|
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. |
|
Invoice
Posting |
 |
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. |
|
Cash
Receipts Posting |
 |
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. |
|
Write-Off's |
 |
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. |
|
Current
Month Transactional Reporting |
 |
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.
-
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.
|
|
Periodic
Summary Reporting |
 |
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.
|
|
Customer
Ledger |
 |
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. |
|
