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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 or integrated with other 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 productivity in a multi-user environment.

The 2014 ARS software version is now available with recent changes described in the Software Update History document. This Accounts Receivable System can function with or without a mouse for greater 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) user procedures are identified on the Accounts Receivable Menu shown below. Before any online AR procedure can be 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 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.

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|     ACCOUNTS RECEIVABLE SYSTEM MENU  (2014)             02-05-2014 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.......[    ]                                     |
|                                                                               |
|                                                                               |
|===============================================================================|
| F1=Help  F2=Enter  F9=Print  F10=Exit                                         |
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ARS Software Procedures:

Data entry procedures AR01, AR02 and AR03 display the fields that comprise each customer record and perform the online Master File update functions (add, modify and delete) 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 receipt data can be processed. The Accounts Receivable Data Dictionary (printed by procedure DB11) defines each data field in data entry screens AR01, AR02 and AR03. Also, an online help message about any data field referenced in the Accounts Receivable System is displayed in a separate online help window by simply pressing function key F1.

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 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 on the screen 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 screen for the user to enter report selection parameters, such as codes, dates, report formatting and sorting options. Procedures AR09, AR13 and AR14 print a one-page 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).

If customer invoices were printed by another computerized system, they can be imported into the AR System using procedure AR14. Procedure AR18 allows a single customer payment to be applied to multiple customer invoices at one time.

The online AR procedures identified on the Accounts Receivable Menu are described in more detail in the AR Menu Procedures document, including an example of an accounts receivable transaction dashboard.

Accounts Receivable System Features:

In addition to the operational, security and technical features mentioned in the Accounting Software Overview, 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 or Product Master Record. The debit entry to 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 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 various report selection parameters entered online.

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 can be displayed; two real-time Bar Chart Dashboards and two real-time List Dashboards.

9. Online processing involves instantly viewing and changing customer data in the Master File (database) based on a Transaction Code (Trans-Code) for added accuracy.

10. In the AR System, special notes (comments, instructions, etc.) can be 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 by entering "#" for the customer number and then enter part of 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 customer number lookup procedure can be done at any time, where the Cust-No prompt appears, to find a customer number.

12. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script.

Accounts Receivable System Interface Capabilities:

The online ARS software references three master 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, revenue account codes 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 Legler 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). When the OE System creates the Customer Invoice Records, the revenue account code information is determined by that system.

The Mailing List System (optional) imports Customer Master Records (names and addresses) from the Accounts Receivable System for printing 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 "NOTES" (DB17) on a customer or invoice is done with one or two key strokes (F7) or double-click of the left mouse button.

Procedure DB18 in the Database Control System is used to export customer data to a csv file and to import a csv file of customer records to the Master File format for subsequent editing and processing by procedure AR14.

ARS Software and Hardware Requirements:

The Accounts Receivable System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 8, Windows 98 or even Windows 3.1. The pc can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master 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. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows is now supported for greater usefulness.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the ARS executable programs. The Windows accounts receivable programs are the same as the DOS accounts receivable programs for compatibility. For customer data archiving and historical reporting, the same ARS executable programs can be 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.

The Database Control System by Legler Systems Company is required to support Master File updates in a multi-user environment and is included with the Accounts Receivable software. The ARS source programs are written in structured COBOL, the most widely used business programming language. Each AR procedure identified on the Accounts Receivable Menu corresponds to a separate COBOL program.

More Information on the Accounts Receivable System:

The AR System software cost is identified in the Software Price Sheet.

To request sample accounting reports and screen formats, General Information Manual or free pc demo on a CD-ROM disk of this 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, 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 problems.

Version 11.4 (2014). All rights reserved.