• Are you losing sales from your customers because you do not have stock?
• Are items drop shipped from suppliers not being invoiced to your customers?
• Are special order items costed correctly?
• Do you want to add a bar code solution for managing inventory?
• Do you have inventory with serial numbers?
• Do you need to accept or pay in foreign currencies?
• Would your customers like only one invoice combining all the orders, service calls, or contracts for the month?
• Do a lot of your customers have different prices for the same items?

The accounting package includes the following features

• Accounts Receivable Including Invoicing and Drop Shipments 

• Inventory for parts, supplies (OEM  and compatible), and serialized equipment for single or multiple warehouses

• Financial Reporting including operating statement, balance sheet, and comparisons

• Accounts Payable including credit card management

• Purchase Order with alternate supplier part numbers and stock management

• Snapshots, Dashboards, and Analysis to give you instant information about your business

• Payroll with employee absence management

• Bar Coding for inventory count management of your warehouses

• Sales Prospecting and Team Management including sales campaigns, statistics, email newsletters, forecasting, and sales funnel management

Accounts Receivable

The system supports multiple accounts receivable for each company.  Reports can be printed for all accounts or only for selected type of accounts receivable, such as national accounts.

Save time with simplified customer procedures.

Each customer may have multiple shipping addresses separate from a billing address.  A separate customer account is not required for each address.  The ship to addresses can be added as orders are entered into the system.

Control cash flow!

An automatic credit check is made prior to any invoicing for a customer.   The credit check is made on the basis of the customer credit limit, past due balance, and the credit code field in the customer's master data record. 

Customers may be placed on credit hold either manually or automatically based on user past due amounts, contract expired, or over credit limit.

Finance charges can be calculated and processed for all past due accounts.   Individual customers may be assigned no finance charges. 

Management may also assign a different finance charge rate to special customers only.  This allows a great deal of flexibility in the management of each account.

Other time saving features include:

More than one cash account may be used, with each cash account's entries reported separately. 

Sales tax reporting allows you to define an unlimited number of tax codes.   Each customer may be assigned up to five different multilevel tax codes.  The monthly Sales Tax report only shows how much tax was collected in each taxing area, but also shows the total sales in each of these areas.  Now you can fill out your sales tax forms with one simple, easy-to-use report.

Drop shipping.  Automatically create purchase orders to your vendors to drop ship the item directly to your customer.

Accounts Payable

Flexible payment methods to accommodate how you pay your bills.

An individual voucher or vendor may be placed on "hold". This feature comes in handy when a particular invoice is in dispute. The system won't allow it to be paid until released.

Vouchers may be selecting for payment by any combination of voucher number, vendor, due date, voucher date, release code, or payable amount.

The system can be set to pay a percentage of each voucher selected. Partial payments may be made on any voucher by entered the amount to be paid.

Upon selecting a voucher for payment, the cash requirements report will print the balance a vendor may owe you from the accounts receivable system. This allows management flexibility to make decisions when a vendor has a balance with your company.

Checks may be voided. The system will update the general ledger system with appropriate journal entries.

All selected vouchers to be paid for a vendor will appear on the same check. Optionally, manual checks may be entered into the system.

Credit card transactions with reconciliation when you receive your credit card statement.

Check reconciliation for your checking accounts.

Quick and easy data inquiry

The vouchers may be posted to the general ledger system with multiple general ledger account distribution.

Vouchers may be displayed by using the voucher number, vendor's invoice number, or your purchase order number. Also, outstanding payables may be displayed by vendor.

Vendor invoices can be scanned and stored on your computer system.   You can display a copy of the scanned invoice at any time.

The system will maintain the voucher information as long as desired with the ability to print the voucher history and the delete this history from your data files.

Management reports

The Accounts Payable module is designed to use the "voucher system" to enhance the management controls placed upon accounts payable.

The vendor master records store address lines, month-to-date purchase amounts, year-to-date purchase amounts, search name, vendor contact, phone number, fax number, discount percent, discount days, volume last year, last purchase date and current amount due.

Any return authorization created in the purchase order system will automatically reduce the vendor payable in the Accounts Payable system.

Recurring vouchers such as rent and loan payments may be entered one time into the system. Each month, a voucher is created for the amount to be paid, reducing operator time spent in duplicate processing. The voucher will post principal, interest, and up to eight additional amounts (i.e. property taxes) to the general ledger.

