Customer Accounts



	Customer Management Accounting Software

	Click here to download fully functional software	CAPITAL's business software can support an unlimited number of customer accounts and can maintain an unlimited transaction history on each. Transactions update your customer accounts as they are entered. There are no "end of period processes" or "roll overs" in CAPITAL, so there is no extra work managing the system at the end of the month. Users can work in an unlimited number of periods simultaneously, 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 that are put in place for each user). CAPITAL's customer management software will handle your accounts receivable needs.

	Features	Description

	Efficient Access	Quick, efficient on-screen inquiry, allowing professional and timely customer service.

	No More "Roll-overs!"	No “end of period processes” or special procedures need to be run at the end of month or end of year. Ageing is fully automatic.

	Contact Details	Maintains phone, fax, mobile numbers, e-mail, web site. Other numbers such as pager, etc., can easily be added by the user. Add multiple email addresses, contact names, etc., to suite your exact business needs using the Screen Builder visual customisation tool.

	Unlimited History	Information for all customers is kept on file for as long as required. Easily reprint invoices, statements etc., whenever required. Requests for duplicate invoices can be handled whilst still on the phone and can be immediately faxed when used in conjunction with Capital fax and Email Manager software.

	User Defined Screen	The contents and the appearance of the customer screen can easily be altered. Up to 6 tabbed pages (screens) of information can be added to the customer accounts database. Users can create their own input fields to existing screens for additional comment lines, special instructions, phone numbers, references and more.

	Unlimited Searches	Search instantly on account code, name, or contact, or use a "key-word" search to location information on any field, including suburb, street address, phone number, salesperson, drawer name, bank details, etc. Text search all fields at once.

	Multiple Delivery Addresses	Unlimited delivery addresses per customer and optional access to delivery details from other customers.

	Multi-Currency	Handle an unlimited number of foreign currency types and accounts.

	Multi-Departments	Accounts can be assigned to departments (income & cost centres) for separation into divisions or companies. Accounts may be "locked" to a particular department or may cross departments depending on the transaction type.

	Account Grouping	Group customer accounts by category, i.e., industry type, as well as by department/business unit.

	99 Note Pads	Unlimited length note information can be maintained for each customer in up to 99 sections. Useful for recording “request for payment” conversations, product inquiries, and contact details, etc. Notes can be printed on forms, labels and reports. Entries can be optionally date/time/user stamped and this option can be controlled by individual note pad.

	Reminders	Reminder messages and special alerts can pop-up when accounts are accessed.

	Central Billing	Full support for head office and sub-accounts (branches) for your accounts receivable system. View individual account balances and total balances on-screen. Supports credits and payments across accounts.

	Hold Accounts	Put accounts on hold, specify whether statements or penalties should be issued and whether back orders are acceptable.

	Fees and Penalties	Calculate penalties and account maintenance fees for all accounts, selected accounts, trading terms or by account category.

	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. A different fee can also be set 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, and then issued again, allowing easy correction of mistakes.

	Banking Details Banking	Details are kept on file.

	3 Ageing Methods	Supports up to three different types of ageing: Calendar month, ageing on credit terms and by specified due dates. Due date ageing which can be set and controlled by individual transaction.

	Early Settlement Discounts	Calculate and insert the appropriate early settlement discount. The discount for early payment can be shown either 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.

	Cash Book Link	Record cheque details, bank account and branch information relating to each payment. CAPITAL can remember the bank, branch, and drawer name associated with each customer account and each transaction. All payment entries automatically appear in the cash book.

	Flexible Editing	You may 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.

	Customer Discounts	Choice of four discounting methods: Fixed discount by customer, such as per cent on/off a stock control 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
	Customer Special Pricing	Assign discounts by particular product, customer account code, customer category, product supplier range, stock group range, location, time frame, department, tax code, quantity break, price group, "on special", and GST free status. An unlimited number of rules may be specified (subject to performance of computer).

	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.

	Flexible Tax Processing	Support for wholesalers, retailers and 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 prices.

	Formula Based Tax Calculations	Likely future changes and requirements can be handled now. Users may enter mathematical formulas defining tax calculations. Ideal for supporting GST.

	"Open Item" Accounts	Payments can be automatically allocated by the computer or manually by the operator.

	Part Payments & Pre-payments	Payments may be entered before invoices are processed as pre-payments and accounts may be part paid. Payments across accounts (central billing) is also permitted.

	Payment/Invoice cross-reference	Each invoice keeps track of the cheque or cheques that paid it. Each payment keeps track of the invoice or invoices it paid.

	Payment Reversals	Payment and credit notes can be changed or reversed, security permitting, at any time if mistakes are found.

	Multiple Statement Formats	Statements can be printed in: "Open Item Format" (Listing unpaid transactions in a separate column) "Simulated Brought Forward" (with debit and credit columns) "Historical" (From last zero balance) "Combined" (List all unpaid or partly unpaid transactions from previous periods, then the current month's activity)

	Customize Statements	Statement appearance can be altered to suite your exact requirements and can include a reconciliation cut-off section. CAPITAL creates a data file containing statement information for import into spreadsheets, report writers, etc.

	Print Prior Period Statements	Statements can be printed for any prior period and/or year.

	Statement Print Runs	Specify the exact start and end dates for statement print runs--useful when printing statements for, i.e., 7 and 14 day accounts more often than monthly accounts.

	Selective Statement Printing	Limit printing 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. Statements for particular accounts can always be skipped but still specifically printed on request.

	Overdue & Notice Letters	Print letters based on the customer file or a card file database. Letters can be printed by category, account code, terms or individually selected account. Accounts on hold can be skipped. Minimum balances and overdue amounts by individual period can be entered. Letters can be printed for all accounts or overdue accounts.

	Export to Microsoft Office	The customer file can be loaded into most popular spreadsheets such as Excel, databases such as Access and word processors such as Word. Mail merging with Microsoft Word, or linking as a phone book to WinFax Pro, etc., can easily be done.

	Receipt Printing	Customer receipts can be printed in batches or during payment entry. The lay-out of the receipt can also be customised.

	Retentions	Automatic calculation of retention deductions according to a user specified variable rate.

	Fast Inquiry Screen	Shows account summary with current outstanding and historical details in latest-to-earliest sequence for your accounts receivable system.

	Variable Terms	Monthly, 7, 14, 28, C.O.D., 90 day and user defined trading terms up to 999 days per account.

	Cash & C.O.D Accounts	The account type can be set as "cash only" (all transactions are immediately paid) or C.O.D. (always prompt for payment when invoicing).

	Open Transactions	CAPITAL's accounting software lets you have a one click view of only the transactions for your customers that remain unpaid or uncredited.

	Transfer to Card Files	Customer details can be "archived" to other CAPITAL databases. For example, a list of bad debtors or credit risks can be maintained in a separate file without re-keying.

	Images	Link images, documents, and external files to customer records.

	List View	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.

	Security	Hide or prevent the editing of any field (such as the credit limit or on-hold status) or prevent viewing of the entire account, subject to the user's security level. Depending on the edition of CAPITAL running, accounts and their associated transactions may be selectively hidden from view. For example, department A cannot view the accounts or transactions of department B.

	Comprehensive Reporting	A powerful collection of customer analysis reports provide the following: Summarised and Detailed Customer Lists Account Balance Reports for current and past periods (aged trial balance) with 3 presentation variations Unpaid Invoices (only) Report Inactive Customer Accounts Customers On Hold Payment Lists Customer Sales by account, gross sales & profit (best to worst listing) Customer Back Orders by customer, product, stock group, contact and movement Customer Purchase History by customer and types of products purchased Customer Purchase History by products and customers who have purchased them Customer Orders Pending Customer Picking Lists Foreign Exchange Gain/Loss Customer Special Pricing (discounts) specified Customer Purchase History by product groups and customers who have purchased from those groups Retention Payments Report Bank Deposit List (from linked cashbook) Tax incurred for all or by Specific Customer

Business Software You Won't Outgrow CAPITAL Office is a trademark of Capital Office Business Software. All other products mentioned are registered trademarks or trademarks of their respective companies. Copyright © 1985-2007 Will Nitschke for CAPITAL Office Business Software. All rights reserved. Capital Office Business Software Home Page: www.capitaloffice.com.au

Export to Microsoft Office