With AccountMate 6.0's Accounts Receivable module, you have the power of a complete invoicing, receivables, customer and inventory management system, so you can always provide customers with prompt service. Pricing Control, Sales Order and Inventory Item Specification can be integrated with Accounts Receivable to create a complete order entry, billing and receivables system, providing better management of your customers and your valuable inventory.

Always have instant access to customer balances, aging totals and sales history. Review the customer’s sales and payment history before processing an invoice.

YTD Sales

AccountMate 6.0 computes the year-to-date sales separately from the accumulated-to-date sales. You therefore have the flexibility of defining the start dates from which the year-to-date amount will be computed. This information serves as a determining factor for a company’s rate of return on total assets, as well as receivables turnover or collection performance when compared with the customer’s accounts receivable balance.

Average Days to Pay Information

You can review a customer’s average days to pay before processing an invoice. AccountMate automatically computes this value based on the customer’s applied payment information.

Customer Ledger Card

Drill down on a customer’s balance is now available, showing detailed information regarding the sales invoice, including check information, invoice distribution, finance charge, tax, freight, payment, etc.

Figure 1: Customer Maintenance - Information Tab

Figure 2: Customer Maintenance – Customer Ledger Card

If the Pricing Control module is activated, you can choose to use either the last invoice price or the last sales order price when pricing the current customer order. You can also specify the number of days the prior price is to remain in effect.

A picture of each inventory item can be included with the inventory item’s description. Product notes can be entered in an accompanying inventory notepad, a tremendous customer service aid when speaking with customers and analyzing inventory items. Inventory information (such as the on-hand quantities, on-order quantities, item classes and product lines) is also available while invoicing. Cost information can be suppressed if the option is activated to block inventory item costs on invoices.

Each inventory item can be assigned multiple substitute items that can be used to fill orders for items that have insufficient quantities on-hand.

Set multiple prices for inventory items. Different prices can be assigned to inventory items based on the customer’s price code or order quantity.

If the Sales Order module is also activated, you can generate invoices either when a shipment is made or later when multiple shipments have been made a specific order. This flexibility provides the sales and accounting departments the ability to tailor invoicing methods to a specific customer’s needs.

Payments terms can be calculated automatically from a discount/due date table that you set up. You can define in the date table the discount day, discount month, due day and due month of the invoices issued on a particular date/day of the month, or choose to use E.O.M. (End-of-Month) discounting.

Figure 3: Pay Code Maintenance Function

AccountMate provides the ability to correct your customer balances when errors occur in applying payments to invoices, applied credits and refunds. You can also void applied adjustments, discounts or write-offs, even if they are applied without payment.

When multi-currency is activated, a currency code can be assigned to each customer, who can then be billed in their own currency. AccountMate 6.0’s Multi-Currency also provides the ability to compute unrealized gains or losses for these transactions. Foreign currency accounts receivable can be revalued to a specific currency revaluation date as currency rates fluctuate.

Customer payments and open credits can be applied to invoices at the same time, along with any payment discounts, adjustments or write-offs. In addition AccountMate provides the option to post each type of payment adjustment to a different General Ledger account.

Credit card numbers are secured internally so you can limit the viewing of credit card numbers to those who have permission to review the numbers. If an employee does not have the access right to view the credit card number, they will only see the last four (4) digits of the credit card number with the preceding numbers displayed as asterisks (*).

An unlimited number of pay codes can be defined to help analyze and report on receivables and customer payment information. You can even define in the Pay Code record the particular module in which the record will be used.

Maintain an unlimited data history. Reprint any historical invoice or statement or view it on-screen, thereby minimizing the need to store printed copies of old invoices and statements.

Finance charges can be applied to all customers or only to selected customers. Finance charges can be calculated on the statement balance or on individual invoices by either a percentage or a fixed amount.

Multiple recurring-invoice templates can be set up for each customer. Invoices can be set to recur at different time intervals. Users can generate recurring invoices for a selected period of time with only a few mouse-clicks.

Integration with the Lot Control module provides assignment of lot numbers and expiration dates to an item’s units for tracking and inventory-management purposes.

Integration with the Kitting module provides the assignment of kit numbers to kit-units for tracking and management purposes. Kit items can be invoiced without applying the Build Kit Item function, offering a quick and easy way to build and invoice the item in one window.

Integration with the Customer Inventory Manager module allows cross-referencing of the items that a particular customer buys to the customer’s item number, description and unit of measurement for the item, and permits automatic updating of prices for that customer.

• Customers can have multiple shipping and billing addresses.
• Invoices can be imported from other systems.
• Sales return entry can be expedited by posting directly against the affected invoice.
• Balance forward and open item statements can be printed for customers at any time.
• Invoices and checks posted prior to a specific date can be purged.