ACCOUNTS RECEIVABLE
Innovative Software Solutions for small to Mid-sized Hard Goods Distributors

We understand that customer satisfaction is the top priority of your business. With ProTrac® you will have the information that you need to provide efficient, timely and cost effective service to keep your customers happy and coming back.

Our accounts receivable module will let you accomplish these goals, and much more…

Fast, informative and accurate inquiries by account, provides all required information at your fingertips.

Take a look at some of the features and benefits of the accounts receivables module:

• Terms discounts
• Credit Analysis
• Easy processing of payments on invoices from oldest to most current
• Credit hold and point of sale lockout
• Billing and order contact Information
• Summary of sales history; current period, last period, YTD, last YTD, sales, returns, net and gross margins
• Quantity breaks discounts by customer, product line and item number
• Post payments manually, by invoice or multi-invoice selection
• Crucial information on a customer by customer basis:
  • Previous Item purchase history
  • Flexible, defined pricing structure
  • Multiple ship-to addresses
  • Multiple tax rates
  • Multiple, user defined notes or comments areas
    

Details of the Accounts Receivable Module

• Account utilities: For setting jobs, contract pricing, taxes, etc.
• Aging: Aging per customer by invoice date or by due date
• Backorders: Tracking by customer, item and "rush" designation
• Carrier set up (SCAC): Standard Carrier Alpha Code. This code will display in point of sale and order entry on the header page and can be overridden with the appropriate user permissions
• Consolidator table: Assigned and set up per order
• Contacts: Multiple "contacts" records within each customer record
• Credit analysis
• Credit hold and point of sale lockout. Can convert to cash automatically
• Credit memos
• Customer class code tracking: Categorizes your customers for reporting and tracking purposes
• Debit memos
• Departments: Department storage and tracking per customer
• Drill downs - Double click on an invoice, debit or credit memo, unapplied payment, payment by cash, credit card or a miscellaneous invoice and the balance detail will display
• Dunning message utility
• Easy pay: From oldest forward posting of payments
• Finance charges: Multiple finance charge calculation methods available
• Flexible fields: One screen for each customer record is devoted to user-defined fields
• Invoice archiving: Invoice detail kept in system for queries and/or reprinting
• Invoice message utility
• Item cross-reference program: For cross-referencing the names of your in-house inventory items and categories to the names that the customer prefers
• Jobs: Multiple jobs storage and history tracking per customer. The same Job Number can be used for different customers if desired
• Look-ups/searches: by name, account number, phone number, or zip/postal code
• Multiple location: Ability to assign a "default" company or location for each customer so that customer's sales can be organized by that location
• Notes: Three (3) areas exist per each customer record for entering unlimited free-form notes. One area displays at Point-of-Sale automatically when that customer is displayed, the other areas are stored with the customer record
• Outstanding invoices: Can be viewed by customer through an easy lookup screen. The user can drill down on an invoice to see all order and item level detail
• Paid invoices: All paid invoices are stored and can be retrieved for each customer through an easy lookup screen
• Payments: Payments can be processed as applied or unapplied, partial or full. A user-friendly feature allows you to display all outstanding invoices with a click of a mouse and select invoices for payment
• Drill downs - Double-click on a payment by check number and all the invoices paid by the same check number will be displayed.
• Posting: Payments can be posted for dates outside of the current date
• Pricing plans: Each customer, can use a combination of the following:
  1. Quantity breaks: by item number (dollar or percentage off)
  2. Custom pricing plans: Combination of price levels, class or item number
  3. Contract pricing plans: Dollar or percentage(s) with expiration date
  4. Contract pricing calculator: Calculate contract cost and/or contract sell price from an existing price level
  5. "Default" pricing level: Use one of the several inventory price level fields
  6. Terms discounts: By days, date, etc.
     
• Phone: Over six (6) phone number fields exist on screen one
• Pop-up window flags: Automatic pop-up windows for point of sale will appear under the following conditions: over credit limit, purchase order number required at point of sale, customer on credit hold, and other messages
• Reverse transaction: A special feature to allow you to reverse an invoice and properly adjust inventory quantities without having to perform a return at point of sale and enter each line individually
• Rebates: Tracked by customer and vendor
• Customer sales analysis report: Sales, Cost, and Gross Margin Analysis per customer by period or by year
• Sales history: Get weekly sales history many years in the past
• Ship to: Multiple "Ship-To" storage and tracking per customer
• Show quantity as - Works with the login ID for ProLinc®, these options allow you to:
  1. Only see all inventory items as stocked
  2. To see items as stocked yes or no
  3. See actual quantities in inventory
• Tax: Three levels of tax codes can be designated for each customer (for State, City, State and Local taxes)
• Tax-exempt: Multiple classifications, plus a field to store the tax-exempt number
• Terms: Unlimited multiple terms codes by cash, days, or dates
• Utilities: Such as customer number change, and defaults on fields available
• Voids: Tracking of reverse invoices by customer

Please note that there are several other options/features available. In addition, new features and enhancements are implemented as future versions of the software get released. Contact our sales representatives for additional information.