Speak to an Independent Software Expert Now
(800) 827-1151 8am-5pm (ET)

Polymathic General Accounting

A full ERP system designed by Polymathic Group.
Questions about Polymathic General Accounting? Call (800) 827-1151 and talk to a software expert now.

With Polymathic software, business can have all the data processing power that larger minicomputer systems have because they are getting the same software that has been proven on our minicomputer system, not scaled down microcomputer versions.

Every Polymathic system is comprehensive enough to offer all the features any business could want. However, using our unique software development methods, we are also prepared to customize any of our packaged application software.

Accounts Payable

The Accounts Payable system offers a complete, easy to use procedure for the verifying and recording of liabilities, the timely payment of obligations and assures that current information is available for use in determining future cash requirements, and planning for the maximum use of cash resources.

The advantages of this system are:

  • Vendor and open item information is accessible at any time for reporting, inquiry and updating.
  • Liabilities are automatically aged.
  • Cash requirements are projected, and available discounts are identified.
  • Invoices can be paid on a selective basis.
  • Cheques are automatically written.
  • Timely reports are generated to assist in management analysis and planning.
  • This package forms a portion of our integrated Accounting System which also includes General Ledger, Accounts Receivable,Order Entry, Inventory Management and Payroll.

Commonly Asked Questions

  • Which accounting method(s) can be used for accounts payable?
    • Cash & accrual
  • What is the maximum number of vendors which can be created and maintained in the vendor file?
    • Limited only by disk space
  • What is the maximum number of accounts payable which can be open at any one time?
    • Limited only by disk space
  • How many different chequing accounts can be used for accounts payable?
    • One
  • Which information is created and maintained in the accounts payable vendor file?
    • Name and address
    • Personal contact and phone number
    • Vendor number
    • Terms of payment
    • Due days after invoice date
    • Discount percentage
    • Year-to-date purchases
  • How does the Accounts Payable system assist with the preparation of cheques?
    • Preparation of amount due report
    • Print the cheque (including MICR encoding)
    • Preparation of disbursements report
  • Can prenumbered cheques be used with the software?
    • Yes
  • Can the Accounts Payable software calculate and apply discounts automatically?
    • Yes
  • If the system can automatically calculate a discount, can the discount be overridden?
    • Yes
  • How can the discount be overridden?
    • By selected vendors or by selected invoices
  • Can expenditures be allocated to specific profit centers?
    • Yes
  • Can expenditures be allocated to specific jobs?
    • Yes
  • What reports can the Accounts Payable system produce?
    • Open item report for all accounts payable
    • Open item report for a specific vendor
    • Cash requirements report
    • Aging reports by due date
    • Purchase journal (voucher register)
    • Vendor list
  • Can a prepayment report which compares several different payment schemes prior to printing cheques be produced?
    • No

Accounts Receivable

The Accounts Receivable system offers a complete, easy to use procedure for keeping records of customer’s purchases and payments and controlling collections, sales, credit authorization and adjustments. The advantages of this system are: Credit and collection departments know the status of each account at all times. Current records are accessible to those making adjustments and to those handling payments. Management is able to determine the profitability of each customer. Statements are ready to mail at the appointed time. Automated accounts receivable processing minimizes errors and eliminates paper handling. It increases productivity and efficiency which results in added profits.

This package forms a portion of our Integrated Accounting system which also includes General Ledger,Accounts Payable, Order Entry, Inventory Management, and Payroll.

Commonly Asked Questions

  • What type of Accounts Receivable system(s) does the software support?
    • Open item
  • How are cash receipts for open item accounts applied?
    • Always to a specific invoice
  • What is the maximum number of receivable accounts which can be created and maintained?
    • Limited only by disk space
  • Can finance charges be applied to pastdue accounts?
    • Yes, for all past due accounts and for selected past due customers only
  • Can finance charges for past due accounts be charged at different rates for each account?
    • Yes
  • Can finance charges be applied on a different number of days after the due date for individual accounts?
    • Yes
  • Can the software account for revenue derived from finance charges separately from that derived from goods or services?
    • Yes
  • List the information maintained in the accounts receivable customer file?
    • Name and invoice address
    • Personal contact and phone number
    • Salesman
    • Ship-to address
    • Credit limit
    • Discount code
    • Account balance
    • Customer’s sales - year-to-date
    • Customer’s last payment date
  • Aging reports are available for:
    • All customers or selected customers
  • Aging is calculated from:
    • The invoice date
  • Which accounts receivable screen inquiries will your software provide:
    • Inquiries by invoice date
  • Can the software produce customer account statements?
    • Yes, for customers with an outstanding balance
  • Can customer statements be produced for different periods?
    • Statements are produced for the same period, eg. monthly or quarterly
  • Can the Accounts Receivable software automatically calculate and report salesmen’s commissions?
    • No
  • Which reports can the Accounts Receivable software print?
    • Age of Accounts Receivable in order:
      • by customer
      • by salesman
      • by region
    • Sales Journal
    • Statement by Account
    • Distribution Sales Journal
    • Cash Receipts Journal
    • Sales Report
      • by customer
      • by product
      • by salesman
    • Customer List
      • in numerical order by customer number
      • in alphabetical order by customer name
      • showing new and deleted customers only

