Customer accounting can support an unlimited number of customer accounts & can maintain an unlimited transaction history on each. There are no ‘end period processes’ so there is no extra work at the end of each month. Users can work in an unlimited number of periods simultaneously if allowed, and transactions may be entered and edited for any day of the month or year and back or forward dated as required, subject to the security restrictions assigned to each user.
Maintains phone, fax, mobile numbers, e-mail, and web site info. And each customer may link to an unlimited number of related contact records, such as purchasing department, accounts department, sales, managing director and so on. Notes, documents and images may be associated with each record.
Customise the Presentation
The Screen Builder visual design tool lets you customize the record to suite your exact needs. Remove the information you don’t want & add your own, including lists and images.
PowerEfficient AccessQuick, efficient on-screen inquiry, allowing professional and timely customer service.
Information for all customers is kept on file for as long as desired. Easily reprint invoices, statements etc., whenever required. Print, fax or email documents with a click of your mouse.
Multiple Delivery Addresses
Unlimited delivery addresses per customer & optional access to delivery details from other customers.
Handle an unlimited number of foreign currency types and accounts.
Accounts can be assigned to departments (income & cost centres) for separation into divisions/branches. Accounts may be ‘locked’ to particular departments or may cross departments depending on transaction type.
Group customer accounts by category, i.e., industry type, as well as by department/business unit.
Unlimited length note information can be maintained for each customer. Useful for recording ‘request for payment’ conversations, product inquiries, special instructions, etc. Notes can be printed on forms, labels and reports. All entries are automatically date/time/user stamped.
Reminder messages and special alerts can pop-up when accounts are accessed.
Cash Book Link
Record cheque details, bank account & branch info relating to each payment. Keep bank, branch, and drawer name on file for pre-filling during transaction entry.
Edit the details of paid transactions, security permitting, without having to remove credit note or payment allocations--provided the transaction value is not altered. Convenient when you need to alter an order number, correct a miscoded stock item or add a comment on a transaction.
‘Open Item’ Accounts
Payments can be automatically allocated by the computer or manually by the operator.
Each invoice keeps track of the cheque or cheques that paid it. Each payment keeps track of the invoice or invoices paid.
Receipts can be printed in batches or during payment entry. The lay-out of the receipt can also be customized.
Search instantly on account code, name or contact, or perform a text search to locate information on any field, such as suburb, street address, phone number, salesperson, drawer name, bank details, etc. Opt to simultaneously search linked notes, documents & secondary contacts.
The contents and appearance of the customer screen can be easily altered. Up to 6 tabbed pages (screens) of information can be added to the customer accounts database. Users can add their own input fields to existing screens for additional comment lines, references & more.
Cash & C.O.D Accounts
The account type can be set as ‘cash only’ (all transactions immediately paid) or C.O.D. (always prompt for payment when invoicing).
CAPITAL's accounting software lets you have a one click view of only the transactions for your customers that remain unpaid or uncredited.Payment ReversalsPayment & credit notes can be changed or reversed, security permitting, at any time if mistakes require correction.
Images & Documents
Link images, documents, & external files to customer records.
Customers may be viewed in list form on-screen. Each list may have a user configurable selection of columns. An unlimited number of lists may be created.
Hide or prevent editing of any field (such as the credit limit or on-hold status) or prevent viewing of the whole account, subject to the user's security level. Depending on the edition of CAPITAL running, accounts & their associated transactions may be selectively hidden from view. For example, department A cannot view the accounts or transactions of department B.
Overdue & Notice Letters
Print, fax or email letters based on customer records or a card file database. Letters can be generated by category, account code, terms or for individually selected accounts. Skip accounts on hold, Minimum balances & overdue amounts by individual period can be specified. Generate for all accounts or overdue accounts.
ReportingSummarised and Detailed Customer ListsAccount Balance Reports for current and past periods (aged trial balance) with 3 presentation formatsUnpaid Invoices (only) ReportInactive Customer AccountsCustomers On HoldPayment ListsCustomer Sales by account, gross sales & profit (best to worst listing)Customer Back Orders by customer, product, stock group, contact & movementCustomer Purchase History by customer & types of products purchasedCustomer Purchase History by products & customers who purchased themCustomer Orders PendingCustomer Picking ListsForeign Exchange Gain/LossCustomer Special Pricing (discounts) specifiedCustomer Purchase History by product groups & customers who have purchased from those groupsRetention Payments ReportBank Deposit List (from linked cashbook)Tax incurred for all or by specific Customer
Full support for head office and sub-accounts (branches) for your accounts receivable system. View individual account balances & total balances on-screen. Supports credits & payments across accounts.
