Customers are the most important asset that you have. The information that is maintained on the WSDS helps you to keep better track of all your customers’ activities like accounts receivable, payments, and sales history.
Like many other modules in the WSDS the Accounts Receivable/Customer Module has been designed to have everything at your fingertips. Pertinent summary information is always displayed for you to see at a glance. More detail can be seen at the touch of a key. For example, from the main customer information screen, summary Month-to-date sales information is always displayed, however, you can jump to see detailed sales history by product with one keystroke.
As in the rest of the WSDS, this module also has full cross-referencing so you’ll never have to remember customer numbers or look through cumbersome lists.
4.8 CUSTOMER ENTRY / MAINTENANCE
This is the main customer information screen. All pertinent information about each of your customers is accessed from this screen. Of course, all of the important descriptive information is maintained however, you can also view pertinent accounting and sales information.
To view the information for a particular customer, you can use the easy cross-referencing that is built into the WSDS. To access customer number 123456, “ABC Wines and Liquors”, for example, simply enter “123456” to get it directly, or enter “ABC” or “WIN” or “AND” or “LIQ” to get a short listing of all the customers whose name contains those letters.
The following descriptive information is included:
||Status (Hold, OK, etc.)
||Bill to (if different)
Additionally, the following accounting information regarding the given customer is displayed at a glance.
Credit Limit8Sales Month-to-date
Open Accounts Receivable8Sales 12-prior-mos
Open Orders (dollars)8 Sales this mo last yr
Payments 12-prior-months8Sales for 12-prior-mos
Payments Month-to-date8 starting this mo last yr
The WSDS uses the 12-prior-months figures because they are more meaningful than just the Year-to-date figures
Finally, directly from the customer information screen, you can access additional summary and detail information about the customer’s A/R, Sales or payments history. Included are the following:
- Open Accounts Receivable
- Open Sales Orders
- Sales and Profit Summary
- Sales and Profit Detail
- Payments Summary
- Payments Detail
- Order Entry / Maintenance
- Invoice Entry / Maintenance
Open Accounts Receivable
List all invoices that have not yet been paid in full. Information listed includes Invoice Number, Invoice Date, Age, Balance Due. The listings is sorted by oldest invoice first.
Open Sales Orders
List all open sales orders and the products that were ordered. Partially shipped orders are also listed. Information listed includes Order number, Product number, Product description, UOM, Quantity ordered, Quantity shipped already (if any), Balance Due, Unit Price by product, Extended Price. NOTE: If you want to view the complete order, simply go into the Order Entry / Maintenance Screen.
Sales and Profit Summary
Lists, by month, total sales, gross profit and profit percentage for the given customer. The listing is by month in descending order. You have the option of starting the listing from any month so you don’t have to sit through months of data just to see the information from six (6) months ago.
Sales and Profit Deal
List detail information, by invoice, of sales and gross profit. Also included in the listing are the following: Invoice number, Invoice date, Product, UOM, Quantity shipped, Price, Extended Price, Total Profit.
Gives a quick listing of Check number, Date received, and Check amount. This is listed by month in descending order. You can choose the starting month.
Lists detailed information about each check received from a given customer. Information listed includes Accounting Period, Check number, Check amount, Date received, Invoice numbers that were paid with this check, Amount from each invoice that was paid, Invoice Date, # of days from the invoice date that the check was posted.
Order Entry / Maintenance
The Order Entry Screen can be entered directly from the Customer Information Screen. This is a handy shortcut that enables you to check the customer’s ordering history and current accounting information before entering this order. Additionally, since old orders are maintained on the WSDS you have the ability to view old orders in their entirety from this screen.
Invoice Entry / Maintenance
You can also access the Invoice Entry / Maintenance Screen. Besides the ability to enter current invoices, you can also display invoices to help answer customer service questions.
4.9 ACCOUNTS RECEIVABLE ADJUSTMENTS
There are always cases were adjustments have to be made to invoices that have already been processed. The Accounts Receivable Adjustments enable you to make these corrections quickly and efficiently. Simply enter the invoice number (A/R record) that you want to adjust. The Invoice date, Original amount, amount paid and balance due are displayed. Enter the adjustment amount and date and choose the type of adjustment (Discount/Allowance, Bad Debt writeoff, or miscellaneous adjustment.) You can then enter the General Ledger code to which this adjustment should apply. All necessary A/R changes are then made automatically by the WSDS.
4.11 CUSTOMER STATUS CHANGE
The WSDS has four (4) different payment statuses that customers fall in. They are OK, COD, Delinquent, and Inactive. The customer status has a direct bearing on the order that is generated since this status is used by the order. The Customer Status Change is a quick method of changing the status of the customer. This is not included as part of the Customer Entry / Maintenance since the status should only be accessible to those with credit authority.
4.12 ACCOUNTS RECEIVABLE ENTRY
Normally, an accounts receivable is generated when a customer is invoiced. There are times, however, when it is necessary to just enter A/R information as if an invoice had been entered but without having to go through the who billing procedure. (Normally, when the WSDS is first setup, old A/R entries are entered onto the system to have an up-to-date A/R aging.) It is through the Accounts Receivable Entry that this task can most easily be accomplished.
