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Accounts Receivable Features:

The primary objective of the Accounts Receivable (AR) System from Legler Systems is to process accounts receivable information in an online environment so that specific procedures are performed in seconds rather than the hours required for traditional batch methods of computer processing. This AR System performs the basic accounts receivable objectives by providing a complete and accurate record of all transactions affecting each customer.

Specific Accounts Receivable features and objectives are highlighted below:

  1. Maintain a Customer Invoice Record on the dollar amounts to be collected from from customers as well as the associated general ledger account distribution information for revenue.

  2. Automatically assign voucher numbers to each input transaction for control and audit trail purposes. This accounts receivable feature can be overridden by the setting of System-Option-16 (DB03).

  3. Automatically post voucher information to specific ledger accounts to eliminate clerical posting errors by interfacing directly with the General Ledger System (AR09). Either the cash or accrual accounting method is supported.

  4. Print accounting reports, such as Customer Invoice Report, Cash Receipts Report, Aged Receivables Report, Receivables Distribution Report and other reports to provide an audit trail of data entered into the system so that adequate control is maintained over company cash receipts and revenue distributions.

  5. Print customer statements (AR11) showing the invoices issued during the period and customer payments received.

  6. Automatically calculate the average days delay between the invoice date and the date the payment is received and update this information in the Customer Master Record.

  7. Maintain a Customer Master Record for each customer invoiced by the company. Information in the Customer Master Record includes name, address, sales tax rate terms, credit dollar limit and general ledger revenue account codes.

  8. Handle cash sales associated with customer invoices.

  9. Allow for the receipt of multiple partial payments against a customer invoice.

  10. Print Past Due Notices showing all unpaid customer invoices and calculates a customer finance charge when requested by the user. Customer Invoice Records can be automatically created to reflect this customer finance charge.

  11. Provide reporting capability by different locations. The location code used by this system should be consistent with that used by other financial systems.

  12. Provide auxiliary input capability for initial file creation and processing input created by other computerized systems, including separate data entry operations.

  13. Handle any fiscal year for accounting purposes, even one different from the calendar year, through the use of a separate accounting period number (YRMO).

  14. Provide source document control over input transactions to the computer by establishing batch numbers.

  15. Provide online inquiry capability to identify all invoices and payments received for a specific customer.

  16. Provide online inquiry capability to identify all invoices associated with a specific customer and to summarize payments by month for the last five years.

  17. Define an Active-Flag to prohibit current entry of invoice data for a customer yet reference that customer number for historical reporting purposes.

  18. Handle multiple bank accounts through a user definable Bank-ID code.

  19. Automatically update the Customer Master Record with new invoices for the latest two years with automatic rollover from one year to the next so special year-end clerical procedures are avoided.

  20. Provide the capability to create custom AR reports where the user defines the data fields to be selected and printed. Procedure DB12 is a general purpose custom report writer that produces custom AR reports.

  21. Provide the capability to enter prepayment information on AR03 and automatically update the actual invoice when it is added to the system by procedures AR02, AR14 or OE05. This prepayment information stored in a temporary Customer Invoice Record.

  22. Update multiple invoices at one time from a single payment using procedure AR18.

  23. Allow the user to specify the sequence of records in a report by entering a primary (customer) and secondary (invoice) sort option.

  24. Automatically display a detail record (Customer Master Record, Customer Invoice Record or Cash Receipts) when function key F7 is pressed while in data entry procedure AR03 and procedure AR02 and in inquiry procedure AR10 and procedure AR15. This accounts receivable objective enables the operator to quickly drill down to more information.

  25. Select customer invoices with a credit balance, invoices with a net balance less than x dollars, or invoices with net balance greater than y dollars when printing the Aged Receivables Report (AR07) and Outstanding Invoice Report (AR16).

  26. Verify the state code and ZIP code (first 3 digits) associated with a customer address. The Canadian province code is validated when the ZIP code is not numeric.

  27. Automatic customer number assignment whenever the customer name initials are entered by the user as the customer number. The customer name initials are manually or automatically set in the Customer Master Record.

  28. Automatically test for duplicate invoices at the time of entry of new customer invoices. This options is set by System-Option-25.

  29. Set up sales tax code to identify different sales tax rates and store it in each Customer Master Record to minimize file changes associated with a rate change. This accounts receivable objective allows the user to define multiple county sales tax codes.

  30. Provide system options in the Company Control Record to handle 6-digit or 8-digit dates for Y2K compliance.

Prepayment information can be entered into the Accounts Receivable System as a Customer Invoice Record prior to entry of the actual invoice where a temporary record is created for a special invoice number (PPNNNN). When the actual invoice is added to the system, prepayment information is automatically moved to the new invoice and the temporary prepayment record is deleted.

The Accounts Receivable System keeps track of unpaid customer invoices and partial payments against an invoice. The Aged Receivables Report (AR07) can be printed at any time to identify the total amount of all customer unpaid invoices by customer. Individual customer unpaid invoices are identified in the Outstanding Invoice Report (AR16).

Customer statements and Past Due Notices are printed on letter-size paper for direct mailing to customers with the company heading format specified by System-Option-12 (DB03).

Customer Master Record:

Customer name and address information is recorded in the Customer Master Record. Menu procedure AR01 is used to add, change (modify), query and delete Customer Master Records.

Customer Invoice Record:

Each customer invoice mailed to a customer is recorded in a separate Customer Invoice Record. Menu procedure AR02 is used to add, change (modify), query and delete Customer Invoice Records. Procedue AR03 is used to modify Customer Invoice Records with payment information.

AR System procedures that can be run by the user are identified on the Accounts Receivable Menu document.

More Information on Accounts Receivable Objectives:

To receive additional information on this online Accounts Receivable software, please e-mail Bill Legler in the SF Bay Area, California or go to the Accounts Receivable System page.

Version 7.10 - Copyright 2010 by Legler Systems Company. All rights reserved.