Detailed Customer Features
General
External or internal comments
All forms in ACCENTiS Enterprise contain a place to enter either internal comments or customer-visible comments as free text. This allows your staff to enter any important information necessary to be recorded within the ACCENTiS system and not in their memories. You can optionally have the system prompt you after updating a record as to whether or not you would like to add a memo recording the reasons for your change.
User-definable shipping codes
With ACCENTiS Enterprise, you can define an unlimited number of shipping codes for use in Sales Orders and Dispatches. You can even assign a default shipping code to each customer, that automatically fills in shipping details on new Sales Orders for that customer (of course, the shipping details can be subsequently changed)
Colour coding for partial allocations
The Sales Order, Dispatch and Sales Invoice forms all display incomplete lines in a distinctive user-definable colour so that you can easily see which items have not been processed. For example, you can instantly see which items on a Sales Order have not yet been delivered.
Multi-line descriptions
All item descriptions can span multiple lines complete with word wrap or hard carriage returns. Printouts of the reports also show multi-line descriptions.
Auto-allocation of next record number
Quotes, orders and invoices automatically allocate the next record number, however at any stage the system administrator can specify the starting point of the next new record.
Customers
User-defined customer codes
Customer codes are entirely user-definable, which means you can either retain all of your existing codes or decide to move to a more flexible alpha-numeric coding scheme. Customers still have a Customer Name, but with up to 12 letters or digits in the code, you can easily create a fast and efficient customer coding scheme to quickly enter new Sales Orders.
Customer enquiries form
Enter all enquiries from potential or existing customers instantly into the customer enquiries form, and then set a task for a user to follow up the enquiry. Sales quotes may be generated directly from the enquiry and its status can be set to complete/pending.
Change customer codes without losing past history
ACCENTiS Enterprise uses a scheme called FlexiCode, enabling you to change a customer’s code and still retain all references to that customer. This is particularly useful when customers change their business or trading name.
Date-stamped memos per customer
An unlimited number of date-stamped memos can be entered against any customer, allowing you to record an entire history of your phone conversations or correspondence with a customer. When customers continually tell you their “cheque is in the mail”, in an instant you can see if they told the same story last week! With a multi-user system, it is an invaluable tool that allows you to store information about customers’ accounts that might otherwise only be in the memory of your staff or as a sticky note in the file room.
User-definable customer types
You can define an unlimited number of customer types that can be used to group your customers for the purposes of reporting and analysis. The customer types can be called whatever you like such as “Distributor”, “CASH Sale” or “Export” and you can even use the customer type to define whether or not the customer’s invoices should default to tax exempt (e.g. export customers)
Each customer has their own GL account
By allocating a unique general ledger account for each customer account, you are able to use the full power of the General Ledger subsystem to analyse and manage a customer’s account as well as being able to use the Accounts Receivable management functions.
Views
The Customer management form contains a built-in reports section filled with user-definable short-form reports specific to that customer. Without having to go to any other forms, you can instantly see spreadsheets of sales, recent receipts, backorders, outstanding quotes or any other information you can think of for the customer.
Link to Customer’s web site
Every customer has a web-site link which, when filled in, can instantly take you to the customer’s web site.
Separate Business, Postal and Invoice addresses
Many customers have separate addresses for regular mail and accounts mail, so ACCENTiS Enterprise recognises this and allows entry of an Accounts address as well as a customer’s regular postal and business addresses.
Customers can be linked to a “Head office” customer account
Customers can be linked to a Head Office customer account, allowing you to group and analyse branches of the same customer. Also included is a feature that enables single statement generation for the head office that includes all of the transactions for the branch accounts.
Customers can be placed on stop-credit
A customer may be placed on stop-credit at any time, prevent all but administrative users from processing certain transactions for the customer (Sales Orders, Deliveries, etc.). You can even specify a reason why they are on stop credit which will be displayed to any user who tries to use the customer’s account
Flexible credit terms for customers
Credit terms for customers can specify Days from invoice date, Days from end of month, Months from invoice date or Months from end of month.