4.13 ACCOUNTS RECEIVABLE TRANSFER
Like many industries, there are instances where your customers may merge, go out of business, or in other ways create they need to transfer their Accounts Receivable records. This is done via the Accounts Receivable Transfer.
4.15 CASH RECEIPTS ENTRY
The culmination of the sales cycle is the receipt of cash. Proper checks and balances (no pun intended!) are absolutely necessary to ensure accurate accounting and cash flow reporting. The WSDS Cash Receipts Entry was designed to give the most possible flexibility while ensuring an easily accountable audit trail. Simply, when checks are received, a “batch” of checks are added up and kept together throughout the entry process. The batch total is entered FIRST, so any totaling errors can be detected when the entry is finished. Each batch is associated with a particular operator, so a proper audit trail is created. The WSDS also keeps track of open batches, so the operator does not need to enter the full batch in one sitting. However, the day’s cash cannot be updated until all batches are complete and balanced.
Individual checks are easy to enter even if the customer forgets to put the invoice information on the check stub. All customer receivable information is displayed when the customer number is entered (or cross-referenced). You then choose, from the list of open invoices, the ones that the customer paid. Partial payments can be applied against any of the invoices. Discounts and allowances can be entered at the time the invoices are “paid” without having to create credits, and the proper General Ledger Accounts will automatically be updated. Also, On-account payments can be entered without having to create “dummy” invoices.
4.16 MISCELLANEOUS CASH ENTRY
For those instances when cash is received which is not associated with an invoice, the Miscellaneous Cash Entry enables you to quickly enter it and update the proper General Ledger accounts. Of Course, the entry must balance and considerable space is allotted for a description of the transaction.
LISTING AND REPORTS
4.28 CUSTOMER MASTER LISTING
This report lists all pertinent descriptive information about each customer including Customer number, Name, License Number, Bill-to Address, Ship-to Address, Telephone, and Credit Limit.
4.29 CUSTOMER STATEMENTS
Statements listing all open accounts receivable for a customer can be printed on pre-printed statement forms. These statements can be printed at any time of the month. You can print statements for all of your customers, or you can only print them for a specific company, or a specific type of customer, or an individual customer. The accounts receivable are listed on the statements under the following categories: Current, 31-60 days, 61-90 days, and over 90 days.
4.30 CUSTOMER HISTORY REPORT
This report gives you either summary or detail sales information about a selected group of customers. First you are asked whether you want summary or detail information.
The summary report gives you total information, by accounting period, for $ Sales, $ Cost, $ Gross Profit, % Profit, and $ Payments for your selected group of customers. There are several different sort and select options that you have for this report. You can sort the report for all companies and all customers by customer name, for one company and all customers by company name, and for one company and all customers by salesman. You also can choose the starting and ending account periods for which the report runs.
The detail report lists all products purchased, by the selected customer group, and the associated UOM, Quantity, Unit Price, Extended Price, Unit Cost, Extended Cost and Total Gross Profit. This report allows you to select the customers by state, salesman, or individual customer. You can choose the starting and ending accounting periods for this report, also.
4.31 CASH RECEIPTS FORECAST
The WSDS keeps track of the due dates of all customer invoices. Therefore, a cash receipts forecast can be printed. Two different reports are available: 30 Day Cash Receipts Forecast - sorted by due date and 4-Week Cash Receipts Forecast - sorted by salesman. In both cases the Due Date, Customer, Invoice, and Invoice Amount are listed. In the 4-Week Forecast, the amount due for each week is listed giving you an excellent tool to determine cash flow.
4.32 ACCOUNTS RECEIVABLE AGING
One of the most often used administrative reports is the Accounts Receivable Aging. TheWSDS provides an easy-to-read report with all critical Accounts Receivable information including Customer Name and Address, Invoice number, Due Date, Amount and $ Current, 31-60 days, 61-90 days, and over 90 days. The report is sorted by company by customer type by customer name. Of course totals are also given for a quick overview.
4.34 DAILY CASH REPORT AND UPDATE
A report is generated for each cash batch that is entered. This report cannot be generated until the batch has been completely entered. The report contains the following information Batch #, Operator, Customer Name, Check Number, Check Date, Check Amount, All Invoiced Paid, Invoice #’s, Net Cash, Discounts and Allowances, Other Discounts (with General Ledger account number), Total Accounts Receivable.
When the Daily Cash Report has been correctly printed, the update process is invoked and the Accounts Receivable and Customer files are updated.
4.35 SALESMAN’S COMMISSION REPORT
Salesman’s commission can be accrued either at the time of the sale (invoice update) or at the time of receipt of cash. A salesman’s Commission Report can be printed at any time. You are asked to enter the beginning and ending date for the report. The information that is printed on the report is as follows: Salesman name, Customer name, Invoice number, Invoice date, Paid date, Allowances, Net amount, Paid in full?, Commission amount.