Greentree

Greentree represents a new generation of internet enabled business management tools that makes no compromises in delivering comprehensive functionality, on-line access from desktop products such as Microsoft Excel and a robust and reliable operating environment.

Key Features

Proven Heritage - Greentree has been developed by the authors of CBA, one of the most successful accounting packages for small to medium sized businesses in Australia and New Zealand. Originally released in 1983, CBA has been sold to more than 10,000 organizations and provides a highly functional solution for companies requiring a character-based product. This heritage assures existing CBA users of a comfortable transition to Greentree, with many familiar business processing concepts and familiar features available. New users can also rest assured that the product has been well designed for local businesses with established and proven functionality.

Reliable Technology - Database reliability is a vital issue for businesses today, with the need to minimize the risk of data loss being key. Greentree has been built using JADE, a modern object-oriented database that provides a secure and robust operating environment. With powerful features such as commit and rollback and automatic database recovery, the JADE database requires virtually no user management on a day-to-day basis.

Flexible Configuration - The only constant in business is change, and with this in mind, your accounting system needs to be both flexible and adaptable. Greentree has been designed for a broad range of industries and business types and provides many tools to allow you to tune the system to your changing needs. This includes user-defined fields, reporting Tree structures, screen customization options and a flexible report writer.

Product Overview - Greentree is a modular system, allowing you to select just the functions you need for your business - with the flexibility to add further modules at a later date. The current range of Greentree modules covers the key areas of Financials, Distribution and Job Management.

Internet Enabled- Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

On-line Operation - Transactions entered into Greentree update all relevant modules at the time the source transaction is created, ensuring you have access to the latest information throughout the system. For example, an invoice from a Supplier can be seen in the relevant General Ledger accounts (and Financial Reports) as soon as it is entered in the Accounts Payable module.

The use of an on-line system ensures that you can rely on information in your system being up-to-date, and need not concern yourself with which transactions have been posted. Bottlenecks at month-end are also removed, allowing staff to focus more on analyzing key information in a timely manner.

Multi-Currency Facilities - As businesses become global and traditional boundaries disappear, the systems we use need to reflect this in all areas. In addition to providing full multi-currency capabilities across all modules, Greentree has also been designed to cater for international trading.

Multi-Company Processing - An unlimited number of companies may be defined within Greentree, with access to each company granted to defined users only. Full inter-company accounting is provided, allowing transactions such as Accounts Payable invoice lines to be easily posted across multiple companies.

Tree-Based Reporting - Greentree provides a powerful concept of user-defined Trees that can be used to group information such as customers, suppliers or stock items in ways that are relevant to your organization. Each Tree can have multiple branches for sub-grouping purposes.

For example, your customers could be grouped into geographical areas - by country, by state and then by region or city. Another Tree may group customers by the type of industry they are in, or perhaps the sales region they belong to within your organization. When printing reports any of these multi-level Trees provide meaningful ways to group information. Structures can then be selected for sorting and sub-totaling in ways that are meaningful to your organization.

On-line Help - Greentree contains a complete and detailed on-line help system giving complete information about how to implement and use the system. How to wizards step the user through common tasks such as setting up a customer and processing an invoice. All help information can be accessed through a comprehensive index, as well as a keyword find utility.

Flexible Calendars - With more flexible trading terms being offered today, the ability to tailor these to the needs of each of your customers and suppliers is important. Payment terms have a direct impact on your cash flow and can often be difficult to monitor. Greentree offers a user-defined calendar structure that allows multiple calendars to be created, each with different period lengths and potentially different year start and end dates. In the Accounts Payable and Receivable modules, these calendars can then be applied to different customers and suppliers to give you complete control over the aging periods.

Some of your customers, for example, may be on 7-day terms and others on monthly terms. Within the General Ledger, you may define a calendar that reflects your organizations reporting periods and financial year-ends - this could be 12 or 13 periods, 4 weekly periods, quarterly or any other structure you require. Each of your companies may also use a different calendar structure, if required.

Powerful Enquiries - Front-line staff within your organization requires quick and easy access to key information in your system, if they are to respond accurately to customer, supplier or internal enquiries. Greentree provides on-line enquiries throughout the system that can be easily customized by each operator to display the information they need in a logical and readable sequence.

Easy Month-End Processing - Greentree has been built with the intention of eliminating additional processing tasks wherever possible. The traditional period-end bottlenecks have been removed completely when moving into a new financial period - this process takes just seconds no matter how large your organization is. All reports can also be printed for both the current and previous periods at any time. This means that if an additional sales or financial report is required for a previous period, this can be produced easily and without the need to restore data from that period.

Screen Customization - Greentree screens can be customized, allowing fine-tuning of the information and options presented to users in a way that reflects your business practices. Multiple versions of each screen may be created - and the relevant version of the screen displayed for particular users or user groups. Detailed on-line help guides you through each task within the system.

Powerful Integrated Report Writer - Providing timely and useful reports helps ensure your organization is operating effectively and profitably. All operational reports within Greentree have been designed to provide key information in a logical and easy to read format. The Greentree Report Writer is a standard part of the system. Many reports within Greentree have been developed using the Report Writer and can be easily tailored to each organization’s particular requirements. This may be as simple as adding a new field to the report, modifying the selection criteria screen, or even designing a new report from scratch.

Open Period Posting - Transactions may be posted to both prior and future accounting periods as your requirements dictate. Access to each period is controlled by user security, within each module. Accounting periods may be open, closed, permanently closed or current.

Accounts Payable

Control and monitor where your money is going and you can better control your future. This managerial accounting and information resource helps you meet today’s varied business challenges. By using Accounts Payable you can easily track what is owed to your suppliers and what your forward cash commitments for outstanding invoices and purchase orders are.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Tracking Suppliers - Suppliers can be quickly located by account number, alpha short code or name (or an abbreviation of any of these). Use your mouse or function keys to scroll through the supplier file, depending on your personal preference. Individual supplier accounts may be tracked on an Open Item or Balance Forward basis - and you can switch between these at any time.

