PURCHASE ORDERS

1. Does your PO system allow for line item discounts and comments?

Line item discounts are used in the purchase order system as well as two levels of discounts that can be applied to the purchase order as a whole. Comments may be entered onto any purchase order as line item comments.

2. Does PO system track purchase orders?

Tracking is done through codes placed on the purchase orders that have passed through the system. All PO's are kept in a purchase order history set of files.

3. Can prior POs be duplicated for ease of use?

Duplication of purchase orders is not currently supported but could be added to the system if desired. Automatic generation of purchase orders from the suggested purchase report will create PO's for given vendors for exactly the product needed at that time.

4. Can a PO begin one day, be added to on another and be then released on another? Is the PO dated on the beginning date or release date?

Purchase orders can be modified up to and including the point at which they are received. The purchase orders have an entry date, a due date and a cancel date.

5. Can a PO be faxed directly from computer to vendor?

Purchase orders can be faxed to the vendor directly from the PO entry program. In fact, any report, document or screen can be directly faxed to any customer, vendor or a hand entered telephone/fax number.

6. Describe how the PO integrates with I/C and A/P.

Purchase orders are tied to the A/P system by PO number. When an invoice is received for product and the PO number is entered on the invoice entry screen a window pops up showing the PO and its current status. This is used to verify the invoice amount. The inventory for stocking orders is placed into inventory and becomes available for all to draw from. Special orders coming from sales entry are flagged during that process and are flagged again when received. This prompts reporting on a salesperson-by-salesperson basis that product has arrived for one of their orders. At the time of receipt, the inventory control clerk will be notified of the special order receipt. He may tag the items and place them in a special order area of the warehouse or stock them as normal. While no tags are specially prepared by the system at present, this can be added at your request.

7. Do special orders generate automatic POs? Are salesmen automatically notified when special orders have arrived?

The sales entry program has a flag on each line item that can be set to indicate if the item should be purchased specifically for this order. Special order items or non-stock items will set this flag automatically. This flag is also used to indicate the need for stocked items. This may be the case if a customer orders 25 of an item that would normally have a stocking quantity of one or two. When an item is flagged to be specially ordered, a record is placed in the suggested purchase file which is reviewed by the purchaser. Once reviewed and approved, it is released to a purchase order. When the items are received, the suggested purchase file is flagged that the items have arrived and a subsequent salesperson notification report is generated.

Additional Purchase Order Features:

• Suggested purchase report feeds a purchase order file for automatic generation of PO's
• Vendor performance for each item is kept to insure you are purchasing the item from the vendor with the best price and delivery record.
• Interactive notepad comments for an order will display whenever the PO is pulled up to review, change or receive.

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VENDOR RETURNS

1. Does the Advantage 2000™ system track items sent out for repair, credit or exchange? Do you require RA references and do you track credits as A/R entries and post them to accounting?

The system will track items sent back for repair or credit/exchange. An RA number assigned from the vendor is tracked upon the credit PO. Entry of an RA number is not mandatory within the system. Placing the credit into A/R for tracking is a second step to the process. This is done through the direct invoice entry program which places amounts in the A/R system without a sales ticket being generated.

2. How do you specify credits/exchanges/repairs at the time a unit is sent out?

Specification of the type of return is done through notes on the credit PO. This can be changed at any time. However, it is the responsibility of the purchasing agent to notify or send a second copy of the changed credit PO to the vendor. If an item is replaced, a normal credit PO and purchase PO would then be created.

3. Can the Advantage 2000™ system tracks items received at any location?

All PO's track by warehouse location and are receivable at any location if desired.

4. Do you allow for parts tracking outside the normal sku?

The system allows for purchasing, stocking and selling of non-stock items.

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END OF DAY - BALANCE

1. How many payment options can we use (i.e. cash, checks, visa, mc, discover, A/R, coupon, etc.)?

An unlimited number of payment options may be set up. Further, as many types of payments may be taken on an invoice as is necessary. Each is recorded for end of day close-out procedures.

