Accounts Receivable

OneSource software includes numerous tools to simplify and automate Accounts Receivable functions, including the following features:

***Many of the features listed below can be controlled by user security options--giving your company the ability to determine which users can view, edit, delete, print and delete records in the AR system***

Tools to Automate Collecting Payments at the Time of the Sale
  • Accept "Deposits" or "Prepayments" on the Sales Order form (and auto transfer of payment to the Invoice when it is created later)
  • Accept payments on Invoice form on the fly.
  • Quickly choose from a secured listing of predefined customer charge account cards, such as Visa, MasterCard, AMEX, etc.
  • Accept multiple forms of payment at the time of the sale.
  • Quickly calculate change due for cash payments.
  • The Invoice screen (and printed forms) display all payments, balance due, plus automatic "Paid" or "Late" stamp
  • Dynamic determination and notification, at the time of each sale, if a customer is or should be placed on "Credit Hold"
  • Three levels of Credit Hold: "COD", "Credit Hold" and "Administrative Credit Hold". ("Administrative Credit Hold", which can only be selected or un-selected by company owners and accounting personnel, allows orders to be entered, but prevents items from being shipped, invoices from being created, and invoices, picking tickets and packing slips from being printed)
  • Immediate display of why a customer is on Credit Hold, including details such as: total past due, total outstanding balance, # invoices past due, # days past due of the oldest invoice, etc.
  • Instant access to all details of customer credit, open invoices, aging, etc.
Tools to Automate Accounts Receivable and Collection Personnel

Using the Receive Payments form, you can easily accomplish the following tasks:

  • View a summary of outstanding invoices and credit memo's for each unique customer account.
  • View the aging for each outstanding invoices (Current, 30 days, 60 days, etc.)
  • Auto calculate and apply payment discounts and/or user defined payment discounts.
  • Auto apply a lump sum payment to a group of invoices--oldest to newest.
  • Accept payments in cash, check, credit card or other.
  • Easily apply customer credit memo's to open invoices
  • Print reminder collection/dunning letters, with all account invoices and payment details auto inserted into the collection letter.
  • Schedule and track collection calls, collections notes, etc.
  • Print Customer Statements with numerous options, including
    • Various options to limit which customers will receive a statement.
    • Ability to print statements displaying only the Open Items or displaying all account details using the Balance Forward option.
    • An option to group statement activity, by shipping address--one a single statement.
    • Options to auto print messages, based # days past due, amount past due, etc.
    • An option to auto print a copy of outstanding invoices to insert with the customer statement.
  • Create Finance Charge Invoices with ease, including the ability to:
    • Determine which customers will or will not be included in the finance charge assessment process
    • View a listing of each past due invoice, including amount past due, # days old, how much the finance charge will be, etc.
    • Easily select and print a batch of invoices, with a single invoice for each applicable customer
    • Easily void invoices that will not be paid by customers, without effecting regular invoice balances and payments, as Finance Charge invoices are completely separate from each of the past due invoices
    • Easily determine what details and terms will be printed on the finance charge invoices
  • Perform forecast scenarios by changing the Aging Date
  • Instantly view the associated Invoice or prepaid Sales Order.
  • Print many Accounts Receivable reports for close monitoring.
  • Print Aged Summaries by type of receivable.
  • Print reports of Invoices due in selected time period.

(Coming soon!) The ability to auto generate and email a PDF copy of each unpaid invoice--with 1 click.

To learn more about how OneSource can improve your cash flow and automate your personnel, please contact a sales representative, toll-free, at (866) 204-4997.