Canadian Payroll

A comprehensive, time-saving payroll system that calculates and prints cheques and provides distribution to multiple General Ledger accounts (interacts with General Ledger Program). The program gives you efficient handling of hourly, salaried and commissioned employees. Calculate income tax, U.I.C., C.P.P., Q.P.P., regular overtime and vacation pay for all provinces and territories. Quickly and easily print T-4 slips, pay cheques and a variety of other useful reports.

Features

  • Processes payroll for both multi company and multi division
  • Handles weekly, bi-weekly, semi-monthly, monthly and annual pay frequencies
  • Calculates hourly, salary, salary plus hourly, shift premiums, commission payrolls etc.
  • Provides for automatic preparation of T4’s and T4 summaries
  • Interfaces with the General Ledger system to allow distribution of payroll costs to general ledger accounts
  • Distributes employee gross pay to departments or cost centres
  • Distributes deductions to specified general ledger accounts
  • Accumulates totals for printing selected reports
  • Provides for up to 50 types of earnings and deductions
  • Handles multiple-rate overtime calculations automatically
  • Has complete employee file maintenance: add, delete, modify, display and list
  • Allows entry and editing of all earnings and deductions data, including hours, dollar amounts rates etc.
  • Allows optional distribution of payroll costs to multiple General Ledger accounts
  • Automatically calculates the gross payroll, taxes and voluntary deductions
  • Allows manual entry of transactions to adjust the computer cheques

Commonly Asked Questions

  • What type(s) of payroll earnings categories can be processed?
    • Salary draw against commission
    • Salary with overtime piecework
    • Hourly fixed amount on a project basis
    • Straight commission
  • Can more than one of the above categories be used for a single employee?
    • Yes
  • Can the software automatically calculate commission earnings from sales data?
    • Yes
  • Can there be more than one commission rate for a single salesperson?
    • Yes
  • For a single employee, can there be more than one rate of pay within one pay period? (eg. shift bonus)
    • Yes
  • Can the software account for sub-contract personnel?
    • Yes
  • What is the maximum number of employees (all earnings categories) which can be on the payroll in any one pay period?
    • Limited only by disk space
  • What is the maximum number of records in the personnel file?
    • Limited only by disk space
  • What pay period can be used?
    • Weekly
    • Every two weeks
    • Twice a month
    • Once a month
    • Annually
  • Which form of payroll payment will the software account for?
    • Cash
    • Cheque
    • Bank transfer
  • What is the maximum number of different deduction categories (eg. C.P.P., U.I.C., union dues etc.) which the software will support?
    • 50
  • In addition to current salary and position information in the personnel file, is it possible to maintain previous salary and employment position detail for employee history inquiries and reports?
    • Yes
  • Can the software account for vacation and sick time accrued?
    • Yes
  • Can the payroll expenses be allocated to individual profit centres?
    • Yes
  • Which payroll and personnel reports can be printed?
    • Payroll journal
    • Deductions register
    • T4’s and T4 summary
    • Summary payroll report
      • by employee
      • by cost centre
      • by general ledger distribution
    • U.I.C. termination slips and summary report
    • Employee year-to-date earnings record
    • Vacation and sick pay accrual report
    • Taxable benefits report
    • Personnel records - all detail
    • Personnel records - summary
  • Can the software print pay cheques?
    • Yes

Construction Accounting

Our Construction Accounting system was developed specifically for contractors and sub-contractors of all sizes in all phases of construction. The system meshes an advanced data processing and control system with sophisticated, yet simple-to-use, on-line management information in any or all of the following areas:

  • Payroll
  • Accounts Receivable
  • Accounts Payable
  • Job Cost Analysis
  • Purchase Order Control
  • General Ledger

Construction Accounting is a fully integrated total management information and accounting system built around Application Modules that can be personalized to user’s needs.

Easy to Use

The Construction Accounting system is an on-line and user-oriented system. All data tasks utilize easy-to-understand video screen formats which prompt even relatively unskilled operators simply to fill in the blanks.