A detailed check history showing date, check number, vendor to which issued, amount and date voided (if voided) can be displayed or printed.

The system will display the total due for each vendor as well as a detailed report aged by date. This report may be printed for one, all, or a range of vendors.

A due date report detail all vouchers and the day due with running totals.  This is valuable for cash planning.

Inventory

The importance of Inventory control cannot be overemphasized. The ability to effectively manage your inventory is crucial to your continued business success. The software has been designed with these factors in mind and will provide you with the information to successfully manage your inventory investment.

To maintain accuracy, the software provides for your choice of costing methods, true real time processing, and flexible pricing methods to your customers.

The cost of each item in inventory is maintained by either average cost, true FIFO, or true LIFO. All serialized inventory is maintained on a specific cost method. This allows the flexibility required to meet your particular needs.

Retail prices may be automatically calculated in many ways. These include: a percentage added on top of cost or based on your GSA contract price, your state contract price, or your own user defined contracts. Other methods include a percentage off list, a dollar amount on top of cost, a dollar amount off list price, or most importantly, any given price specified at the time of order entry.

Quantity price breaks may be entered for up to 10 levels for each item. These can be set up as a dollar amount, percentage off list, and/or percentage on top of cost. 

Special automatic pricing can be set up by customer, vendor, item, or by category. Special prices may also be based on user defined price breaks by vendor, item, or category. This flexible pricing system will relieve the hassle associated with special pricing. 

Contract pricing such as GSA or state schedules may be entered for automatic retail price calculations for a particular customer. 

A Retail Price List of all items be category may be printed. The list will optionally show cost, transfer cost, gross margin, and price breaks associated with each item. Printed without cost or margin, this list is useful as price lists for your salesreps. 

Maintain a detailed movement history for each item.

On-hand quantities in the Inventory system are continually updated from several different areas. These include sales entered from Accounts receivable, inventory received through the Purchase Order system, and inventory used through Service Dispatch, giving you true on-line processing.

The master record for each inventory item contains a great deal of information. Item cost, list price, month-to-date sales, cost and usage, year-to-date sales, cost and usage, as well as last year's sales and usage, plus the usage for the previous 24 months stored by month. With this information readily at your fingertips, you will make sound buying decisions and gain greater control over your inventory.

Inventory movement history is maintained for each item in the inventory system. The display will show the movement by month for the last 24 months. This information will help in determining order cycles and quantities.

Detailed receipts are available allowing you to view each time an inventory item is received with the purchase order number, vendor, and cost.  

A detailed usage can be viewed showing the date, invoice number, customer, quantity, and price for each sale.  If the item was used in a service call, the job number and technician are also displayed.

Virtually unlimited inventory setup capabilities, methods of item inquiry, and ease of maintenance.

Maintain an almost unlimited number of product categories. An Item Master List may be printed by item, one category, or by all categories, allowing you to view a particular item or category without obtaining a complete inventory printout. General Ledger posting entries may be assigned by category to gain greater control of inventory.

Multiple inventory locations may be maintained with one or more accounts receivable.

Support is also available to load your vendor's item pricing information from both disk and/or modem providing efficient inventory and pricing updates.

Create and maintain a core bank showing core and empties owed to your customers or from your vendors.

Options for inventory can be defined by individual item or for an entire category.  For example, color, material, and size can be defined.

You may obtain access to an individual item in the system by various methods. These include the exact item number, partial item number, description, or by item category. Also, when part numbers change, a cross reference may be maintained of the new part numbers and your part numbers. Operator processing speed is increased by the versatility of the software.

Inventory locations, whether in the warehouse, on the sales floor, or other areas, are maintained for each in verifying inventory quantities during a physical inventory. The optional Bar Code Tracking System can greatly speed up the process of Inventory Management.

Inventory may be allocated to technicians and/or salesreps. A breakdown of allocations is displayed on the individual item record showing number on-hand, and the amounts allocated to technicians, or sales reps. The system will also display the number allocated for backorders. At a glance, you can tell where your inventory should be. If you need more detail, it's only a keystroke away. 

Full serialized inventory with complete history from purchase to retirement.

The inventory system tracks all inventory, including serialized equipment, parts, and supplies. Serialized inventory does not require the assignment of an additional ID number, but you can assign the id number if desired.

