General Ledger System
The General Ledger System can be used stand alone or can be integrated with Arctic Data’s Accounts Receivable, Accounts Payable, Inventory Management, and Canadian Payroll System.
Chart of Accounts: Before using the General Ledger System, a chart of accounts must be set up, and all accounts must be entered. Each account number consists of 7 digits and thus conforms to industry standard accounting practices (4 digit main account number, 3 digit sub account or cost center number).
Each account number is accompanied by an account title, or description, account type code (i.e. postable, non-postable, sub-totals, titles, page feed, line feed etc.), format code (i.e. current asset, fixed asset, current liability, etc.), and budget figures for 12 individual budget periods, corresponding with your fiscal year.
Transaction Input: After the chart of accounts has been set up, transactions can be entered. Manual transaction entries to the G/L are selected from one of the following transaction types: cash receipts input (used to enter all income to accounts), cash disbursements input (used to enter cheques issued and their corresponding accounts), and general journal entries (used for journal entries to the G/L).
If the General Ledger System is used in conjunction with Arctic Data’s Inventory Management , Accounts Receivable , Accounts Payable , and Canadian Payroll , data can be transferred to the General Ledger from these modules thereby eliminating the need for manual entries.
Each transaction is assigned an audit number. Audit number 9999 is reserved for updating year-end entries. All transactions are stored to a monthly and a yearly transaction history file. These files can be printed if necessary.
Recurring Journal Entries: Transactions that occur every month need not be repeatedly keyed into the system. Instead, these transactions can form a file of recurring journal entries. Recurring journal entries can take one of two forms: those that involve the same account and dollar amount each month, and those that involve a single account which is split into other departments on a predetermined basis.
Users can specify start and end dates for all recurring journal entries. Prior to month end close-out, the appropriate file can be called up, and the recurring journal entries are automatically posted to the system.
Audit Trail: User-defined and computer generated audit numbers are produced to keep track of each transaction. Out of balance posting is not permitted, thus ensuring full data integrity at all times.
On-Screen Editing and Inquiries: On-screen editing is available for all the journals in the General Ledger System. On-screen inquiries allow instant access to monthly transactions and totals for each General Ledger account. Ranges of transactions may also be viewed on the screen or printed on the system printer.
Reporting: Consolidated and comparative balance sheets, income statements, and schedules allow you to view up to 24 periods of accounting information (the 12 periods comprising the current fiscal year, and the 12 periods comprising the last fiscal year). Schedules provide users with a means to manipulate their report output.
For example, a schedule would allow you to view one consolidated total on your balance sheet and income statement; if the detail was required, it could be printed to a schedule. The General Ledger system has 80 available schedules which enable users to report on individual departments or ranges of accounts within each department.
Accounts Payable System
The Accounts Payable System, can be integrated with Arctic Data’s General Ledger and Inventory Management modules, or can be used stand alone.
Vendor Master File: Vendors, along with product codes, form the base of the Accounts Payable System. Vendors are stored in the vendor master file. The number of vendors, or suppliers that can be supported is limited only by available disk space. A vendor record consists of fields for the vendor’s name, address, phone and fax numbers, contact person, terms, and percentage discount. Users can search for vendors by name, eliminating the need for manual look-up of vendor account numbers. The system even accommodates partial name searches.
Product Codes: Like vendor records, product codes are an integral component of the accounts payable system. Product codes enable you to track your purchases, and provide you with a valuable means of forecasting your business’ growth. The system enables you to define your own codes, and add as many as necessary. You may choose to assign a new product code to each type of product that you purchase, or you may assign a number of products to one product code, thereby creating a product category.
Each product code requires a G/L account number for posting* (*NOTE: if the accounts payable system is used in conjunction with the G/L module, this posting can be done quickly and easily), as well as a description of the product or product category that the code represents. Of course, the more structured and organized your product codes, the more information they will provide for you. The system displays the dollar amount spent on the product code for the current month, current year, and prior year as well as the amount spent on the product code for each of the last 12 months.
Transaction Input: Once the accounts payable system has been initialized, and the vendor and product code data have been entered, invoices can be processed. Payables can be entered through the accounts payable system or Arctic Data’s inventory management system. Each invoice is broken down into relevant product codes, and then the amounts for each code are entered into the system. The due-date, terms, and discount all default to those setup in the vendor’s file, but may be overridden if necessary.
