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Accounts
Receivable Module
Instant
Access to Customer Information
You have instant access to customer
balances, aging totals and sales history. You can also review the
customer's sales and payment history before processing an invoice.
Enhanced Customer Maintenance Functions
YTD Sales
AccountMate 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 Maintenance - Information Tab
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.
Recalculate YTD Amount for Multiple
Customer Records
The Data Manager function now has the Update Customer YTD Sales
Amount, which allow users to pick a range of records to process
and assign a separate Start Date value to each customer record that
the system will use for the computation.
Customer Maintenance — Customer Ledger Card
Last Customer Price
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 price is to remain in effect.
Comprehensive Inventory Information
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. This powerful customer service aid is just a
click away if necessary 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.
Multiple Substitutes for Inventory
Items
Each inventory item can be assigned multiple substitute items that
can be used to fill orders for items that have insufficient quantities
on-hand.
Multi-level Pricing for Inventory
Items
You can set multiple prices for inventory items. Different prices
can be assigned to inventory items based on the customer's price
code or order quantity.
Generate Invoices for Multiple Shipments
If the Sales Order module is activated, you can generate invoices
either when a shipment is made or later when multiple shipments
have been made. This flexibility provides the sales and accounting
departments the ability to tailor invoicing methods to a specific
customer's needs.
Option to Calculate Discount and Due
Dates from E.O.M. or Discount/Due Date Table
Payments terms can be calculated automatically from a discount/due
date table. 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
Void Accounts Payment, Refund or Adjustment
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.
Prevent Over Posting of Sales Returns
A validation process in the Create Sales Return with Invoice function has been added to
prevent over-posting of sales returns. With this validation, the system ensures that
quantities to be returned do not exceed the "non-returned" quantities (shipped quantity
less accumulated returns) for a given invoice.
Enhanced Print Customer Statement
Function
A new option "Excl History Cash Rcpts before" is added to the Print Customer Statement
function. The system will then compute the Open Credit amounts based on Cash Receipts
that fall within the date range defined by the "Excl History Cash Recpts before" date and
the "Statement Cut-off Date".
Built-in Multi-Currency
When multi-currency is activated, a currency code can be assigned to each customer, who
can then be billed in their own currency. AccountMate’s Multi-Currency feature 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.
Comprehensive Apply Payment Function
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 Encryption
Credit card numbers are secured internally so you can limit the viewing of credit card
numbers to those who have been granted to do so. If an employee does not have the
access right to view the credit card number, they will see only the last four (4) digits of the
credit card number with the preceding numbers displayed as asterisks (*).
User-Defined Pay Codes
An unlimited number of pay codes can be defined to help analyze and report receivables
and customer payment information. You can even define in the Pay Code record the
particular module in which the record will be used.
Review/Print History Invoices and
Statements
You can maintain an unlimited data history and reprint or view on-screen any historical
invoice or statement, thereby minimizing the need to store printed copies of old invoices
and statements.
Finance Charges
Finance charges can be applied to all customers, or to only selected customers; and can
be calculated based on the statement balance or on individual invoices, either by
percentage or fixed amount.
Generate Recurring Invoices
Multiple recurring-invoice templates can be set up for each customer. Invoices can be set
to recur at different time intervals. You can generate recurring invoices for a selected
period of time with only a few mouse-clicks.
Additional Warning Message When Purging
Payment Records
To prevent users from accidentally purging unrecorded payments, AccountMate 6.5
displays an additional message during AR Period-End Closing reminding the user that all
undeposited customer payments dated prior to the indicated purge date will no longer be
available for recording of bank deposits.
Integration with General Ledger, Sales
Order, Inventory Control, Pricing Control, Inventory Specification,
Lot Control, Kitting and Customer Inventory Manager Modules
- Integration with the General Ledger module enables you to easily transfer accounts
receivable transactions to the General Ledger temporarily or permanently through the
Transfer Data to GL or Period-End Closing functions, respectively.
- Integration with the Sales Order modules provides you a complete order entry plus
billing and receivables system; thus allowing you to more effectively manage your
customer base and valuable inventory.
- The Inventory Control module, you can set up different warehouses and bins for your
inventory items and define various cost methods. Comprehensive inventory
information is available for you to use during the invoicing process; furthermore, this
module gives you the option to use bar codes when entering line item data.
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- The Pricing Control module, you can enhance the already comprehensive minimum
and multi-level pricing features. You can set up minimum prices, multiple prices and
multi-level prices; and assign unlimited price codes for your inventory items.
- The Inventory Specification module, you can establish inventory types and codes such
as size and color.
- For tracking and inventory-management purposes integration with the Lot Control
module provides for assignment of lot numbers and expiration dates to an item's units.
- Integration with the Kitting module provides the ability to assign 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 to
the customer's item number items that a particular customer buys, description and
unit of measurement for the item, and permits automatic updating of prices for that
customer.
Other Features
- 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.
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