Accounting & Banking

Accounts Receivable & Payable

• Complete Audit Trail
• Highly flexible data options: Customer markets, territories, Regions, Groups, Classes, Warranty classes, Account types (e.g. active, occasional, high volume, etc.)
• Highly flexible service charge multi-options including: Buying groups, Brokers/salespersons and their marketing area, Statement cycles e.g. for selected customers generate statements for a specific cycle (e.g. 30 day cycle), and Automatic credit checks

Customer Profile

• Identify customer's trading currency, credit limits, credit types, credit limits per order, internal credit rating and next review date
• Permits balance forward or open item approach, put statements on hold, specify statement printing cycle. Multi-interest options and printing of dunning messages
• Define customer pricing. Multi price levels are supported and separate business terms for each customer. Can overide for a specific sales order
• Facilitates grouping of customers, e.g. sales market, territory, credit ratings, distributor, manufacturer, retailer, selling price groupings etc.
• Permits links customer to Cooperative Marketing Assistance (CMA) vendor programs
• Supports links such as customer to a warehouse(s), sales person/broker, percentage commissions
• Permits multi-vendor code as used by customer
• View payment history and on-order amounts
• Customer records can be flagged to indicate such items as: There are contacts registered for this customer; There is a memo attached for this customer; There are notes attached (one or many, may be grouped by subject); Customer is related to another customer; There are alternative shipping addresses registered; There is at least one post dated cheque from the customer

Invoicing & Payments History

• Permits manual invoices, manual credit notes, debit memo or debit note plus multiple detail lines
• Can apply funds from cheques, credit notes or bank deposits to one or multiple outstanding invoices. Unpaid invoices displayed automatically. Provides option to automatically tag all invoices which can be covered by the payment and unapplied amounts
• Handles the application of multiple advance payments
• Handles partial payments with such options as write off difference, apply a discount or apply a CMA (Cooperative Marketing Assistance) credit with reference to the appropriate vendor
• Multiple print statement options, e.g. target specific customers with full selection criteria such as customer code, currency, address, market areas etc.
• Statements may, print or suppress interest, include or exclude zero balances, be run as of a specified date, omit transactions prior to a specified date, include or exclude dunning messages, multi-dunning messages, multi-interest options may be defined
• Permits "dummy" interest to be printed on statements in which case no posting of interest occurs or become due unless the customer responds by paying the interest
• Calculate cash flow projections with aging interval probability settings for Accounts Receivable past due collections
• Complete Audit Trail of all transactions and adjustments
• Provides automatic reversal of deposits due to non-sufficient funds and reinstatement of all related entries

Sample Reports and Listings

• Full set of customer listing options with such criteria as codes, names, locations, classification and types. Use of wildcards
• Codes and names listing
• Customer & shipping address listing
• Name & address
• Customer Contact persons
• View customer's history
• View sales order status for customer
• View payment histories
• View post-dated cheques not yet cashed and posted to sub ledger
• Display current balance and aging analysis
• Display journal entries for transaction
• Display customer credit review listing
• Display customer/broker/market/country listing
• Print report on sales commissions due
• Report on finance charges
• Print sales tax journals
• Print labels for mailings and files
• Report on customer credit limit encroachment
• View Acct Receivable entry summary for one or a range of customers
• Extensive range of aging reports and summaries including transaction date, posting date, market/territory, balance, invoice date, plus user-defined aging intervals
• Provides detail or summary delinquency reports
• Provides a delinquency file of names and addresses of delinquent accounts

Quoting, Estimates, Bids, Tenders and Jobs

• Unlimited number of estimates/status. Link estimates to a division, branch and centre category
• Estimates can be replicated to save time
• Create bid profiles for the customer, bid number and important dates. The user defines the level of bid document detail. Bids can be "cost plus", "bid pricing" etc.
• Allows for backward adjustment of markup percentage and amount charges for bids
• Add and maintain an unlimited number of change orders. Change order detail lines can include: a link to user-defined phase, task and operation classification; class and class code; scrap percentage allowances; overhead cost percentages; markup percentages; cost base; and net & bid amounts
• Inter-subsidiary and intra-subsidiary transaction entries facilitated
• Automatic currency conversion and unit of measure translations allow for implementation across currencies, industries, countries

