Detailed Description

Lewis ACCOUNTS RECEIVABLE

Home.  ACCOUNTS RECEIVABLE topics:  Introduction, Description, Prices, Maintenance, Latest Upgrades.

INVOICES

The invoice information is divided into three parts.
  1. Summary items such as date, invoice number, order number and job number.
  2. Any number of line items each comprising product details, quantity and price.
  3. Any number of comment lines which let you build up a free-form narrative.  Comment lines can appear before, between and after line items.
Invoice layout.  You have complete control over the layout.  You can decide which data variables get printed and their position on the page.  In fact the layout is a document which you can modify whenever you wish, using an in-built specialised word-processing program.  Different invoice layouts can be used for different customer types.  You can tailor the invoice to include GST in total or per line item.  You could even use the invoice layout for other purposes, such as delivery docket and packing slip.
Many companies produce manual invoices at the point-of-sale.  Such firms would only need to record the summary of an invoice without printing the invoice.  This also applies to firms with invoices based on complicated time costing where a specialised costing package would produce the invoice.
Many firms do not have any stock items.  As an example a firm in the printing industry would set up a product called "Printing" and the program would let you enter a different price on each invoice.  This method would apply to other service industries and to firms recording invoices produced elsewhere.
Products.  Firms with merchandise would set up details of each product.  Different prices can be set up for different categories of customer such as wholesale and retail.  The program allows unit descriptions such as hours, kilometres, litres, etc.  If your products have different GST status, you can put the GST status here.
When entering the invoice line item detail, you would enter the product code.  Existing products can be displayed and you can even enter a new product during the invoice.  Having found the product, you enter the quantity, and can override the price and discount percentage.
Editing.  All the details and comments of the invoice can be changed.  However if the amount is changed after the invoice has been printed an audit record is maintained.
Some firms issue one invoice a month, with a separate transaction line for each service.  This is particularly easy to do in Lewis ACCOUNTS RECEIVABLE.  Each time a new service is done, just edit the invoice, adding an extra line item, which can have the date and/or reference number.
Duplicate copies of the invoice can be printed.  The invoice can be viewed on the screen either in data format or in print-out format, even months after it has been produced.
Regular Invoices.  Many organisations need to produce a repeat invoice on regular occasions: service or maintenance contracts, membership fees, subscriptions, instalment payments.  The program will generate all regular invoices that are due by a certain date.  The regular invoices can be on monthly or weekly cycles.
Discounts.  The program has a good range of methods for calculating discounts, and printing discount details on invoice.

RECEIPTS AND ADJUSTMENTS

Most firms would only want to record the receipt details for payments, but there is provision for receipts to be printed.
For open-item customers, the receipts can be allocated or linked to existing invoices, etc.  The program easily handles one receipt for multiple invoices and credit notes, and for partial payments of invoices.
Settlement discounts can be done.
The program lets you enter the details of payment for cheques, cash, credit card or direct deposit.  This information is printed in the banking deposit report.  For each debtor, the program remembers the regular details of payment, such as cheque details.  When you are ready to do banking you would normally bank all receipts but the program lets you hold back some deposits.
The banking information can be transferred directly to the Lewis CROSS-CHEQUE cashbook package.
Credit Notes have the same amount of detail as invoices so they can be reflected in sales reports.  Journals and debit notes can also be recorded.  You can handle simply and correctly all the adjustments that are often neglected in computerised systems: correcting wrong amounts, write-offs, wrong postings, bouncing cheques.

STATEMENTS

Statements can either be done as part of the month-end or separately for 7-day accounts.  You can have both 7-day and 30-day.  You can have open item accounts and/or balance brought forward accounts.
Ageing.  You can nominate the number of ageing periods: e.g. four for current, 30, 60, 90 plus; or two if current and overdue.  Ageing can be done as often as you like.
Statement layout.  The layout can fit on pre-printed or blank stationery.  It can fit a wide or narrow printer.  It can include a remittance advice.
You have complete control over the layout.  You can decide which data variables get printed and their position on the page.  In fact the layout is a document which you can modify whenever you wish using an in-built specialised word-processing program.
You can change the order of transactions on a statement.  This is useful if one invoice is in dispute and the customer has paid the others.
The program can print an address label for each customer receiving a statement.

REPORTS

All reports can be printed or displayed on the screen or written to a disk file.

GST Reporting

As well as a printed report, the program can transfer data to Lewis BASiNET, for preparing BAS.

Monthly Reports

In the end-of-month procedures extensive reporting is available.  You can choose the reports you want printed.

Other Reports

These are available at any time.  There are extensive choices to restrict selection in any instance.

System Options

There is an extensive number of system options which let you tailor the package to suit the needs of your business.
Sizes can be changed.
What is the maximum value of your invoice?  Some firms never exceed $100 while other have invoices running into the millions.  The program lets you define the maximum size, which is then used for all invoices, displays and reports.  Many other items have definable size, such as quantity sold, product codes, customer numbers.
Writing letters to your customers.
If you frequently write letters to your customers and prospects you should consider the Lewis LETTER MAGIC package, which is fully integrated with Lewis ACCOUNTS RECEIVABLE.  Each time you write a letter, the name and address are automatically included from the customer database.  The word-processor is very easy to use and lets you use standard phrases, standard paragraphs and standard letters.  It is very easy to print the same letter for a group of different people.

Multi-User Version

Home.  ACCOUNTS RECEIVABLE topics:  Introduction, Description, Prices, Maintenance, Latest Upgrades.