CARP is the Follett tool used for creating, managing major accounts, customer accounts (account set-up), and customers. Store management must gather the information from the customer or campus and enter or update the account information in CARP. It is essential that information is entered accurately to have correct and timely billing. This is also the authorization tool for sales transactions.
Sales activity cannot be changed in CARP, because it is the activity that happened during the transaction at POS. However, reconciled (audited) transactions can be changed in CARRR.
Use Centralized Accounts Receivable Processing (CARP) to create and manage the accounts for A/R customers in your stores.
In CARP you can:
Click the Follett logo in the top left of the screen to return to the main menu.
Every customer who charges must be assigned to a major account. You can assign one customer or many to a major account.
Use major accounts to organize customers. You can set options at the major account level that are applied to all the customer accounts assigned to that major account. You can set an end date for charging on the major account. For example, you can set up a major account called Fall 2022 and assign all customers who will charge for purchases in Fall of 2022 with a common end date for charging purchases. Once that end date passes, the customers can no longer charge. Note: Use the appropriate account category when setting up a Major Account to ensure correct accounts receivable classification.
Financial Aid Major Account
For financial aid major accounts, set up a new account for each school term. Name the major account with the name of the account, such as VA, the term name, such as Fall, and the year, such as 2013. Therefore your major account name would be VA Fall 2013.
Department Major Account
You might set up a major account for a department that charges in the store and then assign the customers who are authorized to charge on the department account.
To manage major accounts, you:
- Create a major account
- Edit a major account
- Delete a major account
Typically, for traditional bookstore accounts, you do not set up terms. This feature is used for virtual bookstore accounts. For each major account, you set up a term. The term controls the last date when the customers assigned to the major account can charge. To set a new end of charging date, you set up a new term for the major account.
You also set a start date, class start date and class end date to each term for informational purposes only.
To manage terms, you:
Every person who will charge purchases must be set up in CARP. Every customer should be identified by unique customer information that makes it easy to locate the correct customer at the POS. Note: Always set credit limits at the customer level.
To charge, the customer must also be linked to a major account. A customer can be assigned to one or more major accounts. The person should only be set up with one customer account. Note: One customer can be linked to several Major Accounts
For example, a student may have several financial aid programs. The student could be assigned to Pell Grant, Scholarship Account and VA Financial Aid major accounts.
To manage customer accounts, you:
- Create a customer account
- Link a customer to a major account
- Edit a customer account
- Delete a customer account
- Import customer accounts
As transactions are completed that are charged against a major account and customer at the point-of-sale, the transaction information is supplied to CARP as transaction history. Use this information to reconcile daily/weekly transactions with the campus. You can: