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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. The Legler Accounts Receivable software utilizes a character-based user interface with mouse support for fast data entry and optimum performance.
The 2012 AR software includes a new inquiry procedure AR96 (Inquire Latest AR Changes), tracking e-mails sent to customers plus other enhancements. The 2011 AR software update provided a real-time Cash Management Dashboard that shows the current cash account balance from the last GL closing, as described in the Version 10.2 Summary document. The 2010 accounts receivable software update included 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. The 2009 accounts receivable software update included mouse support (left mouse button) and large character-based window (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. The newest accounts receivable software executes 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 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 only "AR" on any financial menu. To start a specific AR procedure, enter the 2-digit number associated with that online procedure or single-click the left mouse button when pointing to the procedure name on the menu.
------------------------------------------------------------------------------- | ACCOUNTS RECEIVABLE SYSTEM MENU (2011) 11-05-2011 14:35 | |===============================================================================| | | | 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 | | 96 - Inquire Latest AR Changes | | 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 customer 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. 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 print Statement of Account procedure AR11 and the print 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 records processed for audit trail purposes. Procedure AR09 posts revenue account codes to the General Ledger System for a specific accounting period (YRMO).
The online AR procedures identified on the Accounts Receivable menu are described in more detail 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 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 to the revenue accounts is from the Customer Master Record or Product Master Record. The debit entry to the trade receivables account is also assigned. Recording revenue (sales) data follows the standard GL account 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).
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 statements (AR11) and Past Due Notices (AR12) by specifying various report selection parameters.
7. Print customer address from the Customer Master Record on 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 real-time dashboards can be displayed; two real-time Bar Chart Dashboards and two real-time List Dashboards.
9. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script.
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 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.
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, 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 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) or double-click of the left mouse button.
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. 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 AR executable programs. The Windows accounts receivable programs are the same as the DOS accounts receivable programs for compatibility. For data archiving and historical reporting, the same AR executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive; thereby eliminating the need to restore old financial data and programs to a separate hard disk drive.
The Database Control System from Legler Systems Company is required to support the AR System and is included with the Accounts Receivable software. The AR source programs are written in COBOL, the most widely used business programming language. Each AR procedure identified on the Accounts Receivable Menu corresponds to a separate COBOL program.
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 CD-ROM 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 and Walnut Creek) and other counties in California (CA). Free e-mail and telephone support is available throughout the United States (USA).