General Ledger

The General Ledger system provides a complete link to other VFP 2000 modules. Included are journal entries with audit trail reporting. Complete financial reporting including balance sheet and income statement.

• Chart of accounts maintenance for up to 99 companies.
• Create user definable balance sheet and income statement format.
• Allows for budget reporting for current period and prior periods.
• Define up to 13 accounting periods.
• Maintains unlimited historical posting detail.
• Complete audit trail for all batches.
• Maintains period to date and year to date balances for the last three years.
• Batch processing of journal entries allows for multiple batches at a time. Select which ones you want to post.
• Sequential batch number control from linked modules with sources
• Link Modules: Accounts Payables, Accounts Receivables, Invoicing, Inventory Control, Purchase Orders and Payroll
• Reports
• Chart of Accounts Listing
• Budget Analysis
• Income Statement
• Balance Sheet
• Trial Balance
• General Ledger
• Profit Analysis
• Statement of Cash Flow

Accounts Receivables

The Accounts Receivable system has been designed for ease of use in managing the entire process of billing customers. Keeping track of, collecting and posting monies to customer accounts. The system links to a separate but integrated Sales Order Module. This is a financial management system that helps you bill your customers for goods and services, while managing your cash flow on a day to day basis.

• Customer Master Screen displays pertinent customer specific information, last sales information, account balance, default customer information.
• Unlimited customer entries (limited to disk space).
• Unlimited historical data (limited to disk space).
• Link master customer record to user definable product codes, source codes, class codes, sales rep, commission level, price codes, shipping codes, ship via codes, discount codes, terms codes, etc.
• Customer code is twelve alphanumeric characters.
• Customer lookup by customer code, name, phone number.
• View customer account status from customer master screen.
• View open order status from customer master screen.
• Create invoices, credit memos and debit memos.
• Allows edit list of items to post grouped by invoices, credit memos and debit memos.
• Posting process by cutoff date, allows for daily posting of transactions.
• Linked to general ledger.
• Each inventory item can be assigned to a separate general ledger distribution account.
• Unlimited comments per each line item.
• Unlimited comments for each transaction.
• Direct entry of invoices or conversion from sales orders.
• Print multiple copies of an invoice.
• User definable label for invoice copies; Original, Accounting Copy, File copy, etc.
• Add new customer from direct invoice entry.
• Add new inventory items from direct invoice entry.
• Allow for inventory returns.
• Invoice non inventory items.
• Allows invoicing for services.
• Allows invoicing of kits linked to bill of materials.
• Select items from multiple warehouse locations. Up to 999.
• On line customer credit check from direct invoice entry.
• Multiple shipping addresses per customer.
• Multiple sales reps per invoice.
• Multiple commission level per invoice.
• Automatic commission adjustment for returns, credit memos.
• Period ending commission report.
• Select discount levels per line item.
• Multiple price level per inventory item.
• Select price level by customer, volume, or price code.
• Lot tracking and selection during invoice entry.
• Complete history of lots by lot number, customer and part number.
• Integrated inventory for real-time deduction of on hand quantities.
• Inventory lookup, displays on hand, on order, committed, and prices.
• Complete on-line history of customer prior sales, quotes, open orders during invoice entry.
• Invoice history query with drill down.
• Track sales tax from multiple states/regions.
• Sales analysis by customer, item, class, sales rep, warehouse.
• Prints professional looking laser invoices on blank paper.
• Accepts cash receipts on account as unapplied credits.
• Unapplied credits can be matched to customer invoices and debits at a later time.
• Accepts non accounts receivable entries.
• Allows processing and applying payments to invoices after the fact.
• User definable aging periods.
• User definable cash management periods.
• Customer status queries can drill down to the invoice line item level.
• Unlimited ship to addresses per customer.
• Auto billing feature for recurring charges.
• View customer payment history.
• Link to General Ledger.
• GL Batch posting have own batch Number series.
• End of period processing, optional.
• Reports
• Customer receivables open item status report.
• Payment history.
• Brief customer lists.
• Master customer lists.
• Customer lists, select range of: customers, salesmen, class, state, zip code, territory. Sort by customer name, customer code, class, state, sales rep., zip code, territory.
• Customer Labels.
• Ship To labels.
• Accounts Receivable aging. For range of customers, sales rep. Sort by customer code, customer name, salesman, terms codes. Select due date cutoff. Summary or detail.
• Customer statements.
• Customer payment history.
• AR to GL Distribution Journal. List cash section, AR sections, Sales Section.
• Cash receipts register by range of dates.
• Laser form Invoices.
• Laser form Credit Memos.
• Laser form Debit Memos.
• Invoice register.
• Posting register: invoice, credit memos, debit memos.
• GL distribution register.
• Sales Analysis.
• Sales Price Lists.
• Sales Tax by State/region.
• Commission reports.
• Daily sales reports.

