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Business Software Features - Financial Portrait Accounts Receivable - Part 3

SUMMARIZED HISTORY INQUIRY: The results of the custom tailored A/R history database can be viewed on-line by customer or transaction category.  In addition to the total transaction effect for a specific period, opening and closing balances are available for display.

FOUR CUSTOMER CATEGORIES:
Bill To, Sold To, Ship To, and A/R Point customer types are available.  The Bill To and A/R Point categories are the ones used primarily by FP/AR.  The A/R Point is available to indicate the "pay from" location or customer.

MULTIPLE CUSTOMER CONTACTS:
Multiple contacts can be associated with each customer.  Contact info includes name, title, override phone number, ext, alternate phone numbers, email address and more.

USER-DEFINED CUSTOMER PROPERTIES:
Up to five types of user-defined customer properties can be tracked with each customer.  Examples might include A/R collector code, customer type, prospect quality, primary interest area and initial credit profile.  The list of valid customer properties is also user-defined, presumably set up by the application supervisor.  Most of the inquiries and reports in Financial Portrait A/R provide sequencing and filtering of customers using the customer properties.

USER-DEFINED CUSTOMER SERVICE DATES:
Up to eight user-defined date fields can be tracked for each customer.  Examples of these types of dates include follow-up dates, service dates and anniversary dates.

CUSTOMER SERVICE AND COLLECTION NOTES:
An unlimited number of customer notes can be entered for each customer.  This is a good place to keep track of special customer interests, smaller preferences details, digital data downloads, promises made by the customer for payment and records of communication between the company or a company representative and the customer.

CREDIT AND PAYMENT TERMS BY CUSTOMER OR CUSTOMER PROPERTY:
Each customer must have a credit and payment terms record prior before any A/R transactions can be posted.  The data in the record includes the credit limit in dollars and days, terms code and G/L A/R account.  Existence of this record can ensure that the customer's credit line has been determined and assigned.  Alternatively, the system can assign credit and payment terms automatically based on a customer property.

OPEN ITEM OR CUSTOMER LEVEL END OF MONTH ARCHIVAL:
Two options exist for the end of month transaction archival process.  Standard open item processing indicates that items with a zero balance are to be archived.  A second option exists that allows all items for the customer to be archived if the total of all those items equals zero.  Archiving refers to the moving of transactions from the on-line file to the transaction history file, which is not used for on-line operations.  The archival option is indicated at the customer level, which allows both methods of archival to be used in the same company.  A minimum number of items before archival option allows retention of at least some information for small volume customers.  Also involved in the archival process is a "Minimum Number of Retention Days" parameter, which requires closed items to remain for on-line inquiry up to 9999 days.

MULTIPLE BANK PROCESSING:
Multiple cash accounts from multiple banks may be used.  Each batch of transactions input can be associated with any bank, and thus a cash account number, which is then utilized for all payment transactions within the batch.

CREDIT CHECKING:
Credit limit days and amounts can be entered for each customer.  In addition, the customer can be put on credit hold to prevent any additional activity.  During posting, customers are checked against defined credit limit values, while exception reporting highlights any problem transactions.  A specialized version of the Aged Trial Balance can print off only customers who are in excess of their credit limit.

TRIAL BALANCES BY CUSTOMER CLASS AND CUSTOMER ALPHA CODE:
Aged Trial Balance reports can be sequenced by any of the five user-defined customer categories.  Within any selected category, all customers are listed in alphabetical order.

TRIAL BALANCES BY SALES REPRESENTATIVE:
Another Aged Trial Balance Option allows sequencing of the transaction detail by the primary sales representative.

SUMMARY OR DETAIL PRINT FORMAT OPTIONS:
Aged Trial Balances can be printed at three levels of detail.  They are totals by customer only, totals by item within customer and full transaction detail print.

UP TO FIVE USER-DEFINED AGING CATEGORIES:
Up to five aging categories, with a variable number of days per category, can be defined by the user and utilized to segregate the open items on the Aged Trial Balance.

DYNAMIC FILTERING WITHIN AGED TRIAL BALANCE:
Customers may be selected for printing based on customer class, customer name, credit status, and the total amount due within any particular aging category.  Thus an Aged Trial Balance may be printed for only those customers exceeding their credit limits, those with over $50,000 due for 90 days or those with credit balances in prior periods.

MULTIPLE PRINT OPTIONS AVAILABLE FOR STATEMENTS:
Statements can be printed for all customers, as well as for a range of customers.  Multiple page statements are automatically separated from single page statements.  Statements can be suppressed based on the customer's total amount due.  In other words, if the total amount due falls within a range specified by the user (e.g., 0 to 37 cents), the statement will not be printed.

EASE OF CUSTOMER SELECTION:
The user specifies the customer to work with by entering either the customer alpha code or the customer number.  If the alphabetic code (abbreviated name) is entered, the system insures that the alphabetic entry identifies only one customer.  Otherwise, the search function comes up automatically.  The search function also provides for filtering on any one of the user-defined customer properties. 

ON-LINE CUSTOMER INQUIRY BASED ON REMAINING DUE:
Customers can be selected for an inquiry display based on their previous day's remaining balance as of any aging time frame.



Financial Portrait v4 Copyright by Tegratecs Development Corp., 2005-2009, 2012, 2017, All Rights Reserved.

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