Put accounts on hold, specify whether statements or penalties should be issued & when back orders are accepted.
Fees & Penalties
Calculate penalties & account maintenance fees for all accounts, selected accounts, trading terms or by account category.
Google Maps Integration
Edit/re-print In All Periods
Customer transactions may be edited, security permitting, in any accounting period. Invoices, credits, etc., can be re-printed as many times as required. The security system can also prevent users from doing this.
Apply Fees Selectively
Fees or penalties can apply to all transactions or transactions that are overdue by specified periods. Specify a different fee for each period. Fees can be limited to accounts that are over a minimum amount. Fees can be assigned to a particular transaction type and can be issued on a separate transaction number sequence.
Auto Fee Reversal
Customer penalty transactions can be removed from the system after an issue & then issued again, allowing easy correction of mistakes.
3 Ageing Methods
Supports three types of ageing:Calendar monthAgeing on credit termsBy specified due datesDue date ageing can be set and controlled by individual transaction.Export to Microsoft OfficeThe customer file can be loaded into most popular spreadsheets such as Excel & OpenOffice, databases such as Access and word processors such as Word. Mail merging with Microsoft Word, or linking to external applications.
Discounts & Pricing
Discounts & Special Pricing
Choice of multiple discounting methods:Fixed discount by customer, such as per cent on/off a stock price (easiest).Standard discount table (9 user defined discount rates such as list, wholesale, trade, etc.)Unlimited specific/agreed item pricing by customer, and unlimited Customer Special Pricing rules may be defined.Assign discounts by particular product, customer code, category, product supplier range, stock group range, location, time frame, department, tax code, quantity break, price group, ‘on special’, and GST free status.
Customer Pricing Lists
Create price lists tailored to individual customer pricing arrangements.
Special (OEM) Buy Pricing
Special cost/purchase prices from your supplier(s) can be set-up for specific customers or customer groups to ensure accurate profit reporting.
Early Settlement Discounts
The discount for early payment can be shown on your statement as a total or on individual transactions.
Automatic Discount Calculations
During payment entry discount entitlement for early settlement is calculated. Operators can accept the default or override the amount manually.
Last Price Sold
Automatically show the last price issued to a customer for any particular product item when invoicing, quoting or ordering.
Multiple Statement Formats
Open Item FormatListing unpaid transactions in aseparate column.Simulated Brought ForwardIncludes debit and credit columns.HistoricalFrom last zero balance.CombinedList all unpaid or partly unpaid transactions from previous periods, then the current month's activity.
Statement appearance can be altered to suite your exact requirements and can include a reconciliation cut-off section. Export statement info into spreadsheets, etc.
Statements can be printed for any prior period and/or year.
Selective Statement Generation
Limit to specified terms, specified minimum balances, specified customer categories, overdue accounts only, activity (even if the monthly balance was zero) or have them individually confirmed.
Automatic calculation of retention deductions according to a user specified variable rate.
Flexible Tax Processing
Support for wholesalers, retailers & manufacturers. The tax code/category issued can be determined by the department issuing the invoice, the product type or the customer being invoiced. I.e., cash sales can be invoiced with GST or ‘retail tax’ inclusive, while distributors can be invoiced with exclusive tax rates.
Formula Based Tax Calculations
Likely future changes & requirements can be handled now. Users may enter mathematical formulas defining tax calculations. Ideal for supporting GST.
Transfer to Card Files
Customer details can be ‘archived’ into other files. E.g., move bad debtors or credit risks into a separate file without re-keying.
Part Payments & Pre-payments
Payments may be entered before invoices are processed as pre-payments & accounts may be part paid. Payments across accounts (central billing) is also permitted.Variable TermsMonthly, 7, 14, 28, C.O.D., 90 day and user defined trading terms up to 999 days per account.
Synchronize with Outlook
Transfer your customer records into Microsoft Outlook contacts.