Billing And Accounts Receivable

Generates laser-printed invoices and credit memos for detailed billing items and credits by customer.

Flexible setup options for customizing invoices: logos, number of copies to be printed, labeling of copies, default footer text with payment terms and instructions.

Pending charges and credits are assigned to user-defined billing schedules, which allows for invoices and credit memos to be processed just for the group of items associated with each schedule as desired. Users can specify that specific items on a schedule are to be assigned to a separate invoice/credit memo from other items included on that schedule for the same customer. Printing specifications can be customized for each billing schedule.

Provides for the maintenance of item catalogs for billing items that are used on a recurring basis (parts, services, use of specific facilities, etc).

Provides for the maintenance of recurring billing schedules to reduce data entry for invoices generated to the same customers for the same items on a recurring basis (i.e. monthly or quarterly billing of retiree health insurance premiums, etc).

Customers are defined and maintained through the same system file maintenance routines as for vendors—a single entity can be defined as both a vendor and a customer; allows for multiple billing and payment addresses and contacts for a single customer/vendor entity. Customers can be added/modified from within the billing item entry screens as well.

All system journals and payment entry forms maintain subsidiary A/R accounting for General Ledger accounts defined as A/R accounts.

Subsidiary A/R accounting is maintained by AR Id# (Invoice#, Credit Memo#, Journal Id#), G/L Account, and by customer. Where ledgers are maintained by project, A/R subsidiary is maintained by sub-fund as well.

Users can also selectively choose to maintain A/R balances for the individual charges and credits on invoices and credit memos, as well as for the overall invoice amount.

General Ledger account balances and subsidiary ledgers for revenue and budgetary accounts are updated as appropriate when billing schedules are posted to generate invoices; system-maintained A/R Journal with all transactions effecting A/R accounts that originate through the billing and A/R maintenance routines.

A/R maintenance functions to record hand drawn invoices and credit memos, to void invoices, to apply existing credits to open invoices, to un-apply credits already applied in error, and to write-off invoice balances.

When billing schedules are posted to generate invoices, existing credits (pre-pays, credit memos) can be automatically applied for user-selected A/R accounts, to reduce A/R maintenance tasks.

Refunds of customer credit balances can be generated directly from the A/P and Cash Disbursements process (as non-PO payments).

User security options allow for the distribution of specific functions of the billing process to users outside of the central office, but still maintain strong central controls and the integrity of the accounting functions.

For BOCES and other service agencies, billing information and accrued revenue can be accounted for by user-defined services. Special routines are available to maintain service contracts and to bill on a cyclical basis using the contract amount and the unbilled balance.

Standard reports include A/R balances by customer or by account, aging of outstanding invoices, invoice history, and customer statements that can be selectively generated based on user-specified criteria.

Integrated industry-standard report-writer, Crystal Reports®, with data dictionary to facilitate the use of system-maintained information as needed; integration with Microsoft Office®.