Detailed Feature List

ORDER ENTRY

• Begin with either a customer quote, RFQ or live order.
   
• Generate a Request for Quote to any number of vendors and automatically convert the accepted RFQ to an order or P.O. with one keystroke.
   
• Quotes may be saved to track sales effectiveness (quotes written vs. orders booked.)
   
• A completed sales order contains all information needed for Purchase Orders, Customer Invoices and A/P checks, sales history, commissions, forms management, A/R, A/P and G/L totals.
   
• Generate P.O.s from sales orders and group like items to each vendor automatically to gain valuable quantity discounts.
   
• Each product may contain a complete printer specification with up to eight parts, six colors and unlimited special notes. Specs are automatically included with purchase orders.
   
• Recall any customer’s last order by name, product, order number or invoice and create an exact repeat order with a single keystroke.
   
• Items may be costed and priced by unit or lot, and each item can hold up to four different price levels for multi-level discounts.
   
• Free-form customer and vendor notes may be added to each line item. These notes can then appear on P.O.s, quotes, or invoices.
   
• Each order may have up to three separate sales taxes, such as city, county, state.
   
• Each customer may also be assigned a credit limit and a special mark-up or discount percentage for all their orders.
   
• SAFE EE can also handle finders fees, and other extra costs for special orders without skewing profit reports.

COMMISSION REPORTS

When it comes to sales commission reporting, no matter how you pay your salespeople, SAFE EE can handle it simply by modifying the included sales commission reports. This can include percentages by employee, varying rates based on type of product or vendor. Sales commissions can be calculated based on paid invoices, invoices printed, or orders entered during any period.

SALES HISTORY

• Complete sales and cost data is stored with each order so you can report on anticipated revenues and cash flow requirements any time.
• Create sales summary tables to chart month by month performance of salespeople, products, vendors, and customers, comparing performance between quarters or calendar years for paid or open invoices and any combination of the above!

ACCOUNTS RECEIVABLE

• Customer statements can be printed on an open item or balance forward method and up to six separate aging periods are available.
• Late charges and finance charges may also be assessed automatically.
• Summary billing is fully supported.

FORMS MANAGEMENT

• Products may be assigned to a specific customer and/or location.
• A complete log is kept of all activity including sales, releases and counts.
• Counts may be taken at any time and usage is averaged automatically by month, quarter and year to date with comparisons to the same period in the prior year.
• Delivery Notices document each release and may include a delivery bill or warehouse fee. Warehousing fees can also be billed automatically. Charges can be based on quantity released, on hand, or days in the warehouse.
• Presentation quality usage analysis and forecasting reports can be based on rep, customer, or location, for one or all locations.
• The system can automatically generate reorder notices based on past usage, sales invoices, or a fixed number of days between orders.

BANK ACCOUNTS

• Manage an unlimited number of bank accounts and reconcile at any time.
• Checks may be written as direct payments
• Register updated automatically as soon as deposits made or checks written.

ACCOUNTS PAYABLE

• Information entered into sales orders is automatically transferred to A/P vendor invoices. Special charges to be added on with four keystrokes.
• Complete job cost integration: Track profitability by vendor and costs by sales rep.
• New bills can be paid with two keystrokes, or invoices may be selected for payment for one or all vendors.
• Pay bills by date due or vendor.
• Recurring transactions automates routine bill paying.
• Calendar automatically reminds you when to pay bills (and pays them for you if you wish!).
• Cash Flow Projection report plans bill paying automatically.
• Prints 1099’s.

GENERAL LEDGER

• Complete financial reporting system with instant comparisons between any two periods; budgeted or actuals.
• Unlimited open periods.
• Complete audit trails and unlimited on-line history lets you instantly drill down to the detail level of any source transaction from financial reports.
• Chart of accounts and financial statements are completely flexible.
• Financial reports may be generated by department or employee code. You can even have separate P/Ls for each sales rep!

CONTACT MANAGEMENT

• Contacts may be linked to customers or vendor. Instantly jump between customers and their contacts and see at a glance all activities and upcoming events.
• Custom fields, including unlimited X-Dates and custom phone numbers may be linked to any contact.
• All calls, faxes, meetings and letters are logged with notes, duration, and even a dollar value for expense reports.
• Full featured faxing of all documents, including broadcast and delayed faxes.
• Scheduler features day, week and month-at-a-glance calendars for one rep or all reps.
• Set up recurring activities such as regular meetings and important dates not to be missed.
• Convert contacts to customers when entering their first sales order.
• Create as many targeted Mailing Lists as you like based on user-definable keywords.
• Share contact data with all popular Windows 95 applications. Automatically create mail merge documents including sales and receivables history.
• Many styles of envelopes, packing labels and mailing labels, including PostNet™ barcodes are supported.

REPORTS & QUERIES

The information you get out of your system is the main reason to automate. This is the biggest strength of SAFE EE. Most accounting programs limit you to a fixed list of reporting options; in essence limiting the types of business questions you can ask. In SAFE EE, every report and graph lets you select the records to be printed using our Query Window. Almost every field in every file can be selected to order and select only the information you need. Simple. Here are some examples:

• A list of open orders, sorted and totalled by salesperson, with items subtotaled by vendor for only open orders which are have passed their scheduled shipped date, but for which no acknowledgment has been received.
• A list of paid items sold, sorted by date paid, and item category (ad specialty, stock tab, custom continuous forms, etc.) with a subtotal for each salesperson. This tells you not only how each salesperson is doing, but how he's doing with different types of items.
• A list of all customer invoices in a particular sales territory, showing all invoices paid late, and displaying an average time taken to pay. Once defined, each of these reports requires only one few keystroke to print any time. Also, on every report you control:
  • Subtotals based on your selected sort
  • Page breaks after each subgroup
  • Detail or summary report?
  • Line spacing between records, headings and subtotals

DATABASES

A strong database is the heart of any accounting system. Simple Accounting runs with either against several popular SQL databases, including MySQL, Oracle and Microsoft's SQL Server 2000 and 2005. The choice of which database to use depends on your transaction volume and upon the other applications you need to integrate.