MIMICS Accounts Receivable System provides the features required by an Accounts Receivable department that interfaces with the MIMICS General Ledger or exports to other general ledger systems. The system has features ranging from generating invoices, tracking received payments and outstanding invoices, handling recurring bills, and tracking customer deposits and credits. Optionally the system can handle billing for time spent on user-defined projects or services with the system keeping track of all of the time. There are a number of specialized Accounts Receivable Reports that the system will generate for reviewing past transactions, invoice history and payment history. This system is an end-to-end solution for receivables that eliminates lengthy manual procedures.
A file of extensive customer information, including alternative addresses, authorization codes and credit rating information, is maintained for correspondence, billing reasons, and standard terms.
Multiple Recurring Invoices per Customer
Set up different invoicing schedules for the same customer. These recurring invoices can be of any schedule and for any amount.
Invoices can be printed in batch or immediately upon invoice generation. Invoice information can be added ad hoc on a flexible invoice entry screen. Invoice numbers can be generated by the system or can be manually assigned. Automatically generated numbers can be created according to a user-defined ID template.
Time Billing (optional)
The system can track the amount of time spent on user-defined projects and services. The user “clocks in and out” of these projects for specific customers during the day and the system keeps a detailed history of the work. This time can be automatically billed to the customer based upon the rate that is set for the customer and the employee.
Invoice stubs and payment checks may be scanned and the image will be archived for record keeping with the specific invoice.
Recurring Invoice Preparation
Invoices will be generated for customers with recurring invoices. The user can select the number of days in advance to prepare and print the invoices. Manual invoices prepared ahead of time can be printed at the same time.
Envelopes and Email
After invoices are printed, envelopes or mailing labels can be printed by the system. Alternatively, with the Email Option, the invoices can be automatically emailed to customers. These invoices are encrypted pdfs that are attached to the system-generated emails. The passwords can be customer-specific.
Customer Deposits & Credits
The system accepts payments from the customers and manages over and under-payments. The system will either keep overpayments or will print a refund check as defined by the user. Finance charges can be set up for delinquent bills.
The system provides a screen on which the user can view the status of all outstanding payments. The user can drill down to specific items, customer information, and payment history.
General Ledger Interface
The system will interface with the MIMICS General Ledger System or a third part GL System. Accounting Rules are defined by the user that are used by the system to generate the accounting entries.
Past due invoices are flagged as such, and the number of days past due is tracked. Interest can accrue on the balance past due, depending on the system options selected. Statistical reports can be printed to grouping the past due items by the days past due. Past due notices can be produced by the system. The past due “buckets” are user-defined.
All accounts and their parameters is available to verify billing information including recurring invoice information.
The history of payments made can be printed for any time period and can be printed by customer.
This report shows all of the payments due for a user-specified period of time.
Invoice History Report
The system prints a history report of all past invoices based on payment status, date range, account type, etc.
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