System Integration

All systems are fully integrated. You do not have to enter data twice. When data is entered, it will automatically be passed to other systems that also need that data.

Data Validity

Because all data processed by the Construction Accounting system is user-oriented and controlled, we’ve written special accuracy safeguards to prompt users to enter current data. The system automatically edits all data for consistency and reasonability, validates against master files displaying names and descriptions when appropriate, and totals batches for all long repetitive numeric entries.

Data Security

The Construction Accounting system protects all data files from unauthorized access by limiting the availability of files to individual users. In addition, the use of the various applications is further restricted to those authorized and who use the correct password.

Installation Time

You can start using the Construction Accounting almost immediately. Your first application-payroll, for example-can be up and running within the first month. And when you’d expect to wait many months to start reducing operating costs and saving money, that’s an advantage that really pays off) Thereafter, we can fit other applications of the CAS to your environment as fast as your people can master the relatively simple user skills - 6 months at the most, usually in 90 days.

Training and Documentation

Complete documentation is provided with each system. In addition, training is available at either Polymathic or at the user’s site. Polymathic will make sure that your people learn to use the system correctly.

User Satisfaction

Polymathic is committed to provide the user with a system to meet his needs. All the sub-systems have been designed to be easily modified, and many options are available without any reprogramming.

Payroll

Overview

Canadian Payroll: A comprehensive, time-saving payroll system that calculates and prints cheques and provides distribution to multiple General Ledger accounts (interacts with General Ledger Program). The program gives you efficient handling of hourly, salaried and commissioned employees. Calculate income tax, U.I.C., C.P.P., Q.P.P., regular overtime and vacation pay for all provinces and territories. Quickly and easily print T-4 slips, pay cheques and a variety of other useful reports.

Features

  • Processes payroll for both multicompany and multidivision
  • Handles weekly, bi-weekly, semi-monthly, monthly and annual pay frequencies
  • Calculates hourly, salary, salary plus hourly, shift premiums, commission payrolls etc.
  • Provides for automatic preparation of T4’s and T4 summaries
  • Interfaces with the General Ledger system to allow distribution of payroll costs to general ledger accounts
  • Distributes employee gross pay to departments or cost centres
  • Distributes deductions to specified general ledger accounts
  • Accumulates totals for printing selected reports
  • Provides for up to 50 types of earnings and deductions
  • Handles multiple-rate overtime calculations automatically
  • Has complete employee file maintenance: add, delete, modify, display and list
  • Allows entry and editing of all earnings and deductions data, including hours, dollar amounts rates etc.
  • Allows optional distribution of payroll costs to multiple General Ledger accounts
  • Automatically calculates the gross payroll, taxes and voluntary deductions
  • Allows manual entry of transactions to adjust the computer cheques

ACCOUNTS PAYABLE

Overview

Polymathic’s Accounts Payable system is designed to provide the user with an effective yet economical means of controlling cash disbursements and outstanding invoices. This system can be interfaced with the Job Cost and General Ledger systems.

Flexibility has been built into the system to give the user as much freedom as possible. Cheques can be written by hand as well as on the computer without any loss of control.

All outstanding invoices are summarized by vendor and summary totals are shown for all future pay dates to assist the user in controlling the cash flow.

Entries can be changed or deleted with the proper adjustments being made to the related sub-systems automatically. Discounts can be computed automatically.

The system is completely under the user’s control. Inquiries can be made into outstanding invoices by vendor. Cheques can be generated and printed later whether one check or a hundred, the system will enable you to get cheques when you need them.

The following reports are available:

  • Aged Cash Requirements
  • Aged Trial Balance
  • Cash Requirements
  • Cheque Reconciliation
  • Cheque Register and Cheques
  • Cheque Report
  • Purchase Journal
  • Cash Disbursements
  • Supplier Open Item
  • Supplier Master
  • Supplier Master Updates

JOB COSTING

Overview

The Job Cost system brings together the expenses and billings from all facets of a job. It can automatically interface with the Payroll, Accounts Payable, Accounts Receivable and General Ledger Systems for input. Its purpose is to produce an up-to-date accurate report for a given job. This report eliminates the need to look at payroll for labor cost, accounts payable for material, sub-contract, and other costs, as well as any other reports containing costs which rightfully should be charged to a job.

The system provides on-line updating and inquiry to all jobs. The data is up-to-date as of the last update run (updates can be run as often as necessary). Reports can be printed upon request for one or more jobs.

Estimate figures can be entered from the estimator’s bid sheet when the job is received. They can then be updated as required.

Each category of costs carries estimate, cumulative, cost to complete and variance figures.

