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Accounts Receivable System

The Accounts Receivable System (ARS) developed by Legler Systems in California (CA) is based on the client-server model and supports many special features for handling the trade accounts receivable and cash collection functions in small businesses and midsize companies. This customizable online ARS software can be run as a stand-alone accounting application to manage trade receivables and customer payments on outstanding invoices or integrated with other online financial modules, such as the Order Entry System and General Ledger System. The Legler Accounts Receivable software utilizes a character-based user interface with mouse support on desktop or laptop computers for fast data entry and optimum end-user productivity in a multi-user environment.

The latest ARS software version is now available with recent changes described in the Accounting Software Revision History document. The latest updates include four different real-time transaction dashboards under the accounts receivable menu, plus the Report History Dashboard showing the prior runs for each reporting procedure or inquiry procedure. This general-purpose Accounts Receivable System is easy to use and can function with or without a mouse for greater end-user flexibility and productivity.

After installations on different hardware and operating systems, this reliable accounts receivable software has evolved over the last 25 years to an efficient, proven and productive business application for today under Microsoft Windows 10. Custom versions of the online ARS software support in-house control of confidential accounts receivable transaction records and have been in day-to-day operation in small businesses in Northern California for many years.

Accounts Receivable Menu:

The online accounts receivable (AR) accounting procedures are identified on the Accounts Receivable System Menu (screen image shown below). Before any online AR procedure is run, the user must first sign-on by entering a valid User-ID and password. To display the Accounts Receivable Menu from the main Financial Menu, enter "AR" to the System-ID prompt. To start a specific AR accounting procedure, enter the 2-digit number associated with that online accounting procedure or single-click the left mouse button when pointing to the accounting procedure name on the Accounts Receivable System Menu screen. The active keyboard function keys are identified at the bottom of all screens, including the accounts receivable menu screen.

ARS Software End-User Procedures:

Data entry procedures AR01 (screen image), AR02 (screen image) and AR03 (screen image) display the data fields that comprise each customer record and perform the update functions (add, modify and delete) to the online Master File (DBSMST) based on a Transaction Code. A Customer Master Record (customer name and customer address information) must be entered into the AR System before customer invoices and customer cash receipts are processed. The Accounts Receivable Data Dictionary (printed by procedure DB11) defines each data field in data entry screens AR01, AR02 and AR03. Data entry procedure AR18 (screen image) allows a single customer payment (same Credit-Code) to be applied to multiple unpaid customer invoices at one time.

The online Help File contains a description of all AR data fields and AR error messages that are displayed in a separate Help Message Window whenever keyboard function key F1 is pressed. A drop-down list of valid codes for a field (marked by a down-arrowhead) is also shown in the Help Message Window when the F2 key is pressed after the F1 key. The Help Message Window temporarily overlays the bottom half of the basic application window (Command Prompt window).

For all AR inquiry procedures and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific customer records from the online database (DBSMST) and to format the output. Prior data selection parameters are shown in the Report History Dashboard under the selection screen.

Online inquiry procedures AR10 and AR15 display paid invoices or unpaid customer invoice information for a customer and any time period. Inquire Customer History (AR15) shows a results screen by month for 5 years of customer payment history or invoice totals. Inquiry procedure AR20 displays the top customers based on customer sales. Inquire Latest AR Changes procedure (AR96) displays a list of the latest Customer Master Records (AR01) or Customer Invoice Records (AR02) in descending chronological date sequence.

Online reporting procedures AR04, AR05, AR06, AR07, AR08, AR16 and AR17 print accounting reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Accounting reports can be displayed in the basic application window or in a separate report window prior to printing a hardcopy. Preprinted forms or blank letter-size paper with the company logo are used by the Statement of Account procedure AR11 and the Past Due Notice procedure AR12. Each online reporting procedure displays a separate selection screen for the user to enter report selection parameters, such as codes, dates, customer number, report format option and report sort option. Update procedures AR09, AR13 and AR14 print a one-page ARS Control Report showing the number of customer records processed for audit documentation. Update procedure AR09 posts all revenue account codes in the Accounts Receivable System to the General Ledger System for a specific accounting period (YRMO).

Auxiliary data input to the Accounts Receivable System processes multiple customer invoice transactions at one time to edit and load them into the online database using update procedure AR14. These auxiliary invoice transactions were first entered into another computerized billing application that created the import Transfer File (fixed length records). Alternatively, a csv file can be imported using update procedure DB18 to create the import Transfer File for subsequent input to the AR Batch Input procedure AR14. CSV files contain variable length records where data values or fields are separated by a comma. Generally, a csv file uses the internal ASCII coding structure.