Withholding Tax, PPS and GST - Withholding Tax (NZ), the Prescribed Payments System (Australia) and GST (Australia and New Zealand) are fully catered for and all relevant details may be entered against any suppliers this relates to. Deductions are automatically made from payments to the relevant suppliers and may be reported using the relevant tax authority stationery.

Easy Payment Selection - Invoices may be selected for payment in bulk and exceptions easily added or removed from a selection list. Payments may then be automatically processed and checks, payment advices and/or direct electronic payments made via an on-line interface to major banks. Manual payments may also be entered at any time and a check and/or remittance advice hot printed directly from the system. This is ideal for casual suppliers or where you need to make a payment outside of the normal check runs.

Faster Data Entry - A default General Ledger expense account maybe defined against each supplier, which is displayed as the default during data entry. This assists by not only ensuring recurring invoices are coded to the correct account, but saves manually checking which account should be used. Accounts Payable invoice and credit transactions may be posted directly, securely and with full validation, into Greentree from within Microsoft Excel.

This is achieved using Greentree’s unique Excel add-in, allowing complex cost allocations to be handled within Excel - and for this information to be updated into Greentree directly. Transactions that have been entered in this manner may be further edited within Greentree, if required.

Manage Disputed Transactions - Managing the receipt, processing and payment of your suppliers’ invoices is an important part of your business relationships. Suppliers need to be aware of invoices that have been received, but not yet paid - and you need to know what your future cash flow requirements will be. Invoices may be placed on hold as soon as they are received into your office and released for payment as your approval process is completed. Invoices in dispute may also be held and reported separately on your suppliers aged balance report.

Recurring Invoices - If your company has a requirement for recurring invoices, these may be defined once and automatically generated when required. This gives easy control over areas such as rental charges or maintenance invoices.

Sub Modules

Foreign Currency - If the Foreign Currency module is used, overseas suppliers may be maintained and transactions to be entered in the supplier’s local currency. You can access your foreign exchange exposure via an unrealized gains/losses report at any time and realized variances are automatically calculated and tracked.

Accounts Receivable

In today’s hectic business world time is critical. Nowhere is this more important than in your company’s Accounts Receivable department - the nerve center of your accounting operations - where a good portion of the information that can make or break your business is stored.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Tracking Customers - Customers can be quickly located by account number, alpha code or name (or an abbreviation of any of these). Use your mouse or function keys to scroll through the customer file, depending on your personal preference. Individual customer accounts may be tracked on an Open Item or Balance Forward basis - and you can switch between these at any time.

Collecting money owed by customers is critical to cash flow and business survival. Disputed invoices may be placed on hold, allowing the balance owed to be more easily collected.

Managing Overdue Accounts - Businesses today need to offer more flexible payment terms - which may vary for particular sales to individual customers. Accounts Receivable allows the default customer payment terms for each invoice to be modified as they are entered. Greentree tracks invoices so you know exactly when each invoice is due for payment. Additionally customer credit limits can be defined as a total and/or each overdue period.

Recurring Invoices - If your company has a requirement for recurring invoices, these may be defined just once and automatically generated when required. This gives easy control over areas such as rental charges or maintenance billing.

Multiple Delivery Addresses - With up to 999 delivery addresses per customer, you are assured of being able to cope with almost any number of customer locations or delivery instructions. Each address may also include a contact person, fax and phone numbers and even a run and drop number to assist in delivery scheduling.

Sophisticated Discount Options - Both invoice and statement discounts are available, so that discounts to a customer may be provided on an individual invoice line or as an incentive for early account payment. A wide range of discount or special pricing arrangements may be defined for selected customers or customer groups. This may include quantity discounts and/or a discount or price that applies within a specific date range only.

Sub Modules

Foreign Currency - If the Foreign Currency module is used, the system will allow foreign currency customers to be maintained and transactions to be entered in the customer’s local currency. Your foreign exchange exposure may be reported via an unrealized gains/losses report at any time and realized variances are automatically calculated and tracked.

Sales Analysis - Greentree captures detailed sales analysis information and using links to a number of industry standard data warehousing tools such as Excel, Brio, Power Play and Crystal Info. This allows you to view profit and sales trends through multiple levels and from different angles with complete flexibility. You are then able to control and really understand where your sales strengths and challenges are.

CRM - Contacts and Relationships

As organizations constantly look for competitive advantages in today’s rapidly changing business world, managing your customers and sales processes effectively has become essential. Greentree’s Customer Relationship suite provides a powerful base that allows you to define the organizations your business comes into contact with, and what the nature of the relationship is.

Key Features

Hierarchical Relationships - All organizations that you deal with, including customers, suppliers, prospects or competitors, can be maintained in a single place. A wide variety of information about each organization can be recorded, much of it tailored to suit your own requirements. Organizations can have unlimited hierarchical relationships, so you can record details of branches, groups or subsidiaries together. Naturally, Greentree’s standard user-defined fields and trees are available, to enable unlimited information to be captured against an organization.

Contact Information - In addition to the usual name, phone and address details, the reporting structure within an organization can be defined, so that we can better understand how any one contact fits into the picture. Greentree’s standard user-defined fields and trees are also available, to enable unlimited information to be captured against a contact (e.g. Birthdays, Spouse Names, etc).

User defined codes - Most of the look up information within Contacts and Relationships is user-defined, allowing the system to be tailored to your exact needs without re-programming. This can include areas such as: relationship types, industry codes, importance, classifications, etc.

Integration with Microsoft Outlook - Contacts, tasks, appointments and follow-ups can all be published to Microsoft Outlook, providing users with off-line access to key information such as their personal contacts, via mobile devices.

Document Attachments - Any type of document, including Word, Excel, Pictures and Graphics can be attached to an organization or a contact. Documents can be catalogued with summary information and are stored in a tightly compressed database. These can be viewed from within Greentree and printed at any time.

