Sales Ledger
The sales ledger offers many features in its reporting and many types of reports. There are many automated features that have been written into the program. The ongoing software development since 1983 has been fuelled by customer demand and so the sales ledger is a comprehensive and intelligent program with years of development and testing in a multitude of environments.
Features
The sales ledger's expansive features offer aids to sales management that benefit all walks of business.
  • The system checks any new order against the customer's credit limit and issues an immediate onscreen warning if the limit is exceeded. Options are to override, cancel the order or stop the account
  • Each account carries both expected trading terms and official trading terms
  • Any number of transactions can be grouped together for payment purposes
  • All partial payments are shown in detail to avoid the confusion that can arise from remainder payments
  • Each account can have any number of delivery points that are maintained independently and can be attached to a single statement address
  • Add text notes where required
  • Full BACS system
  • Forward posting is supported in all three ledgers
Versatility
Of particular importance in large and powerful programmes is keeping the system straightforward to use. The system must also be versatile to fit all companies' requirements and to prevent operation from becoming a cumbersome workaround. TOPS's sales ledger is maluable enough to fit around any company's requirements.
  • Invoice addresses can be separate from delivery addresses
  • Occasional drops can be added and amended during order entry and removed by operators if no longer required
  • Funds can be reassigned if the customer's initial intention is misunderstood
  • Ledgers can be running in different periods
  • Different product/customer combinations can be posted to different accounts if required
  • System can handle both allocated and unallocated cash receipts.
Automated processes
Automated processes both reduce the pressure on operation and minimise the chance of problems arising.
  • Special RCS credit watch facility not only compares against official payment terms but also against expected normal payment pattern and alerts users when problems arise
  • Sales account enquiry automatically checks the validity of aged values against transactions and reports any discrepancy
  • Audit trail automatically produced after every posting
  • All invoices remain open until either cleared or written off
  • All payments for a single invoice are grouped into a payment group
  • Settled payment groups do not appear on enquiry screens unless requested
  • Automatically checks integrity of sales ledger with a master account
Customised layout
Each system has its statement prints designed to the customer's desired layout.
  • Have control over what information is included on statements
  • Layout can be altered at a later date
  • Print formats include both remittance advice tear-off and laser print versions
Full integration with all TOPS modules
The sales order processing module automatically writes to the sales ledger and the sales ledger journals fully interact with the nominal ledger.
  • Invoices are posted to sales ledger as batch processes by date range
  • Manual postings also possible
  • All postings to sales ledger also affect the nominal
  • Trade debtors account maintained and checked within nominal ledger
History and reporting
The system can retain as much history as the hardware allows.
  • Logical and powerful sales ledger enquiry program
  • Purchases and balance summaries for current and 2 previous years
  • Statements can be printed for all, any range of or any individual customers at any time
  • Specific customers can be put on statement stop to prevent their inclusion in any batch statement prints
  • Optional facility of preventing statement prints until all orders on that account are fully processed
Report details and their uses

A full range of reports and querying is available.

  • Searches can be made on any field such as contacts during account query and can include wildcards for missing information
  • Wide range of sales ledger reports including turnover and quantity reports by customer, sales rep and product for any period or date
  • Stock, customers, sales reps, geographical sectors and price band rates can be grouped into sales analysis categories and analysed specifically
  • Both standard reports and individual letters can be produced from editable search results
  • Production of debt chasing letters
  • Full aged debt and history reporting can be run at any time for any criteria
  • Invoice, cash and VAT daybooks and summary reports can be printed at any time