4MOST DISTRIBUTION ACCOUNTING PACKAGE: Order Entry Invoicing Purchasing Control Accounts Receivable Sales Reporting

Reporting Accounts Payable General Ledger Payroll Vsi-fax IQ Intelligent Report Writer

ORDER ENTRY

Customer Information:

• Scan by customer name for correct account
• System will check credit and aging balances
• Accommodates multiple shipping locations for a customer
• Manual ship to information can be input
• Customer PO number recorded on order
• Shipping & special instructions recorded on order
• Memo information pertinent to account is displayed

Item information:

• Scan for the item code by alpha code, category code or vendor code
• Multiple warehouse can be accommodated
• Memo information pertinent to an item is displayed
• System checks and displays availability as the item is input
• Pricing can be automatic, with overrides allowable
• Pricing can be list less discount; cost plus markup; quantity break options;
  by customer type option
• Contract pricing by customer is available
• Items will be flagged if over or under preset gross margins; option
  to have order approved by management, or printed on an
  exceptions list for review
• Item availability is immediately updated as orders are processed
• Item history for this customer can be displayed during order processing
• Non-stock items can be input manually with a list at end of day

Completion of order:

• Order may be reviewed; items may be added, edited or deleted on the order
• Information in header and shipping address may be edited
• When order is complete, it may be printed immediately

Maintaining orders:

• Order edit allows you to continually view, edit or reprint an order in the system
• Availability is updated immediately as changes to orders are made
• Order log may be printed for all open orders, backorders, by product by date
• Standing orders may be turned to regular orders automatically, or deleted if
  customer cancels

INVOICING

• Invoicing from work orders; changes in orders can be made as the
  invoice is processed; add, edit or delete line items where necessary
• Ability to backorder all or partial quantities on a line item
• Sales tax to be calculated and added automatically; taxable and non-taxable
  items on an invoice
• Freight, labor, handling charges added to complete an invoice
• Customer credit is checked again: credit limits and age balances
• Invoices are batch printed
• Day end processing updates all accounts receivable information as well as
  sales history; posting to General Ledger is automatic
• Direct invoicing capabilities; not necessary to create a work order for each
  invoice
• Credit memo preparation; option to affect control on returned
  items

PURCHASING

• Purchase order preparation
• Scan by vendor name
• Vendor terms can be automatic from their master file; ability to override
  terms on a single p.o. basis
• Expected date of receipt may be assigned for the entire p.o. or by individual
  line item
• Scans for item code can be by alpha code, product category, vendor code
• Costing can be predetermined in the item file, calculated using list less discount
  or cost plus markup
• Costing can be input at time of p.o. using list less the vendors predetermined
  discount percentage
• Costing can be manually input in the case of 'specials'
• Item will be updated with vendor on order quantities immediately
• Purchase order will be batch printed
• Open purchase order log will be printed upon demand
• Receipts to stock may be posted by purchase order no.; an entire p.o. may be
  received; select line items to receive; may receive partial shipments
• Receipts to stock may be posted for direct shipments without issuing a
  purchase order

INVENTORY CONTROL

• Item availability is affected immediately as orders or invoices processed
• Vendor on order quantities are updated immediately as purchase orders
  are processed
• Physical reporting available by product category or by vendor
• Physical posting can be done while orders are still being processed
• Receipts to stock and adjustments update quantities on hand and
  available immediately as processed
• Average cost is recalculated as items are received to be used for
  gross profit analysis and cost of goods sold updates
• Stock status reports available by product category or by vendor
• Minimum level reports available for item below minimum; a factor may be
  used to adjust minimums
• Suggested order report by vendor may be processed using lead times and
  sales history to calculate the suggested order
• Transfers between warehouses can be maintained

ACCOUNTS RECEIVABLE

• Open item accounts receivable - all invoices are retained in the current balance
  customer screen until paid
• Payments can be applied to a specific invoice or automatically to the oldest
  invoice(s)
• Unapplied payments to an account may be made
• Write-offs to general ledger accounts may be made
• Automatic posting to General Ledger when journal is processed
• Age Analysis report may be done by statement type; detail (showing
  all transactions) or summary (showing aging period
  totals only)
• Accounts may be aged to the current date daily or upon demand
• Statements may be printed monthly or upon demand
• Option to charge late charges; ability to set the percentage and the period
  to be calculated on
• Payment/Check history is maintained in the system

SALES ANALYSIS & REPORTING

Sales totals are kept in the system for 2 years; 12 months of the current year, and 12 months of the previous year. Sales reports can be printed for any month of the current year, showing month-to-date and year-to-date through that month, or comparative this year to last year showing the variance.

