BW Modules:

System Manager

General Ledger

Accounts Payable

Accounts Receivable

Inventory Control & Purchasing

Order Entry


Job Cost

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2055 Carolyn Sue, Baton Rouge, LA 70815
225-923-1985 fax: 225-923-3515

The Role of Accounts Receivable

The Accounts Receivable module allows the tracking of receivables and collections. Using Accounts Receivable, important information can be stored for an unlimited number of customers and invoices.  Additionally, statements can be generated and customer payments and adjustments can be processed.

Accounts Receivable Specifications
Maximum number of customers Unlimited
Maximum number of standard items Unlimited
Maximum customer balance $99,999,999.99
Number of characters in customer ID 12
Maximum number of current invoices per customer 3000
Maximum number of recurring invoices per customer 100
Number of payment terms 99
Number of cash accounts 9
Maximum number of customer categories 15
Maximum number of sales representatives 250
Maximum number of sales accounts 250
Maximum standard item price $999,999.99
Maximum number of sales tax jurisdictions Unlimited
Number of standard/customer notes 9
Number of dunning notes 4
Maximum amount per invoice $9,999,999.99
Maximum number of line items per invoice 99
Maximum number of sales accounts per invoice 16
Maximum number of sales taxes per invoice 3
Number of digits in invoice number 6
Number of characters in invoice description 20
Number of characters in invoice item description 28 or 40
Number of characters in cash receipts reference field 12
Maximum number of transactions Unlimited
Number of invoices paid per payment Unlimited
Maximum number of months to keep history 60
Maximum number of months to post into the past 12
Maximum number of months to post into the future 1

Accounts Receivable Features
General Features
  • You can easily locate a customer by knowing an invoice number only. This is beneficial when you receive a payment but the name on the check doesn’t match the customer names in accounts receivable.
  • Customer information, standard items and invoices can be imported from a text file
  • Accounts Receivable information can be exported using over 30 different formats including Lotus 1-2-3, dBASE, comma-separated variable, ASCII, Access, Excel, Word, Word Perfect, Quattro Pro and many others
  • Automatically posts to the General Ledger module
  • Optionally posts to the Job Cost module on a transaction by transaction basis
Maintenance Features
  • Maintains complete customer information, including e-mail address, bill to and ship-to address, month- and year-to-date totals, 24 month sales history, current balance, highest balance, open credits, deposits and last payment
  • Tracks customers’ open credits and deposits
  • Model customer enables fast creation of new customer records
  • Allows global changes to multiple customer records simultaneously
  • Customer categories permit classification of customers for reports and operations on selected customer groups
  • Customers can be placed on credit hold
  • Provides instant inquiry of customer information including: invoices, credit memos, debit memos, payments, application of open credits and application of deposits
  • Tracks cash sales
  • Allows quick location of customers, standard items and general ledger accounts with a search feature
  • Tracks invoice discount dates and amounts, and due dates
  • Tracks sales by customer, sales representative and sales account
  • Provides a list of standard items for commonly billed items and services
  • New customers can be added “on the fly” during invoice and transaction entry
  • Alerts you when a customer exceeds credit limit and when you try to delete a customer who has an open quote or order in Order Entry
  • Optionally provides warning of duplicate invoice numbers for each customer
  • Allows finance charge rates to be assigned on a customer by customer basis or allows you to use system defaults
  • Prints invoices, credit memos, debit memos and statements on plain paper or preprinted forms
  • Provides standard and service invoices in a 7" or 11" format which can be customized by the user
  • Specific invoice fields can be disabled to customize and simplify invoice entry
  • Supports laser and dot matrix form printing
Processing Features
  • Offers the ability to print and reprint credit memos and debit memos
  • Invoice description and terms can be easily modified at any time
  • Offers instant inquiry of all transactions affecting an invoice as well as the sales account to which the invoice was posted
  • Open credits and deposits can be applied to invoices, finance charges or as cash refunds
  • Individual payments can be grouped into bank deposits
  • Accepts payments, deposit applications and open credit applications at time of invoicing
  • Allows the write off of balances during cash posting
  • Allows previously entered cash postings to be voided
  • Handles multi-line descriptions for standard items
  • Recurring invoices can be posted on a monthly, bimonthly, quarterly, semiannual or annual basis
  • Allows comments, miscellaneous charges and labor charges on invoices
  • Allows discounts and sales tax application on a line-by-line basis
  • Allows calculated tax amounts to be overridden during invoice entry
  • Early payment discount calculation can optionally exclude tax and/or freight amounts
  • Tracks when a payment is received from a customer via a credit card
  • Can provide automatic calculation of sales tax on credit memos
  • Calculates finance charges and allows recalculation later in the same month
  • Provides both balance forward and open item statement formats on a customer by customer basis with optional aging information
  • Customer statements can be previewed on the screen at any time
  • Optionally prints shipping and billing labels for a customer during invoice entry
Reporting Capabilities
  • User-defined aging periods
  • Prints the aging report by invoice date or due date
  • Allows the aging and open invoice reports to be run with an “as of” date
  • Payment analysis report shows history of average days to pay
  • Sales analysis (commission) report can be based on paid invoices
  • Reports can be sorted by customer ID, name or sales representative
  • Provides cash flow projections based on customers’ payment history

Accounts Receivable Reports
  • Aging Report
  • Summary Aging Report
  • Cash Flow Report
  • Sales Analysis Report by Customer
  • Sales Analysis Report by Sales Account
  • Sales Analysis Report by Sales Representative
  • Delinquent Accounts Report
  • Payment Analysis Report
  • General Ledger Reconciliation Report
  • Customer List
  • Customer Worksheet
  • Customer Name List
  • Customer History Report
  • List of Recurring Invoices
  • Finance Charge Report
  • Detail Report
  • Open Invoice Report
  • Open Credit Report
  • Deposits Report
  • Credit Limit Report
  • Invoice Register
  • Cash Receipts Register
  • Adjustments Register
  • Sales Tax Detail Report
  • Sales Tax List
  • Sales Representative List
  • Sales Account List
  • Standard Items List
  • Flash Report (summary of Accounts Receivable activity)
  • Graphical Report - Aging
  • Graphical Report - Sales History
  • Graphical Report - Customer YTD Sales
  • Graphical Report - Customer MTD Sales
  • Graphical Report - Customer Current Balances
  • Graphical Report - Customer Deposit
  • Graphical Report - Sales Representative YTD Sales
  • Graphical Report - Sales Representative MTD Sales
  • Custom Reports
  • Report Groups