Teams and Work groups - Within your organization, logical groups of people, such as sales teams or service groups can be defined. A person can be a member of more than one group and responsibilities can be reassigned when people leave, move roles, or organizational restructures occur. Teams can be used to maintain confidentiality of information, and reduce the volume of information to a more manageable size, by filtering out irrelevant records.

Data Verification - Accuracy of data in any system can be a challenge, but Greentree’s unique approach, allows information to be verified systematically. Users can clearly see the status of any organization and when (and by whom) it was checked for accuracy.

Full Integration With Other Greentree Modules

Integration with Accounts Receivable is on-line and seamless, with absolutely no data duplication. This means as an address or other details are changed for a customer within Greentree’s Contacts & Relationships module, the customer information in Accounts Receivable is updated immediately. As prospects are turned into customers, a new customer account is automatically created for you from within the Contacts and Relationship module.

Functional Security and Data Security

The Contacts and Relationships module has been designed for use by many different staff within your organization. Protecting the confidentiality of your sensitive data is therefore critical and a powerful data security model has been implemented to achieve this. Security can be assigned by work groups and teams, or down to an individual staff member level.

In addition, Greentree’s powerful security system, which controls which functions and reports any user can access from the menu, can also be used to manage user access to Contacts and Relationships.

Reporting - In addition to the numerous standard reports provided, users can build new reports in Word, Excel, Access or Crystal using either ODBC or Contacts and Relationships built in Microsoft Office integration.

Other Modules

Sales & Marketing - This module provides a range of tools for full sales cycle management, pipeline reporting, quote creation and automated sales order creation. With on-line access to Inventory products, prices and availability, your sales staff will be able to create accurate quotes easily via a direct link to Word or Excel and convert these immediately into Greentree Invoices or Sales Orders. You can also provide your sales team with an advanced Campaign Management tool that allows them to create cost effective marketing campaigns using both traditional methods such as mail-merge or telemarketing, in addition to newer methods such as bulk emailing. Prospective customers can be easily targeted based on their purchasing patterns, their demographics, company size, etc. and a campaign list automatically created.

Knowledge Base - Managing information and making it accessible to internal staff, customers and suppliers, is a challenge for all organizations. Greentree’s Knowledge Base module provides a framework for systematically storing information, and providing flexible yet secure access control, both internally and externally to that information.

Information can be divided into Libraries, books and pages, and can include staff qualifications and skill sets, frequently asked questions, product technical information and much more. Document management is handled within the knowledge base for sales literature, technical manuals, brochures and other documents.

Events Management - A key part of marketing is organizing events, and Greentree provides a complete solution, from invitation lists through to event bookings. Greentree even has the facility to invoice attendees, making the module applicable to training courses, seminars and other revenue generating events.

CRM - Sales & Marketing

Effectively managing your leads, prospects and customer sales is a key part of any sales-focused organization. Greentree’s Sales & Marketing module provides a range of tools for full sales cycle management, campaign management, pipeline reporting, quote creation and automated invoice or sales order creation. With on-line access to Inventory products, prices and availability, your sales staff will be able to create accurate quotes easily via a direct link to Word or Excel.

Key Features

Sales Cycle Management - The Greentree Sales & Marketing module allows you to manage the entire sales life cycle, from initial enquiry through to a completed order. Key information can optionally be captured about competitors, key players, the prospect’s business issues and needs, to help you build a more complete picture.

Each prospect can be allocated to a sales person, plus a sales team and manager or even a reseller. Leads can be automatically assigned based on sales territories, customer account managers or product lines. Win/Loss analysis is captured and confidence ratings are recorded for more accurate pipeline forecasting.

Quotations - Quotations can be attached to a sales lead, or directly against a contact or organization. As quotes are revised, a full audit trail of all revisions is maintained, and a quote can be locked when actually sent to a prospect. This ensures an accurate record of each quote that has been issued by your company is retained. Presentation quality quotes can be generated and directly printed from within the Sales and Marketing module, using dynamic integration to either Word or Excel and using a template relevant to the organization being targeted.

Naturally, full on-line access to the Greentree Inventory system provides details of stock availability and the pricing matrix relevant to the prospect.

Create Invoices and Accept Payments with Orders - When a quotation is accepted, a Sales Order or Invoice can be directly created from the quote, complete with real time stock allocation, back ordering and multi-location stock fulfillment. Credit checking is applied and payments can be directly processed (including credit cards) with the order.

Conceptual Products - In addition to accessing Greentree Inventory items, Non-stock items and General Ledger codes, Conceptual products can be defined within the Sales and Marketing module. These can be used to assist the management of the sales cycle, particularly when you are unsure exactly which inventory items a prospect may require. For example, when creating a sales lead, you may only know the broad category of service or goods a prospect is after.

Conceptual products can be created for those broad categories to allow better sales forecasting, even before exact quotes are provided. As the lead progresses to a quote, the conceptual items may be then be changed into actual Inventory lines.

Kit and Combo pricing - Special multi-product promotions can be defined and applied to general sales quotes or special marketing campaigns. Kit pricing can be established, with explosion of Kits for order fulfillment.

Marketing Campaigns - Prospect lists can be developed using various selection criteria, including geography, demographics and buying patterns. Budgeted sales, gross profit and costs can be established with real time reporting of actual sales, pipelines and costs against budget. Activities for a campaign can be defined and tracked, and may include items such as mailers, telemarketing, fax and e-mails.

Email Marketing and Mail Merge - Greentree can generate bulk emails directly from within the Sales and Marketing module (in addition to one-off e-mails). A record of each email sent is retained, keeping a valuable history of your communications with your customers and prospects. Mailing labels can be produced, including full postal distribution center sorting, plus automated faxing and mail-merge processing is available.

Communications Management - Keeping a record of both inbound and outbound communications is vital. Greentree’s Sales and Marketing module not only allows you to record communications, but also highlights incomplete or ‘open’ communications for systematic follow-up and management. You can cross reference your communications to sales leads, quotes, organizations and contacts, giving full visibility of interactions at any level.

