Buying Group Support - If you deal with buying groups, then you'll buy the inventory and goods from a supplier but pay the buying group. This is because to get great discounts, the buying groups often pay the bills very quickly or at least guarantee payment. When you use buying groups in Windward, you'll be able to report on all the purchases from a given supplier, even if you don't owe them any money, and be able to look at the buying group from a financial point of view to see what you owe.

You can even use this technology if you purchase goods with your credit card. There, you buy from a supplier but pay Visa, Mastercard or American Express.

Writing Checks - If you are entering information from a previously handwritten check, you can do that without having to print them. Incredibly, many other systems force you to print the checks, regardless. After creating a check, you can choose to post-and-pay it, or simply batch for later payment. This lets you spend some time setting up the checks. Once you are ready, you can load the checks into the printer and then print and post the batch at one time.

Time Payments: Paying Over Several Months - In some cases, you may get a large shipment of goods from a supplier and be allowed to pay in thirds, one month at a time. Windward System Five will allow you to enter the time payment plan, with the payment distributed up to ten months. This information is used with the cash requirement report to determine which bills have to be paid.


 
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The Bills module allows you to enter bills, modify bills and view transactions related to the purchase of services or product supplied to your business. The transactions are automatically posted to the General Ledger account..

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The Checks module allows you to enter and post and modify/void checks you issue to pay bills for suppliers of services or product to your business.

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Contra Accounts is used when you have a supplier who is also your customer.

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After setting the option for advances on Accounts Payable, you can set up early payment discounts for suppliers. The discount only applies if the bill is paid in full prior to the early payment discount date.

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The Accounts Payable (A/P) module allows you to access a supplier data base and process payment for supply of inventory and services, add and modify bills, add, post, modify, void and print batched checks, setup the bank account, set up contra accounts and use reports to reconcile payables and fix errors. This module interacts with the purchasing, suppliers, inventory, consignment/floor planning items (optional), rental (optional) and units (optional) modules.

Accounts Payable Features

Payable Bills

Entering Accounts Payable bills is easy. Normally, when you receive inventory, the total amount of the purchase is posted to just one ledger number, account 1200 in this example. This is because the inventory being received is detailed on the Add Stock entry in the purchase order section so there is no need to duplicate this information.

Checks (Cheques) and Check Numbering

You may either select the bills to be paid, one at a time, or bring up a list of outstanding bills to select from. Or simply enter a dollar value to pay, and the system will pay the bills from the oldest forward until the money is spent. Of course, the easiest way to create the checks is to automatically create them while printing the cash requirement report.

Batching and Printing Checks (Cheques)

After creating a check, you can choose to Post and Pay it or simply Batch for later payment. This lets you spend some time setting up the checks. Once you are ready, you can load the checks in the printer and then print and post the whole batch at one time. This is useful if you do not normally have a separate check printer but want to start paying bills. It's most often used by running the Payment Requirement report and having it create the unposted checks as part of the report process. Once you view the report, you can edit the checks you don't want to pay, add additional checks and finally print and post the batch.

Manual Checks - If you are entering information from a previously handwritten check, you can do that without having to print them. Incredibly, many other systems force you to print the checks, regardless...

Multi-Month

In many computerized accounting systems, you must finish one month before starting the next. In real life, this is not a reasonable requirement. Windward System Five allows you to enter bills for the current month before you have received, posted, and finished the previous month. When you are finally finished the previous month, normally around the 15th of the month, you can print an aged report that is accurate up to the end of the previous month, ignoring any payments or new bills in the current month. This allows your books to be more accurate on a month to month basis, as the expenses entered for the month really are for that month.

Buying Groups & Finance Companies

If you deal with buying groups, then you'll buy the inventory and goods from a supplier but pay the buying group. This is because to get great discounts, the buying groups often pay the bills very quickly or at least guarantee payment.

When you use Buying Groups in Windward, you'll be able to report on all the purchases from a given supplier, even if you owe them no money, and be able to look at the buying group from a financial point of view to see what you owe. You can even use this technology if you purchase goods with your credit card. There, you buy from a supplier but pay with Visa, Mastercard or American Express.

Time Sensitive Payments - Paying over several months

In some cases, you may get a large shipment of goods from a supplier and be allowed to pay in thirds, on month at a time. Windward System Five will allow you to enter the time payment plan, with the payment distributed up to ten months. This information is used with the cash requirement report to determine which bills have to be paid.

