customer invoicing accounting software
   Features  Description  
       
  Point of Sale The invoicing functionality includes intergrated point-of-sale facilities. Process cash transactions with payment prompting, scan barcodes, and process lay-bys when applicable. Cash sale transactions can be sent to a docket printer while account sales can continue to produce normal invoice stationary. Integration with Windows compatible cash draws and other POS devices are also possible.  
       
  Customise Resize, rearrange, add new or remove unwanted invoicing columns. For example: back order, list price, and cost columns, etc., can be added to the transaction screen. Each user may have a unique column arrangement. Columns may also be user defined.  
       
  Customer Account Details One button press, accounting software summary page, with current outstanding balances and graphical ageing status.  
       
  Credit Limit Check Optional screen warning for when customer credit limits are exceeded.  
       
  Overdue Balance Check Optional screen warning when customer account falls overdue.  
       
  Periodic Billing Automatically create invoices using the periodic billing system. (See Service Manager and/or Hire Manager for details.)  
       
  GST Inclusive and exclusive GST tax automatically calculated.  
       
  Transaction  Notes Transactions may contain detailed free text note information for internal reference or printing on forms.  
       
  Advanced Searching Nothing is more powerful than our product search! Locate products by product code, bar code, supplier product code, key word, product group, supplier, description and user defined fields. Multiple fields can be searched simultaneously. Locate accounts by customer account code or customer account name.  
       
  Integrated Invoicing is fully integrated with stock, back orders, customer accounts, general ledger and all other interconnected systems.  
       
  Custom Forms All forms such as invoices, delivery dockets, shipping labels, mailing labels,  etc., can be fully customised using visual editing tools. Any combination of forms can be set-up for printing. Users can be prompted for number of copies to print.  
       
  Barcodes Read barcodes or print barcodes on forms. Any text field that can be printed can also be barcoded.  
       
  Back & Forward Date Invoices can be back or forward dated (security access permitting).  
       
  Multiple Delivery Addresses Account, shipping and "bill to" addresses are managed for each invoice. Multiple delivery addresses can be kept on file.  
       
  C.O.D's Automatic payment prompting for C.O.D. account transactions.  
       
  Payment Methods Enter payment details such as cash, credit card, cheque and cheque details in one step during customer invoicing. Up to 10 methods per transaction is possible. If payment details aren't available at the time of invoicing, may be entered later.  
       
  Cheque Processing When receiving cheques operators are prompted for cheque details.  
       
  Credit Card Processing When receiving credit cards operators may optionally be prompted for card number and expiry date. (This information is also consolidated on banking reports.)  
       
  Batch Printing Transactions can be optionally batch printed or re-printed by transaction number or date range as well as by selected accounts or categories. Further print conditions can be set using the report builder.  
       
  Multiple Units of Measure Especially for timber and metal industries, stock may be invoiced in unit of measure that differ from the units of purchase or units of holding. For example, items may be invoiced by square metre, cubic metre, sheet, length, etc.  
       
  Multiple Transaction Number Sequences Invoicing supports independent alpha-number series for invoices, adjustments notes, cash sales, etc., if desired. Series can additionally be split further by branch or department.  
       
  Stationary by Transaction Type Forms such as invoices, receipts and labels may vary depending on the transaction type (e.g., cash sale versus account sale), type of sale and customer code. For example, an invoice which includes a discount column may be printed only for customers who receive discounts.  
       
  Telesales Assistant Access note, reminder and sales history information while in the midst of invoicing. View sales history and select from the "sales history list" items for inclusion on the current invoice. Ideal for organisations that encourage customers to "top up" or reorder similar goods periodically.  
  Add Accounts New customer accounts may be created during customer invoicing.  
       
  Add Stock New stock items may be created during invoicing.  
       
  Salespersons & Commissions Salesperson codes can be entered for commission and sales tracking.  
       
  Operator ID Optional code ID system requires operators to enter their identification code when first entering invoicing or for each new invoice entered.  
       
  Global Discounts

Use predefined discounts by customer/product with manual override, or discount across the entire transaction. Options include:

  • Round to nearest dollar
  • Discount mark-up/mark-down by percentage
  • Remove fixed dollar amount
  • Adjust invoice to specified final price
  • Restore original (normal) price.
  
       
  Insert & Remove Insert, remove and edit lines anywhere on the transaction within the business software.  
       
  Product Code Replacement Obsolete codes can be swapped with alternative codes automatically.  
       
