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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.
Comprehensive Inventory Information
An image 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 needed
when speaking with customers and analyzing inventory items. Inventory
information including on-hand quantities, on-order quantities, item classes,
and product lines is also available during the invoicing process. You have
the option to suppress cost information in invoices.
Credit Card Number Encryption
All credit card numbers are secured so the display of credit card numbers
can be limited to only users who have permission to view them. If a user
does not have the required access rights, only the last four (4) digits of the
credit card number will be displayed. The preceding numbers are displayed
as asterisks (*).
Customer Maintenance - Information Tab
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.
Pay Code Maintenance Function
Set up and Generate Recurring Invoices
You can set up multiple recurring invoice templates for each customer. You can set invoice
generation to recur at different time intervals. This enables you to save valuable time by
generating recurring invoices for a designated period at one time.
Flexibility in Determining Invoice Discount and Due Dates
In addition to a fixed discount and net day pay term, you can set up for each pay code a table
containing multiple ranges of days. Depending on the setup for each pay code, you can use
different calculation to determine the invoice discount and due dates. For example, you can
choose to make the due date fall either on any day of the month or always on the last day of
the month. You may also set up each pay code record for use only in certain modules.
Void Payment, Applied Credit, Refund, or Applied Adjustment
AccountMate enables you to correct errors made during application of payments, refunds,
adjustments, or credits to invoices. You can reverse payment adjustments, discounts, or writeoffs
even after you have posted the transactions to the General Ledger.
Posting Customer Beginning Balances
This feature enables you to establish the customer’s balance at the time you set up the
customer record, but this amount is not transferred to the General Ledger since it is assumed
that it has been posted.
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 define multiple prices for inventory items based on either the customer's price
code or order quantity.
Customer Maintenance — Customer Ledger Card
Customer YTD Sales Amount
Having the Year-to-Date sales figure gives you a quick overview of the sales history for
each customer. The customer Year-to-Date sales amount is calculated based on your
company’s total sales to the customer within the year you define. 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.
Customer Ledger Card
The Customer Ledger Card gives you a snapshot of each customer’s balance by
displaying invoice details and payment information on each invoice. You may now drill
down information that make up a customer's balance, including sales invoices, check
information, invoice distribution, finance charge, tax, freight, payment, among others.
Customer Average Days to Pay Information
If the Accounts Receivable module is activated, you can review a customer's average days
to pay information. This information provides a quick overview of each customer’s
payment habit without the need to run reports and analyze each customer’s detailed
payment transactions for each invoice.
Recalculate YTD Sales Amount for Multiple Customer Records
The Data Manager function includes the Update Customer YTD Sales Amount option,
which allows you to choose a range of customer records for processing and provides the
option to assign a different Start Date to each customer record.
Data Manager
Generate Invoices for Multiple Shipments
If the AccountMate 6.5 for LAN Sales Order module is activated, you can configure the
system to generate invoices at the time you ship the sales order or to generate invoices at
one time for multiple shipments. This allows the sales and accounting departments to
tailor the invoicing method to the customers’ specific needs.
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 computes the Open Credit amounts based on cash receipts
recorded within the date range you define in the "Excl History Cash Recpts before" date
and the "Statement Cut-off Date" fields when you generate the Customer Statement.
Built-in Multi-Currency
You can set up a currency code for each currency in which you will transact business.
Customers can each be assigned a different currency code, allowing you to create
invoices using the customer’s specific currency.
User-Defined Pay Codes
You can define an unlimited number of pay codes to help analyze and report receivables
and customer payment information. You can even define which particular module the pay
code can 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 or selected customers and can be calculated based
on the statement balance or on individual invoices either by percentage or fixed amount.
Warning When Purging Payment Records
To prevent you from accidentally purging unrecorded payments, AccountMate 6.5 for LAN
displays during AR Period-End Closing a message reminding you that all non-deposited
customer payments dated prior to the stated purge date will no longer be available for
recording of bank deposits.
Option to Exclude Voided AR Invoices when Printing AR Packing Slips
An option to Include Voided Invoices is now available in the AR Print Packing Slip function.
You have the flexibility of printing packing slips for only invoices that are not voided.
Integration with General Ledger, Sales Order, Inventory Control, Lot Control, and Kitting Modules
Integration with the General Ledger module enables you to easily transfer accounts
receivable transactions to the General Ledger through the Transfer Data to GL and Period-
End Closing functions.
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.
With the Inventory Control module, you can set up different warehouses and bins for the
inventory items. You can also define various cost methods. Comprehensive inventory
information is available for you to use during the invoicing process. In addition, you have
the option to use bar codes when entering line item data.
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 first building them
through the Build Kit Item function, offering a quick and easy way to build and invoice the
item in one window.
Other Features
- Ability to set up of multiple shipping and billing addresses for customers
- Ability to import of invoices 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
- Ability to purging of invoices and checks posted prior to a user-defined date
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