increase sales

Payments - When payments are received, you can specify how much was paid against each invoice. This allows for better control of the system and easier reconciliation with your customers. Of course, Windward offers several shortcut keys to simply pay all the invoices in one fell swoop or to pay invoices up to a given amount.

increase sales

Work in any month or year - You can enter invoices into any month in the current year or previous year, and reprint most reports for any given period. This allows you to continue invoicing first thing in the morning of a new month, even if the back office is not finished charging interest, adjusting accounts and printing statements. Many other systems require that you completely finish a month before being able to start a new month or year.

increase sales

Customer Credit Control - On the customer account, you can specify the credit limit for the customer, in addition to the price schedule to use, charge type, and comments. If you try to create an invoice that will put the customer over their credit limit, the system will warn you. If you do not have the security clearance to override, the invoice can not be completed until the account is paid.

increase sales

Collections - Collections on outstanding debts are never fun, but Windward can make them easier. You can print an aged A/R report, complete with customer name, phone number and a list of all the outstanding invoices. Optionally, this report can be configured to only include customers with balances older than a certain number of days, such as over 60 days or 90 days so that you don't have to manually skip over the current customers. As you call each customer, you can enter your comments into the appointment scheduler and set a date to review their file and ensure they have paid, and if not, to call them back. By keeping track of all you customer contacts, it's easier to control when to call and remind them of their past promises.

accounts receivable statements

Once you are finished the entry for a month, you can print the customer statements to help remind the customers to pay you. You have the option of printing to paper, but if you are using WinFax, the system can send the statements directly to their fax machine.

Note that if you are charging interest for overdue accounts that you must run the intererst calculation routine before printing the statements. The interest routine optionally allows you to skip some customers if you know they will not be paying interest.

Use Windward's Form Designer to create the look and feel of your statements. You can add your logo and specify exactly where you want the fields printed. We recommend using a Laser printer because of the speed and quality of the print, but if you are using an old Dot Matrix printer, Windward has a special setup section so that the statements can be optimized for printing text to Dot Matrix printers. This will then allow you to print very quickly.

Note: If you are charging interest for overdue accounts that you must run the intererst calculation routine before printing the statements. The interest routine optionally allows you to skip some customers if you know they will not be paying interest.

 

inventory sales

  1. Invoicing is easy and natural with Windward System Five. All those invoices marked as Accounts Receivable automatically are added into the Receivables section of the program without you having to do any extra work or run a batch program.

    If you make a mistake and edit an invoice to make some changes, those changes are automatically dragged into the Accounts Receivable section because of the unique way Windward System Five is integrated. Changes are also written to the Audit trail for security purposes.
  2. With the appropriate level of security, the user can view your cost and profit margin before applying a discount
  3. Tendering with a foreign currency is supported
  4. Optional interface to credit card verification software
  5. Track service technician time spent versus time billed and print productivity reports
  6. Send invoices directly to customers via e-mail or fax
  7. Send special orders directly to the purchase order module so they will not be forgotten

 

aged accounts receivable reports

When Accounts Receivable invoices are entered, they immediately are posted to the customer account and to the Aged Accounts Receivable list. This report will show you who owes you money, how much, and how long it has been outstanding in the current, 30 day, 60 day and 90 day coloumns. As an option, you can reprint this report for any time back in history. This is very important as you might start invoicing in the current month before being finished with the system in the previous month and printing that report. Most of our competitors cannot print the reports for previous months even if they let you enter data for the previous months - a huge shortcoming of those systems.

accounts receivable payment received

When payments are received, you can specify how much was paid against each invoice. This allows for better control of the system and easier reconcillation with your customers later. Of course, Windward offers several shortcut keys to simply pay all the invoices in one fell swoop or to pay invoices up to a given amount.

 

 

multi-month

Work in any month or year. You can enter invoices into any month in the current year or previous year, and re-print most reports for any given period. This allows you to continue invoicing first thing in the morning of a new month, even if the back office is not finished charging interest, adjusting accounts and printing statements. Many other systems require that you completely finish a month before being able to start a new month or year.

 

customer controls and credit limits

On the customer account, you can specify the Credit Limit for the customer in addition to the price schedule to use, charge type, and comments. If you try to create an invoice that will put the customer over the credit limit, the system will warn you. If you do not have the security clearance to override, the invoice will not be able to be completed until the account is paid.

early payment discounts

You can setup the invoices and/or statements to give an incentive for customers to pay early. You can specify the percentage discount if paid by a certain time measured either in days from the invoice creation or a day of the month in the next month. Example would be a 2 percent discount if paid by the 10th of next month.

When the payments are entered into the system, you can enter the amount actually paid by the customer and if they took the discount, the system can alter the invoice amount and post the difference to the discount ledger, allowing you to track the amount of discounts given over the year.

 

account collections

Collections on outstanding debts are never fun, but Windward can make them easier. You can print an Aged A/R report complete with customer name, phone number and a list of all the outstanding invoices. Optionally, this report can be configured to only include customers with balances older than a certain number of days, such as over 60 days or 90 days so that you don't have to manually skip over the current customers.

As you call each customers, you can enter your comments into the appointment scheduler and set a date to review their file and ensure they have paid, and if not, to call them back. By keeping track of all you customer contacts, it's easier to control when to call and to remind them of their past promises. Often, the customer may try to wriggle out of making the payment while they try to reconcile the amount owing. All the information is cross referenced several different ways to help you easily reconcile customer accounts.

For example, you can view a customer payment and list the invoices paid and the amounts applied to each invoice. Or you could view an invoice and list all the payments made on the invoice. Or you can view the customer record and list all the invoices and or payments on file for the customer.

 

signature capture

Does your retail or wholesale business have customers that purchase on account by signing an invoice? If so - you probably have extra paperwork to do as a result; making duplicate copies to keep on file for yourself, for the customer and to send to the customer at the end of the month. If there were an easier way, wouldn't you like to know about it?

There is.

 

Signature Capture is now available on Windward System Five. Now the customer is able to digitally sign the invoice, saving you from having to generate and file extra copies. The captured signature can also be printed on the invoice for the customer, speeding up payments on charge accounts. When generating a statement for the customer, the signature collected for the invoice can be printed on the statement to show the customer who signed for what.

What happens if there is a partial pick up and someone else charges on the account? Will the first signature be signing for any subsequent purchases?

No. The whole system is security based. When another person charges on the same invoice, they have to sign. The system stores the most recent signature.

 

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.

 

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. More information on special inventory items.