Accounts Receivable

The Accounts Receivable System is a comprehensive management information and accounting system for producing generic invoices for multiple categories of receivables; providing improved control on collections and providing government officials with up-to-the minute information on outstanding receivables.
GovernMENTOR’s Accounts Receivable module is an open item accounts receivable system. All customer related information is stored in an on-line interactive data base allowing immediate inquiry to information desired and reflecting up-to-the minute results of operations. The Accounts Receivable system can be utilized in conjunction with the Financial Management system allowing for immediate updating of all general ledger accounts with any accounts receivable transaction.
Ease of Use

The Accounts Receivable System is designed to contain first and foremost flexibility and ease of operation. The Accounts Receivable System is comprised of one major menu driving all other procedures. This menu also provides the needed security privileges before any access to the data base or procedures may be executed.

Multiple Categories

The Accounts Receivable System is capable of tracking numerous categories or receivables such as: ambulances, airport, agency, services, special assessments, etc. Invoices for these categories of receivables are designed to contain invoice number, date, description and amount. In addition, the system is capable of distributing revenues (or any other account, if desired) to the general ledger system. All receivables for the entire government can easily be entered into the system regardless of whether invoices are printed or not. This provides officials with a complete picture of all funds available.

Multiple Billing Systems

The Accounts Receivable System was designed to accommodate individual billing systems that are custom developed. These individual billing systems contain their respective detail information while passing specific receivable information into the Accounts Receivable System. This flexibility reduces development costs for any unusual or specific billing system by having all collections and various reporting functions (such as statement, agings, delinquent notices, invoice registers and account history) contained in one receivable system.

Unlimited Reporting

Multiple billing systems, however require flexibility in reporting capabilities. GovernMENTOR’s Accounts Receivable System has a unique report generating ability. Therefore reporting capabilities are virtually unlimited. A comprehensive dictionary defining each piece of information contained within the Accounts Receivable System provides the ability to request and design special reports upon request without any programming.

Generic Billing

While individual billing systems are sometimes desired, the Accounts Receivable system has a generic invoice printing capability for miscellaneous invoices. The miscellaneous invoices allow free format descriptions of individual services or products provided to customers. All invoices entered and their information is retained on the system for future inquiries.

Transaction History

A complete customer account history is also provided depicting all transactions made to customer’s accounts. The history indicates dates, descriptions, operator making transaction, amount of transaction and new balance. The history is tracked on invoicing and cash receipts. Transaction history may be printed or displayed on terminals for all or individual accounts. This history can be maintained indefinitely or purged periodically (depending on disc space).

Centralized Collections

Many governmental entities have found centralizing collection an effective internal control. Many auditors agree. GovernMENTOR’s Accounts Receivable system with its Remittance Control System provides excellent controls over separating the duties of collecting funds and keeping records of customer’s accounts. This is accomplished by automatically transferring information about collections, during the end of the day procedures, to Accounts Receivable System. This information is then updated by receivables clerk when appropriate. There is an additional advantage to the centralized collection process, and that is, receipts can be collected for next month, while month end processes are being completed. When the Financial Management is used in this capacity all applications are integrated with less delays.

Centralized Collections

Many governmental entities have found centralizing collection an effective internal control. Many auditors agree. GovernMENTOR’s Accounts Receivable system with its Remittance Control System provides excellent controls over separating the duties of collecting funds and keeping records of customer’s accounts. This is accomplished by automatically transferring information about collections, during the end of the day procedures, to Accounts Receivable System. This information is then updated by receivables clerk when appropriate. There is an additional advantage to the centralized collection process, and that is, receipts can be collected for next month, while month end processes are being completed. When the Financial Management is used in this capacity all applications are integrated with less delays.

Statements

The Accounts Receivable System is also capable of generating statements that summarize the customer’s outstanding invoices. The statements depict three different aging categories, invoice number, date and totals. Statements may be produced for all or individual categories of receivables. Statements may also be generated for selected customers.

Month End

The Accounts Receivable System is designed to reduce the effort required to operate the system. Month end is an excellent example of this objective. All reports such as agings, invoice registers, statements, etc. can be automatically printed as a by product of month end. All appropriate work areas are cleared and processing for next month may begin immediately upon completion of month end.

Year End
Year End Processing also provides convenient production of the required reports to indicate outstanding balances and invoices produced for the entire year.
Special Features
Prints Generic Invoices
Customer Transaction History
Delinquent Letters
Year End Processing
Multiple Billing System Interfaces
Automatic Cash Posting with
    Collection Management Software
Multiple Categories of Invoices
Statement Generation
Month End Processing
Interface with Financial  Management
     Software
Customer Aging Reports
Invoice Search Routines
Customer  Search Routines
Special Reports
Invoice Entry Audit Trails
Invoice Register (Numerical)
Invoice Register-Current Month
Invoice Register-Yearly
Payment History
Cash Receipts Audit Trail
Invoice Register by Category
Invoice Register-Previous Month
Customer Aging Report
Write-off Report