Company File - FIL 5

Description/Instructions

The company's name.

The company's address. This address should be the remittance address for the company if you have a centralized remittance address. You can also use the Branch File to set up remittance addresses to which your customers mail payments.

Additional line for address information.

The company's city.

The company's state abbreviation.

The company's 5- or 9-digit zip code.

If the company is in a foreign country, enter the two-character code of the country. Foreign indicates a country other than the country in which this system is installed.

Canadian companies should enter CN as the country code regardless of where the system is located. The CN code activates all fields and functions that are applicable only in Canada.

The company's telephone number.

The day and month of the end of the company's fiscal year in MMDD format. For example, 1231 indicates December 31. This field is accessible only when a high-level password is entered.

the end-of-month date of the last month closed in the Accounts Payable System. This date should never be overridden. This field only accessible when a high-level password is entered.

The chart of accounts number for Accounts Payable.

The chart of accounts number for the Cash Account (bank account) used for issuing accounts payable checks. If more than one cash account is used for issuing checks, this field is blank, or contains the most commonly used account. This is the default used by the A/P system.

The chart of accounts number for discounts taken on vendor bills. This is the default discount account number used by the Accounts Payable entry program.

The chart of accounts number for retained earnings. This is the account number used by the G/L system when a year is closed and all income and expense accounts are cleared. This account must be entered before the G/L system is used.

The format of the check voucher:

• X - The normal option to show vendor's invoice number, date, amount, and type of transaction. This is the recommended option.

• Y - Show the expense account numbers charged on the check voucher. A vendor's invoice is broken down as expensed, instead of being shown as a single item. Enter Y only if you plan to keep copies of every check and use them to review the month's disbursements.

• Z - Also shows the description and the job purchase order number as entered in the Enter Payables program.

The number of days you allow, in excess of the due date, on an invoice to your customer, before considering cash discounts unearned. The grace days are usually entered to compensate for mail time, or EDI transmission time. Grace days are also used in the calculation of interest charges for past due invoices.

The average cost of processing an order in this company. To calculate, divide the total general and administrative expenses by the total number of orders processed in a given year. Two fields are provided; one for the past year and one for the previous year. You must calculate and enter these figures. Average cost per order is used to calculate amounts such as the net operating profit per customer and salesperson.

Description

Go to the Company File Cash Flow and P&L screen.

Go to the Company File Sales Analysis screen. Press F4 again to go to the Month-By-Month Sales Analysis screen.

Go to the Notepad screen where you can enter notes and comments about the selected company.

Ends the job and returns to the File Maintenance Main Menu.

Go to the Company File Entry screen screen.

Go to the Company File Aging Analysis Screen.

Go to the Company File Daily Activity screen.

Description/Instructions

The total amount billed on computer invoices and credit memos, excluding tax, freight, and discounts/handling charges, which appear separately at the bottom of the invoice or credit memo. Miscellaneous sales (sales entered in miscellaneous F6 lines on Order Entry). Can be included or excluded based on a company setting made during system installation.

Gross profit; gross sales (as defined above) minus the cost of goods sold, as it appears on the invoice registers.

Gross profit percentage; G.P.$ divided by the gross sales.

Average order value; total dollars ordered divided by the total number of orders. Order size does not relate to Gross Sale $, unless all of the orders were invoiced during the same period. This field could show an average order figure and 0 for gross sales if the orders were not invoiced. This figure is designed to measure the size of orders, not the size of shipments, which are subject to condition such as out-of-stock, and split deliveries.

The total dollar amount ordered divided by the total number of line items. A single order contains one or more line items. Line items are almost always for products. Lines, such as comment lines and lines are not counted as line items. A line item always includes an item number. Average line dollars relates to orders, not to gross sales. Gross sales is based on invoices.

