Inventory-based Business Collect Your Money Print Statements After you have sent your customers invoices for products delivered, there is a good chance that you will need to remind them of the monies they owe you. Monthly statements organize all unpaid invoices (even partially paid ones) onto one simple document that becomes the reminder. Use this function to print out the statements. Collection Calls If all else fails, there's dunning. That means asking outright for monies owed - persistently. Perhaps the best way to do this is on the telephone. It puts you in direct contact with the people who are most important to your business. The Collection Calls program facilitates an ongoing dunning process. This program feeds you the customers who owe you money showing you their aged balance, contact name, telephone number, notes from prior conversations, and all the other information you have ever entered about each of them. Enter Receipts Anytime you receive money for your company, use this three step batch entry process. Enter a record of the money received and select the invoices which are being paid. If you are not sure what invoices to select, you may enter the cash, or any part of it, as an open credit. To do so, simply enter 0 (zero) as the document number. You may also use this program to enter customer deposits on work to be done, or goods to be delivered. These deposits are entered as a liabilities rather than assets because until you deliver it's not really your money. When you invoice for work done later you can apply the invoices against the deposit. Deposits do not affect a customer's balance. To enter miscellaneous (non-A/R) cash receipts which have nothing to do with customers or sales, simply leave the customer field blank. Apply Open Credits If you have entered any cash receipts that you did not apply against any invoices, or, if you have entered any credit memos, use this screen to apply them to invoices at the appropriate time. This is a batch entry process. Set Up Customers Set up one record for each of your customers using the Customer File Maintenance program. Here, you can add new customer records, make changes and corrections to existing customer records, and delete any unwanted, unused customer records. Not all fields are required in this program, but the more information you enter, the more the system will service you. To enter a new customer record, simply click on the New Customer button. The program will assign a unique key to the record and then lead you through the rest of the entry process. To call up an existing record, you may use the powerful, instant, and natural method of the Appgen Cross-Reference record identification feature. Otherwise, you can simply click on the Select button to choose the customer you are looking for from a list. Collect Your Money: Reports & Lists Aged Receivables The detailed version of this report shows you each customer along with all the currently open invoice amounts. These amounts are spread over four columns to separate the older balances from the newer ones. Prior to printing this report, you specify the aging periods. The default periods are: current, 30-60 days, 60-90 days, and over 90 days. The totals for each customer are also aged in the same manner. In the summary version of the Aged Receivables report, each line shows the customer with its aged open balance, along with the customer's telephone number and sales rep. Customer Buying Profile This report shows selected customers' monthly sales totals comparing one year's activity to that of the prior year. Daily Profit Margins This report shows total profits and profit margins for each day. For each date, in the range you select, you see the total sales amount, total commissions, total cost, and total profit in dollars and as a percentage of the sales amount. MTD/YTD Sales & Costs This report shows two lines for each customer. The first line shows the month-to-date sales to the customer along with the total of its costs, and the second line shows the same types of totals for year-to-date. Customers by Sales Volume For this report you specify a base year and a comparative year. It then shows one line for each customer (sorted in descending order of total sales dollars) with the total sales dollars for the base year, the total for the comparative year, the actual difference and the percentage difference. This report can be useful in finding out who your most active customers are (or have been) and any change in their activity between the two years. Invoice Register This is a simple numerically-ordered list of posted invoices. Each line is a summary of an invoice showing the sale amount, miscellaneous amount, freight amount, tax amount, and total. Open Item List The report is a simple list of currently open items for selected customers. Each open item is summarized on one line with its document number, document type, date, due date, reference, sales rep, original amount, balance still due, and age. Open Deposits This is a simple list of open customer deposits. History of Paid-Up Items This report shows each fully applied document in summary form along with all the document that were applied against it. Customer Lists These are simple lists of the information you entered into the customer records using the Set Up Customers program. Details This shows all the information you entered into the customer records using the Set Up Customers program. Names & Addresses In this list you see each customer's name and address, telephone number, and sales rep. Ship-to Addresses This is a list of the information you entered using the Set Up Ship-to Addresses program.