Do you have any of these questions in managing your business?
- 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 can help answer these and more.
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,
Accounts Payable including credit card management
Purchase Order with alternate supplier part numbers and stock
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
Sales Prospecting and Team Management including sales campaigns,
statistics, email newsletters, forecasting, and sales funnel management
Management of your Accounts
Receivable is the life-line to the cash flow of your business. Your ability to
organize, control, and make management decisions is directly related to the
amount of timely information provided by your Accounts Receivable system.
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
Other time saving features
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.
Management of accounts payable helps to increase available
cash by taking advantage of discounts offered by your vendors.
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
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.
The Accounts Payable module is designed to use the
"voucher system" to enhance the management controls placed upon accounts
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
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
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.
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
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
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
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
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
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
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.
Tracking purchase orders is very important to maintaining a
proper inventory system. Balancing the items on order, in inventory, allocated
to technicians, and lead times can improve your investment in your inventory and
lower your inventory costs.
Flexibility in data entry.
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.
Management routines and controls
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
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
Time saving features
The Purchase Orders system will print shelf labels for the
quantity received, quantity on hand, or quantity on hand for an inventory
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.
Proper inventory management means more profit to your
company. Excess inventory not only increases tax liability but ties up valuable
company resources as well. In today's competitive marketplace, proper inventory
management can make a difference in the performance and survival of your
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.
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
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
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
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
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
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
The income statement and balance sheet will print
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.
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
manager’s console will display information in a graphical format.
Easily see sales, cost of sales, financial, and ratio
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.
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
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.
The Sales Prospecting module may well
turn out to be your best investment ever made with respect to sales growth and
profitability. Dealers are constantly amazed at the wealth of information that
is presented by this module. You may find that you know more about the buying
habits of your competitor's customers than your competitor knows.
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
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
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
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
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
Sales Campaigns, Email Campaigns, Newsletter, Email Newsletters,
Sales Forecasts, Pipeline management, Sales Funnel Management, and more.