Outlook Integration of Appointments and Follow-ups - Greentree’s Sales and Marketing module can make appointments and follow-ups, and has it’s own reminder engine, ensuring your staff are pro-actively kept advised. In addition, appointments, tasks, contacts and follow-ups can be published to Microsoft Outlook.

Action Plans - Creating action plans can allow your sales team to follow a methodical approach, and key milestones to be planned and acknowledged when each is achieved. Template action plans can be set-up, and multiple templates can be applied to a sales lead, to allow complex and coordinated approaches to a given prospect.

Full Integration With Other Greentree Modules

• Inventory - Stock availability, real time stock allocation and advanced pricing structures
• Accounts Receivable - Customer invoicing, payment processing and credit control
• Sales Orders - Create orders including backorders and multi locations
• General Ledger - For non-stock items.

Comprehensive Security - Sales and marketing information can be very sensitive. Greentree’s Sales & Marketing module allows individual prospects, leads, quotes and campaigns to be secured so that they are only accessible to those with appropriate authority. In addition, Greentree’s powerful security system, which controls which functions and reports any user can access from the menu, can also be used to manage user access.

Reporting - In addition to the numerous standard reports provided, users can build new reports in Word, Excel, Access or Crystal using either ODBC or the Sales and Marketing module’s built in Microsoft Office integration.

Fixed Assets

Managing assets, minimizing tax, and planning for future capital investments or disposals are made easy with the Fixed Assets module. By knowing exactly where each of your assets is located and its exact value, you can more effectively plan your capital purchases and disposals.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Fully Integrated Operation - The Fixed Assets module is fully integrated with the General Ledger module, ensuring purchases, depreciation, disposals, revaluations and other relevant information is reflected immediately in the financial accounts. Asset purchases or additions may be entered via the Accounts Payable module, saving both time and duplication of data entry. If the Job Costing module is in use, depreciation values may be posted to a job on a per-asset basis. This means individual plant items that are being tracked on an income and expense basis, using Job Costing, can be more accurately monitored.

Multiple Depreciation Methods - Two sets of depreciation figures are calculated and maintained by Greentree; one for accounting purposes (which integrates directly with General Ledger) and the other for reporting to the tax department. In addition, assets may be depreciated using either the straight line or diminishing value methods. Depreciation methods are determined on a per-asset basis, which means a particular asset could be depreciated using diminishing value for taxation purposes and straight line for accounting purposes. Depreciation recovered, offset depreciation (if purchasing a replacement asset) and capital profit or loss on the disposal of an asset is automatically calculated and managed by Greentree. Depreciation can also be calculated on a daily, monthly, quarterly or annual basis depending on your requirements.

On-line Access to Information - Managing assets effectively means knowing the exact location and financial position of each item quickly and effectively. Greentree’s enquiry facility summarizes the complete financial history of each asset for both the accounting and taxation depreciation methods. In addition, the transaction history maybe viewed on-screen and individual items drilled down on to view the source document (such as a supplier invoice).

Forecasting Facility - Planning for the movement of assets into and out of your organization in future accounting periods or years can have a significant impact on your projected budgets, by affecting depreciation values, capital gains or losses, etc. Greentree’s forecasting facility allows you to explore what-if scenarios, and plan your asset movements more effectively. This special feature also allows you to monitor and incorporate changing conditions such as new government depreciation schedules, which may be implemented mid-year.

Asset Groups - Managing a large number of assets is made easier using Greentree’s flexible asset grouping structure. A multi-level tree structure may be defined that groups your assets into logical areas such as vehicles, plant, office, etc. Each of these areas may then have a number of sub-levels. Asset groups make reporting easier and depreciation rates, methods and the General Ledger posting accounts can also be defined at each level.

Pooled Assets and Sub Codes - Smaller assets, such as office chairs, can be managed as pooled assets to save time and reduce needless paperwork. Greentree provides the ability to track quantities for each pooled asset, which can be added to or reduced at any time. Larger assets are often made up of a number of components that need to be tracked (and depreciated) separately. For example, a computer system may include a screen, keyboard and processor that each have a unique serial number and may be replaced or moved independently. Greentree manages this process effectively by allowing a sub code to be assigned to each asset component, allowing larger assets to be reported as a total or itemized separately.

Asset Tracking - Each asset may be assigned a serial number and location. This enables you to print labels to physically attach to assets, which can assist greatly when doing a physical inventory of fixed assets. Each asset also belongs to a profit center which can be used to default account segments when updating values to General Ledger. Assets can easily be moved between locations either individually or in bulk, ensuring depreciation information is always accurately reflected in the correct profit center (or branch, department, division, etc) in General Ledger.

Insurance Companies - Insurance details can be tracked against each item, allowing you to produce a schedule of assets by Insurance Company. This facility also assists in the event you need to make an insurance claim by minimizing the time taken to locate your policy details.

General Ledger

The General Ledger forms the core of the financial management system. Accurate and timely information is critical in assisting your business to achieve its strategic goals - with a growing trend towards users reviewing key information daily rather than monthly.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Flexible Chart Structure - A flexible chart structure means you can define account codes that are relevant to your global organization and which meet your reporting needs. The structure of the chart of accounts is completely user-definable with up to 30 characters for your account code and up to 16 different segment or level breaks. Not all companies or business units within your organization need use the full structure; you can nominate which segments or levels are relevant to each company.

Account Short Codes - With a large number of accounts in your General Ledger, it can be difficult to remember each account number correctly. A short-code may be optionally defined against each account to assist in locating frequently used accounts. For example, each of your bank accounts may have a short-code of BANK and this can be used to locate and select the correct bank account. Use of short-codes cannot only save time; it can also remove the need to always have a printed chart of accounts handy.

Multiple Budgets - Greentree supports an unlimited number of budgets, allowing multiple budget variations to be produced and tracked. Years within each budget can be closed to further changes when approved and/or finalized. All budgets may be created and edited in Microsoft Excel and automatically updated to/from Greentree as required.

