Home Products Pricing Support News Gallery Contact Blog About
© 1985-2013 CAPITAL Office Business Software

Suppliers

Business Software

Business Software You Won’t Outgrow

Supplier Accounting

Supplier accounting can support an unlimited number of supplier accounts & can maintain an unlimited transaction history on each. There are no ‘end period processes’ so there is no extra work at the end of each month. Users can work in an unlimited number of periods simultaneously if allowed, and transactions may be entered and edited for any day of the month or year and back or forward dated as required, subject to the security restrictions assigned to each user.

Contact Details

Maintains phone, fax, mobile numbers, e-mail, and web site info. And each supplier may link to an unlimited number of related contact records, such as purchasing department, accounts department, sales, managing director and so on. Notes, documents and images may be associated with each record.

Customise the Presentation

The Screen Builder visual design tool lets you customize the record to suite your exact needs. Remove the information you don’t want & add your own, including lists and images.
Power Efficient Access Quick, efficient on-screen inquiry, allowing professional and timely customer service.        

Unlimited History

Information for all suppliers is kept on file for as long as desired. Easily statements, receipts, etc., whenever required. Print, fax or email documents with a click of your mouse.      

Multiple Delivery Addresses

All suppliers have access to a multiple delivery address file.        

Multi-Currency

Handle an unlimited number of foreign currency types and accounts.          

Multi-Departments

Accounts can be assigned to departments (income & cost centres) for separation into divisions/branches. Accounts may be ‘locked’ to particular departments or may cross departments depending on transaction type.          

Account Grouping

Group supplier accounts by category, i.e., industry type, as well as by department/business unit.        

Note Pads

Unlimited length note information can be maintained for each supplier. Useful for recording conversations, special instructions, product technical information, etc. Notes can be printed on forms, labels and reports. All entries are automatically date/time/user stamped.        

Reminders

Reminder messages and special alerts can pop-up when accounts are accessed.

Flexible Editing

Edit the details of paid transactions, security permitting, without having to remove credit note or payment allocations-- provided the transaction value is not altered. Convenient when you need to alter a reference number.

‘Open Item’ Accounts

Payments can be automatically allocated by the computer or manually by the operator.

Payment/Invoice Cross-reference

Each invoice keeps track of the cheque or cheques that paid it. Each payment keeps track of the invoice or invoices paid.
Search

Flexible Searching

Search instantly on account code or name or perform a text search to locate information on any field, such as suburb, street address, phone number, email address, etc. Opt to simultaneously search linked notes, documents & secondary contacts.
Adaptability

Screen Builder

The contents and appearance of the supplier screen can be easily altered. Up to 6 tabbed pages (screens) of information can be added to the supplier accounts database. Users can add their own input fields to existing screens for additional comment lines, references & more.

Variable Terms

Monthly, 7, 14, 28, C.O.D., 90 day and user defined trading terms up to 999 days per account.          

Open Transactions

CAPITAL's accounting software lets you have a one click view of only the transactions for your suppliers that remain unpaid or uncredited.         Payment Reversals Payment & credit notes can be changed or reversed, security permitting, at any time if mistakes require correction.        

Images & Documents

Link images, documents & external files to supplier records.      

List View

Suppliers may be viewed in list form on-screen. Each list may have a user configurable selection of columns. An unlimited number of lists may be created.          

Security

Hide or prevent editing of any field (such as the discount level or on-hold status) or prevent viewing of the whole account, subject to the user's security level. Depending on the edition of CAPITAL running, accounts & their associated transactions may be selectively hidden from view. For example, department A cannot view the accounts or transactions of department B.

