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RSA eBusiness Solutions

An accounting software system designed by RSA Software.
Questions about RSA eBusiness Solutions? Call (800) 827-1151 and talk to a software expert now.

RSA Business Solutions v6.0 embraces the web as the medium for transaction processing and financial reporting. The ASP version of our software provides you and your company with all the advantages of an “Application Service Provider“: anytime/anywhere, instant updates, reduced costs of ownership, latest technology, reduced training costs, predictable costs and scalability.

Our HYBRID ASP provides the same benefits as a true ASP yet eliminates the concerns that companies have about the security and ownership of their financial and confidential data as well as the long-term stability of their ASP. With RSA Business Solutions v6.0 (Hybrid) the entire process associated with traditional LAN based applications is maintained; that is your data remains on your server. Once again, though, RSA Business Solutions v6.0 (Hybrid) uses browser technology as a thin client providing secure access to your business processes over the internet and truly makes anywhere, anytime, secure accounting a reality!

Built on a core of “open-source“ technology, RSA Business Solutions v6.0 combines the speed, functionality, accuracy and stability of traditional LAN based accounting/business software with the usability, accessibility, cost-of-ownership savings and “hard ROI dollars” of a true ASP.

Accounts Payable (A/P)

Keeping your company in good standing with your vendors is critical in ensuring the continued flow of raw materials, supplies and services into your company. Ensure there are no disruptions to this critical function, while effectively managing your cash flow, with the RSA Accounts Payable (A/P) package.

Important advantages of Accounts Payable are:

  • Detailed vendor analysis to track vendor performance and pricing
  • Reports such as Cash Requirements, Advise List and Aging Analysis
  • Invoice history inquiry and review
  • Advanced payment to vendors
  • MICR Check encoding

Vendor Information-Like other RSA modules, A/P features an extensive notes system. An unlimited number of notes may be recorded about general A/P information (reference notes, payment information, etc.) and accessed from any vendor record. In addition, RSA allows you to store information on all companies and individuals from whom you purchase materials, supplies and services.

The system also stores unlimited contact and address information as well as credit terms. You can also individually code vendors to reflect specific discounts. You can also track prospective vendors you are in the process of evaluating. Vendors and prospective vendors can be managed from the application.

Flexible vendor invoice tracking-A/P automatically calculates due dates, discount dates and discount amounts for all A/P transactions. And the invoice amount can be distributed to an unlimited number of G/L expense accounts.

You also have the opportunity to enter vendor credit memos, cancellations, adjustments and prepaid expenses, giving you total control over your payables.

Easy check payment-Select the invoices you wish to pay using defined criteria. Choose those that are due for payment or exclude certain invoices from the selection. The system will also identify invoices you can get discounts on for early payment.

The RSA A/P module offers you comprehensive functionality for payments. It supports several forms of payment, such as manual checks, computer checks and electronic funds transfer.

Electronic Funds Transfer (EFT)-Using third party transmission software, you can easily select the outstanding payables and turn them into electronic payments. If your bank supports electronic statements, you can use these to reconcile.

Interactive Balance List-This functionality allows you to view your payables aging by vendor with full drill down capability to the individual transaction

What does it all mean?—In addition to all of the features just mentioned, you can print vendor labels. Vendor and account information can be displayed on-screen with the click of a button, and Vendor Performance information is just a report away.

FEATURES

  • Query vendor file by any one or multiple fields.
  • Add or update vendor master file during postings.
  • Automatically change vendor account numbers.
  • Create and print manual or computer checks.
  • Distribute invoices to GL expense accounts.
  • Adjust or delete existing AP invoices.
  • Allows unlimited partial payments.
  • Three user-defined aging periods.
  • AP/Non-AP cash disbursements.
  • Multiple currency vendor account balances.
  • Prints custom designed checks.
  • Up to 10 user definable fields for the vendor master file.
  • Attach notes to vendor master file
  • Void already created checks.
  • AP batch invoice payment routine.
  • View check header/payment details on screen.
  • Modify existing checks
  • Unlimited contacts per Vendor
  • Multiple Vendor Addressing
  • Vendor grouping
  • Automatic A/P Accruals
  • Automatic suggestive payments
  • Electronic Funds Transfer (Third party)

Accounts Receivable (A/R)

Today, it is critical to manage your customers’ activity and credit to ensure high customer service levels and maximize cash flow. You can achieve the highest level of performance by using the Accounts Receivable (A/R) packages.

Important advantages of Accounts Receivable are:

  • Online access to client account information
  • Control of aging periods
  • Cash receipt management

A/R maintains vital credit information that provides you with detailed payment information like average days to pay and full account history.