Future and Prior Periods - Greentree allows transactions to be posted into both prior and future periods (depending on individual user security). This is particularly useful at year-end where adjustments need to be posted into previous periods or where fixed costs have been identified for future periods. Financial reports can be printed for any period, which means they can be easily reprinted after adjustments have been made.

On-line Enquiries - Transactions may be viewed for any range of periods (current, past or future), ensuring the information you need is always at hand. Information may be summarized on screen by transaction type or data entry batch within each period, providing a useful drill-down capability to the level of detail you need. As financial transactions are entered in any part of Greentree, they are reflected immediately in the General Ledger. This allows you to see exactly what revenue or costs are in the system at any time - even if they are not yet finalized.

Recurring Journals - Recurring journals and accruals can be defined and booked over whatever period is required. Accruals may be defined as auto-reversing which means once they have been posted they will be automatically reversed out in a future accounting period.

Journal Entry - Journals may be entered via the Greentree data entry screen - or created directly from within Microsoft Excel. This means entries such as accruals may be calculated using the financial modeling tools within Excel - then simply updated directly into Greentree.

Financial Reporting with Microsoft Excel - Greentree’s financial reporting system provides direct connectivity with Microsoft Excel, providing a powerful range of extraction and formatting tools. This allows you to create almost any type of financial report you require, based on up-to-the-minute information.

Greentree’s add-in for Excel - the modern way to present financial information - Accountants love Excel, and many use this tool every day to format, plan and manipulate information for a wide variety of business uses. Reports in Excel can be easily created from the ground up, with changes reflected immediately. Importantly, the reporting mechanism in Excel is entirely under the Accountant’s control.

Historically, a big problem with using Excel as a financial reporting system has been obtaining timely and easy access to the financial information contained in your accounting system. Traditionally, this information has to be printed from the accounting system and manually re-entered, or perhaps stored as a text file and imported into Excel for further formatting and manipulation. Greentree offers a whole new way of accessing your financial information with a powerful set of tools that allow you to easily directly access, summarize and present your reports quickly and easily.

Flexible Reporting Structures - Greentree allows an unlimited number of multi-level Trees to be defined within the General Ledger, that are used to group and summarize financial information within Excel. This can be used to provide different views of your financial information that could include completely diverse areas such as business units, geographical locations, management structures or product lines.

Trees that have been defined in Greentree’s General Ledger may be easily accessed from Excel for accurate and immediate analysis and reporting for any financial period. Information can also be extracted by account number or summarized by a particular segment of your account code, such as a cost center. These flexible reporting structures ensure that almost any financial reporting requirement can be easily fulfilled.

Your Personal Executive Information System

By taking advantage of the more advanced features of Excel, you can create your own Executive Information System (EIS) that is tailored to the requirements of your organization and staff. Using tools such as Visual Basic and Excel’s macro language, a complete graphical interface can be built to suit your requirements now - and in the future.

Secure Access to Greentree - Before accessing your Greentree financial information from within Excel, users must enter a valid Greentree login name and password. This ensures that only authorized staff are able to access your sensitive financial information at all times.

Posting Journals - Journals may be calculated and posted from Excel directly into Greentree real-time. These may be auto-reversing journals (i.e. accruals) that could even be calculated based on financial information obtained from Greentree automatically. Journals that are posted from Excel may be further edited from within Greentree, if required.

Entering Accounts Payable and Accounts Receivable Invoices - Transactions for your suppliers and customers may be entered and posted directly from Excel into Greentree real-time. This is ideal if you have complex cost allocations or other information that needs to be tracked from within Excel, and saves operator time and the potential for human error. Customer and supplier information may also be updated from Excel, if required. This is of great value if you need to integrate with legacy systems that are not able to communicate with Greentree directly.

Sub Modules

Allocations - Allocations can be used to distribute revenue or expenses across business units, departments, cost centers ; or even different companies. Allocations can be based on either a percentage of a transaction value or a fixed value amount. Once defined, transactions that are posted to an allocation account will be automatically reallocated over the specified accounts.

Inter-Company Accounting - Full multi-company capabilities are supported, with each company able to operate in a different base currency, accounting period and year-end if required. Inter-company clearing accounts are defined and are automatically posted to when entering inter-company transactions. This ensures each company’s ledger is always in balance (even where each company operates in a different base currency).

Cash Management - One of the most vital pieces of knowledge required in any business is the status of the company’s cash. Yet finding out the amount of cash on hand from moment to moment is often the most difficult information to obtain, especially if the company is working in multiple markets on an international level. Greentree allows multiple bank accounts to be defined in both local and foreign currencies. Full integration with both Accounts Payable and Accounts Receivable provides an immediate update whenever cash payments or receipts are entered into the system. Bank statements may be entered in any sequence, ensuring reconciliation is quick and simple.

Reconciliation may also be automated with support for direct import of bank statement data from all leading Australian and New Zealand banks. Historical cash flow reporting is available on all bank accounts, detailing what was paid for during an accounting period regardless of when the accrual was made.

Foreign Currency - If the Foreign Currency module is used, General Ledger will allow foreign currency accounts to be defined. This is particularly useful if you operate international bank accounts or have assets that need to be tracked in a foreign value. These accounts are automatically translated using the spot rate or historical rate when being reported on with the financial report writer.

Inventory

Providing excellent customer service while maintaining minimum inventory levels has never been easier. With Greentree’s Inventory module, extensive analysis, both on-screen and report based, provides the information needed for the management decisions required to gain competitive advantage.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Stock Management - Stock items can be located by stock code or any word within the stock description. This applies throughout the system, ensuring the correct stock code can be found quickly and easily. Stock item may be up to 20 characters in length, allowing for the most comprehensive coding structures. Each stock item may belong to a stock group that can be used to define common elements such as the General Ledger accounts to be posted to or pricing and discount structures. This saves time by eliminating the need to maintain these details at an individual stock item level (although you can also maintain details at an individual item level if you need to).