Cash Requirement Reports

The system will allow you to enter the date that bills must be paid for, and then at the time, you can generate a report that can tell you what MUST be paid by a given date. Of course, if you have lots of money, you could just pay off everyone in full. If you have entered the option to pay the bills over multiple payments over time, the system will only report on the portion that must be paid. This report will optionally create a batch of unposted checks you can then edit to post and print.

Aged Accounts Payable Reports

The aged accounts receivable report provides detail of the money owed to the business in an aged format. The Aged Accounts Payable report will display the amount of money you owe to each supplier and show it aged as current, 30 days, 60 days or 90 days and older.

Taxes

Standard Sales Tax - If you have just one, simple sales tax we can handle it. For each customer, you can set a flag marking them as taxable or tax exempt, and you can override that setting on the invoice if required. Tax Zones for different States or Counties - In some areas, such as California, each county has a different sales tax rate that is comprised of the state portion and the county portion. If you are delivering items into these different counties, you must charge the correct tax for each county and remit that at month end. With Windward System Five, you can create a series of tax tables and either place the customer, the invoice, or both within a given tax table. Each table can post to a separate ledger number for sales tax collected so that it can be easily remitted at the end of the month. Environmental Taxes - Governments love to tax, and society as a whole is concerned about the environment. Many states are now cashing in by taxing extra on sales of tires, batteries, oil changes, paint, etc., and the list will only get worse as governments get hungry. With Windward System Five you can easily keep track of all these taxes and automatically charge them when selling inventory. These taxes are generally a fixed amount for each item, such as $3 per tire or $5 per battery, but in some cases there are different charges based on the size of the paint container.

In addition, just to make it all interesting, there is often sales tax on the environment tax, but not always. This is can be set with a soft switch.

Special Inventory Items

Often within your business you may have different products, labour skews or other unique "inventory" types that you would like to have reporting and to be included throughout the other functionality of Windward Software. Knowing your business needs, Windward has built in many different inventory types to accommodate those needs. Whether you need to record labour hours, tire details, consignment items, serialized inventory or have other needs. Windward Software makes this process as simple as possible to speed up efficiency in your business.



 

Inventory Comments

Need to add a comment to your inventory item? Which kind and for what reason?
 

Printable Invoice Comments - This kind of comment will be "dragged" onto the invoice and then printed on the customer's invoice copy at point of sale. You do have the option of editing or changing the comment on the invoice before printing in you need to. This feature is useful for selling service jobs where you can "can" the comment and use it over and over again. For example, rotating and balancing the tires.

It can also be used for warnings if selling hazardous goods by automatically printing the warnings and/or special instructions on the invoice. In some territories, it is now law that you must inform the customer about the hazardous goods, and you should have proof that you did. Without it, you could be liable for damages. This kind of comment can be up to 7 lines long and 60 characters wide.

Printable Purchase Order Comments - The comment you may give to your supplier will probably be different than the comment printed on the invoice to the customer, so we've given you the option of two different comments. This comment will be printed on the purchase order, right under the part number, description and quantity and can contain special instructions such as shipping method, color, handling instructions, etc.
 
Inventory Selling Warning Comments - The warning comment is NOT printed on the invoice, but when the clerk selects that part, it will display the warning comment in a big red box on the screen. It can be used for a warning about problems with the item, or to ask the customer certain questions to ensure they get what they need. For example, if buying a computer game, the system may warn the clerk the package selected is for a Apple computer and not a PC.It can also be used for upselling the customer.

For example, if buying a printer, it could remind the clerk to ensure they also ask the customer if they need paper or a ribbon. While warning comments are generally not printed on the invoice, it could be if needed by setting a soft switch in the master file. If you are dealing with a piece of art and need up to 200 lines to describe it instead of the standard 7 lines, then Windward can do it.

Purchase Order Warning Comments - A purchase order warning comment will, as the name implies, bring up a big red box with the warning comment when that part is selected on a purchase order. It can be used to remind the user of past problems with the item, or to ensure additional products are ordered at the same time. For example, batteries not included.

Freeform Comments - If you have to track some special data with your inventory, you can build your own database to be attached to the inventory items. You can add up to 20 extra lines, and you an define the heading for each line to ensure that the data is entered correctly by all the staff.