Accounts Payables

The Accounts Payables system supports both a voucher control system and manual check processing system. Process both Non-AP and AP vendor invoices. Print checks on laser forms. Cash management reports allow for cash flow planning. Vendor invoices link to Purchase Order received file for payment validation.

• Vendor master screen displays pertinent Vendor information, company name, address, last check issued, account status, remit to address, etc.
• Unlimited vendor entries (limited to disk space).
• Unlimited historical data (limited to disk space).
• Link master vendor record to user definable ship to codes, ship via codes, GL Disburse Account, buyer code, terms codes, etc.
• Vendor code is nine alphanumeric characters.
• User definable AP aging periods.
• Open item query with drill down to invoice detail.
• Historical analysis of voucher paid.
• Voucher processing system allows entry of vendor invoice for payment at a later date.
• Non AP vouchers allow entry of vendor invoices for immediate payment.
• Manual check processing for entering checks written by hand.
• Quick check function allows one step entry and check printing one check at a time.
• Voucher processing allows selection of invoices due for a given date.
• Select invoices to pay that have discounts due for payment.
• Select invoices to pay by range of vendors or voucher numbers.
• Defer vouchers for payment at later time.
• Print checks in two laser formats.
• Void check processing for lost checks. Voided check reopens voucher for re-processing.
• Link to General Ledger.
• GL Batch posting have own batch Number series.
• End of period processing, optional.
• Reports.
• Open item status report.
• Payment history.
• Brief vendor lists.
• Master vendor lists.
• Vendor lists, select range of: vendors. Sort by vendor name, vendor code.
• Vendor Labels.
• Accounts Payables aging. For range of vendors. Sort by vendor code. Select due date cutoff. Summery or detail.
• AP to GL Distribution Journal. List checks paid section, Disbursement section, AP section.
• Check register.
• Cash requirements report.

Sales Quotes

Sales Quotes allow for submitting proposals to customers in a professional looking format. Manage your open quotes and follow-up to close the sale. Transfer quote information to sales orders, purchase orders and invoices. Eliminate double entry of data.

• Auto quote number generation or user definable.
• Add new customers during quote entry process.
• On-line credit limit check during quote entry with override feature.
• Multiple ship to locations.
• Multiple sales rep per quote per line item with multiple commission levels.
• In house comments for quote status follow up.
• Closing comments to appear on quote output form.
• On-line link sales history by part number for current customer or all customers.
• Allow fast data entry of line items.
• Add new part numbers during line item entry.
• Price markup per line item or global.
• Convert quote from RFQ module.
• Convert Quote to Sales Order.
• Convert Quote to Sales Invoice
• Convert Quote to PO and multiple POs.
• Maintains complete historical data (limited by disk space).
• Quote status queries.
• Open quote status queries, by range of quote numbers, customer codes, items numbers, range of dates.
• Send quote via email.
• Send quote via fax.
• Update inventory when convert to invoice.
• Update committed stock when convert to Sales Order.
• Update on order quantities when convert to PO.
• Reports.
• Quote laser form on blank paper.
• Open Quote Status.
• All quotes for a selected customer.
• All quotes for a select part number.
• By range of dates.

Sales Orders

A versatile system integrated with inventory and billing to provide complete customer order fulfillment and management. Prints several forms including picking tickets, packing slips, shipping labels. Supports complete backorder control.

• Direct Order entry or conversion from Sales Quotes.
• Sales Order numbers can be auto generate or manually entered.
• Add new customers during order entry.
• Add new inventory items during order entry.
• Check customer AR status during order entry.
• Check customer back orders during order entry.
• Display back order items.
• Cancel backorders.
• Print pick tickets for back ordered items.
• Allows discounts per line item.
• Unlimited line item entry.
• Unlimited notes per line items.
• Master note for Sales order.
• Internal note for order processing staff.
• On-line credit check during order entry with multiple warning levels..
• Allow partial shipments and back order control.
• Print sales order acknowledgement laser forms.
• Pint sales order by batches.
• Reprint batches or individual sales order.
• Prints picking tickets in batches.
• Reprint pick ticket batches or individual pick ticket.
• Print all pick tickets not printed.
• Print shipping labels.
• Integration to inventory.
• On-line lookup of inventory parts, stock and prices.
• View inventory on hand, on order and committed quantities.
• Multiple selling units of measure per inventory item.
• Warns if inventory stock not available.
• Reserve inventory during line item entry.
• Allows selection of lots.
• Tracks lots through life cycle to invoice and history.
• Multiple sales reps per order.
• Multiple commission levels per sales rep per line item.
• View customer prior purchase, quotes, open orders by part numbers during order entry.
• View inventory stock number by your stock number or customer stock number.
• Multiple warehouse for stock shipment.
• Automatically convert sales order to invoices.
• Automatically create back orders and print pick tickets after invoice batch posting.
• Complete open order status by customer, range of dates, part number.
• Reports
• Open order report.
• Laser form sales order acknowledgement.
• Picking tickets.
• Shipping labels.
• Packing Slips.