Expense Tracking

Track operating expenses by assigning expense codes to supplier transactions. (Up to 4000 per transaction.) The operating costs of your business can be printed for analysis and these can be tied to match the chart of account coding used by your general ledger.
Reporting Summarised and Detailed Supplier Lists Account Balance Reports for current and past periods (aged trial balance) with 3 presentation formats Activity History Payment Lists in various formats Supplier expenses and expense categories Foreign Exchange Gain/Loss Cash requirement report with discounts obtainable calculations Purchases by supplier groups Purchases by product groups Shipment costings by supplier Outstanding purchase orders Stock received by supplier RA (Return Authority) repairs tracking Supplier shipments performance analysis
Features

Central Billing

Full support for head office and sub-accounts (branches) for your accounts payable system. View individual account balances & total balances on-screen. Supports credits & payments across accounts.

Hold Accounts

Put accounts on hold, specify whether statements should be issued.        

     Google Maps Integration

       

Edit/re-print In All Periods

Supplier transactions may be edited, security permitting, in any accounting period. The security system can also prevent users from doing this.          

3 Ageing Methods

Supports three types of ageing:  Calendar month  Ageing on credit terms  By specified due dates Due date ageing can be set and controlled by individual transaction. Export to Microsoft Office The supplier file can be loaded into most popular spreadsheets such as Excel & OpenOffice, databases such as Access and word processors such as Word. Mail merging with Microsoft Word, or linking to external applications.

Synchronize with Outlook

Transfer your supplier records into Microsoft Outlook contacts.

Templates

A template is a copy of the basic elements of a transaction, that allows you to enter similar transactions quickly. For example, if you are always entering a phone bill into the system from the same supplier, with the same expense allocations, saving the transaction as a template means that you do not have to enter the same basic details over and over again.

‘Short-cuts’

Replace expense & chart of account codes with alternate, usually more descriptive, codes. For example, a difficult to remember code such as "20315" could be accessed by entering ‘VEHICLE’ instead. Short-Cut codes can consist of up to 4000 expense or chart of account codes.
Discounts & Pricing

Discounts & Special Pricing

Choice of multiple discounting methods:  Unlimited specific/agreed item pricing by supplier, and unlimited Supplier Special Pricing rules may be defined.    Assign discounts by product, supplier code, category, product supplier range, stock group range, location, time frame, department, tax code, unit of measure, quantity break, price group, ‘on special’, and GST free status.

Special (OEM) Buy Pricing

Special cost/purchase prices from your supplier(s) can be set-up for specific customers or customer groups to ensure accurate profit reporting.

Early Settlement Discounts

The discount for early payment can be shown on your statement as a total or on individual transactions.          

Automatic Discount Calculations

During payment entry discount entitlement for early settlement is calculated. Operators can accept the default or override the amount manually.
Statements

Multiple Statement Formats

 Open Item Format     List paid transactions,     discounts claimed & cheque     issued only.  Simulated Brought Forward     Includes debit and credit     columns.  Historical     From last zero balance.  Remittance     Payment or cheque details     with transactions paid.  

Customize Statements

Statement appearance can be altered to suite your exact requirements and can include a reconciliation cut-off section. Export statement info into spreadsheets, etc.

Print Prior Period Statements

Statements can be printed for any prior period and/or year.          

Selective Statement Generation

Limit to specified terms, specified minimum balances, specified supplier categories, overdue accounts only, activity (even if the monthly balance was zero) or have them individually confirmed.
Advanced Features

Retentions

Automatic calculation of retention deductions according to a user specified variable rate. (Suitable for PAYG.)

Formula Based Tax Calculations

Likely future changes & requirements can be handled now. Users may enter mathematical formulas defining tax calculations. Ideal for supporting GST.

Transfer to Card Files

Supplier details can be ‘archived’ into other files for reference purposes.

Part Payments & Pre-payments

Payments may be entered before invoices are processed as pre- payments & accounts may be part paid. Payments across accounts (central billing) is also permitted.

Bulk Supplier Payments

Allocates transactions for payment, taking advantage of early settlement discounts where applicable. Allocations may be manually overridden or adjusted. Set oldest accounts to pay and money to allocate. Skips transactions or accounts in dispute.

EFT’s

Generate and issue electronic fund transfers to supplier bank accounts via your banking software. Automatically dispatch reconciliation statements to your suppliers.