Credit ratings
Each customer can be assigned a credit-rating that can be used in reporting, analysis or for quick decision making on extensions to a customer’s credit limit or terms.
Rebate / buying group support
Each customer can be assigned to a rebate group or “buying group” allowing for reporting, analysis and group-based rebate calculations.
Automatic customer rebate calculations
A complex rebate specification can be generated and automatically applied on a per-invoice or per-period basis for a customer or a group of customers (rebate group or buying group). All of the calculations are done for you and a credit generated at the end of a period or as an invoice is updated.
Order-based rebates
Rebates can even be calculated and added to Sales Orders rather than the invoice so that rebates can be realised regardless of how goods are invoiced.
Contacts list with unlimited entries
All customers have their own list of contacts, which are linked to the central contacts system. You can specify an unlimited number of contacts for a customer, including contacts that are already linked to other customers or records in the system.
Multiple (unlimited) delivery addresses per customer
You can set up an unlimited number of delivery addresses for each customer and assign a default address for Sales Orders to that customer. On sales Orders or Invoices, you can select from the list of delivery addresses to use or manually enter one.
Multiple (unlimited) invoice addresses per customer
You can set up an unlimited number of invoice addresses for each customer and assign a default invoice. This is perfect for multi-branch customers who each have their own invoice address.
Link electronic documents to a customer
ACCENTiS Enterprise’s Integrated Document Management allows you to link electronic documents to a customer’s file. Documents such as credit application forms, directors’ guarantees, nondisclosure agreements or company backgrounds can be viewed instantly with a single mouse click.
Customer Sales Analysis
Sales analyses can be performed for any customer at any time. Every transaction performed upon a customer is recorded with a date, a document code and a user ID. ACCENTiS can show you sales histories based on items, products, vendors, price groups, date ranges, volumes or any other criteria you like.
Popups
Each customer can contain a list of popup text for various functions that are performed for the customer. For example, you can specify that the message “This customer has a history of claiming incorrect competitor pricing – please check competitor prices first before matching” is displayed each time a new quote is entered for a specific customer.
Powerful discount structures
ACCENTiS Enterprise allows you to define a very powerful discount structure, providing discounts and price breaks based on a combination of criteria such as Item code, Product group, Supplier or Discount classification. Discounts applied can be % on cost, % off list or fixed price and can apply to one or all of the item’s Price1, Price2 or Price3. Quantity discounts can then be applied in addition to a customer’s normal discount for an item. There is virtually no discount you can think of that can’t be covered by the ACCENTiS Enterprise discount structure.
Discount expiry dates
An expiry date can be specified for any of your discount structure entries allowing you to enforce that a given discount is only valid for a given period of time.
Blanket discounts
The discount structure mechanism allows you to enter blanket discounts for an entire product range or for all customers.
Direct price list management on customer form
Not only does ACCENTiS Enterprise have a separate Discount Structures management form, but the Customer form itself has a built-in price management facility so that you can view and manage prices or discounts just for that customer.
Importing/exporting of discounts and price lists
ACCENTiS Enterprise allows both importing and exporting of discount structures in a text file format. This enables you to manage complex discount structures on a spreadsheet and then import them as required.
Powerful rebate structures
ACCENTiS Enterprise allows you to define a very powerful rebate structure, providing post invoicing rebate calculations. Rebates may be based on a combination of item codes, product groups, rebate groups including rebate targets and the ability to specify what constitutes a “rebatable” item.
Flexible statements of account
Statement reports can be tailored just the way you want and you can select the type of statement including balance forward, balance owing or balance summary.
Reprint or regenerate statements at any time
There is no longer a requirement to store paper copies of customer statements: any past or current statement can be either re-generated or just re-printed from historical data at any time.
Support for inter-branch customers
You may sell goods internally within your own company to another branch, so ACCENTiS Enterprise provides an “Inter-branch” flag for customers to enable this. The facility ensures that costs and income to inter-branch customers are posted to separate accounts so that they can be omitted from financial reports or sales analysis as required.
