Basic Accounting

The Basic Accounting suite includes both the Job Billing and Receivables modules as part of the core EFI Pace system. Most EFI Pace modules use some information from the accounting area. For example, you can do live credit checks to prevent shipments for past due, COD or customers on credit hold. This type of integration makes the Basic Accounting suite of modules as valuable as other modules in the system. The Basic Accounting suite of modules offers you these features and benefits:

Make decisions about credit in real time

With the Basic Accounting suite, your credit checks include current jobs, change orders and online requests in the equation. Many systems require a synchronization of the accounting data or require you to import or export accounting information for it to even appear. This leads to delays, lack of current information, and introduces possible errors, which can be expensive and embarrassing. If you ship even one job to a past due customer it could be expensive because it may prevent the collection of their old balances, bypass the opportunity to make a collections call with some leverage or prevent the receipt of a check for the shipment when it is delivered.

Protect sensitive accounting information

Security measures prevent unauthorized personnel in your shop from accessing sensitive data. A single login and password for accounting personnel allows instant access to all the information related to a customer, vendor or employee.

Solve complicated accounting problems

We have taken extra steps to provide accounting solutions to complicated issues such as complex commission structures, sales tax reporting, sales credit reasons, cash forecasting and collection activities. These solutions are implemented for the greatest flexibility and ease of use. All information flows directly to the General Ledger (a related add-on module) with a standard PIA recommended or user definable chart of accounts.

Easily adjust forms and financial reports

The Basic Accounting modules generate many accounting reports, along with financial statements. All of our reports can be readily modified using our Custom Reports Module.

Job Billing

The Job Billing portion of the Basic Accounting suite of modules provides a complete and proven method for easily billing jobs, creating invoices and credit memos, and computing sales tax and commissions. This module serves as a bridge between production and accounting and is the “end of the road” for most complete jobs with reconciled costs and billed amounts.
This module offers you these features and benefits:

• Integrates with information from the Job Control Center module (as well as the Shipments and Job Costing add-on modules) to facilitate invoice creation.
• Automatically calculates and adjusts jobs on the invoice with the shipment of overs or unders.
• Automatically itemizes or summarizes change orders.
• Adds inventory items to the invoice while you reduce inventory and its related balances automatically.
• Accumulates and adds to the invoice all freight and miscellaneous charges. The system also calculates, tracks and reports on all sales tax and commissions.
• Tracks customer balances, projects cash flows and payments as deposits after you create an invoice with summary information that is available to the Receivables module.
• Sends invoice amounts to the Job History & Sales Analysis module for sales and marketing purposes and value added analysis.
• Offers numerous options for sales distribution, consolidated billing, automatic billing, value added reporting, sales tax distribution and customized invoice formats.
• Reduces the work-in-process balances on invoiced jobs for a customer (and the company) while increasing the Receivables balances.
• Updates all jobs with status information automatically and removes them from scheduling, and other production areas, as desired.
• Allows for multiple tax distributions.
• Allows for distribution of commission among multiple sales representatives.

Receivables

The Receivables portion of the Basic Accounting suite of modules focuses on monitoring the credit and collection part of your business and offers you these features and benefits:

• Provides for complete management of customer balances, deposits and related information.
• Focuses on collections activity and it is tightly integrated with other core modules such as Job Control Center and Cost-based Estimating and with the add-on eService module to provide the maximum amount of flexibility while allowing detailed analysis of the results of key business and credit decisions.
• Designed around an open items system to track every invoice, credit/debit memo, payment and deposit received.
• Produces and automates the process of customer statements, finance charges, and charge backs while tracking sales tax for any number of localities, sales commissions and sales distributions.
• Offers extensive reporting with a focus on collections with projected cash flows, expected payments, receivable balances, sales commission reporting, sales tax details, collection notes and detailed information as well as extensive customer notes.
• Automatically generates dunning letters for customers who are past due on their accounts.
• Uses detailed inquiries to review customer accounts, A/R balances, customer credit and salesperson information.
• Uses GAAP standards (Generally Accepted Accounting Principles) to process your financial information.
• Facilitates collections when information on all jobs, job history, customer and vendor payments, open or outstanding invoices, customer postage balance and deposits, and even average collection time is available in the same place.