The serialized inventory record contains the received date, origin of the item, sold date, customer which purchased the item, invoice number the item was sold under, as well as the invoice number from the vendor when the item was purchased by you.

A serial numbers report will sort by sold and/or received dates. The serialized inventory report will show which serialized items are sold, on-hand, rented, leased, or on demonstration to prospective customers.

Serialized packages may be order from your vendor and sold as a group with full serial number tracking of each piece of the package. 

Management analysis reports include:

Several items may be combined under your own user defined part number to sell as one item. This is very important for special "deals" and promotions (i.e. start-up kits) and handles proper inventory reductions for each item comprising the "deal" and proper cost of sales accounting in the General Ledger system, even though the items may be from different item categories with different General ledger account numbers. 

The end-of-month inventory report contains a gross margin analysis for each item sold during the month.

Yield analysis is available with the manager's console.  Accurately measure and maintain toner and supply yields.

There are many additional reports which are available to help you is other ways. You may obtain as little or as much detail as necessary. These provide you with the tools you need to better manage your inventory investment. With the addition of Microsoft Access  you may write your own reports.

Purchase Order

The system maintains sequential purchase order numbers, or verbal purchase order numbers may be given to the vendor and entered into the system at a later date.

The purchase order system may be used to enter vendors into the Accounts Payable vendor file. This allows the person ordering to change a vendor to get the best price.

Special messages may be printed on the bottom of the purchase order for notices to the vendor.

Purchase Orders may be pre-paid.

All inventory products may have alternate vendors, allowing orders to be placed based on the best price, terms, and availability of the item.

Multiple ship to locations for each vendor allow quick easy choice for shipping.

Minimum stock levels can be calculated and the inventory updated.

All outstanding purchase orders by a vendor or item may be displayed and/or printed.

The purchases "on hold" report will list all orders and inventory quantities which have been received but not yet matched to an invoice.

The Purchase Order system is a two-step system. When inventory is received, the packing slip is entered into your system to reflect the inventory received. At a later time, the invoice is received to update the true cost and to create a voucher in the Accounts Payable system.

The Purchase Order system updates the inventory when the purchase order is received. The Accounts Payable system is updated when the invoice is received.

The Purchase Order system allows timely closing of your books at end of month by recognizing costs for true accrual accounting.

The Purchase Order system will print a low stock report or a recommended order for your entire inventory or for a selected category of inventory.

The Purchase Orders system will print shelf labels for the quantity received, quantity on hand, or quantity on hand for an inventory category.

Purchase orders can be faxed directly from the purchase order system. (requires faxing center).

The vendor's name and address is automatically retrieved from the accounts payable system, if installed.

Purchase orders may be canceled with automatic reduction of quantity on order in the inventory item file.

When the packing slip is received, a list of your customers with inventory on backorder is printed.

The list price of the item can be updated immediately upon receipt of the purchase order to maintain your profit margin.

The packing slip and invoice can be scanned, stored, viewed, and/or printed.

The bar code inventory tracking system interfaces directly with the Inventory and Purchase Order systems. If is designed to allow inventory to be received by scanning the bar code labels, to expedite the inventory of stock, and to facilitate the inventory of technician car stock assigned to each technician. Many companies are discovering that by using bar code technology in tracking their inventory they are not only able to pay for the bar code system within a very short time, but save substantial amounts of money by reducing the time and personnel requirements typically associated with the inventory process. Now your inventory process does not need to be a painful experience.

An optional bar code printer is available which will print out custom bar codes with your part numbers.

While taking inventory, the bar code scanner can be used to gather the item numbers by reading the imprinted item bar codes (i.e. serialized inventory, manufacturer bar code labels, etc.). This greatly accelerates the inventory process and can result in significant savings. The inventory process can now be conducted on a monthly basis resulting in tighter control on your stock.

When inventory is first brought into the system through purchase order, the bar code inventory tracking system can be used to enter each item by scanning its bar code.

This system utilizes a non-contact, portable, hand-held laser bar code scanner with a built-in rechargeable power supply to collect data. The laser scanning technology provides a superior first-time read rate. A built-in keypad and display facing the operator during scanning allow for single hand use without the tangle of cords associated with many other systems. The scanner unit is a pistol grip "point and shoot" system which employs a button "trigger" which combined with the light weight gives it a natural feel that is both comfortable and easy to use over extended periods of time. If you are haunted by inefficiency in tracking your inventory, River Cities Software has the solution-- Bar Code Inventory Tracking.