Accounts receivable procedure 92, procedure 94 and procedure 96 are the same procedures in the Database Control System. When 99 is entered as the AR procedure number, the main Financial Menu is displayed. End-user procedures DB03, DB11, DB17 and DB18 appear only on the Database Control menu.

Each online AR accounting procedure identified on the Accounts Receivable System Menu is described in more detail in the AR Procedures Menu document, including a description of the accounts receivable transaction dashboards and Report History Dashboard.

Accounts Receivable Software Features:

In addition to the operational, security, technical and customization features mentioned in the Accounting Software Overview document, important Functional Features and Objectives of this proven accounts receivable software are highlighted below:

1. Handle partial customer payments for a single customer invoice when processing customer cash receipts in procedure AR03. A Credit-Code is associated with each customer payment. The invoice Status-Code is automatically changed when customer payments are recorded.

2. Calculate a finance charge on past due accounts (optional) by the print Past Due Notice procedure AR12 for unpaid trade accounts receivable transactions.

3. Automatic revenue account code assignment occurs when new customer invoices are added to the AR System by procedure AR02. The credit entry for the revenue account codes are assigned from those predefined in the Customer Master Record. The debit entry for the trade receivables account is also assigned to each customer invoice. Recording revenue data (sales) follows the GL revenue account code structure of either a 4-digit account code only or a 4-digit account code plus a 2-character department number asset by System-Option-26 in procedure DB03. These revenue account codes can be manually assigned or overridden using data entry procedure AR02.

4. Automatic update of yearly sales totals in the Customer Master Record identify major customers and avoids special year-end clerical steps.

5. Handle the receipt of a customer prepayment (deposit) prior to invoice entry.

6. Flexible online reporting capability allows the user to request and print 43 different Trade Accounts Receivable Reports, including customer Account Statements (AR11) and Past Due Notices (AR12) by specifying report selection parameters and a report sort option. One-time ad-hoc accounting reports are easily printed.

7. Print customer address from the Customer Master Record on Account Statements and Past Due Notices.

8. For real-time List Dashboard (No. 4), the ten oldest outstanding customer invoices are shown under the Accounts Receivable Menu. Up to 4 different real-time transaction dashboards for accounts receivable are displayed; two real-time Bar Chart Dashboards and two real-time List Dashboards. A Report History Dashboard is displayed under the parameter prompts for an AR reporting procedure or inquiry procedure showing the last 12 runs.

9. Online processing involves instantly viewing and changing customer data in the online Master File (database) based on a Transaction Code (Trans-Code) for added accuracy. One invoice transaction is processed at a time.

10. In the AR System, special notes (comments, instructions or significant events) are entered and displayed from data entry screens AR01, AR02 and AR03 by dynamic linking to data entry procedure DB17 (General Notes Record) using keyboard function key F7 or the mouse when the word "NOTES" appears.

11. Enable customer number lookup by customer name when the "#" character is entered in the customer number field and then enter the customer's name, contact name or phone number when prompted. Both lowercase letters and uppercase letters are tested. When only one matching customer is found, the associated customer number automatically replaces the "#" character to eliminate the manual entry of the customer number. This special customer number lookup feature is performed when "#" is entered in the Cust-No prompt. This "#" feature is in addition to the standard customer number lookup by customer name initials (uppercase) in both a client-server (ASCII coding) and IBM mainframe (EBCDIC coding) environment.

12. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script, so large accounting reports (long running tasks) are printed offline.

13. Apply a single customer payment to multiple unpaid invoices at one time by using data entry procedure AR18, rather than procedure AR03.

14. Support for either the accrual method (default) or cash method of accounting is set by System-Option-19 in the Company Control Record (DB03).

15. Auxiliary data input involves processing multiple customer invoice transactions in the import Transfer File using update procedure AR14 to edit and add them to the online database.

16. Cobol source programs have been revised to reference a new common Copy member (SLP310) for the IBM AIX system call to execute the Unix chmod command, when an output file is opened and the OPR-SYS-PARM field is set to "AIX".

17. A complete backup of the accounts receivable application is created by periodically copying the LSC directory to an external removable device, such as a compact disc (CD-ROM) or USB flash drive (thumb drive). The CD-ROM disc or USB flash drive can be stored off-site for added protection in case of an unforeseen disaster. The financial application can be started directly from these backup devices on any computer.

Accounts Receivable System Interface Capabilities:

The online ARS software references four master records in the Database Control System (required) to: (1) control basic system options and functions (Company Control Record), (2) verify User-ID and password and define the computer procedures the user can access plus other user options, such as the screen color code (background color and foreground color), display real-time dashboards, show dollar sign ($) in all dollar amount fields and Help Message Window screen color codes (User Control Record), (3) validate Credit-Codes, GL revenue account codes and other user definable codes, such as invoice Status-Code and Location Code (Code Definition Records) and (4) identify special notes or comments about a customer or a custom invoice by displaying the word "NOTES" on a data entry screen (General Notes Record).

