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The Accounts Receivable System (ARS) from Legler Systems 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 software can be run as a stand-alone accounting application to manage trade receivables or integrated with other financial modules, such as the Order Entry System and General Ledger System.
New 2010 features of the AR software support real-time dashboards for accounts receivable transactions and separate report windows that enable the user to view a report at the same time as performing data entry operations in the original window, as described in the Version 10.0 Summary document. These real-time dashboards are shown below the accounts receivable menu when using large screens. The 2009 accounts receivable software features include mouse support and large screen (80x50) support, as described in the Version 9.0 Summary document. This accounts receivable system can function with or without a mouse for greater user flexibility and productivity. Prior software enhancements are described in Version 8.0 Summary. The newest accounts receivable software features execute faster when running Microsoft Windows XP or Windows 7.
Custom versions of the online ARS software have been in day-to-day operation in small businesses in Northern California for over 25 years.
The online accounts receivable (AR) user procedures are identified on the Accounts Receivable menu shown below. Before any AR procedure can be run, the user must first sign-on by entering a valid User-ID and password. To start a specific AR procedure, enter the 2-digit number associated with that user procedure.
------------------------------------------------------------------------------- | ACCOUNTS RECEIVABLE SYSTEM MENU (2010) 09-05-2010 14:45 | |===============================================================================| | | | No Procedure Name No Procedure Name | | -- -------------------------------- -- -------------------------------- | | 01 - Enter Customer Master Records 11 - Print Statement Of Account | | 02 - Enter Customer Invoice Records 12 - Print Past Due Notice | | 03 - Enter Cash Receipts 13 - Purge Old AR Records | | 04 - Print Cash Receipts Report 14 - Process AR Batch Input | | 05 - Print Customer Invoice Report 15 - Inquire Customer History By Month | | 06 - Print Customer Master List 16 - Print Outstanding Invoices | | 07 - Print Aged Receivables Report 17 - Print Customer History Report | | 08 - Print AR Distribution Report 18 - Enter Customer Payment | | 09 - Post Receivables To GL System 20 - Inquire Top Customers | | 10 - Inquire Customer Status 92 - Redefine System Printer | | 94 - Search AR System | | 99 - End AR Menu | | | | Enter AR Procedure Number.......[ ] | | | |===============================================================================| | F1=Help F2=Enter F9=Print F10=Exit | -------------------------------------------------------------------------------
Data entry procedures AR01, AR02 and AR03 display fields that comprise each record and perform online file update functions (add, modify and delete). A Customer Master Record (name and address information) must be entered into the AR System before customer invoices and customer cash receipt data can be processed. If customer invoices were printed by another system, they can be imported into the AR System using procedure AR14. Procedure AR18 allows a single payment to be applied to multiple customer invoices at one time.
Inquiry procedures AR10 and AR15 display paid or unpaid invoice information for a specific customer and time period. Inquire Customer History (AR15) shows a one-screen summary by month for 5 years of customer payment history or invoice totals. Procedure AR20 displays the top customers based upon customer sales.
Reporting procedures AR04, AR05, AR06, AR07, AR08, AR16 and AR17 print reports on line printers (computer-size paper) or laser printers (letter-size paper). Preprinted forms or blank letter-size paper with the company logo are used by the print Statement of Account procedure AR11 and the print Past Due Notice procedure AR12. Each reporting procedure displays a screen for the user to enter selection criteria, report formatting and sorting options. Procedures AR09, AR13 and AR14 print a one-page control report showing the number of records processed for audit trail purposes. Procedure AR09 posts GL revenue account information to the General Ledger System.
The AR procedures identified on the Accounts Receivable menu are described in the AR Menu Procedures document.
In addition to the operational, security and technical features mentioned in the Accounting Software Summary, some key functional features of this accounts receivable software are highlighted below:
1. Handle up to four partial payments for a single customer invoice when processing customer cash receipts in AR procedure AR03.
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 assignment of GL revenue account codes from the Customer Master Record to minimize data entry time by procedure AR02 with the debit entry to the trade receivables account. Recording revenue data follows the standard GL acount structure of either a 4-digit account code or a 6-digit account code plus department number (System-Option-26 in DB03).
4. Automatic update of yearly sales totals in the Customer Master Record helps identify key customers and avoids special year-end clerical steps.
5. Handle a customer prepayment prior to invoice entry.
6. Flexible reporting capability allows the user to request and print 44 different trade accounts receivable reports, including customer statements (AR11) and Past Due Notices (AR12).
7. Print customer address from the Customer Master Record on statements and Past Due Notices.
8. For real-time dashboard 4, the ten oldest outstanding customer invoices are shown under the accounts receivable menu. Up to 4 real-time dashboards can be displayed.
The online AR software references three records in the Database Control System (required) to control basic system functions (Company Control Record), to verify User-IDs (User Control Record) and to validate credit codes, GL revenue accounts and other user definable codes (Code Definition Records).
The AR System formats and outputs General Journal Records (AR09) to either an export Transfer File for input to another computerized GL system or directly into the General Ledger System (optional). The General Journal Records contain the dollar amounts associated with each GL account code.
The AR System accepts Customer Invoice Records from an import Transfer File (AR14) or directly from the Order Entry System (optional).
The AR software supports dynamic linking between data entry procedures (such as AR03 to AR02) with a single key stroke (function key F7). Dynamic linking to existing NOTES (DB17) on a customer or invoice is done with one or two key strokes (F7).
The Accounts Receivable System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 7, Windows 98 or Windows 3.1 in a local area network (LAN) using Microsoft BackOffice Server, NetWare or LANtastic with complete flexibility in specifying the disk location of all files on the client or server. Additionally, the ARS software can run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system.
The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the AR executable programs. The Windows accounts receivable programs are the same as the DOS accounts receivable programs for compatibility. For historical reporting, the same AR executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive.
The Database Control System from Legler Systems Company is required to support the AR System. The AR source programs are written in COBOL, the most widely used business programming language. All AR COBOL programs allow the user to define different date formats (MODAYR or YRMODA) for data entry and reporting purposes, as well as other system-wide options defined in the Company Control Record (DB03).
The AR System software cost is identified in the Software Price Sheet.
Other online accounting modules are listed in the Accounting Software Summary document.
To request sample reports and screen formats, General Information Manual or free pc demo on CD-ROM of the AR System, please e-mail Bill Legler in the San Francisco Bay Area, California.
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, Fremont, Hayward and Berkeley), Contra Costa County (major cities are Concord, Antioch and Walnut Creek) and other counties in California (CA). Telephone and e-mail support is available throughout the United States (USA).