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General System Functions

Accounts Receivable
The INFO.NET accounts receivable module controls all accounts receivable, cash receipts and cash-on-account functions. This listing covers the following functions:

- Setup of accounts receivable module
- Definition of Ship to and Bill to Customers
- Creating accounts receivable Invoices and Credit memos
- Receiving customer payments
- Closing an order management period

Whitepapers covering these subjects are listed at the bottom of this page.
Placing your cursor over any of the features listed below, will give you more information about the subject.

Automatic Invoice Creation Upon ShipmentAn option is available that will automatically create invoices as a part of the shipping transaction. This process can also include the automatic printing of a packing list and packing labels. The invoice created from this process can be directly emailed to the customer at the time of the shipment or it can be manually printed and delivered at any time.

Manual Invoice Creation and EditingAlthough the preferred method, for most customers, for invoicing shipments is the automatic creation of accounts receivable invoices as a part of the shipping transaction, the Info.Net system has routines that permit the manual entry or editing of accounts receivable invoices or credit memos.

Credit Memo DefinitionsIn addition to the regular accounts receivable invoice, credit memo’s can be manually created to account for adjustments to a customer’s account or a credit memo will be automatically created if material is returned from a customer for credit or the customer earns a rebate. Once defined, a credit memo can be used to relieve a customer’s outstanding invoices, or can be passed on to accounts payable to be repaid through an accounts payable payment.

Recurring Invoice / Interest DefinitionsRecurring invoice definitions can be defined with or without interest values. The recurring invoice includes the number of payment periods, and the user can enter the period payment or the program can calculate the payment.

If an interest bearing payment is defined, a specific beginning and ending payment amount can be entered and the program will compute the payment amount for the balance of the payments based on the user entry of the interest percentage and the total payment amount.

Invoice / Payment Edit TrackingVarious fields in accounts receivable invoices and payment receipts can be revised, but if required, these edits will automatically be tracked in an edit table. The new table includes the old data, the new data and an reason code entry that will be used to categorize the edit.

Cash Receipts Forecasting and ControlBased on the invoice/memo due dates, reports are available that will project the scheduled cash receipts sorted by billing customer codes.

Advance Payments-Cash on AccountIn addition to the normal check based payment or EFT payment, advance payments can be entered into the system and subsequently used as future payments against a customer’s account. The status of the customer accounts can be seen at any time, with payments, current invoice requirements, available open credit memos and available funds from advance payments included in the customer status.

Customer and Customer Class AnalysisAn analysis of individual customers or customer classes is available in both a data format and in a graphic format bracketed by user specified dates. The analysis includes historical sales values, sales margins, sales by product class, accounts receivable history, payment history and credit status. Additional sales and accounts receivable analysis based on sales order classes, product classes and sales representatives are also available.

Automatic Warranty InvoicingFor costed warranties available for shipped items, accounts receivable invoices can be created automatically.

For purchased items, any warranty payments can be handled automatically within the accounts payable system.

Warranty / Service Charge DefinitionsIf the user wishes to have the system compute service charges, there are separate systems for computing labor, overhead and material charges.· The labor and overhead rates for service charges are defined as a part of each employee’s resource code definition.

The labor charges incurred on a service request will be costed internally based on the employee’s actual rate but externally using the employee’s resource service and overhead rates. The service charge for material will use the service price of the item as recorded in the basic inventory item definition.

Of course, a manually entered service charge can also be entered.

Integrated BankingTo provide control over available cash, bank definitions are required for the accounts payable system but the user may elect to also make banking control available in the accounts receivable functions. If both payables and receivables are using banking control, bank balances will be maintained by the system.

There are two types of banks and bank accounts that can be defined; the first will be used for internal functions, accounts payable and accounts receivable procedures – and the second type of bank account will be used for external procedures, as in employee or vendor electronic direct deposits.

Emailed or Printed Customer Invoices and StatementsAlthough any report generated within the Info.Net system can be emailed, the user will be asked to provide the email address before the delivery can be made, but in the case of documents to be sent to a customer such as automatically generated invoices, shipping notices and statements, the customer email address is already known to the system and, if so specified in the customer definition, the documentation will be automatically emailed to the customer at the time the document is generated.

Individualized Proactive Status Reporting / MessagingThe alert feature is a proactive tool that allows individual users to set predefined limits and/or goals to proactively manage all facets of your business operations. It operates by notifying specific users when a predefined limit has been reached. Any user, given valid security, can establish any number of alerts to be checked against values extracted from the various system tables.

The INFO.NET system includes a series of predefined alerts, which may be assigned to individual users for their own specified limits. In addition to the basic deliverable defined limits, custom alert calculation routines may be created through an arrangement with the user’s INFO.NET representative.

Business Process ControlA controlled business process is a defined multi-user series of steps required to complete a (typically manual) task, such as the approval of a purchase order or an engineering change. Each process step must refer to a previously defined department but can additionally specify any number of employee or equipment resource classes required in the process, and can reference specific employees and employee supervisors for notification of a process sequence’s initiation.

During normal use, a business process will be automatically generated by the INFO.NET system based on the definition of a type of, for example, a sales order, an accounts payable voucher or an engineering change. But business processes may also be manually created without reference to any INFO.NET data element.

User Defined Data / ScreensIn several hundred of the system data tables, the user has the ability to use the system data dictionary to define up to sixteen additional data fields (four integers, four decimals, four dates and four alpha entries). The data dictionary permits the user to define edit rules for the new data and descriptive labels for use in queries, reports and data edit screens.
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