Actual Costs & Invoicing

• Actual costs are all linked to a job number, phase, task and operation as well as division, branch and centre codes. User-defined non-chargeable codes allow for accountability differentiation
• Actual labour cost is assigned by employee and skill code. Allow for actual and billing hours per type (normal/over time etc.)
• Actual material cost is captured by item number and quantities as well as billing quantities. Item cost and detail is linked to the Inventory module but can be overridden. More on Inventory Items
• Actual equipment cost is captured by hours and billing hours with their respective rates
• Actual sub-contractor cost is captured by user-defined units of measure and rates per unit
• Invoice selectively on actual costs by selection of date range, phases, tasks, operations, classes and class codes to be included on invoice
• "Cost" may be defined as direct only, direct plus overhead, or direct plus overhead plus markup, etc, and is specific for each class line item
• No period-end closing procedures are required. Past and future period posting is possible, which automatically adjusts period and/or year end balances in actual and budget ledgers
• "The costing module produces a "work-in-process estimate" report. This report generates an editable work-in-progress amount which is the basis for a period-end journal entry and next period reversing entry. No posting from W.I.P to Finished Goods or other GL accounts are necessary

Reports & Views

• Journal entries for actual costs posted
• Complete customer history maintained, e.g. number of purchases, units, revenue, gross margin by period and cumulatively with prior years comparisons, number of years limited only by hardware capacity, are updated with every transaction for immediate access
• Complete variance reporting for quality and quantity variances
• Report on projected labour hour requirement by skill level and period
• Report on suggested purchase orders by vendor
• Report on routing by workstations

Key Data & System Control

• Analyse job types, categories or groups by division, branch and centre
• Analyse by units of measure: $, minutes, litres, etc.
• Analyse by employees: codes, status, rates, overhead allocation (% or amount), location, skills code, regular hours
• Define skill levels per division, branch and centre. Specify shift allowance percentage, unit of measure, regular and billing rates
• Analyse sub-contractor rates per unit per division, branch and centre
• Define equipment regular and billing rates
• Define non-chargeable codes per division, branch and centre, linked to an account (if required)
• Define billing rate codes per division, branch and centre, multi-levels of rates/hour, depending on customer
• Define job routings. Link to division, branch and centre and specify plant, department and station
• Define job structures per division, branch and centre. Specify project, phase, task, operations and class hierarchy
• Classify subjects for notes
• Provides for daily or periodic polling of remote stations via a transfer database - "two phase commit protected" - or batch processing and import of data from other systems, as well as periodic up-and-down loading of data to and from remote stations
• Analyse retention, burden rates and allocation, sales related taxes, progress billing and completion dates

Journal Entries

• Complete J/E options including standard journals, permits editing/reversing
• Accommodates: Actual Cost, Budget Cost, Committed Cost etc.
• Details to account code, account extension, division, branch and centre
• Multi-currency enabled, select a different currency from the G.L.
• Complete control of Inter-division, Inter-subsidiary and Intra-subsidiary transaction details
• Allow for the further breakdown of accounts such as unit of measure and description
• Allows: View, cancel, post or store (for re-use)
• Allows redistribution, i.e. spread the amount from one or more accounts over several other accounts
• Permits multi-budgets for reporting of variances for either a single or range of periods in current or prior periods
• Supports daily accounting periods
• All balanced transactions are posted instantly
• Adjustments to prior periods automatically recompute the next fiscal year opening balances as well as all forward balances from the adjustment date to actual and budgeted ledgers

General Ledger Reports & Queries

• General Ledger Report detail by date, net change, account detail information across different entities
• Trial Balance/Worksheet
• Display historic values (actual/budget1 etc.) for specific or various fiscal years
• Use Report Writer to generate custom reports
• Any number of reports can be 'stacked' for printing in batch
• Can analyse to the day for charting or comparative statistical trend analysis
• Prepare consolidated statements with correct elimination of inter company accounts

General Account Exports

• Creates export files which can be imported into other software applications
• Provide full selection criteria: from/to accounts, extension, division, branch, centre, type, fiscal year and period