Support for settlement discounts
You can specify that customers are given a settlement discount percentage on Sales Invoices that are fully paid before a specified number of days. Settlement discounts can be automatically applied when cash receipts are processed.
Special administrator privileges
Customer files can be edited subject to admin permissions, but sensitive information such as account information or customer codes cannot be changed unless the user has administrator permissions for the customers form.
Credit application or Director’s guarantee check
The Customer management form contains check-boxes to indicate whether or not a credit application or a Director’s guarantee has been received and processed for the customer. This then allows reporting on which customers should be contacted to receive this information.
Sales Quotes / Orders
Distinct Quotes and Orders
A Sales Quote is not converted into an Order, rather a Sales Order is generated from a quote. The difference is that the original quote remains intact and the subsequent Sales Order can be changed or expanded as required. In addition, you may generate as many orders as you like from a single Sales Quote.
Sales quotes won or lost status
Each Sales Quotation support a Won/Lost/Pending status for the quote. The status field also includes whether a quote was lost because of price, availability or other reasons and even allows you to enter the details of which competitor won the quote from you and the amount.
Warning if quote updated after closing date
ACCENTiS Enterprise will warn the current user if they attempt to update a Sales Quotation after the specified closing date for the quote.
Version number tracking
All Sales quotes and orders are tracked with a version number which is updated each time you change the order. This is particularly useful when items are added or removed from an order and you want to confirm with your customer (or a printout) that they have the latest version.
Change discount calculations per quote/order
You can easily change the discount calculations associated with a Sales Order or Sales Quote for a customer and see instantly the changed prices for the new discount type. This enables your sales staff to use set discount calculations to give better prices rather than guessing an appropriate discount each time.
Up to 1000 lines supported with easy copy/paste/move
Sales Quotes and Orders will support up to 1000 lines of items which can be copied, pasted or shuffled around as required.
Link to an advertising campaign
Sales Quotes and Orders can be linked to a user-definable promotion or advertising campaign record, allowing you to report or analyse the returns from specific campaigns.
Fully integrated to Job/Project costing
All quotes and orders can be directly linked to a job or project, and you can even create and link a new job or project while in the middle of entering a quote or order.
Separate jobs per invoice / order line
When using job or project costing, each line on the one Sales Quote, Order or Invoice can be assigned a different job code.
Sales person associations
Every Sales Quote or Order can be associated with a Salesperson. This feature lets you keep track of quotes and orders per person and therefore conversion and success rates.
Prime cost sales
A Sales Quote and Sales Order can include items at Prime Cost, meaning the customer will be invoiced at the cost of the item when it is delivered to the customer. Items can also be invoiced at cost + markup if required.
Over credit-limit warning
Users are alerted to the fact that a customer is over their credit limit when processing a Sales Quote or Order for them.
Over credit terms warning
Users are alerted to the fact that a customer is over their credit terms (overdue invoices) when processing a Sales Quote or Order for them.
Same order number warning
A warning will be displayed if a sales order is entered having the same customer order number as another order already in the system for the same customer. This is a convenient way to prevent multiple entries of the same customer order.
Over credit-limit projection
Users are alerted to the fact that a customer will be over their credit limit if the current Sales Quote or Order is included in their current balance. This is convenient when a customer is not currently over their limit but they may exceed their limit if the current order is processed.
On stop credit warning
Users are alerted to the fact that a customer is on stop credit when processing Sales Quote or Order for them.
Add multiple items simultaneously
The Sales Quote or Order form allows you to select multiple items from a list and add them all at once to the quote or order.
Support for one-off items
ACCENTiS Enterprise has built-in support for special “one-off” items, allowing you to create and cost items that are manufactured or bought-in specifically for a customer order. Item codes for one-off items can be generated from user-definable item templates and automatically allocated an item code according to your own format.
