The community system simplifies tracking information about the companies and persons you deal with.  See also Customers and the Debtor Card

People

• Can be a lead, customer, supplier and employee 
• Track Certifications, Licenses and SOP training completion by approved certifying agents with attached scanned documentation and expiry dates
• Track assets assigned or owned and companies owned
• Employees and contractors
  • Rosters and assignments for employees and contractors
  • Time sheets or time on jobs tracking
  • Track expenses and spending of company cash
  • Overhead recovery rates for management reporting
  • Can access the system via Roles

Companies

• can be a lead, customer and supplier
• Track Certifications and Licenses by approved certifying agents with attached scanned documentation and expiry dates
• Track Assets assigned or owned and companies owned
• Track multiple owners (with % ownership)
• May have departments you deal with

General Accounting Module

Accounting is made easy with visibility of transactions across the system, powerful searches the ability to drill throughout the system and Reports to review performance of the business.

These are areas in the Accounting Module:

• Chart of Accounts shows how the chart is a hierarchy to n levels, can be shared across Business Entities and explains the management of Financial Years
• Host Company (your business/s) explains how to configure your organisation including Departments, Sales Channels and Branches with the associated Journal impacts and other company wide settings
  
  • Branch visibility - Central users can see across branches, branch users see only their branch for Employees, Customers, Suppliers, assets, journals orders, bookings and many other items
• GL Control Accounts explains the GL Control Accounts including Tax, Sales, Purchasing, Stock and Manufacturing control accounts
• Foreign Currency Transactions (fx) explains Foreign currency purchases and sales orders, invoices and payments in foreign currencies
• Bank Accounts - Creating and Managing shows setup how to use bank accounts and merchant accounts including import of bank statements, fuel cards and other business credit cards, and how to manage foreign currency bank accounts.
• GST Explorer for BAS shows the BAS elements with ability to drill to related journals
• General Journals, Journal Templates, Shows how journals are created in the system including from excel and templates.
  • Journals can be linked to Branches, Departments, Stock Articles, Services, Jobs, Projects, Companies, Persons, Other Journals, Promotions, Stock, Order lines and others depending on your configuration
  • Department expenses simplifies cross department expense allocation
• Standard Financial Reports Module include Balance Sheet Report, Profit and Loss (Monthly) Report, /wiki/spaces/SI/pages/33054926, Trial Balance Report and GST reports.
• Banking Batches to batch transactions together in the system that are a single line on the bank statement or cash amounts collected from customers
• Journal Journal Batches to batch transactions together for many purposes example single payment to the bank across multiple suppliers
• Supplier Claims based on supplier funded promotions, Customer Returns, Stock Write offs for damaged or expired stock manages the claim process for Returns, Write offs and Promotions by Suppliers
• Follow /wiki/spaces/SI/pages/33054919 when expanding or purchasing another business
  • Later if you plan to collapse ABN's into an associated company there is a process to manage that and keep history

Accounts Receivable Module (AR)

Used to track who owes you money, the terms your customers have (Prepay, COD, # Days from invoice date, End Of Month) and provides easy to use lists to call and collect aged debts.  

Your Debtor may be a Company or an individual Person - each Company or Individual may also be a Creditor.   If you have a customer approval process then the New Accounts Dashboard enables a review and activation of proposed accounts.

You can setup the number of days Terms you want to manage for Customers and Suppliers and Manage Stop Supply using the workbench

• The terms on the Customer or Supplier will be applied automatically from the journal date of the invoice to create a due date.  
  • Changing the Debtors Terms will update due date on all open invoices.  You can manually extend the due date on any invoice.
• You can send regular statements (email or print) with personalised messages to non-zero debtors automatically when invoices become overdue
• List all debtors out of terms with grace days then put them on Stop Supply
• Elegant end of trading process for companies that cease trading using Stop Supply so you can continue the collection process and automatically archive them from active lists.  See Managing end-dated Debtors.

General features

• Manage who in a company hierarchy will receive invoices and pay
  • For example if one company pays another companies invoices.
• Elegant customer on boarding process allowing simplified information entry including initial sales order at COD status then tracking the Credit Application process as they move to being an account customer including companies that have changed hands and are using a very similar trading name.  
• Track company ownership and directorships to get a clearer picture of total funds owing across a group.  
• Credit card payments on sales orders, the Webstore Module or Customer Portal Module using Eway Credit Card Gateway Module are grouped and matched with the bank statement as a single match.  
• Manage repeating or regular invoices using Journal Templates to quickly create invoices
• Manage Large Buying Groups remittance advice uploads and allocations
• Delivery runs dashboard to update sighting of signed invoices, cash and cheque payments collected by delivery drivers and manage "orders not delivered" rollbacks

See also Accounts Receivable, Refunds, Payment with Advice, Debtor Credit Notes and /wiki/spaces/SI/pages/33055156

Eway Credit Card Gateway Module

Transactions from sales orders and the website are passed real time to the Eway gateway and confirmations received in real time confirming funds or problems while the customer is still on the phone, website or customer portal. The Eway reference is held against the payment transaction and invoice for future reference and you can easily process refunds as well.

Transactions typically appear on your bank statement as a consolidated single charge - the system batches up the days transactions automatically to simplify the transaction matching with the bank statement.

Integration to other credit card gateways available on request.

Customer Finance Module

For expensive purchases you can track the finance approval process with an external finance company while keeping your customer informed and tracking the progress directly in the system. Details are on the Customer Sales Order Finance Tab and managed through the Finance Dashboard

Assets Generally

Assets can owned by your company or another company and can be tracked at your locations or other locations such as customers or suppliers.  Certifications can be tracked with expiry dates.  They have a Calendar that tracks activity in the system.  They may have maintenance schedules, Odometer tracking and issues reported, tracked and resolved.  Multiple documents and photographs can be attached.

Some Asset Features related to finance

• Asset Type - makes it easier to track and analyse different types of asset example delivery truck, sales rep vehicle.
  • Use of the Asset - for example as a vehicle in delivery runs, bus runs etc. to provide overall history of use
• Any journal can be linked to an asset - for example purchase, additions, service, fuel, depreciation, disposal.
• Location of the Asset at customer for tracking for assets provided to or rented to customers.
• Owner of the Asset (useful when tracking assets owned by others such as promotional stands or fridges)

Fixed Assets Module

Fixed Assets are any Asset that is owned by your company.

The Fixed Asset Register and deprecition tracks fixed assets.  

After configuring the Asset Groups and the associated Asset and Depreciation Accounts.  Each asset owned by the company can be depreciated using either Prime Cost or Diminishing Value (unless in the low value pool).

The Depreciation Journal is written as a single journal each month manually from the dashboard - it can be rolled back if you need to adjust the created journal (for example if you sold and asset and it should not have been depreciated).

Expenses Module

Employees often spend money while they work. Expenses allows tracking of the expenditure and for employees that are carrying cash it allows netting off between cash collected and expenses through a claim, approval and payment process.

An example of use is for sales reps or delivery drivers to Expenses - Back Office on /wiki/spaces/SI/pages/33055150 where they drive around and visit customers.