• Customer Sales Analysis: Sales & Gross Profit by Customer
• Customer Sales Analysis by Product Category
• Customer Sales Analysis by Vendor
• Salesperson Sales Analysis: Sales & Gross Profit by Salesperson
• Salesperson by Customer Sales Analysis
• Salesperson by Vendor Sales Analysis
• Territory Sales analysis
• Salesperson Sales Analysis by Customer by Product
• Customer Ranking: Rank by sales or gross profit high to low
• Product Sales Analysis by Product Category
• Vendor Sales Analysis by product category by product

REPORTING

• Open Order Reports: In date sequence; by customer; by product
• Open Purchase Order Reports: By expected date; by vendor; by product
• Stock Status Report: By product category; by vendor
• Minimum Level Report: By product category; by vendor; factor the % to
  available or on-hand
• Physical Report: By product category; by vendor
• Exception Report:
  Comparison this year to last year by: unit sales, dollar sales, cost of sales, gross profit, or percent of gross profit
  Compare high to low, or low to high
  Ranking by MTD or YTD by: unit sales, dollar sales, cost of sales,
  gross profit, or % of gross profit
  Rank high to low, or low to high
  Option to rank product categories separately

ACCOUNTS PAYABLE

• Purchases from are verified against receipts to stock detail, checking
  any variances; debit memos printed for discrepancies
• Other invoices are posted through purchase journal and expensed to the
  general ledger
• Cash requirements reporting: can be based on due date, or discount date
• Accounts Payable Age Report: in detail showing each open transaction,
  or in summary showing age totals
• Check writing: Automatically, paying all invoices due, or selectively by
  vendor by item; an item may be partially paid; check
  verification is printed and corrections made before checks are
  printed;
  Direct pay entry allows expensing an invoice to the general
  ledger and bypassing the purchase journal
• A/P Journals are automatically distributed to general ledger
• A/P Recurring entries may be setup for distribution each month
• Check reconciliation routines
• Vendor 1099's can be prepared
• Vendor ranking based upon purchases year-to-date

GENERAL LEDGER

• Chart of accounts setup: up to 8 character account number
• G/L Financial Reports: may be formatted by user
• Detail for the year is maintained on-line
• Last fiscal year and budget information retained for each account
• Standard recurring entries posted automatically each month
• Journal Entry posting to any period of the current year
• Month-end General Ledger Report showing previous month's balance, all
  transactions and source, and the new balance
• Trial Balance
• General ledger is automatically updated from Accounts Receivable, Accounts
  Payable, and Payroll

PAYROLL

• Employees assigned to a department
• Wages may be hourly or salary or a combination of both
• Handles weekly, bi-weekly, semi-monthly and monthly payroll periods
• Track sick and vacation hours by employee
• Keep total hours, earnings, and deductions for each employ for the month,
  quarter and year
• Automatic check writing
• Hand written checks may be entered into the system for posting on journals
  and reports
• Quarterly earnings report
• Year-end W2 processing
  
  Employees assigned to a department
• Wages may be hourly or salary or a combination of both
• Handles weekly, bi-weekly, semi-monthly and monthly payroll periods
• Track sick and vacation hours by employee
• Keep total hours, earnings, and deductions for each employ for the month,
  quarter and year
• Automatic check writing
• Hand written checks may be entered into the system for posting on journals
  and reports
• Quarterly earnings report
• Year-end W2 processing

ADDITIONAL FEATURES

• Sales Tax Reporting by area showing taxable & non-taxable sales
• Customer Mailing List: ability to setup a mailing file separate from your
  regular customer file; ability to print mailing labels and lists
  from this file
• Password Protection: Ability to assign a password by job or series of jobs
• Dayend log: Maintains a log of jobs run for two days including any edits
  to files
• Backup Protection: The system will be backed up to a tape each night; this
  job will run automatically & unattended
• Vsi-Fax Package: This package can be added to the system; ability to fax memos,
  invoices, orders, quotations, purchase orders

FILE INQUIRIES:

'Hot-key' feature allows you to interrupt any job and inquire on the following information; after you are done inquiring you are right where you left off to continue processing!

• Customer Inquiry:

Customer master file containing name, address and all information to
process orders and invoices
Credit code and credit limit
Salesperson
Territory number
Terms codes
Customer type code
Account Balance-includes breakdown by age period
All open item transactions
Payment history, by invoice or by check number
Open Order Balance-includes sales total of open orders
Open Orders in Detail
Open Quotations
Customer sales history by current year and previous year
Customer sales history in detail by product
Customer sales history by product category
Customer sales history by vendor
Customer memo screen
Invoice History-ability to look at the entire invoice

• Salesperson Inquiry:

Salesperson sales history by current year and previous year showing
sales and gross profit
Salesperson sales history by vendor
Invoice detail showing sales, gross profit and commission if any
Customer by product sales history in detail

• Item Inquiry:

Product bin location
Catalog no.
Product Category
Minimum/Maximum/Reorder Quantieies
Quantity on hand
Quantity on order to customers
Quantity Available
Quantity on order to vendors
Any product pricing on file
Current cost, Average cost, Base year cost
Date of last receipt to stock
Date of last invoice
Open orders in detail
Open purchase orders in detail
Transaction sales history in detail
Transaction history showing all receipts, sales, adjustments
Vendor screen showing all vendors an item is purchased from and their
part number
Product Memo screen
Multiple Warehouse availability

• Open Order Inquiry
  
  Scan an order by customer
  Display any open order
• Invoice Inquiry

Scan an invoice in history by customer
Display any invoice in history; ability to reprint

• Vendor Inquiry

Scan a vendor by name
Display vendor master information
Open items
Open purchase orders
Vendor memo screen

• General Ledger Inquiry
  
  Display the chart of accounts
  

Contact Information & Testimonials

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E-Mail: mona@jensen-chin.com

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