Accounting and Inventory Management systems integration

Track special orders for customers, enter stock orders, and create, print and receive purchase orders from vendors.

• Enter special orders for customers.  Convert the special orders into sales when received. 
• List special orders that have been received but not yet invoiced to the customer.
• Manage canceled special orders.  If you have not received the special order items, choose to delete the order, transfer the items to an existing order or transfer the items to a new order.  If you have received the special order items, easily transfer them to your available stock.
• Track back orders and other exceptions easily.  The purchase order may remain open, be canceled, or the items may be reordered on a new purchase order.
• Track "best price" for accessories that are provided by multiple vendors and change the vendor to order from when necessary.
• Print pick lists.
• Change cost, prices and other information when receiving.
• Generate reports for order status, back orders and suggested inventory to buy based on established reorder points.  Outstanding orders will be taken into account.
• Print barcodes as inventory is received on a purchase order (requires a barcode printer).
• Change the shipping address on an order, for a customer or for your stock, quickly and easily.
• View the monthly sales history of an item when ordering.
• Use EDI to electronically transfer information (purchase orders, invoices, product availability, etc.).

  

Manage your accounts payable by vendor or date and perform a vendor cost analysis anytime.

Accounts Payable tracks standard payables as well as invoice dating and invoice term payments. Liability for accounting is tracked by vendor, enabling you to automatically separate inventory purchases, bank notes and other payables on the financial statement.  A complete history of each vendor is maintained.  You may view all purchases, invoices and payments by vendor at any time.  

• Establish up to two levels of discounts on invoices.  The best available discount is automatically used to pay invoices.
• Pay invoices individually, by vendor or by date.
• Track COD checks that were written to vendors.
• Enter credit memos. Display the inventory that was transferred back to the vendor and make cost adjustments.
• Display monthly vendor cost analysis for any 12-month period.
• Consolidate multiple invoices into one for term payments (dating).
• Print checks from AIMsi or post manually written checks.
• View purchase order information when entering an invoice, making cost adjustments to the received item.
• Void checks with ease.
• Set up numerous checking accounts.
• Generate invoice aging reports.

A CPA-approved solution for all your accounting needs - whether you or an accounting firm prepares your financial statements.

General Ledger is designed to provide the necessary tools for you or your accounting firm to prepare complete and accurate financial statements. General Ledger, and many of the reports available, were designed with CPAs who are experienced in the retail industry.  The accounting functions are interactive with all areas of AIMsi.  Your accounting is immediately updated in General Ledger when a file is changed or updated through posting.

• Comes with complete Chart of Accounts and Control Tables, which may be changed to accommodate the accounting procedures established by you and your accounting firm. 
• Analyze inventory turns and gross profit. 
• Print check registers by checking account and cancel cleared checks on your statement in one easy step.
• Save ledger detail when a month is closed out and maintain them for a complete year.
• Print financial/budget statements by department and store location.
• Compare the current year to the prior year on the income statement.
• Use AIMsi's standard month-end financial statements or create your own.  For example, create a departmentalized income statement showing accounts for department managers.
• Generate a monthly tax report showing total taxable sales, tax exempt sales, and the sales tax payable for any period.
• Track ledger discrepancies with discrepancy reports.
• Take advantage of AIMsi's integration with Quickbooks.

Email is built into AIMsi, preventing compatibility issues.

• Email any correspondence or report from AIMsi to customers, vendors or employees. 
• Create sales material, letter and label templates in Microsoft Word and email to select customers in AIMsi. 
• Create html emails and send to select customers in AIMsi. 
• Email receipts, invoices, statements, purchase orders, and notices such as delinquency, "repair is ready for pickup", "your order is in" and more.

Powerful system to manage the contact between your business and customers/prospective customers.

Contact Management is used to manage the contact between your store and customers and prospective customers. Call to actions can be added to act as reminders to perform a certain action with a customer on a certain date. The actions might be as diverse as calling to notify of an upcoming sale, calling because a payment was promised and not received or following up with a potential customer. The Contact Management system may also be used as an internal calendar for management and employees.  You will have a better organized staff if the Contact Management system is used to its fullest potential.

• Create complete customer and prospective customer records, including note capabilities with date/time stamps for progress tracking.
• Establish action codes to automatically trigger call back, information follow-up or other critical steps in servicing your customer base.
• Allows for daily, weekly and monthly views of upcoming activities.
• Offers fast, powerful searches to instantly search by company, contact, keywords or several other key identifying fields.
• Generate reports for daily call logs, first time calls and follow-ups.
• Track customer delinquencies and promise to pay follow-ups.

Keep accurate records of all your short-term rentals by customer or inventory item.