Finally, detail information can be shown for all codes and categories.

All of the above information is actually controlled by job numbers. It is totaled by job to provide a complete picture, or each job can be displayed separately.

In summary, Polymathic’s Job Cost System is probably the most vital link of the entire General Accounting System. This phase will normally justify the cost of the entire system.

PURCHASE ORDER

Overview

Polymathic’s Purchase Order System is designed to provide the user with a simple means of controlling the flow of purchase orders, and its interaction with the Accounts Payable and Job Cost systems.

The system is designed to enable the user to update purchase orders on-line. The disposition of the purchase order is entirely up to the user. Purchase orders can be changed or deleted with the appropriate adjustments being made automatically to any other related system.

The system enables the user to update, inquire, or delete any purchase order, while also enabling the entry of receipts and specific items of any purchase order. Each on-line function that affects the purchase order in any way will generate an audit listing of any changes and prepare the necessary information for any other related system.

The system is very flexible, enabling the user to keep records of the lump-sum purchase orders, or with detailed receipts and/or detailed items of the purchase order In either case, the system is effective, yet economical.

The following reports are available:

  • Open Purchase Orders Report
  • Job/ Purchase Order Analysis

ACCOUNTS RECEIVABLE

Overview

Polymathic offers an open-item Accounts Receivable system. The system can be interfaced with Polymathic’s General Accounting System, and performs all of the required functions relating to the analysis, verification, and maintenance of accounts receivable transactions.

The Accounts Receivable system is updated as each entry is made. All transactions and file maintenance are done on-line to provide the most up-to-date possible data. Each client is up-to-date as of the last transaction. Thus, you will know what is outstanding now, not what it was last week or last month.

Reports are available are:

  • Monthly entries by client
  • Masterfile listing
  • Client listing
  • Aging report
  • Summary aging report
  • Statements
  • Outstanding Receivables Report

GENERAL LEDGER

Overview

A powerful, time-saving system developed by chartered accountants that eliminates tedious paperwork. Number of accounts limited only to amount of available disk space. User-defined Chart of Accounts, or Standard Chart of Accounts. User friendly data entry. System provides user with simple questions to answer with alternatives displayed on the screen. Automatic writing of debits and credits for all transactions. Data entered into the memory of the computer from one program can be automatically accessed by any of the other programs. The system is designed so that the user is required to have a minimum knowledge of accounting or computers.

Features

  • Will interact with Accounts Receivable, Accounts Payable, Payroll, and Time Accounting
  • Designed to handle companies in any industry of any size
  • Flexible so that reports can be tailored
  • Income and expense percentages are automatically calculated
  • Variable account descriptions give you complete flexibility
  • Flexible account groupings allow you to summarize several accounts under one heading
  • Direct transfer of data processing printouts into word processing and spreadsheets
  • Flexible account structuring. The System uses a four digit alphanumeric major account and a two digit numeric subaccount number
  • Multi-divisional features allow you to have up to 99 individual profit centers
  • Financial statements may be provided on demand
  • Easily accommodates any financial period
  • Accounts automatically closed at year-end and balances transferred forward
  • Summarized or detailed chart of accounts can be printed at any time
  • Unlimited number of general ledger accounts may be scheduled by individual transaction
  • Accounts may be scheduled in any order
  • Standard journal entries may be set-up for such items as depreciation, prepaid expenses etc. and posted automatically
  • Invalid account numbers are automatically rejected by the system
  • Field duplication key so that repeated information can be duplicated from transaction to transaction by pressing the ENTER key
  • Unlimited number of journal entries
  • Annual budget amounts
  • Account history is automatically accumulated and stored
  • Comparative statements may be produced
  • Accruals automatically picked up from subsequent periods
  • Leadsheet production
  • Allows for duplication of standard or existing chart of accounts and financial statement codes for new companies
  • Integrated with The Smart Series to allow data and file transfers into database, spreadsheet and word- processing modules. User may query or rearrange information contained in the General Ledger files. Produce custom reports, update budgets and cash flows, compute financial ratios, select audit samples, query selected information, produce charts and graphics for presentation… that’s just a sample of the uses you will find using this integrated package.