Stock items may also be accessed via an unlimited number of alias codes or barcodes, allowing your staff to refer to items using a supplier or customer part number or other meaningful codes. This saves time during data entry by allowing staff to use whichever codes they are most familiar with.

On-line Access to Information - Your customer service and warehouse management staff need quick access to key information in order to respond to queries or evaluate trends more effectively. Greentree combines much of the information that may be needed into a comprehensive enquiry facility and provides a range of filtering tools to assist in locating the required details. Individual transactions may be drilled down on to view source documents, quickly and effectively.

The on-screen enquiry facility also shows stock movements, outstanding orders, cost and selling prices, valuation details, sales and purchase history. Sales history, which is retained for each stock location and at a summary level, is on a quantity basis for the past 13 periods. This ensures that trends and seasonal fluctuations are easily highlighted.

Multiple Pricing Books - Greentree’s base Inventory system allows up to six selling price books (or pricing levels) to be defined against each stock item. In addition, each price book may have combinations of pricing by unit of measure, location, analysis code, currency, date ranges and quantity breaks, or items can simply be priced at cost plus markup. A default price book (such as wholesale, trade or retail) is assigned to each of your customers and is automatically used during data entry. The advanced pricing module provides many more options (see below).

User-Defined Trees - Greentree’s powerful tree structures allow you to define an unlimited number of stock item groupings for analysis and reporting purposes. Each stock item may be assigned to a particular branch in each tree, which can be used to help to view and analyze your stock usage and sales trends more effectively. In addition, an unlimited number of user defined fields may be defined for stock items, allowing you to capture and report on specific information that is relevant to your company or industry.

Streamlined Physical Inventories - Regular physical inventories are an essential check that ensures items unaccounted for are identified and processed promptly. Greentree provides the tools to enable you to easily define the frequency and controls required for physical inventory cycles in each of your locations. This helps minimize the potential for stock errors by ensuring each item is checked on a regular basis that is appropriate to its value and turnover.

Flexible Stock Adjustments - Every distribution business is different and the types of stock adjustments you require may be specific to your organization. Greentree provides user-defined transaction types that allow you to define what adjustments are allowed, how they impact your stocking levels and which accounts in the General Ledger should be updated. Adjustment transactions that may be defined could include: Goods Returned, Warranty Claims, Damaged Stock, Wastage Recovered, Quarantine Movements, Inter-warehouse Transfers, etc.

Managing Non-Saleable Items - Not all stock items defined in your system may be available for sale and it is important that controls are in place to ensure these are not accidentally ordered or sold. Greentree provides the facility for a range of user-defined ýstatus codesý to be created, and automatically applies a set of rules about how each should be managed. This allows you to effectively manage stock that has been discontinued, is being held but not available for sale, or perhaps supplier’s stock code details for reference purposes (i.e. the items are not being purchased or sold).

User-Defined Text - A range of text messages may be defined against each stock item, which could subsequently be used on forms or reports in your organization. These messages may perhaps include safety or technical instructions, and could be used on picking slips, order confirmations, invoices or other forms you may use.

Multiple Costing Methods - Three costing methods are available: standard cost, last cost and average cost. Your preferred costing method is defined centrally and automatically implemented across the system. Cost prices, selling prices and quantities may optionally be tracked with up to four decimal places. Cost and selling prices may also be maintained and tracked centrally or separately for each stocking location.

Managing Suppliers - Any number of suppliers can be recorded against each stock item. Information relating to supplier cost prices (in their currency if the Foreign Currency module is used), the quoted lead-time and their stock code may also be recorded. A preferred supplier can be nominated for each stock item, allowing the automatic creation of stock re-orders into the Purchase Orders module. This can use either forecasting formulae or more simple minimum and maximum stock levels, on a per location basis.

Sub Modules

Multiple Stock Locations - An unlimited number of stock locations may be defined that reflect the way each of your warehouses, branches or other locations are managed. Your warehouses may be grouped by geographic location or branch for reporting purposes, and within each warehouse stock may be tracked in multiple locations, down to a bin level if required. This information is easily available for use in Sales Order Entry as items are sold, or via several enquiry screens. Selling and cost prices may also be defined for each location, or held at the stock item level for all warehouses.

Advanced Pricing - With unlimited price books (the base system only allows up to six), and the ability to define special prices or discounts for a combination of customer, stock item, stock item group, customer group, and price book, almost any special pricing arrangement can be catered for. In addition, prices can be made effective for only a specified date range and include quantity breaks that will automatically be detected and implemented by the system during data entry. If multiple discount or price structures exist, the system can either locate the best price for the customer or work through a user-defined hierarchy to locate the appropriate price to apply.

Units of Measure - Multiple units of measure may be defined against each stock item, including the conversion rate from one unit to another. Items may be purchased, transferred or sold in any unit of measure and Greentree will take care of the conversions for you. Each unit of measure may also have a selling price defined, allowing volume prices to automatically apply if a customer purchases a larger quantity.

Serial and Lot Number Tracking - Serial and lot (batch) number tracking provides you with greater accuracy in managing your stock, with easy tracing options available to track down individual items. Serial or Lot Number tracking may be implemented for just the items that require allocation, alpha or numeric numbers, enabling the management of perishable items. The availability of individual items may also be tracked via a status code such as damaged, in service, on loan, available, etc.

Foreign Currency - If the Foreign Currency module is being used, international price lists can be created and maintained in the currencies of your customers. Alternatively, overseas prices can be calculated during order or invoice entry, based on domestic prices and current exchange rates.

Job Cost

Greentree’s Job Cost module has been designed to work in a wide range of industries and professions including: Consulting Engineers, Construction companies, Service and Maintenance organizations, Transport companies and Plant Hire firms. Greentree helps provide an effective and efficient system for managing jobs and projects of all sizes, with complete on-line integration to the other Greentree modules.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Flexible Job Structures - One of the main concepts behind Job Cost is of user-defined Job Hierarchies. This enables cost analysis and control to be viewed and managed at the highest levels, while providing the ability to navigate through a defined structure for more detailed information. Where larger jobs or projects are managed, multi-level structures can be created that link relevant jobs and sub-jobs together. For example, a project may be at the top level, and then broken down into a series of main jobs and sub-jobs.