The dollar amount shipped divided by the dollar amount ordered; measures how well you fill the orders you take. Fill% is calculated at the time of each invoice, dividing the amount shipped by the amount on the order, not including lines coded as back orders. If the Fill% is 100%, you shipped everything that was ordered. Over-shipments are calculated as complete shipments. Fill% cannot exceed 100%. To increase the scope of the Fill% figure, you can enter orders for goods of which you are out of stock. Normally, you would tell the customer you were out of stock and not enter an order that you could not fill. However, if you enter the order and invoice it for zero shipped, the missed sales are reflected in ordering statistics and Fill%, which represent the true demand for each item.

It is not recommend that customer services personnel enter missed sales. However, when orders are entered into the system via EDI, missed sales are entered, and if invoiced as zero shipped, they are figured into the Fill%.

The number of credit memos issued.

The number of orders issued. Orders are only considered issued if they are printed or processed. Temporary holds of inventory are not counted orders until processed as orders. Number of orders should not be confused with number of invoices.

The number of line items on the orders issued. Line items consist only of lines with quantities and item numbers. Miscellaneous lines, comments, and header information are not considered lines for this statistic.

The dollar amount of credit issued; includes credit memos, and credit lines included within debit invoices. Credit lines can be inserted in debit invoices when customers are exchanging material.

Average gross profit dollars per order, an important figure, the total gross profit dollars of orders, divided by the number of orders. This figure relates to the Avg Order $field, and does not necessarily relate to sales for the same period. It is a measure of the profitability of the orders you take.

The inventory turns based on dollar value, followed by inventory turns based upon quantity. The inventory turns are calculated as follows:

Total Cost of Sales

Inventory Value Turns = - Average Onhand Inventory Value

The gross margin return on inventory investment ratio for this item. The GMROI is an industry standard statistical index calculated as follows:

Gross Profit Amount

GMROI =  X 100 Average Onhand Inventory Value

The turn and earn ratio for this item. Turn and earn equals the quantity turns times GP%.

The average cost per order as entered on the Company File Profile Screen. This figure should be lower than the average G.P.$ per order shown above.

Description/Instructions

The company name.

Breaks transactions into Current, 1 - 30, 31 - 60, 61 - 90, and over 90, Ages accounts receivable and accounts payable based on due date. Ages open customer orders on requested ship date, and open purchase orders on ETA dates.

The total of accounts receivable by aging category.

The total of accounts payable by aging category.

The total of open (uninvoiced) orders by aging category.

The total of open purchase orders (unreceived) by aging category.

Forward aging breaks transactions into through current month and each of the upcoming four months. It ages accounts receivable and accounts payable based upon due date, thereby estimating when cash is due to come in and go out. It ages open customer orders on requested ship date, thereby estimating when invoicing can be expected. It ages open purchase orders by ETA, thereby providing estimate of future payables by month.

Includes total open customer orders including back orders.

Includes total of all open purchase orders.

Includes total open customer back orders. This statistic includes open backorders as well as DIR orders. If it is not a Backorder but has no serial# and the Line Status is B, F, D, K or J, it is also considered a backorder and is included in the amount.

Days Sales Outstanding is the number of days of average sales volume currently open in your accounts receivable. A Days Sales Outstanding figure of 45 indicates that your open accounts receivable balance equals 45 days worth of average sales.

• Days sales outstanding is computed as follows:
• Add 90 to the current day of the month to compute current days.
• Add the past 90 days sales to current months sales to compute current sales.
• Divide current sales by current days to compute average sales per calendar day.
• Divide total open A/R dollars by average sales per calendar day to compute the days sales outstanding.

This figure is also available on the Billto File A/R Statistics Screen (accessible via F3) for each customer. You may rank customers by days sales outstanding using the Customer Sales and Payment Analysis Report.

Description/Instructions

Each day in the month being displayed; the system date of when the sales and order statistics were posted. This occurs usually at night. If it is posted after midnight, the next day's date is used. These days are not bound by the calendar, but by the end of the month close. For example, if April is closed on May 4, some May dates can be included in the April accounting month.

Sales for the date from invoicing.

Orders for the day in dollars from the daily order register.