2. What type of store-level report of register/drawer activity is printed to balance cash drawer?

End-of-Day close-outs may be performed by cashier or register. A full journal of the payments taken at each register is listed and balanced with the starting balance and any pickups, cash outs or deposits to the drawer throughout the day. This journal must be balanced and updated at day end if the Register Close out module is activated.

3. How does the Advantage 2000™ system track cash paid-in/paid-out of the cash drawer?

Any transaction into or out of the cash drawer must be recorded and is used to balance the drawer to the final count. All transactions are posted to the GL to the specific accounts set up by your accounting person. The code used to record the posting is a selection made by the store manager. The accounts posted according to each code is set up by your accounting manager.

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GENERAL LEDGER

1. Must we close the accounting period before opening another one? Are backward revisions possible?

You may have up to 24 open periods for the general ledger. No posting may be done to a closed period.

2. Is inventory computed at cost, net cost, or NNN cost?

Inventory cost is computed by received cost for the average method and LIFO/FIFO methods but not for the Standard costing method.

3. Which of the following inventory methods can we use - Lifo, Fifo, or average?

Method of inventory costing is decided between Standard cost, Average cost, LIFO costing or FIFO costing.

4. Does the Advantage 2000™ system assign a G/L account at time of posting for payment? Is this revisable prior or after payment?

The general ledger account posted upon the payment of invoices for inventory is defaulted to the normal inventory account. This may be over-ridden at the time of entry. There is one account you assign to inventory received but not invoiced.

5. Can we pre-assign a percent of expenses based on application to a given store, market, or division company-wide?

Recurring entries provide for automatic percentage allocation. However, General Journal entries must be apportioned at the time of entry.

6. Can we print P & L's monthly by location, market, division and total?

All general ledger reports including the Income Statement and Balance Sheet are available by Company and Division.

Additional General Ledger Features:

• Detail or summary information on an account-by-account basis.
• Full integration from sales, purchasing, inventory, A/R and A/P systems.
• Automatic copy feature to facilitate easy start of new companies or divisions.
• Up to 99 divisions and companies.
• Full budgeting system.
• Multiple user-defined formats for each financial report.
• Balance Sheet, Income Statement, MTD Budget Comparison, YTD Budget Comparison, MTD/YTD Budget Comparison, Sources and Uses of Funds and Net Change in Working Capital reports all provided.
• GAAP fully adhered to in the all processes and postings.
• Full audit trail of transactions.

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ACCOUNTS PAYABLE

1. Can merchandise received be matched to invoices and PO's before payments are approved? Also, can global and line item discounts be verified?

Purchase orders receipts are displayed when entering invoices from a product vendor once the purchase order number is entered. Both line item discounts and order discounts are supported. In fact, two-level global discounts are supported as well.

2. Can vendor invoice/ payment history including check numbers be applied to each invoice?

Full invoice and payment history is kept on-line and is available for inquiry with a few keystrokes.

3. Can multiple invoices to a vendor be combined on a single check?

As many invoices may be processed on a single check as you desire. You can also flag individual invoices to print on separate checks even though you may be processing other combined invoices on a single check within the same check run.

4. Are "Comments" available for the check register?

Comments are available on the check register, the invoice, the check itself and on the check preview.

5. How do you track invoices for vendors requiring 1099 reporting?

Vendors invoices subject to 1099 reporting are fully tracked for 1099 generation at year end. This is on an invoice-by-invoice basis. Vendor invoices not subject to 1099 reporting are not included.

6. Does the Advantage 2000™ system allow input of recurring expenses for cash flow analysis purposes (e.g. estimated payroll, estimated taxes, rent, etc.)?

Our accounts payable system will allow for recurring invoices as well as adjustments, combinations and pre-payments.