The system allows you to choose the invoices you wish to pay, place hold tags on invoices under dispute-thereby allowing them to be exempt from the cash requirement report, and split invoices into different due dates. Computer generated cheques may be issued from the bank account of your choice, and a bank reconciliation report printed as required. Once invoices have been paid, they can be removed from the file. This keeps files current and removes unnecessary clutter from the system.
Payments: Users can make full or partial payments on due invoices, and can pay off all outstanding invoices by selecting a Pay All function.
Bank Reconciliation: To maintain accurate accounts payable records, issued cheques can be reconciled with a bank statement. This can be done automatically by the accounts payable system via a reconcile cheques option. The system provides a Print Cheque List report which acts as a cheque register and displays the total value of outstanding, cashed, and canceled cheques. At month end, returned or canceled cheques will be removed from the cheque register.
Updating the General Ledger: Every transaction will make an entry to the G/L posting file. The system allows for user-defined posting to the G/L. For example users can post on a daily, weekly, monthly, or date range basis.
Historical Information: Historical information about all of your transactions is retained in a detailed G/L posting file. This file, unlike the summarized and complete versions of the G/L posting file, is retained for the period of one fiscal year. Every transaction that occurs is recorded, and the system enables you to search for information about specific debits, credits, adjustments and so forth by limiting the file on any of a number of different variables. Accounts Receivable System
The Accounts Receivable System can be integrated with Arctic Data’s other accounting modules.
Customer Master File: Before using the accounts receivable system all customer records must be entered. The number of customers that can be added to the system is limited only by available disk space. A customer record consists of contact information such as customer name, address, and phone numbers, as well as credit information such as the customer’s credit limit, whether or not the customer should receive a statement, and whether service charges can be applied to their account.
The customer record also has fields to record the salesperson responsible for the account, the taxable status of the account, and additional comments. If the accounts receivable system is used along with Arctic Data’s Inventory Management System , a specific pricing structure can be set up for individual customers based on price level and inventory grouping.
Users can access and search for customers by the customer name or account number. The system accommodates partial name or account number searches.
Product Codes: Product codes are used for purposes of sales analysis. They assist you in tracking your sales, and provide you with a valuable means of forecasting your business’ growth. The system enables you to define your own codes, and add as many as necessary. You may choose to assign a new product code to each type of product or service that you sell, or you may assign a number of products to one product code, thereby creating a product category.
Each product code requires a G/L account number for posting* (*NOTE: if the accounts receivable system is used in conjunction with the G/L module, this posting can be effected quickly and easily), as well as a description of the product or product category that the code represents.
The system displays the sales for the specific code for the current month, current year, and prior year as well as the sales for each of the last 12 months. Prior period figures are for comparative purposes.
Transaction Input: Transaction entries can be accessed through the accounts receivable system, or Arctic Data’s inventory management system. Within the accounts receivable system, users can enter sales invoices (debits), enter payments received against outstanding invoices (credits), and enter adjustments to transactions.
Receiving Payments: Once sales have been made and entered into the system, payments can be received and credits applied to the customer accounts. Partial payments are allowed if the payment does not equal the invoice total. Service charges can be applied at the time of payment.
Account Aging: When customers are added to the system terms must be assigned to their account. When initializing the software you are permitted to enter up to 7 choices for the following term conditions: the number of days after the invoice date that the invoice will be due; the discount percentage offered to customers for early payment; and the number of days allowed in the discount period.
In addition to user-defined account aging, due dates can also be changed per invoice. When the aged trial balance report is printed it displays the standard current, 30, 60, 90, and 120+ day balances, but takes into account the terms of each customer and displays balances accordingly.
Updating the General Ledger: Every transaction will make an entry to the G/L posting file. The system allows for user-defined posting to the G/L. For example, you can post on a daily, weekly, or date range basis.
Historical Information: Historical information about all of your transactions is retained in a detailed G/L posting file. This file, unlike the summarized and complete versions of the G/L posting file, is retained for the period of one fiscal year. Every transaction that occurs is recorded, and the system enables you to search for information about specific debits, credits, adjustments and so forth by limiting the file on any number of different variables. Inventory Management System
The Arctic Data Inventory Management System can be integrated with Arctic Data’s Accounts Receivable, Accounts Payable, General Ledger, and Arctic File III programs.
The Inventory Management System’s menu driven design provides users with a simple and easy to learn means of managing all aspects of inventory—from initial purchasing and complete job costing to final billing.