Within each job, costs can optionally be captured at user-defined Work Center levels, which allow a further level of cost analysis and control. The lowest level of analysis within a job is the Activity Code which defines the actual work being done. These user-defined activity codes provide the key to integration with the General Ledger.

Detailed Job Analysis - Managing and reporting costs and revenues at a summary level within jobs ensures potential problem areas (such as cost over-runs, unexpected expenses or unbilled work) can be quickly identified and addressed. Quick summaries are available within each job via optional Work Centers and Activity Codes.

Greentree’s powerful enquiry facility allows the user to view an entire project, with all costs and revenues summarized on screen. The user is easily able to ýdrill downý through the defined Job structures, Work Centers and Activity Codes, to the supporting transactions. A transaction can quickly be traced back to its source (even if this is in another module) and the original data entry screen viewed.

Full Integration with Other Greentree Modules - Information can be entered against Jobs from other Greentree modules, providing comprehensive control over costs and sales. The following integration options are available:

• Inventory - for issuing stock to Jobs.
• Accounts Receivable - for customer invoicing and progress claims.
• Purchase Orders - for ordering items for Jobs from suppliers. Purchase Order information flows automatically into Accounts Payable when the supplier invoice arrives.
• Accounts Payable - for allocating costs to Jobs (with or without Purchase Orders).
• Fixed Assets - for allocating depreciation costs to Jobs or plant items that are set up as Jobs.
• General Ledger - for posting costs, revenue and work in progress values.

Flexible Invoicing - If your organization has a requirement to invoice customers for jobs, a variety of tools are available to assist with this. Invoice formats are completely user definable and can include a range of text descriptions that have been previously defined. A preferred invoice format may be defined for each job (or customer), and can be configured to provide summarized or detailed information on costs.

Price Books may be used to define how costs are marked up (for different types of labor, materials and purchased items) and these rules will be automatically applied to costs as they are received. The result is that the creation of cost-plus invoices is highly automated and requires little user input. All expenses on cost-plus jobs can also be deferred, written off or the selling price modified. Naturally, all changes made by the user at invoice time are recorded for further analysis. Claim schedules can be defined and used if required and progress claims are fully supported.

Comprehensive Security - Greentree’s Job Costing module has been designed to provide better information to more staff in your organization. As with any system that potentially has many users accessing information, protecting the confidentiality of your sensitive data is essential. Users can be provided with access to the jobs they are working on or which are relevant to their department only. Data entry functions such as timesheet entry can also be limited to ensure individual staff can select the just the tasks and jobs they are authorized to work on. This comprehensive security module extends to all reports and enquiry screens also.

Powerful Reporting - A powerful reporting engine provides detailed levels of analysis using a wide range of criteria. This enables costs and revenues to be easily analyzed using criteria such as: Job, Customer, Profit Center, Job Manager, Job Type, Charge Type, Work Center, Billing Schedule, Job Status, Job active dates. In addition, information can be reported for any range of financial periods or years. Greentree also has a powerful report writer that allows new reports to be created (or existing ones changed) to suit any additional requirements you may have.

Sub Modules

Base Job Cost - The standard Job Cost module includes the tracking of costs against jobs and includes Timesheet Entry, Disbursements, Accounts Payable Interface, Activity Codes, Job Manager and Estimates.

Advanced Job Cost - This is an option extension to the base system and is designed for organizations with larger or more complex job management requirements. It includes Multi-level Jobs, User-defined work centers, Job Management tools and Profit Centers.

Billing - This is an optional extension to the base system and allows a wide range of customer invoicing functions. This includes multiple job charge types, Accounts Receivable interface for invoicing, multiple invoice formats, invoicing based on fixed quoted values or mark-ups.

Purchase Order

By tracking your commitments to suppliers as they are made, you can accurately track your cash flow requirements and reduce the potential for disputes as supplier invoices are received. Prices quoted at the time of ordering can be compared with the supplier invoice and quantities received can be checked against the original order.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Fully Integrated Operation - The Purchase Orders module allows for the entry of orders for: Inventory items, General Ledger (i.e. non-stock) purchases, Fixed Assets purchases and Job-related expenses. Information is updated immediately to all other Greentree modules, ensuring your staff have up to date information on what orders have been entered, their expected delivery timeframes, and their status.

Purchase Orders is also fully integrated with Accounts Payable, which means as supplier invoices are entered, the relevant purchase order details can be updated directly onto the invoice without the need to re-key any details. This not only saves time, but also reduces the risk of error and allows variances between the purchase order and supplier invoice(s) to be highlighted.

Immediate Update - Stock is often received and on-sold to customers before the supplier’s invoice has been entered. Greentree provides the ability for stock to be received into your warehouse and made available for immediate resale, regardless of whether the supplier invoice has been received. This ensures you are able to on-ship stock to your customers quickly and accurately.

Standing Orders - Recurring or Standing Orders may be defined in the system and automatically processed as often as you require. This ensures regular orders to your suppliers are processed efficiently and without the risk of being overlooked.

Sub Modules

Linked Sales Orders - If the Sales Orders module is being used, purchase order lines may be linked directly to specific sales orders, allowing indent orders (i.e. where an item is not held in stock, but ordered from a supplier as required) to be effectively managed. Indent orders may be entered directly from within the Sales Order entry screen.

Import Costing Facility - Greentree’s Import Costing module allows additional costs such as freight, insurance or customs duty to be added to a shipment, which may include items from multiple purchase orders. These costs are then automatically apportioned across each of the items in a shipment to calculate an accurate landed cost for each item.

Additional costs may be from a number of different suppliers on different invoices and even in different currencies (if the foreign currency module is in use). This powerful facility provides an easy method of managing shipments from overseas suppliers, or shipments from local suppliers that may include full or partial supply of multiple purchase orders.

