section of the Campaign view

Creating Invoices & Bills from an Order To create Invoices & Bills from an order, go the Finance section of the order and press the Generate Invoices and Bills button. This button can be found on orders with a status of Shipped that do not yet have any Invoices or Bills attached.

This button will automatically generate an Invoice, a Bill, and a Service Bureau bill (management orders only) using the quantities and rates as they have been entered in the order. A system generated number will be assigned. A link to each new document will now appear in the Finance section.

Item: This column will display the type of document and the reference number Inv Date: This column will display the date the document was created Due Date: This column will display the date the document is due to be paid Account: This column will display the name of the account Amount: This column will display the total amount due Balance: This column will display the current outstanding balance


Viewing Invoices & Bills To view an individual finance document, click on the link found in the item column. What you see may depend on your permissions.

Invoices and Bills will look substantially the same. Each will be comprised of a header section, found at the top, and a details section below. The header contains three distinct areas. The top left will contain the account and contact information. The top right will contain the invoice or bill information. Below these, select information from the order will appear. The details section will include a line item category, the line item quantity, a description, the individual rate and units, the gross extended price (qty x rate per unit), the discount rate (when applicable) and the net extended price (amount.) The amount column is totaled and displayed below the column on the Subtotal line. Additional Shipping and Tax amounts are displayed below the subtotal. These are added to the subtotal amount producing a final total displayed at the bottom. This total amount is the value displayed in the ‘Amount’ column in the Finance section of the List Order.

Buttons Edit: Allows you to make changes and add information.

Invoice

Account

Order


Write-off Bad Debt: Creates and applies a credit for the existing Invoice or Bill for the total amount due of type Write Off. See Bad Debt section of this document for more information on writing off bad debt. Re-Bill: Creates a credit for the existing Invoice or Bill and generates a new document using the current values of the existing list order. Please refer to the Advanced Finance Guide for more information on Re-billing. Share: Allows the owner of the document to grant view, edit, and delete permissions to other members of the organization. Delete: Delete the current document. Copy: Create a new Invoice or Bill containing the same general information as the current document. You will need to complete information specific to the new document before saving. Send: E-mail a copy of the current document. HTML/PDF Print: This will open a new window and create a printable view of the list order view screen. Use the PDF button to create and save an Adobe .pdf document.

Open Activities View all open tasks and meetings. You may also create new tasks and meetings. Please refer to the NextMark Contact Management Guide for more information.

History View details of changes made, recorded communications, and completed activities. Use Log A Call to record new communication you wish to document, such as an email or phone


conversation. The Log A Call button will open a new task with a status of Completed. Please refer to the NextMark Contact Management Guide for more information.

Editing Invoices & Bills The Account, Invoice, and Detail sections of an Invoice or Bill can be updated or changed by selecting the Edit button. Any field name highlighted in red is a required field.

Sales Person [required]: Who is the sales person associated with this Invoice or Bill? By default, the sales person from the order will be used. Profit Center [may be required]: Which profit center should this Invoice or Bill be allocated to? By default, the profit center from the order will be used. Client/Vendor [required]: The intended recipient of the Invoice or Bill. By default, the Client Account (Invoices) or Owner Account (Bills) from the order will be populated.


Billing Contact: The name of the contact to whom the Invoice or Bill should be directed. It will default to the Billing Contact for Invoices or the Remit To Contact for Bills that was identified in the Account. If no contact was identified in the Account, it will be blank. Client/Vendor PO#: The external reference number given by your client or vendor. This will carry forward from the order. Order: Create a link to a specific order. Information from the order selected will be used to populate the order section of the header. When created from an order, this will automatically use that order number. Invoice # [required]: The internal reference number assigned by your organization. This number can be automatically generated by the system or entered manually, depending on your Organization’s settings. Invoice Date [required]: The date that will appear on the Invoice or Bill. By default, this will be the date the document was created. Payment Terms [required]: Select the terms under which this Invoice or Bill is to be paid. This information will be used to calculate the due date. Default terms set in the Account will automatically populate, if present. Grace Days [required]: The number of days past the due date allowed to lapse prior to the start of collections. Default Grace Days set in the Account Distribution: How is this document intended to be delivered? This will default to the Account settings. Message: Enter any additional information you would like to appear on the Invoice or Bill. Invoice Details: Details will automatically pull forward from the order. To alter existing detail information, click in a location and make the desired change. Click in another location to update the total amounts. To enter a new detail line, select the appropriate item category, enter a quantity, enter a description, enter a rate, and select a unit of measure. Item categories include:

• BASE – the standard charge • SEGMENT – an additional charge for segmentation • SELECT – an additional charge for an individual select • OUTPUT – an additional charge for a specific output • NETNAME – run charges associated with the net name agreement • EXCHANGE – specific charges associated with an exchange • CANCEL – specific charges incurred during a cancellation • OTHER – any other additional or uncategorized charges

To remove a detail line, delete the text in the description. NOTE: Changes made to the Invoice or Bill will not carry forward when rebilled. Rebilling will only use the order’s detail present at the time of the rebill.


