Insight
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Accounts Receivable

Accounts Receivable (AR) offers a host of features to improve the overall management and billing of non-utility services. AR is primarily intended for “non-energy” receivables, such as the sale of inventory, insurance charges to directors, property damage charges, billable wiring work, etc. The Accounts Receivable module prepares invoices, accepts payments, and computes finance charges, with the ability to handle multiple accounts per customer and prints statements based on balance-forward or open-item.

 

Key Features & Benefits of the Insight Accounts Receivable Module

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Customer Inquiry

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Employee History Inquiry

Detailed Inquiry:

AR has the ability to inquire on a customer’s account and drill directly back to the original source document (invoice). Original invoices, payments, current open items on all history, along with real time account aging can be displayed and/or printed from this screen.

Invoice Printing:

Invoices can be previewed to the screen immediately after data entry, even if the document has not been posted. Invoices can be reset and printed a second time if required. Invoices can always be reprinted while stored in the application. Watermarks can be added for a copy of an invoice when reprinted.

Powerful Defaults:

Each customer is coded with a customer class code. This class code sets the default sales code, tax group, terms, salesperson, deposit bank account, if a statement is to be printed, and sales discount percentage. Each class can also default if finance charges apply and if so, apply the annual finance charge rate and minimum finance charge. This greatly reduces the amount of time for data setup and increases accuracy of invoice entry.

Account Groups:

AR allows the grouping of accounts for reporting and grouping of statements. AR supports an unlimited number of groups. Statements can be setup to be printed by either the customer class or account group.

Invoice Generation from Quotes:

The system can create a price quote for work to be given to a customer. The quote is based on sales codes and prices, inventory prices, and sales tax. Each quote can have an unlimited number of transaction lines, including both inventory and non-inventory items. Once a quote is entered, the quote can be pulled into the invoice entry screen and maintained, then posted to create an invoice.

Credit Validation:

Credit limits can be set for each customer. Invoices will be flagged immediately when the credit limit has been reached; as an option, the operator (with proper security) can override the credit limit during invoice input. The credit limit can be checked at any time during invoice input.

Quick Print:

With its quick print functionality, AR enables the operator to print the currently selected document from virtually every screen. This is a great on-the-fly printing feature. The Quick Print feature is included on AR Transaction Inquiry, AR Account Inquiry, AR Quote Entry, Invoice, Payment and Recurring Entry screens.

Account Relationships:

Customers entered into the system can be associated with primary accounts and secondary accounts. This allows for association of several accounts under one customer. An example would be if one person has two farm accounts, or one farm and/or town accounts, or possible landowner and tenant accounts can be associated to one customer.

Commission Reporting:

Sales commission reporting allows the operator to produce commission reports based on the salesperson referenced on the invoice.

Recurring Invoices:

AR Recurring Invoices can be entered for invoices that frequently occur per customer and the associated account. Each recurring invoice contains reference ID, customer and account number, terms, description, frequency of invoice, beginning date, ending date, salesperson, shipping instructions, notes, and all transactions detail. Invoices can be set with a frequency of monthly, bi-monthly, quarterly, semiannual, and annual. This greatly reduces data entry time and increases accuracy of the data entered.

Automatic Payment Allocation:

User defined payment application rules allow automatic spreading of payments across many outstanding invoices. This is easily overridden for specific user defined payment allocations.

Track Multiple Addresses per Account:

This includes the main address, billing address, and shipping address. The address can be copied from the main address to the billing and shipping address with the touch of a button. The address portion includes the complete mailing address plus phone number, fax, e-mail, and contact name.

Comprehensive Tax Computations:

AR sales tax capabilities handle all aspects of sales tax for invoices. Sales tax codes are applied at the invoice line item allowing multiple taxing districts per invoice. AR can track an unlimited number of taxing jurisdictions allowing the ability to handle federal, state, county, city, and other local taxing authorities. Sales tax reports can be generated at any time for current and past periods.

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Asset Maintenance

Point-of-Sale:

The AR module contains a point-of-sale entry screen intended for over-the-counter sales of goods and services. This screen can be tied to a cash register with functionality to finalize a sale, compute change, open the cash drawer, and print a receipt. This screen is intended for those utilities with retail store operations.

  • Payments automatically applied from Cashiering module.

Accounts Receivable also Delivers:

  • Automatic generation “Due To” and “Due From” entries if sales or payments involve more than one fund. Funds are always in balance.
  • Automatic posting to General Ledger, Cash Manager, Inventory, Work Orders and Project Costing.
  • Unlimited history retention, including inactive customers.
  • Supports printing of open-item and balance-forward statements. Statements can be reprinted for previous periods.
  • Allows for the sale of serialized inventory, such as water heaters for example.
  • A wide variety of reports, including customer aging, invoices, statements, GL account distribution, sales by sales code, sales tax, and many others.

Invoice Entry:

  • Invoice types include: Invoice on account, cash invoice, adjustment on account, cash adjustment, and finance charges.
  • Immediate calculation of sales commissions.
  • Payment methods include cash, check, and credit card.
  • Due dates are immediately calculated based on terms and the invoice date.
  • Invoices can be created automatically from a previously generated quote.
  • Automatic update of inventory values and quantities for cost of goods sold.

Customer Information:

  • Customer status control of active, inactive, and on hold. AR will not allow any activity to an inactive account. Payments, cash sales, and/or credits can only be entered to an account on-hold.
  • Flexible customer ID’s, up to 10 alpha numeric.
  • New customers can be added on-the-fly during transaction entry.
  • Field to reference the customer ID used in the Utilit-e Connect application.
  • Allows multiple notes to be attached to the customer record, each invoice, payment document, and each transaction.
  • Finance charges can be calculated based on selected groups of accounts or customer classes. Finance charges can be calculated based on invoice date or invoice due date.