A/R, INVOICING AND INVENTORY

We also have software for organizations that bill customers and/or sell products/services. Accounts Receivable helps improve your cash flow and increase your income. It maintains customer records and prints statements. Invoicing gives you on-line access to a customer's status at order entry time. It prints invoices for products or services and provides numerous sales analysis reports.

To minimize costs, Inventory Management assists in tracking the products you sell. It provides information about your present stock and on-order items and provides you with purchasing advice for below minimum balance items.

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ACCOUNTS RECEIVABLE

Accounts Receivable provides more management information and customer/client contact capability than any other non-profit program on the market. This assures you of four major benefits:

  • Improved customer/client information,
  • Increased cash flow,
  • Customer statements on demand and
  • Detailed management/sales analysis reports.
Accounts Receivable is a comprehensive open item system which maintains a record of each invoice and payment until fully paid. However, selected customers may be balance forward customers and have all invoices aggregated into a single amount at the end of the month. Multiple accounts receivable, cash and sales accounts are provided.

A unique benefit of our Accounts Receivable is screen display of all open items during transaction entry. This gives you the ability to match payments with invoices in real time without having to refer to a printed open item report. If you wish, customers may be added at transaction entry. You may also process repeating entries automatically and/or compute finance charges for selected customers.

Accounts Receivable reports provide extensive customer sales information so that you can make timely decisions about customer types, salespersons, divisions, territories, etc. Sales analysis reports may be printed in seven different sequences.

Accounts Receivable allows you substantial flexibility in maintaining your accounting system and providing management information reports on demand. Screen inquiries are available for customer records, purchasing history, transactions and open items.

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MAJOR SYSTEM BENEFITS

 Accounts Receivable is a menu-driven system with significant advantages over other methods. Program prompts and error-checking features make it extremely easy to learn with minimum training time. User-friendly features were built in to assure you of having your organization set up and running in minimum time. Among the major benefits of Accounts Receivable are the following:

ORGANIZATION SET-UP
  • Organization name, address and phone number,
  • Optional date/time stamp on reports,
  • Distribution of sales, miscellaneous charges and shipping,
  • Detail and summary distributions to General Ledger,
  • Five flexible, user-defined ageing periods,
  • Ageing open items by invoice date or due date,
  • Ageing past-due amounts by invoice date or due date,
  • Two levels of finance charges,
  • Ship-to file for use by Order Entry/Billing,
  • Account codes to distribute accounts receivable, cash, etc., to multiple accounts automatically, and
  • Six levels of password protection -- three for printing/displaying reports and three for creating/updating files.

CUSTOMER SET-UP
  • Includes the ability to import name and address data,
  • Customer name, address, contact, phone number, and comment maintained,
  • Customers may be added from Donor Records,
  • Customer category, division, territory, and salesperson codes available for report sequencing and selections,
  • Customers designated as open item and/or balance forward,
  • Customer contact file for comments related to each client's activity,
  • Billing cycle code for each customer,
  • Customer purchase dates and amounts maintained and
  • Customer payment dates and amounts maintained,

TRANSACTION DATA ENTRY
  • Automatically add customers at transaction entry,
  • Change addresses for existing customers at transaction entry,
  • Lookup tables by customer number or customer alpha code,
  • Six different types of transactions available,
  • Instant display of all open items at transaction entry,
  • Pay multiple invoices with a single payment,
  • Automatic calculation of due dates,
  • Automatic distribution of payments, invoice amounts, etc., to multiple General Ledger accounts,
  • Distribution of sales, miscellaneous charges and shipping to multiple revenue accounts,
  • Repeating invoice transactions, and
  • Automatic computing of finance charges.

TRANSACTION TYPES
  • Payments, regular invoices, and credit memos, and
  • Miscellaneous debits, miscellaneous credits and miscellaneous cash receipts.