Serialized inventory may be scanned to enter the serial number into the inventory.

The bar code inventory tracking system will allow you to keep track of all your technician car stock and the tools assigned to each technician. You no longer have to worry about who has what tools or what items are "floating around". By using the sophisticated reporting capabilities you will be able to determine the exact needs of your technicians and be able to verify that stock is being properly utilized.

Financial Reporting

The General Ledger is the heart of any good accounting system. It is here that we gather the information from all other departments.  The versatility of the General Ledger relates directly to the ability to gather, process, store, and present the information that is so vital to all management decisions.  A priority is the ability to present the timely information in a personalized format that management deems to best fit their needs. It may be further user defined, presenting as little or as much detail as necessary to meet the objectives of each department within your company.

Get the financial information you need to effectively manage your business.

Each company can be broken down into different branches and then by department. Profit and Loss statements may be generated for each department, branch, or company. The degree of detail is strictly up to management.

A general ledger activity report may be printed for any account, range or accounts or all accounts. It may also be printed for the current month, a previous month, or the whole year. This is a valuable audit trail when you are tracing an entry that was posted to the wrong account.

The system will store unlimited months of financial statements which can be printed for any month, even years in the past. This information is as close as your fingertips and is very helpful to management when making decisions.

The General Ledger system, as well as all of the other financial modules which make up the River Cities Software package, conforms rigidly with Generally Accepted Accounting Principals (GAAP) standards.

The system allows current month and year-to-date income statements to be compared to both budget and prior period income history. The variances are presented as an actual dollar difference or as a percent of revenue. These comparisons, as well as the income statement and balance sheet can be run for any month of the previous two years.

Versatile financial statements

The chart of accounts allows up to nine alpha or numeric characters for the account number. The nine characters may be further broken down into a five character account number and a four character department number. This feature allows for maximum flexibility in setting up your accounting system. This also allows you to customize you own system to your particular needs.

Budgets may be entered for any month of the year or for the entire year. The budgets may be entered as a dollar amount or a percent of sales.

The income statement and balance sheet will print supporting schedules.

The software is extraordinarily versatile in its ability to run Financial Statements on a department, a branch, a division, a company, or related departments, related branches, related divisions, and related companies. Supports "range" and "wildcard" parameters for running Financial Statements to give management the flexibility to analyze related operations within a user specified range, or to analyze specific operations.

Flexible processing

All transactions for the current or prior fiscal years may be displayed on the screen or printed.

During the journal entry process, a constant display of net balance, trial balance, and zero proof is displayed. The account numbers used are verified during the journal entry process as well as the journal entry being in balance. It will not allow you to post a journal entry to the general ledger that is not in balance.

The General Ledger system is date sensitive. An authorized user may post entries to a specified month (past or future) by specifying the date to use when making a journal entry. 

Prior period adjustments to the income statement or balance sheet may be entered, thus eliminating the need to adjust retained earnings. This will show the activity for the proper month. An authorized user may make a journal entry that should have been entered in a prior accounting period. Just enter it with the correct dates and the system will automatically transfer it to the proper month. 

Unlike software products from other vendors, this package  fully supports prior period entries. which allows you to keep your financials current, accurate, and meaningful to help you manage your business more effectively.

The financial detail in the general ledger is password protected. The financial statements are also password protected.

The system allows future period journal entries so that journal entries may be entered at any time for any month.

River Cities Software, Inc. will provide assistance in developing the General Ledger Master Chart of Accounts at no additional charge. In most cases, a Master Chart of Accounts will be built based upon a customer's current specifications to allow multiple distribution in all five areas of the General Ledger (Assets, Liability, Equity, Income, and Expenses). Financial Statement Formatting is also included in the initial customer set-up.  The system comes with a recommended chart of accounts.

Snapshots and Dashboards

The manager’s console will display information in a graphical format.  Easily see sales, cost of sales,  financial, and ratio  statistics.  These statistics are updated as your daily processing is performed, giving you up to the minute information.

Financial information graphed include the accounts receivable balance, accounts payable balance, cash balance, gross profit, and net income. 