Inventory Control

Complete inventory management system allows several costing methods, multiple warehouse locations, lot tracking, and more. Reports allow you to analyze and control your stock. Complete link to Purchasing, Sales Orders, Accounts Receivables, and General Ledger.

• Each item can be assigned a different cost method: Average, FIFO, LIFO, Standard Cost.
• Multiple warehouse locations per item.
• Multiple locations within each warehouse.
• Define units of measure for purchasing and selling.
• Define each item with a Part number, UPC code, unlimited vendor part numbers, unlimited customer part numbers, unlimited equivalent part numbers.
• Separate item description for purchasing and sales.
• Each item has an extended description with unlimited number of characters.
• Unlimited bin locations per item.
• Item types include: Inventory, Non IC, Raw Material, Kit, Service, and Component.
• Define unit of weight.
• Carton pack and qty per carton.
• Item origin either from stock, manufacture or both.>
• Include picture of inventory item on display screen.
• Each item can have multiple price schedules. Can be defined by customer, by markup from cost, by discount from list price, by volume, by product code.
• Six price factors per item. Calculate markup from cost or markdown from list price.
• Six (6) quantity price level for each item. Selling price determined by quantity of item purchased.
• Customer specific price control for each item.
• Each item can be assigned a promotion price with expiration date.>
• Allows for multiple vendors for same part number.
• Classify each item by one class code and up to three sub class codes.
• Master parts display shows item status: Available, On Hand, Committed-to-Ship, Committed, Back Ordered, On Order, Min-On hand, Max-On-Hand, Re-Order quantity, Minimum Order Quantity, Last Stock count date, last physical count, negative variance.
• Assign catalog page number item appears in.
• User defined status field.
• Flexible unit cost definition: Base cost, Discount percentage from base cost, net cost, Unit factor, Unit cost, landed cost, average cost.
• Allow each item to define tax status, tax rate, tax code, import tax percentage.
• Define GL link for each item: Sales, Asset, Cost and Service GL account.
• Item master display screen shows sales history: period-to-date, year-to-date, previous year, two (2) years ago. Both quantities sold and dollar value. Displays last sale date, last buy date, last arrival date, date item created.
• Query system by class code and item type for fast on-line searches.
• Transaction processing system that allows adjusting stock quantities, warehouse transfer, or physical count adjustments.
• Transaction processing links to GL to adjust costs (inventory valuation).
• Basic bill of materials for kits.
• Automatically deducts raw material stock from kit items at time of kit creation.
• Complete lot tracking control through item life cycle: purchase order, sales order, to invoice.
• History look-up of lots by entry number, invoice number, sales order number.
• Allows for warehouse maintenance function. Create up to 999 different warehouse locations.
• Reports.
• General item listing report.
• Price labels.
• Items in stock report.
• Items out of stock report.
• Items on order report.
• Stock count work sheets report.
• Warehouse bin location report.
• Stock re-order report.
• Inventory adjustments report.
• Kit creation report.
• Inventory physical count report.
• Parts status report.
• Lot tracking control report.
• General Ledger Distribution report.

Purchase Orders

The Purchase Order system manages real time tracking and re-ordering of inventory. Integrated with Sales Quotes, RFQ, Inventory, Vendors, AP and GL. Track orders from placement to payment. Set your re-order points, generate reports and then select what you want to reorder. Also, can be used for purchasing agents who buy per the customers orders.

• Direct entry or conversion from Sales Quotes.
• Assign multiple vendors to the same stock item.
• Order using your part number and print PO showing vendor part number.
• Order unit of measure can be different than stocking unit of measure.
• Purchase order numbers can be auto generated or manually assigned.
• Track purchases by delivery date, vendor, and part number.
• Maintain complete purchase history of items received.
• Each line item can have unlimited notes that print on the PO.
• Link to customer sales order or RFQ.
• Provides for a stock receipt worksheet.
• Barcode interface for automatically uploading item received data from hand-held barcode reader.
• Allow for partial receipts and track open POs.
• Receive items into specific warehouses and bin locations.
• Allows assigning four add-on cost per line item and prorate cost of items at time of PO receipt.
• Receipt processing and posting updates inventory in real-time.
• Receipt posting generates batch that links to GL.
• Assign warehouse receipt for each incoming PO.
• Allows entry of port of landing, B/L or AWB, carrier, and unlimited comments for each receipt.
• Add new items and vendors at time of line item entry.
• Setup vendor equivalent item numbers and cost at time of line item entry.
• Record purchase history by vendor, limited by disk space.
• Purchase Orders can print on laser forms using plain paper.
• Automatic link to fax and email.
• Reports.
• Plain paper laser purchase order form.
• Receipt worksheet.
• Posting journal of receive stock.
• GL posting journal to record incoming asset.
• Open sales order for incoming stock.
• Open PO bye item, vendor, arrival date.
• History report by item, vendor, range of POs, range of dates.
• Re order stock report.