A/R tracks open item accounts and produces monthly statements. You can also generate Customer Aging Reports. It records customer invoices or sales transactions.

Take your accounts receivable beyond cash flow management. Manage, calculate, and collect your company’s receivables with the utmost in financial accountability with RSA’s A/R.

Increase Productivity - Above and beyond normal A/R activity, you may need to process multiple receivables on a regular basis.

Customer Data - Customer data is meaningfully grouped to show basic data, unlimited contact and address information, financial information and many user-defined fields. Related transactions, like sales, invoice and cash activity, can be accessed through the customer accounts. This allows these customers to be maintained in the applications, providing up-to-date information about your customer to everyone in the organization.

Efficient cash receipt management - A/R’s Cash Receipts processing application supports multiple cash accounts and stores customer payment information. Matching of receipts with open invoices is as easy as point and click.

You can apply a credit memo, debit memo or unapplied payment to the same invoice. You can apply one credit memo or payment to several different invoices.

Any write-offs that have been agreed to with the customer can be done from the screen where you apply cash to invoices.

FEATURES

  • Query customer file by any one or multiple fields.
  • User defined terms pricing and discounts by customer.
  • On-line customer ledger listing with user defined aging.
  • Add or update customer master file during postings.
  • Three user-defined aging periods and cut-off dates.
  • Global replacement of customer sales rep. and account manager.
  • Prints custom designed customer statements.
  • Open item accounting.
  • Calculates monthly finance charges.
  • Multiple currency balances.
  • Integrates with General Ledger.
  • Create customer refund checks.
  • AR / Non-AR cash receipts.
  • Write off and adjustment functions.
  • Up to 10 user definable fields for the customer master.
  • Generate statements for Customer or Sales Rep.
  • Attach notes to customer master file.
  • Full screen payment routine with charge-back option.
  • Electronic Funds Transfer (non external).

EDI (Electronic Data Interchange)

These three little letters are enough to make most people shudder. It is a technology that many people know about but fear because of all of its complex features and standards along with the costs that are involved in implementing it. However, with RSA’s integrated EDI module, you will be able to harness those fears.

Important advantages of EDI are:

  • Increases accuracy
  • Fully integrated with RSA
  • Supports varying trading partner mapping specifications
  • Extensive trading partner/document library minimizes costs and implementation timeline

EDI is an acronym for Electronic Data Interchange. Its primary function is to eliminate the redundancy of data that would need to be entered by a data entry clerk. It is a technology that was primarily developed for and by the transportation industry during the 1960’s. Since then, it has been integrated into many different industries, but primarily by the retail industry.

Even though EDI can give you great benefits by implementing it into your daily business routines, it is usually not something that you decide to do to make your business life easier. Many companies that you wish to do business with (eg: Wal-Mart, Costco, Sears and others) require that you implement EDI in order to do business with them. For this reason, you start doing research into what EDI is and how it will work with your internal business systems. Because of its complexity, costs and overwhelming capabilities, you can easily find yourself confused and frustrated.

It is also disheartening to find that most EDI solutions are done by third party providers which can be extremely expensive to implement and are also customized for a specific purpose. This can be a real headache as your trading partners can (and often do) make changes that need to be implemented very quickly. Most of the time, one person creates your “solution” and only they know your EDI needs and the “solution“ that they have created for you. If they are not available or if they decide to leave that company, getting your needs met can be very difficult and time consuming.

In fact RSA is one of the only companies in our market that has a specific package that has been designed for EDI. It has been designed to meet your EDI needs and is not as expensive to implement as the other solutions that were mentioned above.

It has been specifically designed to integrate with RSA’s Order Entry module as an easier way to create multiple orders in less time and less potential for typos than a data entry clerk. It also allows you to create EDI invoices and advanced shipping notices that can be sent to your trading partners without the expense of postage or envelopes that are normally associated with the ”cost of doing business.“

Features

  • Transfers received Sales Orders to production with automatic and manual verification.
  • Verifies items/styles, colors, sizes, prices, SKU numbers, ship-to addresses
  • Can delete or modify incorrect Purchase Orders before they go into production.
  • Direct link to invoicing module.
  • Supports varying trading partner mapping specifications
  • Incoming and outgoing mapping
  • Can be used independently or integrated with RSA
  • UCS and VICS X12 ASCII formats
  • Process purchase orders, invoice, ASN and electronic payments
  • Boxing information can be done manually or automatically with Warehouse Management Module
  • Add new Trading Partners easily.
  • Create labels before sending ASN
  • MH10 creation
  • Flat file import from other EDI systems
  • Internet and modem communications
  • Increases Accuracy

General Ledger (G/L)

The General Ledger allows you to conduct your organization as efficiently as possible and minimizes human error. Furthermore, it provides the information you need quickly. This allows you to improve your financial control over the organization, speed up decision making, and lower costs. G/L has powerful functions for general bookkeeping and works with other packages for customer and vendor information. Data is updated immediately, even from the other integrated modules, after posting an entry so that you always have up-to-date overviews.

