Dataflow - Sales Ledger

Customer Details

dataflow gives you a flexible account code structure, with alterations possible at any time. Detailed customer information can be held, including unlimited numbers of addresses and contacts, along with up to six user-definable customer profiles for analysis and marketing purposes.

Multiple debtor accounts can be held in the Nominal Ledger and the individual Sales Ledger accounts can be linked to the relevant control account. This provides an effective way of handling sub-ledgers and also, for instance, the control of factored and currency debtors.

The ledger retains all historical transactions, with the ability to filter outstanding transactions or view transactions in a specific period.

There is support for your global operations, with multi-currency, multi-company and multi-base currency options.

 

Credit Control

The Sales Ledger module keeps you fully posted on the status of customers' accounts with you. It makes it easy for you to spot when their credit limit is being reached or the credit period is nearing expiry. It also helps you to collate data on customers' settlement patterns and to correspond with them concerning their accounts.

Customers can be put on "Stop" manually, or automatically, using security controlled options based on the user defined parameters of age and value of debt. Parameters are included that allow "important" individual accounts to be excluded from the automatic process. Individual transactions can also be excluded with logs that track transactions that are in dispute.

A history of the average number of days it has taken a customer to settle their account is also maintained by the system, making it easy to spot consistently bad payers.

 

Ageing Analysis

User-definable age debt bands with age analysis are available by both document date and due date. Graphical presentation options for individual accounts show performance on a discrete, or cumulative basis. A point-and-click option shows a complete age analysis on screen. Shortcut menu options quickly and easily display transactions and any associated credit control notes.

 

Credit Chasing Letters

In addition to the normal statements, credit chasing letters can be produced on an escalating basis. An audit trail of letters sent to a customer is maintained.

 

Cash Control

Sales Ledger includes many automated facilities to reduce administration and smooth your cash flow, with options for automatic collection by direct debiting (via BACS), enforceable by customer account and/or on individual invoices.

 

Allocation

The system gives you versatile allocation processing. You can view how invoices and payments were matched, with options to allocate, un-allocate and re-allocate transactions within the ledger, as well as being able to view and re-print transactions at any time.

Nominal Ledger journal entries (and cost centre allocation where appropriate) are automatically generated for write-offs, settlement discounts and exchange gains and losses.

The system supports reverse allocations, allowing you to re-open settled or part-settled invoices. dataflow gives you rapid correction of customer posting errors, using drag-and-drop transfers procedure and you can update or correct transaction analysis codes at any time, as well as correcting posting errors on nominal code via the redistribution feature.

 

Invoicing

Keeping on top of invoicing is essential to managing cash flow effectively. Dataflow Sales Ledger can help you create and send out invoices promptly and accurately with automatic posting to the dataflow Nominal Ledger module with cost centre analysis.

dataflow allows you to set-up and automatically generate scheduled invoices and Pro-forma invoices. With the drag-and-drop features, new documents can be quickly and accurately generated from existing entries in history.

Full invoicing routines link to your product/stock database, incorporating customer/ product price matrix. Prices and discounts can both be set up with quantity breaks, start dates and, as special promotions, with start and ending dates.

The document group feature lets you assign a specific layout to a selected customer with automatic handling of the customised layouts during document production.

 

Reports

Accurate, in-depth management reports are an essential element in managing your sales function. Sales Ledger provides an easy, but powerful method of extracting specific ranges of information and presenting it as easily understood graphics and spreadsheets, without time-wasting re-keying.

dataflow incorporates extensive reporting filters on standard reports, with full support for multi company and currency information. To aid reconciliation, reports can be reproduced to show the actual position at a specified time in history.

Additionally, the dataflow Raw Data Access module gives you the capability of extracting raw data from the Sales Ledger.

The ability to produce sales analysis at both a detail and summary level with powerful selection criteria gives you a powerful marketing tool with which you can exploit your accounting data.

Compliancy with EC reporting requirements - ESL and Intrastat reports are all available as standard.

Report Messenger provides both accounts and non-accounts users with up-to-the-minute information automatically distributed directly to their Windows desktop. The information can be distributed by placing it in a central location, directly e-mailed to the user or placed on a website for access across the Internet or Intranet.

Repetitive reports quickly reproduced with the batched reports feature. A report suite may comprise different reports and many versions of the same report.

 

Import Facility

The import facilities in this ledger allow multi-line invoices and credit notes (with Cost Centre analysis) to be brought into the system from flat files or dragged from Excel. All aspects of this process, from which users are allowed to import transactions to whether errors can be amended before update, are controlled by security parameters. These transactions can be imported as documents, or they can be imported directly into the Sales Ledger accounts.

 

Error Correction

The Sales Ledger includes features that allow posting errors in transaction details and values to be corrected without clogging up account records or customer statements with untidy reversal entries. At the same time the Sales Ledger records a full audit trail of this activity.

 

Security and Control

You need to be able to trust your Sales Ledger system implicitly to give you a true picture of the sales side of your business activity. Some of the features dataflow gives you include transaction rollback in the event of system problems, security at individual customer account level and period end processing independent of other modules.

 

Built-in e-mail Technology

Dataflow's built-in e-mail technology gives you instant communication and offers a flexible alternative to the traditional approach of printing and posting documents such as Invoices and Statements.

This feature will give you considerable savings on postage, stationery and administration, and will improve customer service efficiency with a safe, secure and reliable delivery system. Standard reports can be e-mailed from the print preview window to appropriate users and non-users.

 

Document Storage

dataflow includes the ability to attach any number of documents to Sales accounts and transactions posted, e.g. contracts, original purchase orders, etc. Documents in any format - Word, Excel, scanned images etc. - can be attached. These can then be viewed from the comprehensive dataflow enquiry screens, including those reached by drill-down and across.

Links to documents attached to orders, delivery notes and invoices are transferred through to the transactions posted to the Sales Ledger, including those where an invoice may be the result of a number of orders or delivery notes. This allows you to view all the original documents that have resulted in an invoice from one simple transaction enquiry screen, instead of having to scour many different screens searching for the relevant transactions.