RFQ

The RFQ (Request for Quotation) allows you to track your customers merchandise requests. Link the request to a particular buyer. Produce RFQ forms to multiple vendors to allow price and delivery comparison. Convert selected items to sales quotes. Facilities the quotation process to your customers.

• RFQ direct entry from customers requests.
• Item history lookup during data entry.
• Add items on the fly during line item entry.
• Add new customer on the fly.
• Allows for unlimited comments per item.
• Assign buyers to the entire RFQ or by line item.
• Allows for unlimited in-house comments and vendor comments.
• Select up to 25 vendors per line item to receive quote from.
• Print specific RFQ to each assigned vendor.
• Fax or email RFQ to assigned vendors.
• Create price matrix by vendor, delivery, stock, and manufacturer.
• Automatically select best prices for all items or manual override.
• Automatically generate a sales quote to the customer.>
• Track RFQ by buyer, vendor, customer, item number.t>
• Print worksheets with sales and purchase history by line item, customer and vendor.
• Maintain status of items assigned to vendors and pending price validation.
• Reports.
• RFQ prints on laser form using plain paper.
• Buyer worksheet.
• Buyer control matrix showing items, history of sales and purchases.
• Customer quote authorization worksheet.
• Vendor worksheet.

Lot Tracking

The lot tracking system allows you to assign a control number to your incoming stock. This number follows the item through the sales cycle and can be recalled from history.

• Assign lot numbers manually or auto generate them.
• Lots can be assigned at time of PO receipt or after the fact.
• Mark an item as bonded inventory
• Only "cleared" items can be transferred into sellable stock.
• Track lots through sales cycle into sales history.
• Reports.
• Lots by item.
• Cleared items.
• Adjustment register by lots.
• Sales history by lot number.

Kits

The KIT functions allows for a simple bill of material system. Create a bill of material list for unlimited number of items.

• Enter kit on fly.
• Assign unlimited number of items to a kit.
• Allow sub kits to be assigned.
• Automatic cost calculation based on component count.
• Create an inventory transaction to enter a kit into stock.
• Automatically adjust stock on kit creation.
• Automatically adjust cost and price for kits.
• Reports.
• Bill of materials list by item number.
• IC transaction register for manufactured kits.

Payroll

The VFP 2000 payroll allows for easy processing of employee earnings during a pay period. Prints the standard federal forms. Print laser checks in two formats.

• Keep track of basic employee data, name, address, ss-num, exemptions, federal and state added exemptions, pay history, status, basis, period, base rate, OT rate, GL interface, deductions types.
• Define employees as hourly, salary, commission, or piece work.
• Allow for two miscellaneous deductions, 401K, Insurance, and garnish deductions.
• Keep track of vacation and sick days.
• Import employee photo into main display screen.
• Quick payroll processing function for easy data input.
• Process payroll weekly, bi-weekly, semimonthly, or monthly.
• Federal tax tables user editable.
• Process manual checks for hand written checks.
• Edit net payroll before printing.
• Maintain employee history for multiple years.
• Reports.
• Employee earnings.
• 941
• 940
• W2
• >Federal unemployment.>
• Tax liability.

Messaging System

The messaging system is a simple mechanism to send a memo to a customer or a vendor via fax or email. Messages can be link to specific sales quotes, sales orders or purchase orders. Messages live through the life cycle of the processes and can be viewed at any time.

• External message can be sent via fax or email to one or more customers and vendors.
• Internal messages are designed for attaching memos to sales orders and POs to keep track of pertinent information concerning the order.
• Assign a message to a sales quote, order or PO for the entire document or for a specific line item.
• Messages can be printed and viewed during the life cycle of the order.
• Messages can be assigned to PO receive, invoicings, expediting and payables functions.

Barcode Interface

The barcode interface works in conjunction with the purchase order system and Point of Sale. The interface allows for easy data entry.

• Interface to hand held barcode readers.
• Batch input of received stock.
• Capture PO number and bin location of received stock.
• POS link to barcode scanner for retail sales.
• Aide in taking physical stock count.