Single-click generation of Sales Order from Sales Quote
With the click of a button, you can automatically create a Sales Order from a Sales Quotation. This fills the new Sales Order with all of the relevant details from the Sales Quote and also embeds a reference back to the Sales Quotation from which it was generated. You can create multiple orders from a single quote and you can modify the details of an order after it has been generated and still retain the original quote information.
Warning if sell price below cost
Whenever a Sales Quote or a Sales Order is updated, a warning is issued to the user if any item is being sold or quoted for less than the current average cost of that item. Only a user with administrator permissions for the relevant function can override this and update the record.
Date-stamped memos
An unlimited number of date-stamped memos can be entered against a Sales Quote or Order, which can be very important when recording the progress or status of the quote/order. This is particularly important when multiple users may be involved with the one process and ensures that important information is not just left to the memory of your staff.
Link electronic documents to a quote
ACCENTiS Enterprise’s Integrated Document Management allows you to link electronic documents to a Sales Quote, such as a tender specification or a document on competitor’s pricing.
Duplicate entire quote or order
With the click of a button, a Sales Quote or Order can be duplicated and the customer or other details changed, producing a very fast mechanism to re-order product or produce new quotes.
Single-click generation of Purchase Order from Sales Order
With the click of a button, you can automatically create a Purchase Order to purchase items that are not in sufficient quantities to fill a given Sales Order. This is particularly useful when a customer orders a number of special bought-in items that are not currently in stock and you need to order the same items from your supplier.
Stock out warnings
Whenever a Sales order line is entered, the user is alerted if there is currently insufficient stock in the nominated warehouse to fill that order line.
Multiple units of measure
All Items can be ordered as single units or as units comprising a specified quantity of single units, such as a carton. When the Sales Order lines are dispatched, the correct quantity of items is automatically subtracted from your inventory. You can specify the name and per-quantity for all of your units.
Select delivery address from invoice address
With the click of your mouse, you can easily select the customer’s invoice address as the delivery address
Prepayments facility for S/O
A prepayment can be linked directly to a Sales Order. When the invoice is finally generated for the order, the user is alerted that a prepayment exists and can optionally automatically allocate the prepayment amount to the new invoice.
Create workorders directly from sales order
With a single click, ACCENTiS will automatically cycle through all of the items on a sales order which have an insufficient quantity in stock and create workorder for them. For each item, you have the opportunity to cancel or modify the suggested workorder before updating it.
Deliveries and returns
Dispatch not due warning
A warning is issued to any user who attempts to dispatch goods for a Sales Order before the due date specified on the Sales Order. While it does not prevent the dispatch from occurring, it is a useful reminder for when the goods are not yet due to be dispatched.
Multiple, partial dispatches allowed
ACCENTiS Enterprise will allow multiple, partial dispatches for a single Sales Order line and automatically record the remaining items as being on back order. Checks are performed to ensure that a user cannot dispatch more items than were ordered by the customer.
Same cost returns
When a customer returns goods, you can specify the original Dispatch number on which the goods were dispatched. This ensures that the returned goods are put back into stock at the same price as they were originally dispatched. When a credit is issued, the customer is automatically credited at the same price as the original invoice (this can be overridden and a restocking fee can be applied)
Single-click dispatch all goods
With a single mouse click, all backordered goods can be added to a delivery for a customer.
Customer credit checks on dispatch
Unless you have administrative permissions for Dispatches, ACCENTiS Enterprise can prevent the dispatch of goods for customers who are over their credit limit, over their credit terms or on stop credit. A remote override request can be sent to an administrative user to complete the request after checks have been done if required.
Enter freight costs at point of dispatch
A convenient feature in ACCENTiS Enterprise is to enable users to enter the cost of freight at the point of dispatch rather than having to know in advance the costs. After goods are picked and packed, freight costs can be calculated and entered directly upon the delivery being entered.
Zero price warning
If any items on a Sales Order have been entered at a price of $0, the Dispatch form will require confirmation before it will allow updating. This allows an easy method of preventing inadvertent delivery of goods without a sale price having been calculated.