Payments There are two forms of payments handled by the NextMark system. A Receipt is money received by your organization from an external account to settle an outstanding invoice. A Payment is money paid by your organization to an external account to settle an outstanding bill. These include all forms of payment such as check, cash, credit card charge, wire transfer, etc.

Receive Payment There are a number of ways to receive a payment.

• Select Receive a Payment from the Choose an Action: drop down list in the Finance section of the list order view

• Receive Payment button from the Invoice view • Create a receipt from scratch from within Receipts screen (Finance menu) • Create a receipt from scratch from within the Account view using the New Receipt button

Selecting any of these options will access the receipt wizard.

Receipt Wizard The receipt wizard was designed to allow a finance user to document receipt of the money, allocate it to invoice(s), update order details, generate re-bills, and pre-assign the received money to pay outstanding bills in a single step. Although this tool is diverse, many of the steps are optional and provided for convenience. Tabs will appear along the left side of screen. The tab in current use will be highlighted (white.) To navigate to another tab, simply select that tab by clicking on it. Alternatively, Next and Previous buttons appear at the top and bottom of any page. These buttons will direct you to the next tab or return you to the previous tab. The Cancel tab or button can be used to abandon all changes and exit the wizard at any time. The Save button can be used to save all changes and exit the wizard.

Receipt Tab This tab is used to document receipt of a payment and select application destinations.


Receive Payment: Select the payment method from the drop down list indicating how you received the money. Ref #: Enter a reference number. For payments made by check, this is usually the check number. Date: Enter a date. For payment made by check, this is usually the date on the check. By default, the current date is used. Amount: Enter the total amount of the money received. Account [required]: Select the account making the payment. This will automatically populate when creating from the invoice, account, or list order. Contact: Enter a contact name. When the receipt is created from the Account, Order, or Receipt tab, it will automatically populate the Billing Contact if present. Otherwise it will use the Main Contact if present. When created from the invoice, it will use the contact on the invoice. Memo: Enter any additional information. For payment made by check, this is usually any text included in the memo field. Other Sources of Payment This section will contain any open credit memos or bills associated with the selected account. These can be added as a source of payment. Application of Payment This section will contain all open invoices, and related orders, associated with the selected account. These are organized into three distinct areas. The List Orders area will display all list orders containing at least one invoice not currently paid in full. The Invoices area will display all


independent invoices not associated with any list orders that are not currently paid in full. The Order requiring pre-pay will display all list orders with a credit status of ‘Pre-pay required’. Portions of a receipt can be applied to any of these objects by selecting the check box next to the item name.

CV Tab The CV tab is used to update counts / edit computer verification numbers. Only list orders selected on the Receipt tab will appear on the CV tab. Pre-pay list orders will not be included.

Computer Verification The computer verification represents the quantity of names dropped. You may enter individual quantities for reasons such as:

• Hygiene Drops • Nixies • DMA Drops • Intrafile Dups • Other Allowable (Custom)

The quantity of usable names will automatically be calculated based on the Rental Quantity minus the total drops. The quantity of Mailable Names represents the number of useable names to be charged at the Base rate. It may be less, but it cannot be more than the Usable Names. Re-Bill A small check box can be found in the re-bill column to the left of each order in the CV section. When the receipt is saved, the system will generate credits and new Invoices and Bills using the updated quantities entered on the CV tab for each list order with re-bill selected. List orders with more than one Invoice and/or more than one Bill do not qualify for re-billing through the receipt wizard. Re-billing of these orders has to be done manually. Please refer to the Advanced Finance Guide for more information on Re-billing.

Allocation Tab The allocation tab is used to allocate the receipt across the selected list orders and invoices.


Invoice(s): The individual invoice number of the invoice being allocated. Due Date: The due date from the individual invoice being allocated. Amount: The total amount of the invoice being allocated. Est Rebill Amt: If the re-bill box has been check on the CV tab for this invoice’s list order, the total amount of the new invoice to be generated when the receipt is saved will appear in this box. Balance: The total amount currently outstanding for this invoice. The balance field will automatically update once a value is entered in the amount field. Amount: The amount of the receipt to be allocated to this invoice. Total Payment Applied All numbers entered in the amount column are added together and displayed as the total payment applied. This value will automatically update each time a value in the amount column is changed. Unapplied Amount The difference between the receipt amount and the total payment applied is displayed as the unapplied amount. This value will automatically update each time a value in the amount column is changed.