Commonly Asked Questions

  • What is the maximum number of General Ledger accounts which can be created and maintained?
    • Limited only by disk space
  • Can accounts be allocated to profit centres?
    • yes
  • What is the maximum number of profit centres?
    • 99
  • Can the financial statements be set up to compare current year’s figures to those of the previous year?
    • yes
  • Can the financial statements be set up to compare current year’s figures to budgetary figures?
    • yes
  • Can the accounting period be fiscal as well as calendar?
    • yes
  • How often can the various reports be produced?
    • on demand
    • quarterly
    • monthly
    • annually
  • Can the system automatically pick up accruals from subsequent periods?
    • yes
  • What reports can be produced?
    • general journal
    • chart of accounts
    • detailed trial balance
    • summary trial balance
    • financial statement grouping codes
    • balance sheet (10 options)
    • general ledger posting analysis
    • accruals listing
    • profit and loss statement (10 options)
    • general ledger account analysis schedules

Fixed Asset Accounting

The Fixed Asset System is designed to reduce the time and effort involved in maintaining the necessary information for depreciation assets. The following features are available:

  • Two methods of depreciation are available:
    • straight-line
    • declining balance
  • Depreciation on each asset is calculated for book or tax purposes
  • Fields are provided for the location of each asset, serial numbers, investment tax credits, insurance and property classes
  • The system allows for multiple locations, departments and classes of assets
  • The depreciation expense and accumulated depreciation for each asset can be viewed on the screen
  • The system will ensure that the accumulated Net Book Value does not exceed the cost of the asset
  • Depreciation is calculated by asset category to aid in general ledger accounting
  • Reports are available detailing asset additions and dispositions for the fiscal year to help in preparation of tax returns
  • A report writer can be purchased separately to aid in creating customized reports

General Ledger

A powerful, time-saving system developed by chartered accountants that eliminates tedious paperwork. Number of accounts limited only to amount of available disk space. User-defined Chart of Accounts, or Standard Chart of Accounts. User friendly data entry. System provides user with simple questions to answer with alternatives displayed on the screen. Automatic writing of debits and credits for all transactions. Data entered into the memory of the computer from one program can be automatically accessed by any of the other programs. The system is designed so that the user is required to have a minimum knowledge of accounting or computers.

Features

  • Will interact Accounts Receivable, Accounts Payable, Payroll, Order Entry, Inventory Management, Fixed Assets and Time Accounting;
  • Designed to handle companies in any industry of any size;
  • Flexible so that reports can be tailored;
  • Income and expense percentages are automatically calculated;
  • Variable account descriptions give you complete flexibility;
  • Flexible account groupings allow you to summarize several accounts under one heading;
  • Direct transfer of data processing printouts into word processing and spreadsheets;
    • Flexible account structuring. The System uses a four digit alphanumeric major account and a two digit numeric subaccount number;
  • Multi-divisional features allow you to have up to 99 individual profit centers;
  • Financial statements may be provided on demand;
  • Easily accommodates any financial period;
  • Accounts automatically closed at year-end and balances transferred forward;
  • Summarized or detailed chart of accounts can be printed at any time;
  • Unlimited number of general ledger accounts may be scheduled by individual transaction;
  • Accounts may be scheduled in any order;
  • Standard journal entries may be set-up for such items as depreciation, prepaid expenses etc. and posted automatically;
  • Invalid account numbers are automatically rejected by the system.
  • Field duplication key so that repeated information can be duplicated from transaction to transaction by pressing the ENTER key;
  • Unlimited number of journal entries;
  • Annual budget amounts;
  • Account history is automatically accumulated and stored;
  • Comparative statements may be produced;
  • Accruals automatically picked up from subsequent periods.
  • Leadsheet production;
  • Allows for duplication of standard or existing chart of accounts and financial statement codes for new companies;

ODBC compliant to allow data and file transfers into database, spreadsheet and word-processing modules. User may query or rearrange information contained in the General Ledger files. Produce custom reports, update budgets and cash flows, compute financial ratios, select audit samples, query selected information, produce charts and graphics for presentation… that’s just a sample of the uses you will find using this integrated package.

Law Office

Polymathic’s Law Office accounting system is a sophisticated accounting package for use in any sized law firm. It performs all the usual accounting functions including full trust accounting and time accounting.

It is so easy to use that only minimal operator training is necessary and No special skills are required. The system comes complete with operator’s manuals containing step by step instructions for set-up and use. The system is password secured to prevent unauthorized access to your records. A feature of this system is that the operator is only required for data entry and the computer will perform many of the accounting and reporting functions automatically without supervision.

The Law Office Accounting Package includes Time Accounting, General Ledger, Accounts Payable, Accounts Receivable and Financial Reporting.