Support for goods received for repair or credit
ACCENTiS Enterprise boasts a special feature that allows you to record all of the goods that have been received that are credit or repair requests. A record is made of these goods and actioned as required, producing a credit note or a repair bill.
User-definable reasons for return
You can create your own list of reasons as to why goods have been brought back by a customer, allowing you to classify them exactly as required by your business processes.
Repair report memo on R/G
Once returned goods have been processed and are ready for shipment back to the customer (where applicable), the Returned Goods form allows you to either transfer or enter a repair report applicable to the goods so that it can be printed and given to the customer.
Pre-deliveries allowing invoice without dispatch
Invoices can be generated for items before they have been dispatched, while backorder reports will keep a constant record of which dispatches are still to be completed.
Sales invoices, Credit and Receipts
Duplicate sales invoice
A Sales Invoice can be easily and quickly created by duplicating an existing invoice. Once duplicated, you can change any or all of the information on the new invoice as required.
Convenient Point of Sale invoicing
For shopfronts where you need point of sale facilities, ACCENTiS Enterprise provides a powerful Point of Sale invoice form. It even allows for multiple types of receipt, for example when customers want to pay some by cash and the rest with their card.
Support for manual sales invoice
Manual Sales Invoices can be created without requiring a Sales Order or Sales Quote.
Last receipt method recalled
When you perform a receipt for a customer, the type of receipt for their last receipt is automatically used as a default for the new receipt. This saves time and doesn’t require that you continually maintain the default method of payment in the customer’s file.
Warning if invoice date earlier than dispatch
The Sales Invoice will issue a warning if the date of the invoice is earlier than the date of any associated delivery.
Same price credit
When you issue a credit to a customer for returned goods, it can automatically link to the original Sales invoice to ensure the customer’s credit amount is based on the amount that was originally charged, not the current price.
Multiple methods of receipt
A Receipt can support methods of Cash, Cheque, Card or Direct deposit, with the ability to define a default receipt-into General Ledger account depending on which method is selected (although this can be manually changed).
Flexible receipt allocations – partial payments
You have the option of allocating a receipted amount to any number of outstanding Sales Invoices. You can allocate a lesser amount to any invoice than is outstanding, and you can create a receipt that does not allocate the full amount to invoices (allowing a credit to be taken up on a future invoice).
Automatic allocation to invoices
When receipting money from a customer, the Receipt form can automatically apply the receipted amount to any outstanding invoice in order of oldest invoice first.
Separate deposit function with bank summary
When you receipt cheques or cash, the amounts are usually held in a “cash on hand” account. At your convenience, you create a Deposit which records the deposit of any number of Receipts into your bank account. The final, simple step is to press a button and create a deposit listing that contains all of the details required by your bank when depositing the cheques.
Settlement discounts
When you perform cash receipts, settlement discounts can be calculated and applied automatically for those customers’ Sales Invoices where settlement discounts apply.
Separate Settlement discount terms
The payment terms associated with a settlement discount for a customer can be specified different to the payment terms of the customer’s invoices, allowing you to apply a settlement discount only when customers pay in advance of their usual terms.
Recurring invoices
Flag any Sales Invoices as a recurring invoice and it can automatically recur each defined period without having to re-enter the information.
Credit request warning
The Sales Invoice form displays a warning if a Sales Invoice has a credit request pending. This saves the embarrassing situation of asking a customer for payment for invoices that will be credited.
Automatic Due Date calculation
When Sales Invoices are entered, the Due Date for the invoice is calculated automatically from the invoice date and the customer’s credit terms.
Optionally include tax in an item’s list price
Each item can specify that the tax component has already been included in the list price of the item, allowing you to specify GST-inclusive list prices and avoid annoying rounding issues.
Support for automated retention deductions
Retentions from invoices are supported simply by specifying a retention amount when processing the receipt. A retention credit invoice is automatically generated and monitored for final claims processing.
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