Commission Tab The commission tab is used to pre-allocate the receipt to bills associated with the selected list orders. Unallocated money can be designated as commission. Future changes to the commission and escrow will be shown as adjustments on the receipt view.


Amt Available: The portion of the receipt allocated to the list order on the allocation tab. Bill(s): The individual bill number of the bill being pre-allocated. Due Date: The due date from the individual bill being pre-allocated. Amount: The total amount of the bill being pre-allocated. Est Rebill Amt: If the re-bill box has been check on the CV tab for this bill’s list order, the total amount of the new bill to be generated when the receipt is saved will appear in this box. Balance: The total amount currently outstanding for this bill. The balance field will automatically update once a value is entered in the amount field. Commission Amt: The amount to be designated as commission. Amount to LO (Vendor Amount): The amount of the receipt to be pre-allocated to pay this bill. When making the next payment on this bill, this is the amount that will be required to be paid.

Review Tab The review tab provides an overview of the receipt and its allocations. This is the information as it will be saved to the system once the Save button is selected.


Make a Payment There are a number of ways to make a payment:

• Click the Make Payment button in the Payments and Credits section of an Bill • Choose an Action: from the Finance section of the list order view • Create a payment from scratch from within Payments screen (Finance menu) • Create payments for multiple bills from within Bills screen (Finance menu) • Create a payment from scratch from within the Account view using the New Payment

button

Selecting any of these options will access the payment edit screen.

Edit a Payment Creating and editing a payment documents the fact that a payment has been made against an outstanding bill. Once a payment has been created, a check can be generated and printed from the system.

Make Payment: Select the payment method from the drop down list. It will automatically use the defaults identified for the Account selected in the Account field if available. Ref #: Select an option for creating a reference number. It will automatically use the defaults identified for the Account selected in the Account field if available.

• To be Printed – this option will leave the ref # field blank until the check is printed from the system. A check number will be established during the printing process.


• Generate #, don’t print – this option directs the system to automatically generate a ref # when the payment is saved. Checks cannot be printed from a payment in this state.

• Entered: Manually enter a ref #. Use this option to record payment of checks printed outside the system or to enter reference numbers relating to other transaction types.

Date: Enter a date. For payment made by check, this will be the date printed on the check. By default, the current date is used. Amount: Enter the total amount of the payment being made. Account [required]: Select the account to receive the payment. This will automatically populate when creating payments from the Bill, Order, or Account. Contact: Enter a contact name. When the payment is created from the Account, Order, Payment screen or Bill screen, it will automatically populate the Remit To Contact if present. Otherwise it will use the Main Contact if present. When created from the bill, it will use the contact on the invoice. Memo: Enter any additional information. For payment made by check, this will be the text printed in the memo field. Other Sources of Payment This section will contain any open credit memos or Invoices associated with the selected account. These can be added as a source of payment. Application of Payment This section will contain all open bills associated with the selected account. Portions of the payment can be applied to any of these bills by selecting the check box next to the item name and entering the amount to apply in the amount column. Total Payment Applied All numbers entered in the amount column are added together and displayed as the total payment applied. This value will automatically update each time a value in the amount column is changed. Unapplied Amount The difference between the payment amount and the total payment applied is displayed as the unapplied amount. This value will automatically update each time a value in the amount column is changed. Click the Save button to save the payment information. Click the Save & New button to save the payment information and enter a new, blank payment edit screen. Click the Cancel button to close the payment edit screen without saving any changes.

Adjust with Credit In addition to making and receiving payments, situations may arise where an Invoice or Bill amount needs to be adjusted by adding a credit. Credits can be issued by selecting the Adjust with Credit button found in the Payment and Credits section of any Invoice or Bill.


Selecting this button will access the credit memo edit screen. This screen is similar to the edit Invoice or Bill screen.

Sales Person [required]: Who is the sales person associated with this Credit? By default, the sales person from the invoice or bill will be used. Profit Center [may be required]: Which profit center should this Credit be allocated to? By default, the profit center from the invoice or bill will be populated. Client/Vendor [required]: The intended recipient of the Credit. It will automatically populate the Account from the Invoice or Bill. Billing Contact: The name of the contact to whom the Credit should be directed. Automatically populated with contact identified on the Invoice or Bill. Client/Vendor PO#: The external reference number given by your client or vendor. Order: Create a link to a specific order. Information from the order selected will be used to populate the order section of the header. Automatically populated based on invoice or bill.


