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Very little of the data here is based on
programming calculations. A distinct advantage of the system
is that is simple and easy to use and the information entered is
easy to understand. Furthermore, this system can be modified to meet
any
specific A/R tracking needs. If there are particular items
that need
added, removed, or changed, we can do that. That's what custom
programming is all about!
One of the A/R system's most powerful
features is its versatility. The system was designed to be used in
conjunction with our Distribution system.
These two applications allow a user to track their inventory and track all A/R data quickly,
easily, and simultaneously!
Features of the Accounts Receivable
system are shown below. |
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Invoice
Posting |
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An operator would use
this option to enter in any unpaid (open) invoices that currently exist.
This will be used solely for conversion purposes. After all open
invoices have been entered in the A/R system, they will not need to use
this procedure any more -- if they have purchased our Distribution
System. Instead, the operator would use the Distribution Module
and create open orders and shipped orders. Shipped orders will
automatically create invoice records. |
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Cash
Receipts Posting |
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The cash
receipts posting option allows an operator to enter in a record of any cash
receipts (payments received). Cash receipts will need to be entered for
any invoices generated by the Distribution Module, as well as for the
invoices posted using the invoice posting procedure discussed earlier. |
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Write-Off's |
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The write-off
entry screen allows an operator to quickly enter in a write-off for any payments
in which they are not likely to receive. An example of this would be a
customer owes a company $1,000 dollars. For some reason, they send a check
for $999. They’re probably not going to go after them for the last $1,
so, they would write that amount off.
Another example of using the write-off
procedure would be in the event of damaged goods. A company sends $1,000
worth of products to a customer, but $10 worth is damaged. They send
back
a check for $990. The company could either send replacement products, or
enter in a $10 write-off. |
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Current
Month Transactional Reporting |
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This screen allows
an operator to print or view various reports for a specified date range, or
further detailed by customer. There are 5 different monthly reporting
options to select from. They can run one or all of them, or
anywhere in between. These reporting options include:
- Deposit
Statement – displays a reference to any payments received. This
report shows date payment was received, customer number and
name, invoice number, check reference (number), and
the check amount. This data is broken down by deposit date,
with a summary of all deposit amounts shown on the last page of the
report.
- Invoice
Register – displays a reference to any invoice records for that
customer. This report shows the invoice number, customer
number and name, invoice date, invoice amount,
notes, and the transaction date. This data is broken down
by the month of the invoice date, with a summary of all invoice
amounts shown on the last page of the report.
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Open Item Aging
– displays a full detail report of any open items for a given customer
in which an operator have not received payment yet. This report shows the
invoice number, the transaction type (INV = invoice, PMT =
payment, and W/O = write-off), transaction date,
transaction amount, current amount due, amounts 16-30
days past due, amount 31-45 days past due, amounts 46
days and over past due, totals due, and notes. This
data is broken down by customer, with a summary of all open item
amounts due shown on the last page of the report
- Write-Off
Register – allows an operator to quickly print or view a list of
write-offs entered. This report shows the customer number and name,
invoice number, invoice date, write-off date,
write-off amount, and notes. The data is broken down by
customer, with a summary of all write-off amounts shown on the last
page of the report.
- Open Item Aging
Summary (Customer) – displays a summary report of any open items
for a given customer in which an operator has not received payment yet. This
report shows the customer number and name, amounts 16-30
days past due, amount 31-45 days past due, amounts 46
days and over past due, and totals due. A summary of all
open item amounts due shown on the last page of the report.
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Periodic
Summary Reporting |
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This screen allows
an operator to print or view various reports for a specified date range, or
further detailed by customer. There are 4 different periodic reporting
options to select from. These reporting options include:
- Estimated
Receivables By Customer - displays a summary
report of any cash receipts for a given customer. This report shows
the customer number and name, is broken down by month,
starting with January. A summary of all receipt amounts by month due
is shown on the last page of the report.
- Revenue
Summary By Fiscal Month - displays a summary
report of any cash receipts by fiscal month. This report is broken
down by fiscal month, starting with July for 2000-2001
and going up through 2003. A summary of all receipt amounts by
fiscal year due is shown on the last page of the report.
- Revenue
Summary By Month - displays a summary report
of any cash receipts by month. This report is broken down by month,
starting with January for 2000 and going up through 2003.
A summary of all receipt amounts by year due is shown on the last page
of the report.
- Revenue
Summary By Quarter - displays a summary
report of any cash receipts by quarter. This report is broken down by
quarter (quarter 1 is January through March, Quarter 2 is April
through June, etc.), starting with Quarter 1 for 2000 and going
up through 2003. A summary of all receipt amounts by quarter
due is shown on the last page of the report.
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Customer
Ledger |
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The customer ledger
screen allows an operator to print or view all activity in the open item file.
This screen allows them to print or view various reports for a specified
date range, or further detailed by customer.
By clicking the
Proceed button, the operator will see information for customer number and name,
invoice date, transaction type, (INV = invoice, PMT =
payment, and W/O = write-off), transaction date,
transaction amount, running balance, transaction date,
and notes. This data shows a summary of the customer balance due
on the last page of the report. |
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