Account Set-up

• Supports multi, divisions, branches, centres
• Create multi-account classes. e.g. all accounts that relate to "current assets"
• Define account codes. Account codes may: Automatically link to a class code e.g. current assets, depreciation, sales etc.; Link to a type: Profit/Loss or Balance sheet; Define as a control account which will attach a sub ledger; Link to a currency; Set mandatory settings for division, branch and centre
• Origins are controlled and represent the physical location of the data. Origins is used to keep journal entry numbers unique. Origins grant exclusive use of an account to the specified origin
• Merge accounts from the same ledger, currency and type into a single account

Deposits

• Complete detailed bank deposit record (deposit date, bank, division, branch, centre, currency etc)
• Permits multi-detail deposit lines
• Automatic handling of post dated cheques
• Permits allocation of funds to any account, subsidiary ledger, bank, currency and general ledger
• Automatic currency convertion to home base currency with amounts displayed in both the original and base currency
• Permits automatic reversal of deposits for non-sufficient funds and reinstatement of related entries, NSF charges computation and audit trail recording

Adjustments & Transfers

• Permits adjustment of bank accounts with complete audit trail
• Supports multi-currency inter-account transfers with complete audit trail
• Reconciliation of bank transactions against bank statements

Reports, Listings & Views

• View the current balance for a any bank account
• Display a bank deposit summary or detail report for any sub ledger (A/R, A/P, GL), date range and bank account
• Display debit and credit bank reconciliation adjustments
• Display future cash requirements by multi-selectable periods
• Provide complete set of standard reports

Property & Equipment Profiles

• Complete Audit Trail
• Track non-depreciating, depreciating, intangible assets
• Multi-status assets including: Active - not fully depreciated, Active - fully depreciated, Active - not depreciated (land), Disposed, Inactive, not fully depreciated, Inactive, fully depreciated, Retired, and Senior active - fully depreciated
• Link cost, accumulative depreciation and depreciation expense to account codes
• Link asset to higher order asset (part of another asset)
• Link asset to an alias asset number
• Asset attributes include: Class, Group, Type, Set, Custodian Name, Location, Utility Code, Date in Service, and Warranty Expiry Date
• Disposal gains/losses and proceeds amounts are linked to a disposal code and account
• Determine asset replacement cost (may use replacement cost index %), insured value, and estimated lie

Depreciation

• Depreciation for an asset can be edited for the present and next year/period
• Define a depreciation method for the asset (diminishing balance/no depreciation/straight line/double declining balance/sum-of-the-years digits/etc.) based on cost or net of salvage value. Depreciation method may be changed to straight line, etc.
• Depreciation for an asset fit any user required specifications
• Post journal entries for depreciation for a selected group of assets (or all assets) with fiscal year and period range
• Depreciation journal entries may be reversed
• Initial set-up allows for the registration/capturing of previous years' depreciation totals and accounts
• Create the annual depreciation schedule for a selected range of assets or all assets

Retirement, Disposal & Transfers

• Retire assets when fully depreciated
• Capital asset disposal takes the value of the asset and moves it to the disposal account (Account/extent/division/branch/centre)
• Transfer assets from one department to another. The remaining balance of the asset is switched
• Adjustments can be made without losing the audit trail or history

Capital Budgeting

• Define capital projects with project amount and detail description
• Appropriate funds to specific capital projects through appropriation transactions
• Commit capital project appropriations by linking appropriations to purchase orders
• WHAT IF?, using budget data, different scenarios can be tested to determine effect on taxes, cash flow and rate of return

Reports & Views

• Print summary or detail depreciation reports for selected criteria including actual or budgets, entity, division, branch, centre, account, fiscal year and period range
• Create a listing of prior assets transfer control
• Report on net cost, depreciation and net book value for each capital asset by fiscal year and period
• Print all recurring reports with a full set of selection criteria for report type (detail or summary), period range, entities, divisions, branches and centres. Reports include (but are not limited to): Capital assets cost/depreciation, Depreciation schedules, Profile list, Gains and losses from disposal, Asset valuation, Depreciation method comparison, and Disposition and salvage value

Key Data & System Control

• Define a utility code for performance/capacity parameters
• Define classes: land, automotive, excavating equipment etc.
• Define group: building, equipment etc.
• Define type: Intangible, manufacturing, non-depreciating etc.
• Define sets of assets
• Define employee skills with regular, overtime and double time rates as well as shift bonus percentages
• Define employees with status code, location and skills
• Sort notes by subject

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