Features

  • Complete general ledger with financial statements
  • Complete Time Accounting with; Work in progress, Accounts Receivable, Trust Accounting, and Time Accounting files from the inception of the client, and client reports and statements
  • Trust accounting system including trust deposit and trust accounts and trust receipts and trust disbursements journals
  • Full time accounting to track time and work done by client, by lawyer, and by activity. This is a time management system to aid in billing, not an automatic billing system
  • Complete Accounts Payable handling for expenses and client charges
  • Aged Trial Balances for Accounts Payable and Accounts Receivable
  • Accounts Receivable interest charge function for selected clients
  • Financial Statements by individual lawyer (or department) as well as for the entire firm
  • Self verifying automatic posting system
  • Each month’s data is stored intact and reports may be run at any time
  • Word processing utilizing popular packages
  • Mortgage amortization schedules

Order Entry / Inventory

The Polymathic interactive Inventory/Order Entry Control System is solution-oriented and provides an effective tool for processing orders, analyzing sales, and controlling inventory. It offers an affordable system that captures data and generates management reports. Interactive lead-through simplifies the operation and puts information at the fingertip of the people who have a need to know. The applications include Order Processing, Inventory Management, and Sales Analysis. They operate as an integrated system and interface with general accounting applications such as Accounts Receivable, Accounts Payable and General Ledger.

Order Processing

Consists of the following functions: order creation, order release, maintenance, reporting, and inquiries. It controls backorders and provides automatic pricing.

Inventory Management

Maintains minimum levels of inventory to ensure profitability while still satisfying management consideration for customers service. It provides for recording and reporting stock movement.

Sale Analysis

Maintains sales history, reports sales activity, and provides decision-making information.

The integrated system provides efficient data processing and maintains up-to-date information.

It enables management to:

  • Provide fast order turn-around
  • Offer flexible, automatic pricing and discounting
  • Make timely price changes
  • Reduce inventory costs
  • Speed accounts receivable collections
  • Improve cash flow
  • Increase profit margins
  • Reduce back-orders
  • Improve customer service
  • Maximize return on investment

ORDER PROCESSING

ORDER ENTRY

The system is simple to operate and easy to learn. It simplifies order entry processing… it permits operation by current personnel.

The system features an interactive video display that allows the operator and system to be constantly in contact with each other. Displayed instructions lead the operator through each step of the order entry process. For example, the video screen prompts the operator to enter the customer number, item number, and quantity and displays data entered for visual verification.

The system automatically….

  • Validates data entries immediately upon input
  • Finds the customer’s name and address in the customer master file and writes it to the open order file
  • Checks customer’s credit limit and informs the operator whether the credit limit has been exceeded or whether this order will cause it to be exceeded
  • Finds item in inventory master file, displays the item description for visual verification, and writes item description to the open order file
  • Checks for availability of stocked items, displays these items to the operator and reserves them in the open order file
  • Calculates prices, discounts, quantity breaks, and taxes

The system also:

  • Provides for entry to ship-to-address if different from bill-to address
  • Provides for special descriptions that may apply to the entire order or to an individual item
  • Provides for entering special charges, such as freight and handling charges
  • Provides daily transaction register and totals for input control
  • Provides a printed journal
  • Provides an exception report as orders are being entered
  • Produces pick tickets to facilitate picking items in the warehouse

ORDER ENTRY ACTIVITY

Immediately available, this report is produced as orders are entered. It pinpoints exception conditions and provides a complete audit trail. Warning messages are printed for any item that requires action due to below minimum or out of stock conditions. The report also indicates other conditions such as credit limit exceeded, price overrides by the operator, and cost deviations.

PICK LIST

This easy-to-read pick list, showing item number, description, and warehouse location, increases picking productivity. The marked-up-copy serves as a turnaround document for order release.

INQUIRIES

The Order Processing system displays inquiry information on video screens. These screens provide the user with an up-to-date picture of orders and price exception information.

OPEN ORDER

This inquiry screen shows all line items that are associated with an order in the open order file. This condensed version of the Open Order Status Report provides quick access to an order record.

CUSTOMER PRICING EXCEPTIONS

The system also allows inquiry into the special pricing given to an individual customer.

INVOICING

The invoicing menu screen indicates options that lead the operator through a series of easy-to-follow instructions. Using the pick ticket returned from the warehouse as shipment notification, the operator is prompted by the video display to enter the order number and to indicate a completed or partial shipment. The system automatically validates items entered and updates Order and Inventory information such as on-hand and reserved balances.

Provisions for processing partial shipments, backorders, repricing, additional special charges, credit memos, etc., add flexibility to the system.

