Features by Category
General Ledger
  • 4-digit account code, 1-character (alpha-numeric) sub account, 3 character department code
  • Supports multiple locations, departments, and profit centers, with separate or consolidated reporting
  • Comparisons to Last Year and Budget
  • User defined account classifications, headers, and ranges allow maximum flexibility
  • All data retained for entire year (up to 13 periods) plus 13 periods in the next fiscal year before closing books (total or 26 periods)
  • Clear and repost automatically rebuilds files in event of hardware/power failures
  • Cash receipts and disbursements journal
  • Multiple bank accounts
  • Bank reconciliation
  • Summary or Detail reports with Last Year and Budget comparisons including variances and percentages
  • Flexible reports generator for unlimited custom reports

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Accounts Receivable
  • Maintain by customer
    • 6 character customer code
      Multiple ship-to-records
      Choice of control accounts within General Ledger
      Defaults sales (credit) account
      Group customer by territory and/or class
      Memo field allows entry of customer notes
    • Open item or balance forward statements
    • Credit limit and payment items
    • Service charge rate or exemption from
    • Expenses surcharge default percentage
    • Current and last year's sales
    • 7 tax exemption codes
     
  • Maintain Accounts Receivable detail indefinitely
  • Point-Shoot-Expand to view invoice/payment data
  • Invoicing and after-the-fact billing
  • User defined invoice format
  • Invoice line types include inventory, time, expense reimbursement, miscellaneous or comment
  • Invoice payment terms may be cash, check, charge, VISA, MasterCard, American Express, other charge card, or any combination
  • Allows for up to seven tax levels with 89 possible substitutions including variable tax rates with a maximum per invoice.
  • Prints invoices and packing slips
  • Hold/Release invoices as required
  • Supports Retention by invoices as required
  • Mailing labels
  • Apply customer payments by invoice, bulk credit, or automatically to oldest outstanding invoice
  • Optional automatic write off of service charges and discounts while recording customer payments
  • Numerous reports available (i.e., aged summary, outstanding invoices, reconciliation, year-to-date details) or custom reports

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Accounts Payable
  • Maintain by vendor:
    • 6 character vendor code
    • Choice of control accounts within General Ledger
    • Group vendors by class
    • Memo fields allow entry of vendor notes
    • Default discount payment terms and due date
    • Minimum invoice amount and year-to-date purchase
    • Default purchase (debit) account
     
  • Mailing labels
  • Quick and easy invoice entry
  • Automatic check processing
  • User-defined check format
  • Choose payment by specific invoice, bulk payment, or automatic selection by due date by vendor class
  • Manual checks
  • Reprint checks
  • Automatic check voiding transactions
  • Vendor retention by percentage
  • Numerous reports (i.e. aged summary, outstanding by vendor, purchase journal, year-to-date detail vendor journal, balancing, reconciliation) or custom reports

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Fixed Assets
  • Multiple depreciation methods
    • Straight line
    • Fixed-percentage-of-declining-balance
    • Double-declining balance
    • Sum-of-the-years-digits
    • Units-of-output
     
  • Multiple user-definable classes
  • Asset record listing

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Purchase Orders
  • Material requirements integrated with invoice back orders, inventory re-order requirements and assembly build requirements
  • Multiple ship-to methods
  • Customer call indication on receipt of back order
  • Integrated with inventory on-order quantities
  • User definable P.O. Forms set up
  • Special non-inventory items

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U.S. Payroll
  • Maintain employee by
    • Employee start, end and last pay date
    • EIC status
    • Optional additional federal tax
    • Fully configurable state and local tax information (support for all states)
    • Household employee flag-form 982
    • Quarter-to-date and year-to-date information (form 942, 940, W-2, 1099)
    • Standard advance and garnishee retention amounts
    • Salary, Wage (hourly), commission and draws on commission pay types
    • Tips with 4 other income and 6 other deduction categories
    • Distribution of wage expense to multiple departments at multiple rates
     
  • Exception entry- Modify the standard payroll before printing checks and advice slips
  • View or print employee pay information
  • Automatic generation of advice slips, paychecks, YTD audit report, W-2s, form 941, and form 940, 1099s, state and local tax reports, employee master file records and garnishments
  • User definable deductions
    • Employer or employee
    • by rate table
    • by percent

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Canadian Payroll
  • Maintain by employee
    • 4 character employee code
    • Employee birth, start, end, and last pay dates
    • SIN check digit test for invalid numbers
    • High security flag restricts access by unauthorized user
    • Optional pay periods - monthly, semi-monthly, weekly, bi-weekly
    • Option to deduct tax, CPP, UIC
    • Support for all Canadian provinces territories and outside Canada
    • Accrue vacation pay or automatically add to each pay cheque
    • Full or part-time salary, or wage (hourly) earner
    • Supports high and low UIC rates
    • TD1, tax credit, and commission information as per Revenue Canada
    • Define up to 6 hourly pay rates and a billing rate for each department (unlimited number) in which employee works
    • Define vacation and statutory holiday pay rates and accrue on regular and/or overtime, commission and bonus
    • Union and pension deductions according to user defined criteria and applicable reporting
    • Maintain all year-to-date information by employee including UI information required for generating termination forms
    • Define standard advance and garnishee retention amount
    • Memo field allows entry of employee notes
     
  • Automatic generation of advice slips, pay cheques, YTD audit report, T4's, Record of Employment and garnishees as per Revenue Canada requirements
  • Sick and bank time supported
  • Salaries and advances paid automatically by pay date
  • Distribute wage expense to multiple departments at multiple rates of pay
  • Numerous reports (i.e., accruals, health care, pension, union, YTD audit, record of employment, employee master, T4, Revenue of Canada reconciliation) or use custom report generator to build custom reports

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Job Estimating and Costing
  • Full Job estimating unlimited in scope
  • Estimate done by phase, compared with actual cost
  • Handles retention, work in progress, payables by job
  • Jobs may last one day or span fiscal years. The user decides when to purge details of a completed job, or allow details to remain on file for future reference
  • Existing job phase structures may be sued as templates for new jobs. When estimating the new job, old estimates, revised estimates, or actual cost may be used to initialize the new job estimate
  • Compare actual job costs with original estimates with variances reported in dollars and percentages
  • Estimating may include labor, inventory and assembly items to ensure latest costs
  • Bill of materials available by phase or entire job
  • Change orders (revisions) automatically documented after estimate is closed
  • Integrated with Inventory, Accounts Payable, Accounts Receivable, Payroll, and General Ledger
  • Automatic billing interface, integrated with payroll
  • Allows transfer or costs from one phase to another
  • Supports job retention
  • Progress Billing
  • Time billing by Job
  • Job master record includes:
    • Job code (9)
    • Job name (90)
    • Job description (90)
    • Job customer code (from A/R)
    • Memo field allows unrestricted entry of job notes
    • Total estimated cost
    • Actual cost to date
    • Cost to complete
    • Percentage complete
    • Quoted price
    • Amount billed to date
    • Deposits received to date
    • Billings received to date
    • Amounts outstanding to date
    • Job start date
    • Estimated end date
    • Actual end date
    • Last service date
     
  • Up to one million phase and sub phase records per job
  • Phase record includes
    • Original estimate
    • Revised estimates
    • Variance of estimate
    • Detail of change orders
    • Actual cost to date
    • Percent complete
    • Cost to complete
    • Percent to complete
    • Draw available on completion of phase ($ or %)
    • Phase start date
    • Estimate number of days to complete date
    • Actual phase completion date
    • Last revision date
     
  • Automatically determine estimate amounts by adding inventory records (set up with the material and/or labor costs) to the phase records
  • Numerous reports (i.e., job sub ledger, accounts payable list by job phase, job master record, retentions by vendor and /or job, revisions by job, bill of materials by job or phase, job revenue and expense statement) or use report generator to build custom reports

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Inventory and Order Entry
  • Real-time processing in multi-user application. Inventory allocated when invoice is entered and stock is reduced when inventory is posted
  • Inventory may be unallocated prior to posted
  • Supports multiple warehouse, stock transfers, pricing by location
  • 16-character inventory code, 3-character classification code, plus unlimited cross reference to multiple vendor codes and user defined alternate codes
  • Supports quantity breaks in buying and selling
  • Supports serial numbered and lot/dye/size inventory
  • Fully integrated with the G/L, A/R, A/P, and purchase orders
  • Unique color definition allows the user to quickly flag items to be give special consideration regarding pricing, availability, etc.
  • Inventory sales history in dollars and units may be optionally tracked for two years on chosen customers
  • Handles invoicing, customer back orders and discounts and tracks commissionable invoices
  • Multiple payment terms include VISA, American Express, MasterCard, cash, check, charge to A/R or combinations
  • Inventory master file includes (with number or character decimals in field)
    • User inventory code (16)
    • Manufacturer cross reference code (40)
    • Inventory description (40)
    • Unit of sale - user definable (2)
    • Replacement or Substitution flag
    • ABC sales analysis rank for profitability
    • Option to display in unique color combinations
    • Supports regular, assembly or serial/lot type inventory
    • Option to print warning message on invoice (40)
    • Sequence number within inventory class (6)
    • 8 user defined fields
     
  • Inventory Department record includes:
    • Department (location) code (3)
    • Balance on hand (11.2)
    • Quantity on order (9.2)
    • Quantity allocated (9.2)
    • supports quantity break pricing (unlimited) for sell and cost prices
    • Sell price per each, 10, 100, or 1000
    • Cost price per each, 10, 100, or 1000
    • Derive sell price from fixed, sell, or serial file
    • Supports multiple selling prices for different customer groups
    • Derive cost from fixed, quantity break, serial, average, write down, last or FIFO files
    • Supports multiple selling prices for different customer groups
    • Average cost (10.3) and last cost (10.3)
    • Written down cost (10.3)
    • Quantity written down (11.2)
    • Estimated freight/handling (8.3)
    • Primary vendor code (6), plus any number of alternate vendors for item (integrated with A/P)
    • Location code/bin number (8)
    • Current period sales in dollars (11.2)
    • Current period sales in quantities (11.2)
    • Year-to-date sales in dollars (11.2)
    • Year-to-date sales in quantities (11.2)
    • Tax rate 1 (7.4)
    • Tax rate 2 (7.4)
    • Tax rate 3 (7.4)
    • Tax rate 4 (7.4)
    • Tax rate 5 (7.4)
    • Supports environmental flat taxes (per unit taxes)
    • Last date received (8)
    • Last sale date of item (8)
    • Last order date of item (8)
    • Weight of item (9.3) and pack size (8)
    • Minimum desired quantity (reorder level) (8.2)
    • Maximum desired quantity (8.2)
    • Economic order quantity (9.2)
    • Economic order point (9.2)
    • Transfer fee (5) to other departments (6.3)
    • ABC sales analysis rank for profitability by department
     
  • Multiple-pricing codes in inventory department
  • Records correspond with matching codes stored in customer master record to determine individual customer catalogue item price levels
  • Transfer items to other departments at a transfer rate specified in the inventory departments record through the Stock Adjust function
  • Inventory Classifications
    • Classification code (3)
    • Classification description (40)
    • Inventory asset account in G/L (5)
    • Inventory sales account in G/L (5)
    • Cost of sales expense debit account in G/L (5)
    • Cost of sales credit account in G/L (5)
    • Extra account field (5)
    • Default markup factor (6.3)
     
  • Optional tracking by customer flag
  • Build assembly items with components taken from the regular Inventory and/or Labor/Machining file
  • A Price Adjust function allows you to quickly alter the sell price on individually selected items. You can also globally select a department range, class range, or items with a specified primary vendor to change (by a defined multiplication factor) the list prices, or other tax rates
  • Numerous reports and products catalogues or build custom reports with the report generator

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Point of Sale System
  • Features a fully configurable system set up
  • Integrates with the A/R and Inventory modules
  • Allows a single user or multiple users per work station correctly assigns clerk ID's on invoices
  • Accommodates most manufacturer's cash drawers
  • Supports multiple printers and cash drawers
  • Uses custom invoice forms or picking slip forms with standard printers
  • Dispenses a definable number of line feeds to clear the tear bar when printing receipts on a tape printer
  • Assigns clerk code unique to the POS system and separate from the system user codes
  • Permits generic clerk codes
  • Stamps invoices with the clerk code
  • Invoice header includes
    • Clerk ID code
    • Customer code
    • Customer name
    • Reference to manual invoice forms or other documents
    • Optional P.O. number
    • Department
    • Invoice number
     
  • Invoice detail lines include
    • Item type (Inventory, Miscellaneous, or Comment)
    • Item code
    • Item description
    • Quantity sold
    • List price
    • Extended total
    • Sales account
    • Method of payment (cash, check, VISA, MasterCard, American Express, other charge card, or A/R charge)
     