Credit invoices may be shown on the check voucher even though the outcome may not affect the check amount. In addition, an unlimited amount of notes may be added to the check voucher for any additional information you may want to pass on to the vendor on the check itself.

7. Can we print reports by vendor/by date and by vendor/by due date?

   Reports by vendor and due date are included.

Additional Accounts Payable Features:

• Checks may be released automatically by due date, discount date or any number of days prior to those dates.
• Accounts payable system is fully period encoded such that invoices and payments may be processed into there rightful period.
• Invoice entry is made simple by defaulting most information , including expense account information, once the vendor number, invoice number and amount are entered.
• Vendor priority codes are used to facilitate check releases.
• Vendor class codes can specify a check limit amount.
• Multiple cross references are maintained on each vendor for ease of lookup.
• Settings for retention period of invoice and payment information may be made on a vendor-by-vendor basis..
• Checks may be issued to vendors other than the billing vendor.
• Standard reports include Cash requirement report, Purchase Journal, Disbursements Journal, A/P Aging Report, Vendor Transaction Report, Manual Check Register.
• Manual check processing is fully integrated into the payable records and history.
• GAAP are fully adhered to in the all processes and postings and a full audit trail of transactions is maintained.

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ACCOUNTS RECEIVABLE

1. Can an A/R be generated automatically from a P.O.S. and posted directly to customer account statements?

A/R sales or payment types taken as A/R are automatically placed in the customer's A/R account.

2. Can A/R payments be accepted at a P.O.S. and posted to the customer account? Can we accept A/R payments at a P.O.S., to be posted to correct invoice by bookkeeping after the fact.

A/R payments may be accepted at the point of sale stations as payments for specific invoices or as ONACCT payments, to be later reconciled to invoices. There is also a program that will apply ONACCT payments to invoices automatically on an basis of oldest invoice first. This can save hours of research and data entry. Of course all payment posting may be reviewed prior to update.

3. Does an A/R require a PO number in order to release a sale?

Purchase order numbers as well as other customer specific information can be pre-set as required information prior to making a sale, whether or not they are A/R.

4. Does a P.O.S. require some sort of management approval in order to allow new A/R accounts? Also, can we create new A/R customers at the point-of-sale. If so, how do we prevent the creation of multiple customer accounts (i.e. with slightly different spellings)?

A/R customers can be added at any time, even in the middle of processing a sales ticket. The process is fully security controlled such that you determine who can add customers. A full cross search is kept by name or any other identification that you like to keep you from accidentally adding a customer who already exists in the file.

5. When can we generate statements showing invoice numbers, PO numbers and holds?

Statements are generated at any time and contain a complete list of the open invoices at statement time for a customer. You may also print statements that limit the transactions to a specific date. This will enable you to print statements on the 10th of the month showing only information up to the end of the last month. This allows posting of payments right when received, even if the statements have not yet been run.

6. How does the Advantage 2000™ system handle special pricing by item/by A/R customer.

Our software offers a pricing matrix that will control the price of any item, group of items or by several other factors that affect a sale.

7. Can we post an A/R or payment through a P.O.S. to a customer account automatically?

Posting to A/R happens automatically for all sales or payments designated as accounts receivable. Processing payments to A/R is available through the sales entry program.

8. How is our staff notified of pre-arranged customer agreements to pay by credit card with payment?

Notes indicating arrangements for automatic payment by credit card are provided for.

Additional Accounts Receivable features:

• Ability to add direct invoices without processing sales through the sales entry program.
• Ability to see A/R by branch or by job for any customer.
• Floating aging periods.
• Several Aging program options including by salesperson, branch and much more.
• Compete history of all A/R invoices and payments kept on-line and immediately displayable.
• Direct output of account situation including payments, aging and complete open invoice list that can be sent to the customer's fax machine with a just few keystrokes.
• GAAP fully adhered to in the all processes and postings and full audit trail of transactions.

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