  Profit Calculation Shows profit margin statistics (if security permits). Users are warned of profits below specified margins or unusually high margins for selected product groups.  
       
  Multi-line Description Product descriptions can be of any length up to limit of transaction size (4000 lines).  
       
  Code Short-Cuts Automatic expansion of a single "short-cut" product code into a series of products.  
       
  Automatic Adjustment Notes Copy an existing transaction with quantities set to "reverse" for automatic creation of adjustment notes.  
  Transfer Quotes

Quotations can be moved directly into customer invoices.

  
       
  Copy Invoices Bulk copy the contents of an an existing invoice into a new invoice. Imported transactions can be 'reverse' in order to quickly create credits.  
       
  Weight & Volume Optionally display weight and/or volume for each item when invoicing. Total invoice weight and/or volume can be calculated and displayed. (Or use Visual Builder to add custom calculations.)  
       
  Back Orders Unavailable items can be sent to the Back Order Control Centre. Accounts can be set to accept or refuse back orders. Operators can override back order quantities.  
       
  Unlimited Editing Transactions within the business software may be edited at any time (security access permitting). Even paid transactions may be edited as long as transaction total is unchanged. (Otherwise payment must be temporarily unallocated first.)  
       
  Unpaid Invoices All unpaid invoices may be listed at any time.  
       
  Non-diminishing Stock Items may be sold whose in stock holding quantity does not decrease, e.g., service fees.  
       
  Coin Rounding Automatic coin rounding to nearest 5c  
       
  Stock Transfers Create stock transfers between locations without leaving invoicing.  
       
  Foreign Currencies Support for foreign currency invoices and a rate of exchange specified. Transaction amounts are maintained in both currencies within the accounting software.  
       
  Line limit: $999,999,999,999.99 Large line item cost and sell amount sizes. (Very useful with foreign currencies.)  
       
  Cash Accounts Cash sale invoices are automatically marked as "paid" and bank or petty cash is immediately updated.  
       
  Last Price Paid Easily determine the last price paid for a stock item for a particular customer whilst invoicing.  
       
  Serial & Batch Number Tracking Fully integrated with the Serial Number & Extended Stock Property Tracking System. Enter serial & batch numbers before, during or after invoicing.  
       
  Size/Colour/Style Invoice by size, colour, style or any combination of up to 250 unique properties per stock item. (Requires Serial Number & Extended Stock Property Tracking System).  
       
  List Prices Optionally show on screen or print on forms the customer's list price. The list price may vary by sale group, i.e., wholesale, trade and retail customers may have unique list prices.  
       
  Credit Re-stock Stock items may be entered for return to stock or written off during adjustment note entry.  
       
  Hidden Comments Comments, notes or product codes/part numbers may be entered on customer invoices but not printed on stationary. Operators can invoice "ABC" but remove from stock the item "EFG" from within the accounting system.  
       
  Integrated With Microsoft Office Export transaction contents to Microsoft Excel spreadsheets.  
       
  Disable Stock Movements Invoices can be raised that include product codes but do not change inventory levels.  
       
  Bookmarks Bookmarking allows you to open multiple invoice transactions at once. Start work on one invoice, bookmark it, create another invoice, and then return to your previously created bookmark to resume work on your earlier transaction.  
       
  Tags Cut and paste all or selected line items into other open invoices, or other transactions such as purchase orders and sales orders. No need to re-try product codes or comment lines!  
       
  Special Pricing Fully integrated special pricing system lets you set pricing by quantity break, product group, customer type, supplier, product range and many other criteria.  
       
  Comprehensive Reporting
  • Sales report by account, category, product group, product family, supplier, date range and transaction range. Shows mark-up or margin.
  • Sales report by salesperson, category, date and transaction range. Shows mark-up or margin.
  • Sales report by entry clerk--similar to salesperson report.
  • GST/Tax report for taxable items and tax free items. Can limit to a particular account. Print by transaction or date range.
  • Commission reports for salespersons based on sales, costs, sales tax free and profit.
  • Commission reports for salespersons based on paid-up sales only.
  • Takings sheet - shows daily, weekly, etc., sales activity.
  • Cash takings report
  • Sales variance report - lists items sold above or below "normal" or appropriate sale price for customer.
  • Account sales - lists accounts and items sold.
  • Stock sales by periods - shows sales activity by month, week, year, etc. Compare months or years. Sort by salesperson, category, state, department, account code range, stock group, supplier group or product code range.
  
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