At month-end, procedure AR09 formats and creates General Journal Records. Depending on the setting of System-Option-04 (DB03), these General Journal Records are written to: (1) an export Transfer File for input to an external GL application or (2) directly into the online database for subsequent use by the Legler General Ledger System (optional). The General Journal Records contain dollar amounts associated with each GL revenue account code assigned to customer invoices and customer payments in the AR System.

The AR System accepts new Customer Invoice Records from an import Transfer File (AR14) that was created by an external billing application or directly from the online Order Entry System (optional). When customer invoices are physically printed by procedure OE05 in the OE System, Customer Invoice Records are created with the GL revenue account code information. Generally, these customer invoices are unpaid, though prepaid customer invoices can be handled.

The online Mailing List System (optional) imports Customer Master Records (customer names and customer addresses) from the Accounts Receivable System and creates new Name Address Records in the ML System (procedure ML09) for subsequent printing of customer mailing labels and computer letters, as may be required.

This user-friendly ARS software supports dynamic linking between data entry procedures (such as AR03 to AR02) with a single keystroke (function key F7). The linking data field is marked by an up-arrowhead. Dynamic linking to existing General Notes Records (DB17) containing special notes about a customer name or customer invoice is performed with one or two keystrokes (F7) or double-click of the left mouse button when the word "NOTES" appears on a data entry screen.

Update procedure DB18 in the Database Control System is used to: (1) export customer invoice and customer payment data from the online Master File to a Text File (csv file format) for subsequent input to an external computer application. (2) import customer invoice data from a csv file (variable length records), reformat csv records into fixed length data records and create the input Transfer File for subsequent editing and loading by procedure AR14, and (3) support master file creation of customer master data in a similar manner as customer invoice data. Customer Master Records must be loaded into the online database first, before the Customer Invoice Records.

ARS Software and Hardware Requirements:

The Accounts Receivable System operates on any x86 personal computer (desktop or laptop) in the Command Prompt window using any version of Microsoft Windows operating system from Windows 3.1 to Windows XP (16-bit) and Windows 7 and now Windows 10. The ARS source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for Windows 10 (64-bit version). Personal computers can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the client laptop or desktop computer or the file server. Additionally, the ARS software can be run on a single stand-alone personal computer or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. This Accounts Receivable software has been ported to the HP-3000 computer. In addition to the standard application window size (80x25), a larger Command Prompt window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness and allows real-time dashboards to be displayed under the accounts receivable menu.

The 2017 version of the accounts receivable software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ("WIN" or "DOS") in the DBSPGM file. The exe programs run under Windows XP and the dll programs are used with Windows 10. AIX programs use the .gnt code. The AR application programs (32-bit code) run on 64-bit hardware.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the ARS executable programs. The Windows 10 accounts receivable programs (32-bit code) are the same programs as the DOS accounts receivable programs (16-bit code) for compatibility. For customer data archiving and historical reporting, the same ARS executable programs can be run offline from a removable device, such as a CD-ROM disc or USB flash drive; thereby eliminating the need to restore old customer data and AR application programs to a separate hard disk drive in order to view or print accounts receivable reports.

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment. The Database Control System is included with the Accounts Receivable software. The ARS source programs are written in structured ANSI COBOL (COmmon Business Oriented Language), the most widely used business programming language, for easy maintenance in a client-server (ASCII code) or IBM mainframe (EBCDIC code) environment. A Micro Focus cobol compiler is used to generate the ARS executable programs for personal computers using 32-bit or 64-bit addressing. Each AR accounting procedure identified on the Accounts Receivable System Menu screen corresponds to a separate application program.

More Information on the Accounts Receivable Software:

The AR System software cost is identified in the Software Price Sheet and includes: (1) ARS executable programs for the Microsoft Windows environment, (2) ARS Procedure Manual and (3) online Help File. The technical ARS Systems Manual and ARS source programs with common Copy members in the ANSI COBOL language can be purchased separately.

To request sample accounting reports and screen formats or a free working demo of this user-friendly AR System on a USB flash drive or CD-ROM disc for any version of Microsoft Windows, e-mail Bill Legler in the San Francisco Bay Area, CA.

Legler Systems Company, developer of the online Accounts Receivable software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site ARS software support in Alameda County (major cities are Oakland and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) and other counties in California. E-mail support is always available regarding ARS software questions or issues.

Version 11.8 (2020). All rights reserved by Legler Systems Company.