From the invoicing menu screen, the operator selects the invoice operation and the system automatically:

  • Produces the invoice
  • Prints customer name and address
  • Prints ship to address, if different from sold-to
  • Details all items shipped and indicates back order quantities
  • Calculates and prints, by item, selling price and cost price
  • Applies appropriate discounts
  • Calculates gross margin amount and percentage for each line item and for the total invoice
  • Prints an asterisk to identify taxable items
  • Calculates tax by line item
  • Calculates and prints invoice totals
  • Provides for interface to update accounts receivable and sales analysis files
  • Prints cost of sale and gross margin percentage, for each item, on a tear strip on the right side of the invoice

In addition to the invoice, the system prints a detail or summary invoice register and item margin analysis report, and removes invoiced and cancelled orders from the open order file.

ORDER PROCESSING REPORTS

Various control reports and detailed registers and produced to provide audit trails for all data entries and establish control totals for general ledger accounts. Other system reports include:

  • Order Entry Activity List
  • Order Hard Copy Inquiry
  • Customer Pricing Exceptions Change Register
  • Open Order Status Reports
  • Back Order Status Reports
  • Customer Pricing Exception Master List
  • Daily Business Summary
  • Item Margin Analysis

DAILY BUSINESS SUMMARY

The daily business summary shows gross margin for the day, month-to-date, and year-to-date. It may be printed on demand to provide a comprehensive management analysis of orders received, cancelled, invoiced, the cost of sales, and gross margin. It helps management:

  • Make better management decisions
  • Improve profits
  • Provide better customer service

ITEM MARGIN ANALYSIS

This report shows profit or loss of all invoiced items both stocked and non-stocked. It provides valuable information for analyzing item profitability.

STATUS REPORTS

Order status reports may be requested and printed on demand. They enable management to:

  • Audit and maintain tight control over all orders, including backorders and cancelled orders
  • Analyze orders and items by customer
  • Eliminate manual files
  • Prevent loss of backorders
  • Provide better customer service
  • Reduce lost sales
  • Increase profits

BENEFITS OF ORDER ENTRY

  • Provides fast turnaround from order entry to invoicing
  • Offers improved customer service through early deliveries
  • Creates customer goodwill with automatic price, discount, and tax calculations
  • Increases productivity of warehouse personnel by providing additional picking information such as item description and location
  • Generates invoices and reports automatically, allowing employees to be more productive and providing the distributor with accurate and timely management information
  • Checks customer’s credit at order entry to avoid potential credit problems

INVENTORY MANAGEMENT

Effective inventory control is critical in order to maintain inventory levels that ensure maximum return on investment. The Inventory Management System provides the kind of accurate up-to-date information needed to plan inventory functions and control stock-movement transactions. By combining information recorded during invoice and shipment processing with receipts and sales data, the system provides a method of planning, controlling and managing inventory.

BENEFITS

  • Provides a means of recording and reporting stock-movement and inventory status
  • Assists in maintaining minimum levels of inventory without jeopardizing customer deliveries
  • Provides a central file inventory management capability
  • Provides an important tool for making timely purchasing decisions
  • Highlights under-stocked items requiring immediate action.
  • Automates prices, discounts, quantity breaks and product oriented tax data to maintain an effective pricing strategy
  • Accommodates individual and mass price changes
  • Interfaces with order processing to provide complete order control
  • Facilitates physical inventory count
  • Enables management to analyze vendor performance
  • Aids in planning cash requirements for payables

INVENTORY REPORTS

The system provides various reports related to inventory accounting functions, planning and control functions, and purchase orders. The basic form of output is a hard copy printed report, but many video screen inquiry and response displays are available. Inventory Management reports include:

  • Open Purchase Order Report
  • Product Analysis Reports
  • Inventory Item Master List
  • Inventory Status Reports
    • Stock Status Activity
    • Stock Status Analysis
    • Re-Order Review
    • Sales History
  • Transaction Reports
    • Transaction Register
    • Master Receipt List
    • Posting Summary
    • Cost Change List
    • Sales List
  • Physical Inventory Reports
    • Items to be Counted List
    • Reconciliation Report
    • Value Analysis

PHYSICAL INVENTORY

The Inventory Accounting function includes recording and reporting of physical inventory counts to ensure an accurate, up-to-date status of inventory quantities. The system provides:

  • Count tags, or a list of items to be counted, to facilitate the entry of physical count quantities and adjustment quantities
  • A reconciliation report showing current physical count compared to the inventory accounting on-hand balance
  • A value analysis that indicates adjustments posted to the inventory item file

PRODUCT ANALYSIS REPORTS

The Product Analysis Reports classify inventory item by high, medium and low values. Reports list items in descending dollar value.

  • Establishes item priority
  • Permits detailed examination of inventory investment
  • Assists in analyzing the impact of an individual item on the entire inventory movement
  • Pinpoints high and low profitability of items

SALES ANALYSIS

The Sales Analysis System provides analysis of sales activity, indicates sales trends and allows management to make timely decisions.

