Accounts Modules

The following accounts modules are companion products to our Time and Billing module, and complete the accounts facilities in our Practice Management software suite:

Debtors (Accounts Receivable)

Our Debtors module (Accounts Receivable) provides very efficient administration of client accounts.  It automatically detects and imports new invoices raised by the Time and Cost module, and in turn passes these on (together with receipts from clients) to the General Ledger (if you run this).  It integrates nicely with the other modules, allowing you to drill-down to a client's account history and balance when you are looking at their address details or even one of their jobs.  Conversely, while viewing a Debtors' Balance (client's account), you can print an ad hoc statement and drill-down to any other information on that client, including timesheets that are yet to be invoiced. 

You can enter ad hoc receipts and journals individually, while viewing a client's account, which is particularly useful for journals.  However, if there are several receipts on the same day, it is more efficient (and better) to enter them as a batch.  If you are running the full version (Open Item), the batch entry facility can automatically allocate invoices and assist you with the data entry.  If you enter a batch of cheques (and cash) for today's date, the software offers to print a banking deposit form to save you writing one out manually (i.e. listing bank, branch, payer details, and amount for each cheque).  When raising General Ledger transactions (if this facility is turned on) a batch of cheques and cash on the same day are processed as a "split deposit", to facilitate easy bank reconciliation in the GL.  (But Direct Credits and any APs on the same day are posted to the GL as separate transactions for easy reconciliation with your bank statements.)

You are able to generate and send statements by email. 

The software has a very nice flow chart to facilitate end of month processing (which includes producing statements and relevant reports).  There are a number of useful management reports that help you understand and monitor both individual debtors and your total debtors ledger.

Creditors (Accounts Payable)

If you have sufficient volume of supplier invoices to warrant it, the Creditors module (Accounts Payable) integrates well with both the Time & Cost and General Ledger.  Invoices from suppliers and sub-contractors are entered in the Creditors module (being coded to the respective Job and Activity if they are to be on-charged).  Data entry of Invoices automatically raises transactions for both the Time & Cost module if applicable (for subsequent invoicing and tracking of costs by job/project), and also the General Ledger.  It will even apply a mark-up to the amount that is on-charged, if you have configured it to do so.  Invoices for company overheads, are merely coded to the appropriate GL account (and obviously not passed through to the Time & Cost).  Invoices can be authorised for payment at the time of entry, or this can be done later.  In the latter case, the Creditors package allows you to optionally view supplier invoice lines by job when authorizing invoices for payment. 

There is a very nice facility to make a batch of payments on the 20th of the month (or whenever - it is pretty convenient for individual payments too).  On occasions when you are pressed for cash-flow, you can easily juggle the total amount that will be paid, by selecting and de-selecting various invoices that are due.  It supports electronic payment by direct credit through banking software packages from the main banking institutions, and will raise matching emailed remittance advices (to your suppliers) itemising all invoices that are covered by the associated payment.  For those suppliers that are not paid by direct credit, the Creditors module will ask for the first (and last) cheque number, print a cheque writing report, and produce printed remittance advices (nicely sorted in cheque number order) for use with window envelopes.  The payment process raises matching payment transactions for the General Ledger.  (The module does not include a cheque printing facility at this stage, but we are very open to doing this in the future if there is sufficient demand for it.  There is obviously less demand for this these days as electronic payments take over.)

You can link invoice transactions to electronic copies of the actual supplier invoices (that were saved from an email attachment or scanned by your multi-function printer).  There is a special facility to enter supplier invoices from an electronic copy, or to attach an electronic copy to a transaction that you have already entered.  At any stage, you can easily view the electronic copy for an invoice that is of interest.  This is particularly valuable in a multi-office environment.

There are a number of useful management reports - including summaries or detailed reports by GL code rather than Supplier.  It even has a facility to automatically reconcile transactions with their matching General Ledger entries, and identify (and fix) any exceptions.

General Ledger

Our General Ledger module integrates nicely with our other accounts modules (Debtors, Creditors, and AutoBank).  It has advanced capabilities, such as support for extended account codes (which can contain things like Office, Division, and/or Department).

The GL has a very efficient Bank Reconciliation facility, which shows a running account balance alongside reconciled transactions as an extra cross-check.   Reconciled and unreconciled transactions are displayed in two separate lists and this, combined with a powerful search tool, makes it very easy to find and reconcile transactions.  If you are running our AutoBank module most of your bank reconciliation will be done for you automatically !!!

It had good reports to help you file your GST Returns.  It handles both Invoice and Payments based returns.

Our GL has a good budget facility, which is able to base future budget values on previous actual or budget values - suitably rounded and optionally adjusted for seasonal variations.  Budget figures (and variance) can be displayed in various reports, including cash-flow projections.  There are a number or very useful standard reports, which you can tweak and save in your own special report definitions.

Unlike some other General Ledgers, our one retains transaction history indefinitely.  This can be very useful if you need to run a full audit report on a particular asset account or on a Director's Loan account, say.  It also lets you run comparitive reports over several years (instead of being limited to only this year and last year as in some other GLs).

AutoBank Module

This module removes a lot of the tedious work associated with running your accounts modules.  It:

  • Imports electronic bank statements (for all bank accounts including credit cards).  It retains these indefinitely, and has a simple search and filter facility.  (This could potentially be quite useful down the track, if you need to search for transactions that were before the earliest cut-off date in your Internet banking software.)

  • Assigns receipts to known Debtors and provides efficient entry of receipts from "new" debtors.  (If you are not running our General Ledger, we have a lower priced variant of this module that just helps you with your Debtors.)

  • Is a huge help if you run our General Ledger:

    • Matches new bank transactions with existing GL transactions (from Debtors & Creditors),

    • Assigns GL codes to known expenses (you can over-ride these), and facilitates very efficient entry of GL bank transactions,

    •  Runs automatic bank reconciliation for the GL (which is a significant time-saver)