Serial and Lot Number Tracking - If the Serial and Lot Number module is being used, the relevant serial or lot numbers can be input as goods are receipted into Inventory.

Foreign Currency - If the Foreign Currency module is being used, orders can be entered for suppliers in foreign currencies. A fixed exchange rate may be used at time of purchase order entry (if a contract rate has been negotiated) or a rate entered at the time of processing the supplier invoice. Purchase Order forms may also be specially designed to suit your overseas suppliers; ensuring orders are understood and processed more effectively.

Sales Orders

By automatically allocating stock to sales orders as they are entered, stock levels and re-ordering requirements are controlled more effectively and you can focus on continually improving your customer service levels. On-screen management of customer credit and stock backordering also ensures your potential for lost revenue is minimized.

Key Features

Internet Enabled - Greentree is enabled for Internet deployment, out of the box, using its thin client technology. This allows remote offices or traveling executives to obtain secure access to the complete functionality of Greentree via an Internet Service Provider.

Fully Integrated Operation - The Sales Orders module is fully integrated with the Inventory and Accounts Receivable modules to ensure your customer and stock availability information is always up to date. This also means that customer and stock item discounts or special pricing arrangements are automatically detected and applied, with no more costly mistakes.

Greentree’s multi-location stock facility means that you can easily select the location to ship each order from. If insufficient stock is available in the desired location, the user will be prompted with the option to select another location, create a back order and/or raise a purchase order on the supplier.

On-line Access to Information - With customers waiting for an immediate response to queries, efficient access to information is important. Greentree provides an on-screen order enquiry facility that allows you to find the status of orders by customer number, sales order number or the customer’s purchase order reference. Orders, packing slips and invoices can then be easily drilled down on for viewing the complete details and status of each line.

During Order Entry, stock items can be located using either the items code, any word of the items description or any one of the alias codes or barcodes. This means staff are able to enter orders more quickly, based on the available information. A facility is also available to enquire on stock availability and pricing for a customer. This takes into account any special pricing or discount structures that are in place, and can even locate the best price where multiple discount or pricing structures exist.

Management of Backorders - A full backorder facility is available, allowing stock that cannot be supplied immediately to be placed on backorder as the sales order is entered. Backorders may be released in bulk as goods arrive or managed on a per-order basis, depending on your preferences. Customers may also be assigned a backorder priority, ensuring your most important customers are supplied first when goods arrive. Multiple orders may be combined onto a single packing slip, ensuring freight costs and paperwork are minimized, and multiple packing slips may also be combined onto a single invoice.

Effective Credit Control - Credit control is paramount in any sales organization and Greentree provides a number of controls to assist this process. Individual customer credit limits may be defined (including overdue limits for each ageing period) and these are automatically checked as each order is entered. Where a credit alert is detected, a warning may be issued or the order held and allowed to ship only when approved by the relevant accounts supervisor. This ensures your credit control procedures are followed, without costly mistakes or oversights.

Flexible Packing Slips and Invoices - Multiple formats for Packing Slips, Invoices, Order Confirmations, Quotes and other forms may be created as part of your sales order system, and can be customer-specific. These are completely user-defined and may be used on laser or traditional dot matrix printers. Naturally, your logo or any other relevant graphics may be used and a range of pre-printed stationary forms is available.

Extended text facilities are available, allowing you to print standard extended descriptions, specifications or detailed notes that have been entered as part of the sales order process. These may be printed on some forms (such as packing slips), while excluded on others (such as invoices). Order confirmations, packing slips or invoices may be hot printed directly from the Sales Order Entry screen. This ensures your orders can be processed quickly and with a minimal amount of paperwork or lost time.

Managing Security - A Sales Order security profile can be defined for each user (or user group) to ensure only relevant information is displayed for faster data entry, and important values are not updated or changed in error. This means cost prices may be displayed or hidden, selling prices or discounts made available for changing or made read-only, the gross margin percentage displayed, etc. All of these options can be configured on a per-user basis; ensuring that individual staff are empowered with the flexibility they need to provide an edge in customer service.

Comprehensive Options - Miscellaneous charges such as freight can be entered when the order is taken or added after the packing slip has been printed. With up to 999 delivery addresses per customer, you are assured of being able to cope with almost any number of customer locations or delivery instructions.

A single order may also have multiple delivery dates, with each of these monitored by the system for automatic release as required. Recurring or Standing Orders may be defined and automatically processed as often as you require. This ensures your regular customers can have their orders delivered on time and without the risk of these being overlooked. Cancelled orders are automatically tracked by the system, including the value and the reason. This helps you to measure the value of lost business - and inform your suppliers of the cost of a late shipment.

Sub Modules

Serial and Lot Number Tracking - If the Serial and Lot Number module is being used, serial numbers can be entered either during order entry or prior to the invoice being raised, providing a wide range of flexibility.

Foreign Currency - If the Foreign Currency module is being used, orders can be entered for overseas customers in their currency using prices from an international price list. A fixed exchange rate may be used at time of order entry, or the current exchange rate used at time of invoicing. Specialized forms such as order confirmations, packing slips, pro-forma invoices and standards invoices may also be defined specifically for overseas customers.

Linked Purchase Orders - If the Purchase Orders module is being used, backorders may be linked directly to existing purchase orders, or the operator can choose to create a purchase order at the time of backorder creation. This allows special orders (i.e. where an item is not held in stock, but ordered from a supplier as required) to be effectively managed.

E-commerce - Customer orders can be entered directly into Greentree via the Internet. Standard Internet pages (using HTML) may be designed for your web site, with a live link back into your Greentree accounting system. Your customers may enter their login name and password and be provided with access to a range of information about their account including: outstanding orders, stock availability, pricing, outstanding invoices, etc.

Customers are also able to easily enter their own orders via a shopping basket; and when completed, their order is immediately updated into Greentree, with stock automatically allocated. The customer is also provided with Greentree’s sales order number for their reference. This facility can not only save time, but enables your customers to place orders at any time of the day - or night - and check on the progress of outstanding items, stock availability or pricing.