SALESMAN INQUIRY

REPORTS

  • Salesman Commission
  • Sales Analysis Report by Salesman
  • Sales Analysis Report by Customer by Salesman by Commodity
  • Sales Analysis Report by Salesman by Customer
  • Sales Analysis Report by Customer
  • Sales Analysis Maintenance Register
  • Conversion Control Report
  • Conversion Input Register
  • Salesman Master List
  • Customer Commodity Update Report

SALES ANALYSIS REPORTS

  • Aid in analyzing profitability by customer, salesman, and product class
  • Reveal customers who contribute most to the gross profit
  • Pinpoint customers frequently buying only low profit items
  • Permit evaluation of salesman performance
  • Provide sales data for paying salesman commission

FILE MAINTENANCE

Orders, master files, and prices are easily maintained by following simple instructions displayed on the video screen. Additions, changes, deletions, and inquiries may be made to orders and to master files. A hard copy inquiry function provides a printed response to assist the operator in the modification procedure. Pricing changes may be entered directly through the video display. A printed register provides a complete audit trail of all modifications.

SUMMARY

The Interactive Inventory/Order Entry Control System is processed on an affordable minicomputer that offers big computer benefits. The system enables management to effectively process orders, manage inventory, and analyze sales. It provides solutions to management problems.

BENEFITS

  • Fast order turnaround
  • Flexible automatic pricing
  • Increased employee productivity
  • Reduced inventory costs
  • Improved cash flow
  • Increased profits
  • Improved customer service
  • Maximum return on investment
  • Simplicity of operation

Time Accounting

Too Many Questions

  • How much time did we invest in this account?
  • How many dollars?
  • How much should I charge a client?
  • Am I getting maximum productivity from my staff?
  • Are my receivables being collected? How soon?

These are questions to which professionals need answers if they are to be successful. They must have absolute control over their most valuable asset. Time!

The Answers

Polymathic’s Time Accounting system helps professionals like yourself answer those nagging questions accurately, once and for all. Through detailed information provided by the system, you can spot today’s problems before they become tomorrow’s non-billable costs.

It enables you to account for and bill out the time spent and charges incurred by the individual firm members. The System accounts for each employee’s chargeable and non-chargeable time on a current and year-to-date basis by selectable reporting categories, expenses to be billed to clients, multiple categories of unbilled work in process for each client, and each client’s aged accounts receivable balance. It addresses the four major requirements of any time and billing system, namely accuracy, speed, on-demand status information and billing flexibility. Client reports may be run at any time and always show up-to-the-minute information. Much of the information in the system can be reported selectively.

Reports such as Detailed Client History, Partner Summary, Employee Timesheet Lists, Cash Receipts Lists, Billing Lists, Accounts Receivable Aging Reports are just some of the management tools provided by Polymathic’s Time Accounting System.

Timesheets

  • Weekly, semi-monthly and monthly timesheets are available
  • For proper accounting, it allows employees to enter billable and non-billable time spent on different projects
  • Charges are automatically extended at billing rates
  • Flexible alphabetic descriptions are entered and carried into ledger cards for analysis and billing justification
  • Non-billable time is properly accounted for and accumulated for analysis
  • Client number can be used to differentiate fiscal year breaks for a client, or operational breaks within a client

Detailed Client History

The Open Item and Balance Forward methods are simple and easy to use. In the detailed client history, all work-in-process is assembled by hours and dollars, with various options available for relieving work-in-process of charges billed. It also records billings, receipts and account balances.

  • Print options eliminate the printing of specified client ledger cards. The user can specify that ledger be printed for all clients, active clients or inactive clients and specially flagged clients.
  • Work-in-process relief options are available to the user
  • Alphabetic description is entered by the user on input sheets
  • Work-in-process totals are maintained for billing hours, time charges and expenses. Total billable represent net unbilled dollars (net work-in-process)
  • Hours worked are summarized into any work codes that the user designates
  • Group clients by partner in charge; appropriate totals provided for partner action

History Report

The History Report provides a recap of the client ledger in a condensed form for quick analysis of the most significant work-in-process with time and dollar figures for each client. The flexible printing format provides you with all necessary information in the sequence most suitable to your needs.

Employee Productivity Report

Increased efficiency in labour management is achieved through the use of information available in this report. It contains all productive and non-productive time worked, such as employee vacation, sick time and continuing education hours, to provide detailed analysis of productivity for each employee.

Reviews of Polymathic General Accounting

No reviews have been submitted. Do you use Polymathic General Accounting? , and help other organizations like yours make smarter, more informed software selection decisions!