Account&See Invoicing and Accounting

Account&See Invoicing & Accounting Specifications

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Invoicing

• Standard Invoices which can be addressed to either customer accounts entered into your system or receipt customers where there is no need to create a customer account. Within each invoice type detailed below you have the option to use/and or print any of the following thirteen invoice columns.
  • Product Codes are the heart of Account&See and allow you to track down to the minutest details sales, profit, numbers sold etc.
  • Date Supplied Column was introduced mainly for the monthly account invoice type to record the date of supply of the products supplied to your customers.
  • Description Column allows you to enter a brief or a detailed description of the product or service suppled.
  • Second Description Column could be used to enter the colour of the product supplied, your job sheet's docket number, or the serial number of the white goods supplied.
  • Quantity Column records the number of units supplied, or number of hours billed.
  • Quantity Delivered and Quantity To Follow Columns record the total quantity of goods actually supplied - incomplete orders can be fulfilled automatically by the software at a later date
  • Second Quantity Column has been introduced to allow the billing of '2 storage containers for 2 weeks' or the hiring of '10 radios for 5 days'
  • List Price Column holds the net, individual selling price of the product before any discounts or 'per' divisions have been made
  • Per Column would normally be 'each' or per 1, but for items such as woodscrews, a price per 1000 allows a better List Price ($4.95 per 1000 looks better than $0.00495 each)
  • Discount Column gives you the ability to apply a manual discount to any particular product. However, two other discount options allow you to offer discounts on a 'net invoice value' - i.e. 10% discount on all orders over $100, or a comprehensive customer-product related discount structure. See Discounts for more information.
  • Unit Price Column is calculated by the software based on the above discount column. i.e. a product supplied at $100 with a 10% discount would have a unit price of $90
  • Sales Tax Columns Account&See handles up to two sales taxes - VAT, TVA, GST, HST or GST and PST. Each sales tax can account for up to 10 different sales tax rates - e.g. Standard, Zero, Fuel and Exempt Rate
  • Net Price ColumnThis is the net value of the individual invoice line.
  Invoices can also be assigned a departmental code for department / salesperson / affiliate tracking and there are three numbering systems available to you.
  Invoices can be up to 250 lines in length and each entry's description can be virtually as long or as short as you wish. In addition to the 250 lines available to you in the invoice body, there is a tri-functional 'carriage' box that is usually used to show the carriage charge, but can also be used for showing charges, such as the UK's MOT charge.
• Auto-Bills or self-repeating invoices are used to bill the same items time after time at a regular user-specified interval. Intervals can be any number of days, weeks, months, quarters or years. Special codes allow you to enter the beginning and end dates of the period specified which are automatically updated each time the auto bill is converted to an invoice. Up to 250 lines can be used in your auto bill masters and these can be as short or as long as you like.
• Monthly Accounts are used to record goods supplied to your customers over a period of time - normally monthly - and then batch-converted into invoices at the end of the month. Options include the ability to specify a minimum conversion amount - for instance, if a customer has only booked down $2 during the month, you can carry the monthly account over to the following period. Another option will just 'empty' the monthly account after conversion, so there is no need to create new monthly bill masters each and every month.
• Estimates/Quotations can be automatically converted to an invoice, or edited before conversion.
• Pro Formas are used to 'pre-invoice' goods and are normally returned with payment before goods are sent out. There is an extensive search facility that allows you to market products to your existing customers.
• Quick Invoices are the quickest way to create an invoice in Account&See. Simply type in your customer's code, quantity of products required and the product code and an invoice is automatically created. Click here for more information.

Products

• Product Price There are three ways to record a product's price.
  • Single Price - simply enter the net selling price of the product.
  • Matrix Price - you can record up to twelve different prices per product - for instance, you may sell a ream of paper at $5.99 if one ream is ordered, $3.99 if 10 reams are ordered and $1.99 if 30 or more reams are ordered.
  • Dual Price - allows the software to calculate one of the two prices you have entered depending upon the net invoice value - for instance, you may offer free carriage on all orders over $50 or $4.95 carriage for orders less than this value.
• Cost Price records the price you pay for the goods. Profit margins and cost percentages are shown when creating an invoice, and you can view profitability by product, customer, region, country etc.
• Discounts are handled by the use of 12 different discount bands that interact with the particular customer selected to invoice - i.e. one customer may receive a 10% discount on a particular product, whilst another customer may well obtain a 30% discount on the same product.
• Product Type and Product Group are two 'umbrella' groupings where you can combine products to see sales of related items. For instance, you could create a Product Group of 'PA' under which all the paints you sell in your store would be grouped and Product Types 'EM' for emulsion, 'GL' for gloss, to track the sales of particular types of paints.
• The Product's Weight can be stored in the system. You can enter the weight in either imperial or metric units, and the metric weight is shown on your screen and printed invoices/delivery notes.
• Non Printable products are a powerful feature to add cost prices to your invoices that are not seen by your customers - such as carriage charges.
• Non-discountable products allow you to specify that a product is never discounted, no matter which of the three discounting systems you use.
• Assembly parts allow you to build a product from other products already entered into the system. This could be used for special promotions, where you sell a mixture of items at a reduced rate, or perhaps you sell a clock where you purchase the clock, a battery and a box. Entering these three items as your assembly parts, you can track the cost price from the parts, so if the battery price increases, the master product's cost price would also increase.
• The Up-Sell feature is used for a variety of purposes - perhaps to remind your staff to sell add-on products such as extended warranties, an upgrade in the courier service, or an item may be incomplete and requires extra fittings - such as a bath suite, where you would offer the choice of stainless steel, chrome or gold fittings.
• Comprehensive Statistics are available for each product, including total number sold, percentage of total turnover, most popular quantities ordered etc.