The total number of orders per day, from the daily order register.

Sales - The total sales dollars for the month.

Order$ - The total order dollars for the month.

#Order - The total number of orders for the month.

The total order dollars divided by the number of days with activity.

The total sales dollars divided by the number of days with activity.

The total number of orders divided by the number of days with activity.

Average daily statistics. This can be used for projecting the total month's sales. It shows the average daily invoice dollars, the average daily order dollars, and the average daily number of orders for the month. The averages are calculated by dividing the totals by the number of days shown on the screen.

You can enter any month, since the system was activated to see a day-by-day view of that month. Enter in a MMYY format.

Description/Instructions

The line or sequence number. Lines can be inserted by using the Insert fields or changed by using the F13 function. You can insert a maximum of 9990 lines.

Enter up to 70 characters of text per line. When printed, the first three characters are indented from the start of the description.

You can enter a line number in between the line numbers displayed to insert a new line (e.g, insert line number 15).

Use the F13 function to toggle between entering text at the top or inserting a line and text.

Description/Instructions

The previously selected company number.

The previously selected cost center, if you press F14 from the Cost Center File. If you are in the Company, Branch, or Warehouse Files, this field is blank, indicating that all cost centers are shown.

The previously selected warehouse when you select it from the Warehouse File. In other files, it display blanks, indicating all warehouses are shown, or it can display a previously selected warehouse. In the Branch File, this field is labeled Branch.

All system modules distinguish branch from warehouse. Since these statistics concern inventory, they affect warehouse figures directly. Because branches are selling organizations and not necessarily inventory organizations, these inventory statistics might not relate directly to branches. However, to provide maximum benefit to all system users we have used the following logic in designing these screens. In the Warehouse File, Adjusted Gross Profit figures are strictly related to that warehouse. In the Branch File, all sales figures relate to the branch, but the inventory adjustment figures relate to the warehouse, if any, with the same code as the branch. For example, if you are displaying statistics for the RAL branch, inventory statistics show for the RAL warehouse. If this warehouse does not exist, no inventory figures are shown.

The current accounting month, based on the accounts receivable end of month close dates.

The 12 months immediately preceding the current month.

The 12 months immediately preceding the past 12 months.

The gross sales dollars for the category being displayed.

The gross sales less the cost of sales.

The gross profit dollar amount divided by gross sales.

The various categories of inventory adjustments. Each inventory adjustment is put into one of the available categories. The figures shown for each adjustment category represent their total affect on inventory value during the period shown. A negative value indicates a loss of inventory (as for write offs), and a positive value indicates an inventory gain. You can enter X next to any adjustment category to view the details that comprise the totals shown. Each item number, description, quantity, and so on, can be viewed. Press F18 to display all available adjustment codes.

There are more inventory adjustment categories than lines that can display on the screen. Therefore, you need to roll up and roll down in order to display all adjustments.

The total dollar value of all adjustment categories. The screen displays bottom to the right of the last adjustment category if all categories have been displayed. The screen displays more to indicate other categories can be viewed by pressing ROLL UP or PAGE UP on your keyboard.

The gross profit amount minus the total adjustments, divided by gross sales. This figure shows the gross profit percentage including the effect of inventory adjustments. GP% is lowered if total adjustments are a negative number, and vice versa.

The cost of sales in addition to the total adjustments divided by average inventory value. This figure shows the turns including the effect of inventory adjustments. When computing adjusted turns, if total adjustments is a negative number, cost of sales are increased by that number which then reduces turns.

The gross profit amount minus total adjustments divided by average inventory value and multiplied by 100. This shows the GMROI including the effect of inventory adjustments. GMROI is an acronym for Gross Margin Return on Inventory Investment.

Description

Go to the Company File Aging Analysis Screen. Press F4 again to go to the Company File Sales Analysis Screen.

Closes the window and returns to the previous screen.

Ends the job and returns to the File Maintenance Menu.

