Customer Accounts

• Customer accounts maybe up to seven alphanumeric characters and act as the unique identifier for the account. Full search facilities allow accounts to be identified by code, name, account type or currency.
• Any number of addresses and contacts can be kept per account with separate addresses for statements and invoices. Free format notes and actions can be held for each account.
• Up to six different classification codes can be defined for an account including sales representative, territory and four user-definable codes.
• Each account can be defined as balance-brought forward or open-item.
• Each account can be allocated a default GL analysis for posting purposes.
• Full financial statistics including period balances, average days to pay, total credit claims, unallocated cash, last invoice details, high balance etc. are held per company against the account.

Head Office Accounting

• Branch accounts and head office accounts can be linked. All transactions posted for the branches reside against the head office account.

Transaction Entry

Transaction entry is by batch with optional batch control totals. Batches are single company and currency.

Transaction types include:

• Invoices
• Credit Notes
• Payments
• Credit and Debit Journals
• Reversals - for voided cheques or incorrectly entered invoices
• Credit Claims - special handling so that claims may be logged prior to if or when a credit note is created.
• Allocation Batches
• General Ledger Analysis per transaction is unlimited.
• Allocation of credit transactions can be immediate or deferred. Transactions for allocation can be exclusive or inclusive against lists of debit or debit and credit transactions. Partial allocation and over-allocation are allowed.

Foreign currency transactions are entered in single currency batches with the list of valid accounts automatically filtered to the selected currency. Trading, and base values and the exchange rate can be amended if required.

• Banking details - The details of the last payment are held on the customer record and are used to provide the defaults for payment entry. A bank deposit report is available. For each company/currency combination the bank account can be specified and multiple payment accounts maybe used if required.

Periods and Ageing

Transactions may be posted into the current period and the next period. If the General Ledger is in use, all transactions later than the current period defined in the General Ledger will be accepted.

The aging analysis of transactions can be based on the transaction period or on days from the invoice date.

Multi-Company Processing

The Debtors can operate in single or multi-company mode. When multi-companies are in use, separate customer balances and ledger control totals are held for each company. Separate General Ledger control accounts can be specified for each company.

Audit and Security

The daybook prints details of all batches since the last time it was run. It also lists deleted and unposted batches. The daybook can be run as required depending on transaction volumes. A "session" cannot be closed without a print of the session's daybook.

Strict control is maintained on the session and period regimes to ensure auditable procedures.

Transaction History

Closed transactions can be purged at end-of-period or kept as archived transactions for all or key customers. Allocation details can be kept for archived transactions.

History is kept for a user-defined period, up to 99 trading periods.

Multi-Currency

A table of exchange rates is maintained and can be updated at any time. Transactions for accounts operating in foreign currencies are converted to the base currency at data entry using the prevailing exchange rate.

Exchange Gain or Loss Calculations

Unrealised exchange gain/losses calculated on open foreign currency transactions are reported on the trial balance at end-of-period.

A realised exchange gain/loss transaction is generated at each allocation of a credit transaction against a debit transaction.

Foreign currency transactions are not purged or archived until the foreign currency balance and the base currency balance of the transaction is zero. To write-off an exchange gain or loss a journal with zero foreign currency value but non-zero base currency value can be used to reduce the base currency value of the outstanding transaction.

This journal should be distributed to the GL exchange gain or loss account.

Enquiries

Enquiries can be made against any account. Accounts can be displayed by account code, name, type, currency and the display can be paged through in any of these sequences.

The start enquiry shows balances (including open ie. unallocated credits), amount and date of last payment and average days to pay. In addition further displays may be selected from the following options:

• Addresses
• Branches
• Contacts
• Aged Balances
• Notes
• Consolidated balances
• Transactions
• Turnover

Reporting

Standard reports in addition to the daybook include:

• Account Listing
• Aged Debt Report
• Open Transaction Report
• Trial Balance Report
• Period Postings Report
• Sales Tax Analysis Report
• GL Analysis Report
• Company Totals

Statements

Statements can be printed using the standard Global 3000 layout and stationery which can be adjusted by system parameters or a customised layout. Open-item accounts can have brought-forward balance statements if required.

Statements can be printed on request or as a diary function. Statements can be filtered by a number of analysis codes for a given statement run.

Debt Collection

A special system combining the various elements of the DL has been designed to facilitate cash collection:

• Special enquiries on outstanding transactions
• Action and Notepad functions
• Special statement text
• Dunning letter selection and printing with associated address labels
• Credit status amendment

Databases

Global 3000 Debtors Ledger data can be held in a Btrieve format or (to be announced soon) SQL format database for compatibility with industry-standard office automation and data analysis tools.