Retailers that rent inventory on a short-term (hourly, daily, weekend or weekly) basis know that it is crucial to keep accurate records of the entire rental process: who needs what, when and for how long.  Short-Term Rentals automates this process, enabling you to quickly determine the inventory out on rent and when it is due back.

• Reserve inventory for a future short-term rental, specifying a pick-up date and time and a return date and time. 
• Warn staff members if an item on reserve is about to be reserved for someone else on overlapping dates or times. 
• Pull a reservation into a short-term rental when the inventory is picked up or delivered.
• View availability by category, subcategory, model, SKU and more.
• Collect a deposit at the time of the reservation and refund or apply it when the inventory is picked up.
• Capture credit card information for security deposits.
• Run reports of all outstanding short-term rentals or just those that have not been returned by the specified return date.
• Extend the due date, collecting additional money if required.
• Add late charges when necessary.
• Take advantage of AIMsi's integration with Quickbooks.

Long-Term Rent & Sales Contracts

Long-Term Rent & Sales Contracts is designed to give flexibility to each store to control rental, service, and installment contracts. The various types of rentals that may be tracked are: Rent Month-to-Month, Rent-to-Own, Sales Contracts, Lease Purchases, and Extended Warranty or Service Contracts. A complete history of each contract is maintained, even after the contract is paid off or returned. Your sales staff can easily look up contracts and view the complete breakdown of payments due, including payoff information, making it easier than pulling a ledger card!

 

• Use multiple formulas to calculate payment credit on month-to-month rentals, such as 100% the first 6 months and 80% therafter. 
• Track inventory that is coded as being out on rent and control how late charges should be assessed. 
• Collect rental income and update the inventory record as payments are made.
• Print coupon books or rental contract statements (MICR coupon availability).
• Set up contracts for automatic monthly credit card (integrated credit card processing is required) or bank debit payments (Treasury Software is required).
• Prepare delinquency notices on demand and dramatically improve your collections process.
• Mark a contract for collection and choose to halt all activity on the contract or continue to add payments and late charges.
• Exchange inventory on rentals.
• Establish payoff discounts that are automatically calculated when viewing or posting a payoff.
• Print purchase option letters.

Manage your lessons, from scheduling to billing to paying instructors, all in one place.

Lesson/Appointment/Class Scheduling and Billing enables you to schedule lessons, bill students and pay instructors. It provides a current schedule for each instructor and studio/room space. You can quickly determine space and instructor availability for a specific day and time.

• Create flexible schedules. For example, a student may take multiple lessons in one week. Each at a different time, with a different instructor and in a different area.
• Bill on a flexible schedule, including: weekly, monthly, annually or term.
• Specify whether to allow scheduling conflicts. If a conflict occurs when scheduling, quickly determine the student already scheduled at that time and if the conflict is of type 'area' or 'instructor'.
• Create group lessons and add students to the group. Later change students or cancel the group.
• View the lesson schedule for a specific date, instructor or area.
• Assign start and end dates. The student is automatically removed from the schedule after the end date.
• Define a default time increment for the schedule, for example, 15, 30 or 60 minutes.
• Track attendance. Select excused or unexcused absence reasons from an absence table.
• Make temporary schedule changes such as make-up lessons.
• Invoice the students for lessons according to the student billing. Enter payments as they are received.
• Pay an instructor according to the amount or percentage of student payment that goes to the instructor.
• Print an attendance sheet for the instructor.
• Add notes to schedule records directly on the schedule or while in the student record.
• Generate a report showing total lesson income and amounts paid to the instructor.
• Offer customers an autopay option for lesson invoices. (Integrated credit card processing is required, or Treasury Software for bank debit payments.)

Effectively manage repair and service tickets.

Repair & Service tracks repairs from the receipt of the item to billing the customer and returning the item. This includes estimates, loaners, warranties, and all stages of the repair and service process. A complete repair and service history is maintained for all items repaired, whether the item was purchased from you or not.

• Prepare work tickets and generate estimates. 
• Track inventory loaned to the customer while the item is being repaired. 
• Add multiple repair tickets to the same customer account without leaving the repair ticket window each time a ticket is saved.
• Set up a common repairs table by type of item to be repaired and select from the table when a repair ticket is entered.
• Attach parts to repairs when setting up the common repairs table.  This helps you track your parts and saves time when entering a repair ticket.
• View warranty information for items purchased or rented from your store.
• Assign a technician to the service order.
• Change the shipping address to send the repaired item to when a repair is entered or completed.
• Establish the recommended next service date and letter to be sent to the customer at the time a ticket is entered or completed.  The letter automatically prints at the next scheduled service date.
• Assign multiple tickets for a customer to a single master ticket number.  Access the information from all of the tickets in one location.
• Send text messages to your customers when their service is completed (Active-e B2B required).

*Additional Workstation Licenses $245.00
*Additional Store Location Licenses $595.00