Inventory Master File: The number of inventory items per client which can be supported by the Inventory Master File is limited only by available disk space. Each inventory file consists of several fields for data entry. The system allows for some of the field names, in particular those pertaining to the four selling prices, to be customized by the user.
Standard fields in the inventory file include: unit of sale, customer order number, and G/L account coding. Inventory items can be divided into user-defined product types.
You can have as many product types as you would like.
The inventory master file is updated from both receivings and sales. In addition, the system tracks both month to date and year to date sales figures.
Purchase Orders: Purchase orders are created and entered into the system to maintain control of ordered inventory. When issuing a purchase order, you may specify new or existing items. For new items, product information defaults from the product style sheets; for existing items it defaults from the inventory file. When ordering new items, the system provides vendor cross reference files to assist in selecting a supplier. In addition, a work order number can be assigned to each item recorded on a purchase order.
Conversion: The receiving module of the system allows for various conversion factors to be set up. These conversion factors can be utilized in both purchasing and receiving applications. The system enables users to place orders in either imperial or metric measurements, or as an area figure.
The system also permits you to display more than one type of measurement for an item on a purchase order. When material is received, the system can automatically convert the measurements to best suit your requirements.
Receiving Input: The system’s receiving module is directly linked to the purchase order module. The system is capable of receiving items from purchase orders to packing slips and from packing slips to invoices, or directly from purchase orders to invoices.
The system can accommodate multiple packing slips against one purchase order. Packing slip quantities and invoice costs can be adjusted on the fly.
When entering receivings from a purchase order only exceptional or unique information needs to be entered into the system. Once the inventory items have been received, a purchase and requisition report can be printed.
If there are any discrepancies between actual goods received and those ordered they will be displayed on this report.
If items are received in different currencies, the system can automatically calculate the exchange and any applicable duties.
If Arctic File III is being used, a transaction file can be kept that will store all data pertaining to receivings input.
Point of Sale: The point of sale option is a front end or counter sales invoicing application. It can only be accessed by valid sales staff. Once a salesperson has entered their sales identification, invoices can be entered, deposits applied, and payments processed for any given customer.
The system provides a standard name search feature which facilitates customer entry. If permissions have been granted in a salesperson’s file, new customers can be added to the Arctic Data Accounts Receivable records from within point of sale.
Items can be added to, changed, or deleted from an invoice using the point of sale’s edit mode. This eliminates the need to reenter the entire invoice if a mistake has been made.
Provincial sales tax and goods and service tax can be automatically calculated and applied to invoices if this has been specified in the tax status of the Accounts Receivable customer files.
A variety of different payment categories such as cash, cheque, Visa, and Mastercard can be defined to suit your requirements. At the end of each day, a cash report can be printed which displays the subtotals within each payment category, and a grand total of all payment categories.
Markup and Discount Structure: A user-defined markup and discount structure can be set up for each Accounts Receivable customer. A specified percentage can be deducted from any of the five available retail price levels or added to the cost price. Discounts and markups can be applied to specific items or product groups.
Work Orders / Costing / Estimating: The inventory management system supports two types of work orders: cost work orders which are used when creating a finished product, and retail work orders. Cost codes enable the system to track all G/L distributions associated with the assignment of materials, labour, and overhead.
In turn, this ensures that all financial records are kept in order. An unlimited number of items can be applied to work orders. If a work order is converted to an invoice, a complete listing of the work order items will appear on the invoice, and you can edit the invoice if any corrections need to be made.
Work order profiles can also be stored in the system to allow for use at a later date.
Once a cost work order has been completed and closed, the quantity and cost fields in the finished goods inventory will be updated. This is a powerful tool for those operations which involve internal manufacturing.
Sales Orders: Sales order can be created to assist in keeping track of customer orders. The sales order module allows you to reserve available items and back order and track unavailable items until they arrive. Once an order has been filled, a detailed invoice can be generated for the customer.
Depending upon customer requirements, orders which involve available and back ordered items may also be invoiced to expedite the order, and improve cash flow.
Stock Transfer: The stock transfer feature can track the physical movement of inventory from one location to another and record any financial entries for such transfers to the G/L. The stock transfer feature thus helps to ensure that stock records match the stock amounts at each location.
Stock Count: Despite all efforts to ensure that stock records match the actual stock on hand, this is not always the case. Discrepancies can and do appear when a physical inventory or stock count is taken. The stock count feature allows the quantities in the inventory file to be adjusted to the actual figures as necessary. Any related financial adjustments will then be made through this program.