You have instant access to customer balances, past due totals, payment history on outstanding invoices, open credit, available credit and year-to-date and accumulated-to-date sales totals while processing an invoice. Year-to-date sales information is calculated based on a start date that is defined separately per customer for maximum flexibility.

Average Days to Pay Information—Drill down information displays details of a customer’s sales invoices and the related payment information, credit invoices, invoice line item distribution, finance charges, taxes, freight and customer deposits.

Customer Ledger Card—Record and track in detail contacts made with the vendor. Define an unlimited number of activity records with contact phases for each activity. Access rights to view and/or update Activity tab entries can be defined by the user

Activity Tab—Record and track detailed contacts made with the customer within the Activity tab. You can define an unlimited number of activity records, with unlimited status values to represent different contact phases for each activity. It’s possible to define access rights for various BizlogiX users to view and/or update Activity tab entries.

Credit Card Encryption—Credit card numbers are secured internally so viewing of credit card numbers can be restricted to those who have been granted access rights. If an employee does not have the required access rights, they will see only the last four (4) digits of the credit card number preceded by asterisks (*). For further security, credit card numbers are also encrypted in the database. This allows companies to tightly control access to credit card information.

National Account Management—Link several customers to another customer that represents their Parent or National Account. This is useful not only to consolidated companies but also to multi-location companies with centralized payment processing systems. Set up separate customer records for locations or subsidiaries of the same company while designating a parent customer account from which payment is generally received. This simplifies the collection process, while still giving the flexibility to separately maintain sales, credit and receivable information for each location or subsidiary.

Add a picture of the product to each inventory item record and enter product notes in the accompanying inventory notepad. These powerful customer-service tools can be quickly accessed while processing customer invoices. Inventory information such as on-hand quantities, on-order quantities, booked quantities, item classes and product lines is also visible on the invoice screen.

An unlimited number of pay codes can be created to set credit terms, and help management analyze receivables and customer payment information. Complex discount and due date terms can be defined through a date table. You can define the discount day, discount month, due day and due month of invoices issued on or before a particular day of the month, or there is an available option to use End-of-Month discount and due terms.

Multiple sales tax entities can be set up and attached to one or more sales tax codes. You can define a tax rate, active/inactive status and separate sales tax payable and sales tax cost General Ledger Account IDs for each sales tax entity. For more complex tax policies, set minimum and maximum taxable and tax amounts as well as rounding method.

When multi-currency is activated, a foreign currency code can be assigned to a customer, providing billing in the appropriate currency. The system automatically computes the realized gains or losses upon collection of foreign customer invoices. Outstanding foreign currency invoices can be revalued based on a user-defined exchange rate as of a selected revaluation date.

Multiple recurring-invoice templates can be set up for each customer. Invoices can be set to recur at different intervals with a defined number of recurring cycles and/or an end date. Use this feature to bill for professional or retainer fees, maintenance or service plans and similar transactions.

Process sales returns either based on an existing sales invoice record or independent of one. A validation process in the Create Sales Return with Invoice number function helps to ensure that quantities being returned do not exceed the "non-returned" quantities (invoiced quantity less accumulated returns) on a given invoice.

A customer’s payments and open credits can be applied to its own invoices along with any payment discounts, adjustments or write-offs. In addition, BizlogiX provides the option to post each type of payment adjustment to a different General Ledger account. With the National Account Management feature, you can apply receipts or open credits received from a Parent Account to pay off the accounts of its various subsidiaries. The option is available to apply open credits from one subsidiary to another subsidiary’s invoices.

Customer open credits can be partially or fully refunded. Refunds can be issued as credit card reversals, cash refunds or check refunds. You can also post on-the-fly an Accounts Payable invoice against which you can quickly issue a refund check.

BizlogiX provides the ability to correct errors when applying payments, credits or when processing customer refunds. You can separately void applied adjustments, discounts or write-offs.

Print Customer Statements directly from the drill-down balance field caption on the Customer Maintenance screen. If the customer balance includes past-due invoices, a “Past Due” notation is printed on the customer statement. For each customer, you are able to choose between printing balance-forward or open-item statements. You are also able to define whether to combine the subsidiaries’ invoices in a customer statement generated for a Parent Account.

Finance charges can be applied to all or selected customers. They can be calculated based on the statement balance or on individual invoices either by percentage or fixed amount. Applied finance charges can also be adjusted or voided.

Set up an unlimited number of bank accounts and indicate which currency is used for each account. You can also set the starting check and deposit numbers for each account, define each account’s maximum check amount and specify which bank accounts will be used in Payroll, Accounts Payable and Accounts Receivable/Sales Order transactions.

Electronic bank routing codes for each bank account can be defined. These codes are used by the Electronic Funds Transfer Agency (EFTA) to process transactions related to the bank account. You are able to define the branch number and address for the bank branch where you maintain the bank account. This information can be used when printing checks from the integrated BizlogiX Accounts Payable and Payroll modules.

The system displays the current book balance for each bank account. It also shows the total unreconciled amount with a drill-down that displays details of unreconciled transactions grouped into debits and credits. These features give you a better grasp of your company’s real time cash position to more effectively manage your resources.

There is flexibility to set up transaction codes in order to classify transactions by type. This allows you to easily identify the nature of the transaction entered (i.e. differentiate between charges for returned checks and monthly service fees) and its effect on your bank account balance. The decision can be made to define whether a check or deposit number must be entered for the transaction.

Currency codes can be set up for each currency used to transact business. These codes can be assigned to bank accounts, vendors and customers to ensure that transactions are recorded using the correct currency. Exchange rates can be updated at any time.

