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Accounts Receivable / Billing

The Bluegrass Accounts Receivables billing system was designed to provide all types of contractors with all the timely information needed to manage cash flow. As with the other modules, integration and flexibility is key. Data is entered only once and clear audit trails are maintained.

Customer Account Inquiry provides a wealth of information about your customers. See only open receivables or include history. Drill down to the invoice, and even reprint if necessary. Job information is listed so communication with your customer includes this important information. Contact person and phone number are displayed so collection calls can be made from the screen. Comments are available at the push of a button so you will be able to review what was promised as well as record new notes. Press the additional information button to see account balance, un-posted balance, last payment amount and date as well as YTD and PTD sales. A summary version of Account inquiry is available that lists invoice and payments on the same line. If there is more than one payment on an invoice a drill down details the payments. Information about customer balances may be displayed on screen for quick analysis.

Commissions- If you pay sales commission, the Bluegrass System has a number of reports to provide you with sales and gross profit per salesman. Sales commission is automatically calculated in the Close Job process. Counter sales also provide automatic calculations.

Customer Notes- The system provides the capability to record notes, so that during collection calls, notes can be entered into the system to reflect promises made. Notes may be used proactively if promises are not kept.

Finance Charges- finance charges can be automatically calculated and shown on statements. You have the ability to exempt a customer from the finance charge calculation. Once calculated, finance charges can be modified prior to posting to Accounts Receivable.

Miscellaneous Cash Receipts- is provided to enter cash receipts for items for which there is no invoice issued, for example refund of plan deposit.

Cash Receipts- Enter check number and check amount, then just point and click to select invoices to be paid by this check. If the invoice is unknown, or for a deposit on a job that has yet to be billed you may enter as an open credit and reapply at a later time, when the proper invoice has been identified.

Automatic Apply

Accounts receivable links to service contracts to provide a time saving feature. Cash receipts for service contracts can be entered ahead of the invoice, and when invoice is generated the cash receipt can be automatically applied before printing the invoice.

Billing

All billing functions interface with Accounts Receivable and are integrally tied to the job management module.

Service Management and Counter Sales have their own specialized billing functions. Other billing methods include American Institute of Architects’ (AIA) payment documents, contract progress billing, free form billing, and ticket billing as well as Time & Materials Billing. Billing information may be linked by ODBC to a report writer or Excel report to produce custom billing documents.

Retainage

Bluegrass tracks the retainage calculated in AIA and progress billing, automatically moving retained receivables to accounts receivable when retainage is billed. AIA handles retainage on a line-by-line base and allows for different retainage percents for work complete and stored material.

Sales tax

The Bluegrass system has a great deal of flexibility built into the calculation of sales tax. Up to 999 sales tax code are available. Each tax code can be coded as to whether to tax material or labor.

Bluegrass’ Accounts Receivable / Billing Features Include:

	Supports numerous billing types, including AIA
	Prints job name on inquiry screens and reports
	Integration with AIA, Progress Billing, Time and Materials and Service Billing Modules
	Invoices remain open until paid in full (open item), reducing billing and collection conflicts with customers.
	Ability to apply cash receipts by customer, or by invoice number
	Online customer inquiry of aged open invoices with option to display invoice line item details, or history inquiry displaying all transactions (open or paid) for a customer and / or job.
	User-defined finance charge percentages with the ability to define, by customer, those that are subject to finance charges.
	Ability to define and print late letters and customers mailing labels
	Ability to place a customer on hold manually or automatically based on users defined parameters
	Capability to view reports on the display in addition to printing.
	Bills multiple jobs to the same customer
	Maintains complete billing history
	Memo field in customer master allow you to store additional information about customer.
	Free form comments may be flagged as statement or collection.
	Customer inquiry allows drill down to invoice with the ability to reprint the invoice.
	Retention tracking and billing is maintained.
	User defined tax tables are provided.
	Finance charges are calculated and printed on the statement and past due notices.
	Prints aged receivable by customer, job or salesman.
	Provides flexible formats for statements.
	Allows entry of unapplied cash and non-AR cash.
	Provides look-up by name if code not known.
	Integrates with Job Cost Management and General Ledger
	Accounts Receivable aging report aids in collection process by aging amounts by invoice or in summary. User may identify sorting methods i.e. by customer, by job, by billing type, etc.) at time of running the report.
	Ability to print customer statements by customer by customer and, if desired, by each job for a customer, displaying all open items and unapplied payments with aging summary on bottom of statement.
	Invoice line item detail maintained in invoice history by customer, by date range, with reprint option.
	Numerous history/analysis reports include:
	Customer history report
	Invoice history report
	Month Sales/cash Receipts report
	Sales Analysis reports available and may be printed on demand with ability to view reports on the display in addition to printing.
	By customer
	By salesman
	By dollar volume
	Year-to-date finance charge calculation and report
	Past due charge
	ODBC option provides the ability to create customized reports.
	User-defined sales tax for multiple tax jurisdictions.
	Unlimited number of customers.
	User-defined aging intervals (for example: 30, 60, 90, etc.) for aging of invoices.
	User-defined terms, that can be tied to a specific account.
	Automatic calculation of retainage.
	Complete editing and audit trail of entries for verification prior to posting to permanent record.
	Invoices remain open until paid in full (open item), reducing billing and collection conflicts with customers.
	Ability to apply cash receipts by customer, or by invoice number.
	Online customer inquiry of aged open invoices with option to display invoice line item details, or history inquiry displaying all transactions (open or paid) for a customer and/or job.
	User-defined finance charge percentages with the ability to define, by customer, those that are subject to finance charges.
	Ability to define and print late letters and customers mailing labels.
	Ability to place a customer on hold manually or automatically based on your defined parameters.
	Ability to establish notes associated with customer and customer’s invoices.
	User defined tax tables are provided.
	Cash may be allowed to post before as associated invoice is set up.
	A number of billing types are supported, including:
	Time and material and Service billing.
	Time and material with a not to exceed maximum.
	Miscellaneous and equipment rental.
	Private industry, which is billed, based on AIA, lump sum, unit price or time and material.
	Reimbursement for material on hand and stored.
	Rates dictated by the customer and job.
	Unlimited comments on the invoice at both the header and line levels.
	Non-accounts receivable cash receipts such as interest income are supported.
	Inquires to open accounts are available by customer or invoice number.
	A report by job provides a comparison of work performed to revenue received.
	Past due aging, based on division or A/R control account and customer type with flexible past due buckets.
	Multiple subsidiary journal supports multiple divisions such as residential, commercial, industrial or service and contracts.
	Cash flow analysis providing billed and paid amounts, balance due and expenses paid.
	Sales tax reports by state and county.
	Accounts receivable by job showing invoice date, retainage, and total amount due by invoice.
	Past due letters and dunning notices allows for easy modifications to the format by nonprogrammers. Formats may vary based on the amount and time past due.
	A tickler system to aid in collection. This system tracks contact date, comments, and follow-up date by invoice.
	Follow-up letters are automatically produced based on the follow-up date. (release 8.5)
	Time and material jobs are recorded within the job cost system, and have the ability to produce invoices. This invoice takes into consideration material purchased for the job, material taken from stock, labor and equipment as well as the ability to make manual adjustments to invoice amounts.
	Equipment billed will allow for billing by hour, week or month.
	Equipment rates allow for overrides.
	Accounts receivable history including payments history by job is maintained for a user specified duration.
	Finance charges are calculated and printed on the statement and past due notices.
	Job cost and accounts receivable are integrate to track current retainage, as well as automatically update accounts receivable and revenues.
	Accounts receivable interfaced to the general ledger.
	Supports numerous billing types, including AIA.
	Prints job name on inquiry screens and reports.
	Bills multiple jobs to the same person.
	Allows screen inquiry to view customer, job, or salesman.
	Handles cash receipts automatically, showing the oldest invoice first.
	Allows the user to key in the information to be printed in freeform billing.
	Computes service charges and prints statements for specific customers.
	Provides flexible formats for statements.
	Shows open item and payment history in customer inquiry.
	Allows entry of unapplied cash and non-A/R cash.
	Provides look-up by name if code not known.
	Searches for open items in cash receipts entry.
	Maintains complete billing history.
	Laser invoice option allows printing of user defined number of invoice copies marked as original, duplicate fee, etc.

Interfaces to other modules:

	ATA Billing
	Service & Dispatch
	Progress Billing
	Time and Material Billing
	Quote / Counter Sales
	Free Form Billing
	Line Item & Ticket Billing
	Job Management
	Cash Management
	Exec Summary
	General Ledger
	Equipment Management
	Service Contracts

It All Checks Out !

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Bluegrass Technology, Inc.

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