Go to a list of all inventory adjustment codes and categories available on the system. From the list you can choose the adjustment types you want to include on the adjusted gross profit screen by entering an X next to your choices and pressing Enter twice. You can remove a category by removing the X and pressing Enter twice. For example, if you only want write offs and damage to display on the Adjusted Gross Profit Analysis screen, press F18 to display a list of codes, and enter an X beside the W and D codes. Press Enter twice to activate your selection. Once selected, these choices remain in effect until you use the F18 function again. You can use F18 to customize the categories displayed on the adjusted gross profit screen. See the sample screen below.

Description/Instructions

The company number previously selected. Depending on your security clearance, you can change this company number to display each company.

This field is blank if displayed via F17 in the Company or Cost Center File, but contains the previously selected branch if you are in the Branch File Maintenance Program. Depending on your security clearance, you can change to another branch. You can enter ? in this field to select from a list of branches. Leaving this field blank indicates all branches are shown.

If you are displaying the High-Level Budget Analysis screen from the Cost Center File Maintenance Program, this field contains the previously selected cost center. From any other file, this field is initially blank. You can enter a cost center or change to a different cost center. Enter a question mark (?) in this field to select from a list of cost centers.

Depending on your security clearance, you can enter any combination of the Company, Branch, and Cost Center Files. For example, you can enter all three, or a cost center without the branch, and so on.

This field initially displays the current fiscal year, but it can be overridden to display another year. All yearly statistics on this screen are based on fiscal, not calendar or trailing year. You must enter a valid year number.

Initially shows the current accounting month based on the accounts receivable system month end close. It can be overridden to display another month. You can enter month 00 to indicate that figures for the entire year should be displayed. Entering Year = 95 and Month = 00 tells the system to display year-to-date actual sales figures versus total year budget figures.

This field initially shows I indicating the inquiry mode. You can change this field to U for update mode. In update mode, the budget figures are accessible for updating. Use the update mode to enter your budgets. Budgets are entered on any record you choose. For example, if you only want to track overall company figures, you should enter a budget for each company number, and leave the Branch and Cost Center fields blank. If you want to budget for each combination of company, branch, and cost center, you should enter each combination, press Enter, enter the figures, and press Enter again.If you want to budget for each cost center not broken down by branch, enter the company number, leave the Branch field blank, and enter the cost center. You need to enter a separate budget for each month. Year-to-date figures are calculated by the system, which adds the monthly records.

The actual sales for the selected period and categories.

The budget figures for the selected period and categories.

The percentage of the budget comprised by Actual. For example, 95.75 means actual is 95.75% of the budget amount or 4.25% short of meeting budget.

This is the actual dollar variance between actual and budget. A negative number indicates that actual is less than budget. A positive number indicates that actual exceeds budget.

The gross sales dollars for the company/branch/cost center.

The gross profit dollars for the company/branch/cost center.

Gross profit dollars divided by gross sales.

The total inventory adjustment dollars for the company/branch/cost center. If a branch is part of the selection criteria, this figure relates to the adjustments of the warehouse that has the same code as the branch, if one exists. See information about Adjusted Gross Profit display for more information about this adjustment figure.

Gross profit dollars less inventory adjustments. Adjusted GP$ can be higher than regular GP$ if adjustments caused a gain in inventory value.

Adjusted gross profit dollars divided by gross sales.

Description

Go to the next budget analysis item without going back to the first screen. This is helpful if you are updating or viewing record by record within the file. Press F1 to enter the current screen and then go to the next record in the file.

Go to the F4 - Company File Sales Analysis Screen.

Switches the budget display between showing budget vs. actual and last year vs. actual.

Return to the previous screen.

Go to the Branch Selection screen, where you can define, or re-define, your branch group. User can have their own branch group definitions. This screen is unique based on user. You select the branches you want by entering an X next to the branch code. You can remove the X to remove the branch from your selections. Once you have made your selection, it remains in effect until changed via F18. Use the *GR entry in the Branch filed to display the totals for the selected branches.