Customers

• Correctly formatted Address both on screen and when printed or e-Mailed. The software is aware of over 51 different country's address layouts and the software dynamically changes the layout on-screen to help you enter the address in the correct format. Special features for UK, US and Canada are also included.
• A virtually unlimited number of Shipping Addresses are handled.
• Group Prefixes allow you to group customers of a similar type under one 'umbrella' code - for instance you could set prefixes for Shop Customers, Mail Order Customers, Internet Customers etc.
• Account History details each and every invoice, credit note and payment since the account was opened.
• Account Details show useful customer statistics including number of invoices, total spent, monies owed and expected next invoice date.
• Statistics show a range of useful information in a graphical format.

Printing and e-Mail

Payments and Debt Collection

• Statements of Account are the most common type of payment reminder forms. We have two types available to you - an open type that not only prints outstanding invoices and their amounts, but also the latest payment information. Closed statements simply show the outstanding invoices and amounts.
• Debt Chasing Letters there are four types of 'reminder' letters that are created at user-specified intervals from a 'friendly reminder' to a professional looking 'Court Action' document.
• Debt Collection Lists print the contact details and outstanding invoices and amounts of all customers who owe you money in a compact form, ideal for use before telephoning or visiting your clients. There is also a small area to write notes about the conversation.
• Payments can be either partial, full or overpaid - where any overpaid amount is stored 'on account' for future use.
• Quick Pay prints a number at the bottom of the remittance advice slip and is the quickest way to allocate a full payment against an invoice.
• Up to twelve Bank Accounts are handled by the software.
• The Paying In Book allows you to record the banking date and all payments can be reconciled - or removed if the payment is dishonoured.

Reports and Graphing

• Summary Breakdown lists on Total to date, Year to date and 12 month breakdowns, total value and total units of all the products sold. Extensive filtering allows you to view value/unit sales by customer, product, groups,departments etc. For an explanation of all the grouping codes used by the software click here.
• Expanded Breakdown provides an extensive line-by-line breakdown of every item sold which can be sorted by a wide variety of different filtering options.
• Seasonal Graphs show sales by month of year, day of the month and day of the week. Once again, results are filtered by customers, products, groups, prefixes etc.
• AB-Graphing shows the information in the format of the Seasonal Graph, but allows you to view two separate items side by side. Click here for further details.
• For the UK you can see the results of a variety of filtered queries shown graphically on a map of the UK broken down into postcode regions. For the US, the same information is shown on a mainland map of the US divided into individual States.
• Cross Selling allows you to select a product and the results returned show customers who bought that item also bought the returned items.

Miscellaneous

• Calendar which also allows you to create an Appointment Diary, an Anniversary Reminder, a Diary and a customer-based Anniversary Diary.
• To Do List can be used to get rid of all those little bits of paper you have probably got pinned to the wall, or stuck to the side of your computer. Items on the To Do list can be removed, edited or moved up and down the list as and when priorities change.
• Customer Stickies are a handy place to record information regarding specific customer accounts. For instance, if you forgot to charge a customer for their carriage, create a Sticky with this information and the next time you select the customer to invoice, a yellow 'sticky' appears on the invoice screen reminding you to charge for the carriage.
• Other features not mentioned include in-line calculators in the invoice form. What is 12 divided by 1.175? simply type 12/1.175 in the list price column and the software calculates it for you. If you wanted to bill 3 hours and 17 minutes' worth of time - what is that in decimal notation? Simply type 3.17, press 'T' for Time and 3.28 is returned. Are your prices displayed with tax-inclusive prices? Type in the tax-inclusive price, press 'G' for gross price, select the tax rate you want to remove and the software returns the net price.
• There is also a fully featured Time Billing section of the software complete with user specified Billing Units and Grace Periods.
• If you want to print Mailing Labels, the included mailing label program allows you to print labels for some, all or a comprehensive search-related group of customers. A wide range of label sizes, and customisable label sizes, are available and the software includes our label-save technology where you can select labels already used on a previous run - so there is no need to throw away a partly used sheet of labels.