Enter summary information from a bank statement such as the ending balance and the total number and amount of checks or other disbursements and deposits or other receipts. You can more easily match bank statement data with the detailed information in BizlogiX since they are presented in a convenient grouping of debit transactions in one tab and credit transactions in another tab. Quickly reconcile bank account transactions by marking the checks or other disbursements and deposits or other receipts listed against those that appear on the bank statement.

Record deposits and other receipts (i.e. bank interest) or checks and other disbursements (i.e. NSF charges) not entered through other modules. This also includes recording transfers between two bank accounts having the same currency such as a bank transfer into a Payroll account or transferring funds between accounts that are in different currencies.

Templates can be set up for recurring disbursements, receipts and transfers that are not entered through other modules and can be scheduled to happen on a specific cycle. These templates can be set to recur at different intervals with a limit on the number of recurring cycles and/or a recurring end date.

You can assign multiple General Ledger Account IDs to each Transaction Code and to each check or other disbursement, deposit or other receipt transaction recorded through this module. Use this feature to allocate the receipt or disbursement among the various reporting segments that benefit from the transaction. For recurring receipts or disbursements, you can establish the percentage distribution among the assigned General Ledger Account IDs based on the allocation made to each affected reporting segment.

The system maintains each month’s bank reconciliation data. This provides the ability to review or print reconciled bank statements for a prior period that can be submitted to banks, accountants, auditors or other reporting agencies.

You can automatically map all or a range of accounts in the subsidiary company to accounts in the parent or you can map a single parent company account to multiple accounts in the subsidiary company.

Consolidated Ledger provides the ability to map the parent company's fiscal periods to each subsidiary's fiscal periods. This is especially useful when a subsidiary company's fiscal year covers a range of dates different from that of the parent company's fiscal year.

The Consolidated Ledger detects any conflicts that affect a consolidation such as accounts or fiscal periods that have not been mapped. If a conflict is detected, the operation is aborted giving you the ability to resolve the problem while preventing conflicting data from affecting the parent company’s account balances.

The net retained earnings value consolidated from a subsidiary's accounts or budget can be displayed to check against the control amount expected.

You can restrict postings and consolidation to any specified period in the parent company. This maintains the integrity of General Ledger data that has already been included in consolidated reports.

This feature makes it possible to consolidate subsidiary companies that are assigned a currency that is different from the parent company’s currency. The consolidation uses the exchange rates the users define, eliminating the need to manually prepare the consolidated financial statements for multi-national companies.

Account ID’s can be up to 30 characters in length, with up to 9 segments. You can define major account segments, departments, projects, divisions, locations, and other business segments. These segments may be set up in a preferred sequence, eliminating the restriction to use the first segment as the major account segment that many other Accounting applications impose.

BizlogiX automatically copies all segment descriptions to the account description, allowing faster creation of new accounts. The default General Ledger Account Description can be changed to suit your needs.

An account can be designated as either a posting account or an allocation account. Amounts can be entered directly into posting accounts or they can be entered into allocation accounts and pro-rated among the various assigned posting accounts.

Account IDs for a new department, division or other business segment can be automatically generated based on an existing department, division or other business segment. Also, accounts can be copied across companies that have the same General Ledger Account ID structure.

You are able to redefine account segments at any time. Flexibility exists to add new segments, lengthen existing segments and change existing segment names, types and sequence. These features make it easy to update the Chart of Accounts as your company’s reporting needs evolve.

Define up to 52 periods for your fiscal year, with options for defining weekly, monthly, quarterly or other fiscal periods. BizlogiX’s General Ledger automatically adds an extra year-end adjustment period.

Define the beginning and ending dates of a company’s fiscal year and its fiscal-period date ranges. You can set your fiscal year to cover more or less than 365 days. This is a useful feature for companies that have the “4-4-5 period setup”. In addition, a Posting Period Restrictions function provides the ability to prevent recording of transactions that generate journal entries for posting to a selected period in the General Ledger. This protects the restricted period from further changes when a final statement is being prepared for the period or when the period’s account balances have been audited.

You can reconcile General Ledger statement information with subsidiary module transactions by drilling down on the amounts in the Income Statement and Balance Sheet for viewing their composition in the General Ledger Listing. From the account balance details, you can further drill down to view the source batch’s posting entries, and ultimately drill down to a report showing the source transaction details. This allows for easy and flexible reconciliation of major General Ledger account balances with your subsidiary ledger balances (i.e. Customer, Vendor and Inventory balances).

Journal entries can be created from scratch or imported from text files, copied from existing journal entry batches or generated from recurring journal entry templates. To further speed up journal entry creation, entries can be copied from Microsoft Excel and pasted on the journal entry grid. Journal entry descriptions and references can be automatically applied to each journal entry line. Journal entries can be edited before posting and can be viewed, printed and voided after posting. Reversing entries are generated automatically, saving time and reducing errors.

The General Ledger module allows recording of journal entries in a foreign currency. It supports posting of journal entries in both the home and foreign currency for those multi-currency transactions recorded in the subsidiary ledgers. It uses the exchange rates defined for the currency codes maintained in the system to help ensure consistency in recording multi-currency transactions.

BizlogiX supports multiple sets of budget data. Each set can be configured for all or a range of posting accounts, and can also be used to identify variances between actual and budgeted amounts. Budgets can be set up individually or by applying a percentage of existing actual or budget amounts. Budget amounts can be entered directly into individual periods or annual amounts can be averaged over the fiscal periods. Budgets can be exported to spreadsheets for further computation and analysis and then imported back into the system.

For convenience, the General Ledger module provides the ability to perform period-end closing or to transfer data to General Ledger for a range of periods and a group of modules. It also provides the option to schedule batch closing or transfer to run at a later time thus allowing for scheduling the closing or transfer at the end of a business day.

When you select the Use for Non-Profit Organization option for a new company, the General Ledger functions, fields and reports are automatically switched as follows to support fund accounting: