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Accounts Receivable System

The Accounts Receivable System (ARS) by 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 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 for fast data entry and optimum end-user productivity in a multi-user environment.

The 2016 ARS software version is now available with recent changes described in the Software Update History document. The latest updates include four different real-time transaction dashboards under the AR menu, plus the Report History Dashboard showing the prior runs of a report or inquiry procedure. This general-purpose Accounts Receivable System can function with or without a mouse for greater end-user flexibility and productivity.

Custom versions of the online ARS software support in-house control of confidential accounting records and have been in day-to-day operation in small businesses in Northern California for over 25 years.

Accounts Receivable Menu:

The online accounts receivable (AR) end-user procedures are identified on the Accounts Receivable Menu 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, enter "AR" on the main Financial Menu. To start a specific AR procedure, enter the 2-digit number associated with that online accounting procedure or single-click the left mouse button when pointing to the procedure name on the Accounts Receivable Menu.

|     ACCOUNTS RECEIVABLE SYSTEM MENU  (2016)             01-09-2014 12:35      |
|                                                                               |
| No     Procedure Name                  No     Procedure Name                  |
| --   -------------------------------   --   --------------------------------  |
| 01 - Enter Customer Master Record      11 - Print Statement Of Account        |
| 02 - Enter Customer Invoice Record     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                  |
|                                        96 - Inquire Latest AR Changes         |
|                                        99 - End AR Menu                       |
|                                                                               |
|                                                                               |
|    Enter AR Procedure Number.......[    ]                                     |
|                                                                               |
|                                                                               |
|                  Dashboard 2 - Number of Invoices over  $1,100                |
|             ----------------------------------------------------              |
|              10 |                                               |             |
|               9 |                                               |             |
|               8 |-----------------------------------------------|             |
|               7 |                                               |             |
|               6 |-----------------------------------------------|             |
|               5 |             XX                                |             |
|               4 |-------------XX----------XX--------------------|             |
|               3 |             XX    XX    XX                    |             |
|               2 |----------XX-XX----XX----XX--------------------|             |
|               1 |          XX XX    XX XX XX                    |             |
|             ----|---|-------------------------------------------|             |
|              MO | 01 01 01 01 01 01 01 01 01 01 12 12 12 12 12  |             |
|              DA | 10 09 08 07 06 05 04 03 02 01 31 30 29 28 27  |             |
|              YR | 14 14 14 14 14 14 14 14 14 14 13 13 13 13 13  |             |
|                                                                               |
|                    15 invoices total $58,500 ($3,900/invoice)                 |
|                                                                               |
|F1=Help  F2=Enter F9=Print F10=Exit                        Dashboard=F4/F5/F6  |
|                                                                               |

ARS Software Procedures:

Data entry procedures AR01, AR02 and AR03 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 (name and 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. Also, the online Help File contains a description of all AR data fields and AR error messages that are displayed in a separate help window whenever function key F1 is pressed.

For all AR inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific data 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.

Inquiry procedures AR10 and AR15 display paid or unpaid invoice information for a specific customer and time period. Inquire Customer History (AR15) shows a single screen summary by month for 5 years of customer payment history or invoice totals. 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 current 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 formatting and sorting options. Procedures AR09, AR13 and AR14 print a one-page ARS Control Report showing the number of customer records processed for audit documentation. Procedure AR09 posts revenue account codes 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 procedure AR14. These auxiliary invoice transactions were first entered into another computerized billing application that created the import Transfer File or imported using procedure DB18 that created the import Transfer File for subsequent input to the AR Batch Input procedure AR14. Data entry procedure AR18 allows a single customer payment to be applied to multiple unpaid customer invoices at one time.

The online AR end-user procedures identified on the Accounts Receivable Menu are described in more detail in the AR Menu Procedures document, including a description of the accounts receivable transaction dashboards and Report History Dashboard. By clicking on a selected highlighted link in the above Accounts Receivable Menu, the associated sample screen is displayed.

Accounts Receivable Software Features:

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

1. Handle partial customer payments for a single customer invoice when processing customer cash receipts in 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 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 is assigned from those in the Customer Master Record. The debit GL entry for the trade receivables account is also assigned. Recording revenue data (sales) follows the standard GL revenue account code structure of either a 4-digit account code only or a 6-digit account code plus department number (set by System-Option-26 in procedure DB03). The revenue account codes can be manually assigned or overridden using procedure AR02.

4. Automatic update of yearly sales totals in the Customer Master Record helps 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 44 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.

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 un the parameter prompts for an AR report 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, etc.) are entered and displayed from data entry screens AR01, AR02 and AR03 by dynamically linking to procedure DB17 (General Notes Record) using function key F7 or the mouse.

11. Enable customer number lookup by name when the "#" character is entered for the customer number and then enter the customer's name (or phone number) when prompted. When only one matching customer is found, the associated customer number automatically replaces the "#" character, so the user does not have to enter the customer number. This special customer number lookup option is done at any time where the Cust-No prompt appears and is in addition to the standard customer number lookup by customer name initials.

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

13. Apply a single customer payment to multiple invoices at one time by using procedure AR18.

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 procedure AR14 to edit and add them to the online database.

Accounts Receivable System Interface Capabilities:

The online ARS software references three 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 (User Control Record) and (3) validate credit codes, GL revenue account codes and other user definable codes (Code Definition Records).

At month-end, procedure AR09 formats and creates General Journal Records. Depending upon 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 and are generally unpaid, though prepaid customer invoices can be handled.

The online Mailing List System (optional) imports Customer Master Records (names and 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.

The ARS 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 General Notes Records (DB17) on a customer or invoice is done with one or two key strokes (F7) or double-click of the left mouse button when the word "NOTES" appears on a data entry screen.

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 csv file for subsequent input to an external computer application and (2) import customer invoice data from a csv file to the import Transfer File (fixed length records) for subsequent editing and processing by procedure AR14. (3) support initial 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 any Customer Invoice Records.

ARS Software and Hardware Requirements:

The Accounts Receivable System operates on any x86 personal computer (pc) in the Command Prompt window using any version of Microsoft Windows operating system, including MS Windows XP, Windows 7, Windows 8.1 and now Windows 10 (32-bit edition is required for backward compatibility with MS Windows XP). The personal computer can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the pc client or file server. Additionally, the ARS software can be 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. This Accounts Receivable software has been ported to the HP-3000 COBOL environment. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness. The newest release of the accounts receivable software executes faster when running MS Windows XP or later versions of Microsoft Windows.

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

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment and 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 coding) or IBM mainframe (EBCDIC coding) environment. The Micro Focus cobol compiler is used to generate the ARS executable programs for personal computers. Each AR end-user procedure identified on the Accounts Receivable Menu corresponds to a separate cobol 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, (2) ARS Procedure Manual and (3) online Help File. The technical ARS Systems Manual and cobol source programs can be purchased separately.

To request sample accounting reports and screen formats, General Information Manual or free pc working demo on a CD-ROM disk of this AR System, 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, Walnut Creek and Orinda) and other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA) regarding any ARS software questions or concerns.

Version 11.6 (2016). All rights reserved by Legler Systems Company.