Reference # [required]: The internal reference number assigned by your organization. This number can be automatically generated by the system or entered manually, depending on your organizational settings. Date [required]: The date that will appear on the Credit. By default, this will be the date the document was created. Distribution: How is this document intended to be delivered? It will automatically populate with the default set in the Account. Message: Enter any additional information you would like to appear on the Credit. Invoice Details: To alter existing detail information, click in a location and make the desired change. Click in another location to update the total amounts. To enter a new detail line, select the appropriate item category, enter a quantity, enter a description, enter a rate, and select a unit of measure. Item categories include:

• BASE – the standard charge • SEGMENT – an additional charge for segmentation • SELECT – an additional charge for an individual select • OUTPUT – an additional charge for a specific output • NETNAME – run charges associated with the net name agreement • EXCHANGE – specific charges associated with an exchange • CANCEL – specific charges incurred during a cancellation • OTHER – any other additional or uncategorized charges

To remove a detail line, delete the text in the description. Click the Save button to save the credit information. Click the Cancel button to close the credit memo edit screen without saving any changes. A credit is applied to an Invoice or a Bill by creating a payment between them. The credit memo will become the source of the payment while the Invoice or Bill will be the destination. When the Save button is selected, the system will automatically generate both the Credit Memo document and the associated payment. The payment can be seen in the Payments and Credits section of both the Credit Memo and the Invoice or Bill it is linked to.


Credit Memo View Screen

To view the details of the Credit Memo payment, click the link in the Payments and Credits section.

Receipt applying credit memo to invoice

Bad Debt Alternatively, the balance due for an open invoice or bill can be written off as “Bad Debt” (Invoice) or “Cancelled Debt” (Bills). This process will produce a Credit Memo with a specific


line item of Bad Debt or Cancelled Debt in the amount of the remaining balance due on the invoice or bill at the time. Bad or Cancelled Debt credit memos can be issued by selecting the Write off Bad Debt button found at the top of an open invoice or the Cancelled Debt button found at the top of an open bill.

This process will automatically create the credit memo, apply the credit to the invoice or bill, and return to the invoice or bill view screen where the credit will now appear in the Payments and Credits section.

Print a Receipt or Payment Print options for Receipts and Payments can be found in the Choose A Report menu while viewing the Receipt or Payment.

Downloads are available in both HTML and PDF formats. The Detail version will contain complete details. The first section will display the details from the payment or receipt itself and a summary of the invoices or bills it has been applied to. This will be followed by the print view of each invoice or bill the receipt or payment has been applied to. The Summary version will display only the receipt/payment and a summary of the related invoices or bills.


Receipt Detail


Receipt Summary

Print Checks Checks can be created for all payments in the system with a ref # of ‘To Be Printed.’ To print checks, got to Payments screen (Finance menu). Select the ‘To Be Printed’ from the drop down box at the top left of the screen. Click the Get Payments buttons. The screen will now display all payments ready for printing.


By default, all payments will be selected for printing. To unselect a payment, clear the check mark in the box on the left. Click the Print Checks button at the bottom of the screen to print the selected checks. Enter the starting check number and click Ok

The checks will appear as a PDF document in a separate window. Pop-up blockers MUST be configured to allow pop-ups from app.nextmark.com or this window will not appear. From the PDF pop-up window, checks can be sent directly to the printer onto existing check stock. The document can also be saved to the user’s computer for future reference or printing at a later date. The checks are formatted to work with Intuit (or other compatible) Voucher checks. These are 3-fold, check-stub-stub design.

Depending on your company’s Organizational settings, the summary provided on the stubs may be replaced with a message. This is dependant on the Print Summary on Check Stub and Check Stub Replacement Message options.


Voided / Returned Checks Both receipts and payments may be “voided” as needed. In each case, the system will create a voiding receipt or payment that will zero out the check. The Voided and Voiding Payments will be linked together. All commission allocations will also be zeroed out. For receipts, press the Returned Check button at the top of the receipt. For payments, press the Void Check button at the top of the payment.

Voided or Returned checks will display a red banner across them. Voided or Returned checks can be restored by using the Restore button. This will remove the voiding payment.

Voided Payment

Additional Reading Please refer to the NextMark Finance Guide – Advanced for further information on

• List Order Cancellations • Service Bureau Bills • Re-Billing • Refunds • Multiuse Orders (Database / Co-op / Insert Media / On-line) • List Order Finances • The Finance Menu • Account Finances

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