Accounts Modules
The following accounts modules are companion products to our Time and Billing
module, and complete the accounts facilities in our Practice Management software
suite:
Debtors (Accounts Receivable)
Our Debtors module (Accounts Receivable) provides very efficient
administration of client accounts. It automatically detects and
imports new invoices raised by the Time and Cost module,
and in turn passes these on (together with receipts from clients) to the General Ledger
(if you run one).
It integrates nicely with the other modules, allowing you to drill-down to a
client's account history and balance when you are looking their address
details or even one of their jobs. Conversely, while viewing a
client's account, you can print an ad hoc statement and drill-down to any
other information on that client, including timesheets that are yet to be
invoiced.
You can enter ad hoc receipts and journals individually, while viewing a
client's account, which is particularly useful for journals. However,
if there are several receipts on the same day, it is more efficient (and
better) to enter them as a batch. If you are running the full version
(Open Item), the batch entry facility can automatically allocate invoices
and assist you with the data entry. If you enter a batch of cheques
(and cash) for today's date, the software offers to print a banking deposit form
to save you writing one out manually (i.e. listing bank, branch, payer
details, and amount for each cheque). When raising General Ledger transactions (if this facility is turned on) a batch of
cheques and cash on the same day are processed as a "split deposit", to facilitate easy bank reconciliation in the GL.
(But Direct Credits and any APs on the same day are posted to the GL as
separate transactions for easy reconciliation with your bank statements.)
The software has a very nice flow chart to facilitate end of month processing (which includes producing statements and relevant reports).
There are a number of useful management reports that help you understand and
monitor both individual debtors and your total debtors ledger.
Creditors (Accounts Payable)
If you have sufficient volume of supplier invoices to warrant it, the
Creditors module (Accounts Payable) integrates well with both the Time &
Cost and General Ledger. Invoices from suppliers and sub-contractors are
entered in the Creditors module (being coded to the respective Job and
Activity if they are to be on-charged). Data entry of Invoices
automatically raises transactions for both the Time & Cost module if
applicable (for subsequent invoicing and tracking of costs by job/project),
and also the General Ledger. It will even apply a mark-up to the
amount that is on-charged, if you have configured it to do so.
Invoices for company overheads, are merely coded to the appropriate GL
account (and obviously not passed through to the Time & Cost).
Invoices can be authorised for payment at the time of entry, or this can be
done later. In the latter case, the Creditors package allows you to
optionally view supplier invoice lines by job when authorizing invoices for
payment.
There is a very nice facility to facilitate making payments on the 20th of
the month (or whenever). On occasions when you are pressed for cash-flow,
you can easily juggle the total amount that will be paid, by selecting and
de-selecting various invoices that are due. It supports electronic payment
by direct credit through banking software packages from banking
institutions, and will raise matching emailed remittance advices itemising
all invoices that are covered by the associated payment. For those suppliers
that are not paid by direct credit, the Creditors module will ask for the
first (and last) cheque number, print a cheque writing report, and produce
printed remittance advices (nicely sorted in cheque number order) for use
with window envelopes. The payment process raises matching payment
transactions for the General Ledger. (The module does not include a cheque
printing facility at this stage, but we are very open to doing this in the
future if there is sufficient demand for it.)
There are a number of useful management reports. It even has a facility to
automatically reconcile transactions with their matching General Ledger
entries, and identify any exceptions.
General Ledger
With the 2006 Version, we now have a Windows General Ledger package.
This integrates nicely with all our other modules, and has advanced
capabilities, such as support for extended account codes (which can contain
systematic codes for things like Office, Division, or Department.
Our software will link with a number of other popular General Ledger products on the
market. These include e AccPac, Attache, and MYOB. It does this by generating an appropriate transaction file
ready for importing into the General Ledger package as a batch, whenever you wish to do so.
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