  • Allows the entry of purchase order numbers on invoice for all clients or for designated clients only
  • Calculates change due on cash sales
  • Records a check validation number
  • Stores the credit card number and expiration date on file
  • Enforces additional security built specifically for POS function
  • Defines different options and security levels for individual clerks

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Bill of Materials
  • Define regular and serialized assemblies containing:
    • Regular parts
    • Assemblies
    • Serialized parts
    • Labor
    • Machine rates
     
  • Material requirements can be calculated and directed to the Purchase Order Function
  • Assemblies can be defined with up to 64 levels of embedded assemblies
  • Costed Bill of Material report
  • Assembly sub-part requirement report

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Quotations
  • Use predefined templates of products or services or build quotation from inventory parts
  • Display totals, costs and markup percentage
  • Recalculates individual items if total invoice amount changed
  • Allows "locking" of individual item pricing
  • Printout of items not in stock
  • Quotations can be moved to order entry/invoicing
  • Reports include:
    • Inventory Shortages
    • Outstanding Quotations
    • Margins
     
  • Quotation header includes:
    • Clerk ID code
    • Customer code
    • Customer name
    • Department
    • Quote number
     
  • Quote detail lines include
    • Phase or predefined items (Jobs)
    • Item type (Inventory, Miscellaneous, or Comment)
    • Item code
    • Item description
    • Quantity sold
    • List price
    • Extended total
    • Margin percentage
    • Margin amount
    • Cost amount
    • Cost percentage
    • Taxes

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Cash Receipts
  • Deposits can be made to any number of different bank accounts
  • Deposits can be split to include:
    • Bank amount
    • Other G/L debit account
    • Other G/L credit account
     
  • Customer payments can be applied to one, many or no particular invoice
  • Customer payment discounts can be applied during application (under password control)
  • Payments can be "bulk" applied after the deposit

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Cash Disbursements
  • Payables:
    • Select individual invoices for payment
    • Allows partial payments to vendors
    • Allows Abacus II to suggest invoices to be paid based on due date and class of vendor
    • One-time quick checks creates invoice, prints check and records transaction
    • Void any outstanding check
    • Reprint any check
     
  • Payroll
    • Print payroll checks
    • Reprint payroll checks
    • Print advances

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Financial Reports
  • Operating Statement (select by period and department or consolidation) with:
    • No comparison
    • Comparison to last year
    • Comparison to budget
     
  • Balance sheet (select by period and department or consolidation) with:
    • No comparison
    • Comparison to last year
    • Comparison to budget
    • 13 Column Operating Statement
    • General Ledger Detail Report
    • Optional Abacus II Version of F9 Financial Report Writer

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Custom Reports
  • Windows-based Crystal Report Writer available
  • DOS-based custom report writer allows for the definition of custom reports
  • Library of hundreds of predefined reports can be modified and saved as new reports

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Custom Menus
  • Individuals menus are definable for every clerk

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Custom Forms
  • All predefined forms may be modified using the forms setup
  • All forms can be defined to print on preprinted or blank stock

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Custom Lookups
  • System wide custom lookup definitions are available for:
    • Accounts Receivable Customers
    • Accounts Payable Vendors
    • General Ledger Accounts
    • Inventory items
     
  • Ability to define columns, sort keys and order of 3 different lookup definitions
  • Any valid field or combination of fields are eligible as column or sort

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Spreadsheet, Graphics, Text Editor
  • Includes a Norton-like file manager and DOS interface from within the system
  • Includes Business Graphics which allow bar, 3D bar, and line graphs with comparisons to last year or the budget. It also builds pie charts representing the aged payables and receivables. Graphics may be displayed on screen, printed, or written to a picture files which is compatible with Z-Soft Corp's PC Paintbrush (*.PCX) files
  • Includes microScribe, a Wordstar-like text editor which doubles as an entry level word processor
  • Includes Cipher, a Lotus-like spreadsheet, financial data may be printed directly to the spreadsheet, complete with formula for further analysis and reporting or generation of working papers

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Utilities
  • Back up and Restore
  • Monitor current user activity (i.e., stations active, memory utilization) within the system
  • Passwords - supervisor may define individual access levels by module for each user
  • User defined account classifications, departments, and codes for three printers per user
  • Define format of all forms and reports - Select from a library or customize
  • System utilities include automatic file reconstruction routines and all pertinent network utilities.

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