STATUS REPORTS PRODUCED
  • Screen display of all reports,
  • Detail or summary customer records (in 7 sequences),
  • Transaction journal of Accounts Receivable transactions by type of transaction--invoices, payments, etc.,
  • Transaction journal of activity transferred from invoicing,
  • Finance charge journal,
  • Open item report (detail or summary) in 7 sequences,
  • Open item report in invoice number or date order,
  • Customer history report in 7 sequences,
  • Customer history report in invoice number or invoice date order,
  • Customer past due listings in 7 sequences,
  • Customer analysis report (this year and last year), and
  • Accounts Receivable distribution to general ledger.

STATEMENT PRINTING OPTIONS
  • Customer statements printed on standard forms (dot matrix or laser),
    • With or without aged balances,
    • Any range of customer numbers,
    • All or any one of 99 billing cycle codes,
  • Optional inclusion of customers with zero or credit balances,
  • Cut-off date for including open items on statements,
  • Past due customers only, and
  • Any 55-character message of your choice.

SALES ANALYSIS REPORTS PRODUCED
  • Comprehensive customer lists in 7 sequences,
  • Abbreviated customer lists in 7 sequences,
  • Customer sales reports in 7 sequences,
  • Customer rotary index cards by category, division, territory, or salesperson,
  • Customer rotary index cards for recent changes/additions only, and
  • Customer mailing labels by category, division, territory, or salesperson.

OTHER ACCOUNTS RECEIVABLE FEATURES
  • On-line, context-sensitive Help system (full manual on-line),
  • Automatic creation of due to/due from transactions,
  • Simultaneous processing in more than one accounting period,
  • Stand-alone or automatic interface to Fund Accounting General Ledger,
  • Detail or summary transactions in Fund Accounting General Ledger, and
  • Interface to our Order Entry/Billing program for printing invoices.

INVOICING

Invoicing automatically accesses Accounts Receivable customer data and Inventory Management item data. Whether you provide products or services, this assures you of four major benefits:
  • Fractional item quantites to accommodate services billings,
  • Product or service format invoices on demand,
  • Rapid invoice entry (customer/item data) and processing and
  • Detailed sales analysis reports in a variety of sequences.
These benefits make our Order Entry/Billing especially cost-effective for invoicing customers.

A unique benefit of Order Entry/Billing is the ability to process orders and print invoices for customers not on your Accounts Receivable file without creating a temporary customer record. This facilitates order handling for one-time customers while preserving a record of all order activity. Cash received from your customers may be entered directly into Invoicing. Also, the reports provide you with extensive sales analysis information so that you can make timely decisions about customers, inventory items, salespersons, divisions, territories, etc. The customer and item sales information alone may be worth many times the cost of your software!

Invoicing requires Accounts Receivable for operation. If you are using Inventory Management, Invoicing integrates fully with it. For organizations not having an inventory, e.g., service providers, schools, etc., all invoice sales information may still be entered automatically into invoices.

Invoicing provides management information reports on demand. Screen inquiry functions are available for customer status, purchasing history and orders.

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MAJOR SYSTEM BENEFITS

 Order Entry/Billing is a cost-effective menu-driven system with significant advantages over other methods. Because of the program prompts and error-checking features, it is extremely easy to learn and training time is minimized. Throughout the design process, user-friendly features were built into each program. This assures you of having your organization installed and running on Order Entry/Billing with minimum set-up time. Among the major benefits of Order Entry/Billing are:

ORDER ENTRY
  • Processes orders, credits, direct sales, and direct credits,
  • Access customers by customer number, customer alpha code, or ZIP code,
  • Customers may be added at invoice entry,
  • Uses Accounts Receivable account code table to distribute invoices to multiple General Ledger accounts,
  • Accepts regular inventory items and non-stock items,
  • Lookup table for inventory items,
  • Processes product or services billings without having Inventory Management,
  • Accepts unit quantities to two decimal places for services billings,
  • Cash received may be entered with orders,
  • Automatically checks credit limits and past due status,
  • Displays customer status messages from Accounts Receivable,
  • Displays inventory quantities on hand and on order,
  • Displays inventory item status messages,
  • Computes trade discounts, extended prices, sales tax, and invoice totals,
  • Accepts up to a 30-character comment for each item,
  • Accepts up to 6 lines of comments for each invoice,
  • Accepts shipping and miscellaneous charges, and
  • Six levels of password protection--three for printing/displaying reports and three for creating/updating files.