Sales and cost of sales are provided month to date, year to date, for the previous month, the same month last year, and the previous year to date.  This same information can be provided by sales representatives,  user defined inventory category groupings, and by account class code (which can be used for branch analysis)

Sales analysis and commissions

Sales rep commissions may be calculated based on inventory category or on over all sales. Commissions may be calculated on any combination of sales, points, percent of profit, or percent of sales. The Commission Report by Sales rep details price, cost, profit, and gross margin for each item the sales rep sold. This will assist sales managers in tracking sales rep productivity and profitability, as well as pinpoint margins. 

Sales analysis reports by customer or invoice can be printed or transferred to a spreadsheet for further analysis. 

Ratio Analysis

Universally accepted financial ratios are calculated and printed in a separate report. (i.e. liquidity ratio, acid test, etc). These ratios can be displayed as a graph with a comparison to your industry standard. 

Equipment dealer specific ratios are calculated and printed.  Targets for these ratios can be set with a graph showing how well your business compares to these targets.

Identify obsolete inventory by date of last usage.  Proper journal entries are costed to the general ledger upon marking items as obsolete.

Know what you have scheduled and when

The Sales Prospecting system contains a complete appointment and task scheduler with daily, monthly, weekly, and yearly views.  Also a planner view can be displayed.  Each appointment can be color coded and reminders set. 

A report will print a list of calls to be made for each salesrep for a specified date range.

The appointment records will show the contact history and date/time for each follow-up.

Contact history is maintained for as long as desired.

A report listing appointments not completed by each salesrep is a valuable management tool. How often has a sale been lost because the salesrep did not follow-up in a timely manner on a lead, proposal or demo.

Comments may be entered for each contact. This will allow a detailed explanation of what the contact was about. This can be used to get new salesreps selling in a shorter time when existing salesreps leave your firm.

Statistics on each type of contact or call can be maintained for each salesrep. The statistics report is used to measure salesrep productivity.

Information, information, information!

An example is when your sales people call on a new prospect. They can gather a wealth of information about what types of office equipment the prospect uses, such as brand and model, expiration date of service contracts and types of contract. Now you know what type of toner they need, normal paper usage, etc.

Have the ability to maintain multiple contacts within a prospect and selectively sort to determine the relationship with other firms within your market area with SIC code comparisons.

Each prospect may have up to 150 yes/no qualifiers assigned, as well as up to twenty-one user defined data fields.

Track decision maker's name, title, and phone numbers with fields to record who influences the buying decision.

Competitive equipment is maintained by SIC (Standard Industrial Classification) code, customer location, type of equipment, purchase or rental, term of contract, billing terms, current volume, contract expiration, and special customer needs that may or may not be satisfied by the current equipment or supplier.

Supplies and other renewable inventory is loaded into the Sales Prospecting system from the Service Dispatch, and Invoicing systems.

Time savers help your sales grow

Sales territories may be maintained by zip code, selected markets, and specialized equipment.

The ability to print mailing labels or envelopes for prospects after sorting.

The Sales Prospecting system measures supply potential by manufacturer, equipment type, and copy volume. A report is printed showing potential versus actual purchases by customer for all consumable supplies.

Lead generation based on historical and future known facts by prospect and user needs.

A complete mail list file is maintained with the ability to select any combination of "and", "or", or "not" search on qualifiers.

A complete mailing history of date and content of each mailing to every prospect may be maintained and reviewed.

The sorted prospects may be interfaced to a word processing program so that correspondence may be sent to all prospects selected in the search.

Machine sales can be forecast by comparing recommended monthly usage on each copier to actual monthly usage. The report will print a list of all copiers eligible for upgrades.

Reports are available to forecast supply sales based on past buying habits of your customers. This enables you to call the customer before another dealership to get those supplies.

Sales prospecting information can be dumped to a Palm handheld or notebook computer so that the salesrep can have up to the minute information about their prospect, including appointments, service history, and purchasing history.

Know about your customers without hassling the accounting and service departments.

Gather sales information from your own sales department about your customers. Information is also gathered from your sales staff who are calling on new, prospective customers.

Contract information on your customers as well as prospects is maintained showing all contract information including a purchase amount to facilitate upgrades.

Every time a meter reading is taken in the Service Dispatch or Contract Billing system, the reading is put in the Sales Prospecting system.

Full service history may be displayed by the sales rep without the use of the service dispatch system.

Purchase history may be displayed or printed by the salesreps.

Sales Campaigns, Email Campaigns, Newsletter, Email Newsletters,  Sales Forecasts, Pipeline management,  Sales Funnel Management, and more.