ORDER EDITING
  • Delete orders,
  • Change customer data,
  • Change item quantities, prices, or comments,
  • Delete individual items,
  • Add regular or non-stock items,
  • Add or change invoice comments, and
  • Change miscellaneous charges and shipping.

REPORTS PRODUCED
  • One-line product/service list,
  • Order edit list and picking tickets,
  • Invoices formatted for either products or services,
  • Daily or month-to-date invoice registers,
  • Daily, weekly, or month-to-date sales and profitability reports,
  • Sales tax reports,
  • Sales reports in seven different sequences: customer number, customer category, item number, item class, salesperson, division, and territory,
  • Salesperson's commission reports,
  • Customer sales history reports by item, and
  • All reports may be displayed on screen.

OTHER ORDER ENTRY/BILLING FEATURES
  • On-line, context-sensitive Help system (full manual on-line),
  • Accommodates miscellaneous or walk-in customers,
  • Prints invoices on plain paper or pre-printed forms,
  • Order numbers incremented automatically,
  • Order numbers may be used as invoice numbers,
  • Optionally prints a 2-line message on invoices and credits,
  • Outputs invoice and credit memo data to Accounts Receivable, and
  • Outputs sales and credit quantities to Inventory Management.

INVENTORY MANAGEMENT

 Inventory Management gives you all of the information necessary to manage inventory efficiently and improve stocking levels. You have instant access to a variety of inventory quantity, price and cost data. This assures you of four major benefits:

  • Instant access to stocking levels,
  • Profitability reports by item and category,
  • Management reports based on average costs or current costs and
  • Detailed inventory analysis and sales history reports.
For some organizations, inventory represents a significant investment. Efficient inventory management frequently increases profits more than any other single improvement that can be made. Inventory Management gives you instant access to information about your present stock and unfilled orders. It provides you with purchasing advice for out of stock or below minimum balance items. It also identifies your best selling products and inactive products. Inventory status information is on-line for inquiry and appears on several reports.

Inventory Management provides for costing by the average cost, first-in first-out (FIFO) or last-in first-out (LIFO) methods. Current costs are also maintained for management reporting. Screen inquiry functions are available for item records, current transactions, inventory balances, sales activity and history records.

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MAJOR SYSTEM BENEFITS

 Inventory Management is a cost-effective, menu-driven system with significant advantages over other methods. Because of the program prompts and error-checking features, it is extremely easy to learn and training time is minimized. Throughout the design process, user-friendly features were built into each program. This assures you of having your organization installed and running on Inventory Management with minimum set-up time. Among the major benefits of Inventory Management are the following:

ORGANIZATION/ITEM SET-UP
  • Three-part alphanumeric item codes--supports most manufacturer's part numbers,
  • Supports Average Cost, FIFO, and LIFO inventory methods
  • Summary or detail distributions to General Ledger,
  • Optional history file maintenance,
  • Item sale dates and amounts maintained,
  • Item receipt dates and quantities maintained,
  • Item category, vendor, and warehouse location codes available,
  • Sales and cost of sales accounts available for each item, and
  • Six levels of password protection--three for printing/displaying reports and three for creating/updating files.

TRANSACTION DATA ENTRY
  • Six different types of transactions available--sales, usage, credits, purchases, receipts, and adjustments,
  • Add inventory items at transaction entry,
  • Lookup tables for inventory items, and
  • Automatic display of item balance, cost, and price data at transaction entry.

STATUS REPORTS PRODUCED
  • Detail or summary item records in three sequences,
  • Organization record,
  • Transaction register,
  • Transaction update report,
  • Sales activity/profitability report,
  • History file report,
  • Inventory valuation report by current, average, or actual costs,
  • Inactive items report valued by current or average costs,
  • Out of stock/below minimum balance report, and
  • Warehouse location report.

OTHER INVENTORY MANAGEMENT FEATURES
  • On-line, context-sensitive Help system,
  • Automatic creation of due to/due from transactions,
  • Full screen editing on most screens,
  • Stand-alone or automatic interface with Fund Accounting General Ledger, and
  • Interface to Order Entry/Billing (invoicing) system.

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