A modern financial package like RSA’s G/L module offers more than just the ability to process your daily entries; it functions as a financial information system. RSA’s G/L lets you turn the information in your financial system into informative overviews. For this, RSA’s G/L comes with several overviews that support your daily work and help you compile periodic reports.

Open and immediate - Making year-end transactions is very easy and you can make entries in more than one financial year. G/L integrates completely with the other RSA modules. This means you can extend your automation to every sub-sector of your organization. The integration is seamless within G/L as well. Integration from your operational side like sales, invoicing, purchasing, receivables, payables is immediate. This allows you to run a profit and loss and a balance sheet or any other financial report in real time, everyday.

User friendly - G/L acts as a repository of all your financial transactions across the system. Although a lot of the transactions may actually come from other integrated RSA modules, G/L’s user-friendly interface makes it easy to enter new transactions as well as reverse existing ones.

One transaction step - When posting transactions from the general ledger or from the sub-ledger, the information is entered in one step into the database. This has several advantages. The information remains available at all times, which makes generating historic overviews much easier. The use of only one financial transaction for all RSA modules ensures real-time information and consistency. A user will always have access to the correct financial information, which is essential for making the right management decisions. This also improves the speed of your financial reporting.

As G/L distributions are stored with customer or vendor information, reporting using any one of these pieces of information is quick and easy. When using RSA, the financial information mentioned above is immediately available anywhere, anytime over the Internet.

Bank Reconciliation - Easily and quickly reconcile your A/P checks, Cash Receipts and EFT against your company’s bank statement. You also have the option to print the A/P Check Reconciliation Report, which shows paid, and/or unpaid checks through any reconciliation date. You’ll find this feature is a real time-saver!

FEATURES

  • Compare actual to budgeted and year-to-date figures.
  • Prepare consolidated/detailed department reports.
  • Print/display consolidated financial reports.
  • Double or multiple journal entries.
  • Display entries posted on screen.
  • Full, easy to follow audit trail.
  • Add accounts during posting.
  • User-defined account ranges.
  • On-screen account query.
  • Up to 4 comparison columns on financial reports.
  • Recurring GL journal entries.
  • Setup entries to be processed as a reversing entry.
  • View journal entries on screen.
  • Bank reconciliation.
  • Bank Transfers.

Invoicing/Inventory Control

The efficient control of inventory and the creation of invoices and customer orders is an essential feature of any accounting software. RSA Software’s Business Solutions has brought flexibility to a new level in its Invoicing / Inventory /Sales Orders Module. This module will not only help you keep track of stock levels and outstanding orders, process inventory receipts, returns and adjustments but it also lets you print and reprint invoices, order Confirmations, picking / packing slips and stock labels individually or in batches. You can even control service items without having to maintain physical quantities. Monthly sales analysis can be performed by sales rep, customers, items departments or using any combination of these four variables.

G/L and A/R Integration: - Complete integration of the Invoicing. G/L and A/R modules provides a complete audit trail of all transactions. This integration provides you with the information necessary for key management metrics such as: real-time sales figures, customer history, cash flow and a global snap shot of the financial health of the organization.

Flexibility: - The flexibility of the invoicing function is enhanced by the ability to include: labor charges, pre-defined comments, taxable and non-taxable crediting, service charges, warranty services (non-payment type) along with traditional inventory processing.

Counter Sales: - In order to complete the “sales type mix” RSA has the ability to perform “counter sales“ (i.e.: warehouse clearance sales etc) with multiple sales types (cash, credit cards etc).

Discount Pricing Table by Customer/item/department: - Exceptional flexibility and control of pricing is made easy in RSA by providing the user with the ability to specify pricing at the item, department and/or the customer level.

Maintenance:

  • Add/Delete/Modify Customers
  • Add/Delete/Modify Customer Groups
  • Add/Delete/Modify Customer Terms
  • Add/Delete/Modify Products
  • Pricing Calculations
  • Add/Delete/Modify Sales Reps

Transaction: - Direct Invoicing, Stock Movements, Closing Procedures, User Calendar, ”Counter Sales“, Invoices, Summary Invoices and more.

Reports: - Detail Invoices, Invoice Details, Warehouse/Lot/Bin/Ser.No., Invoices Summary Totals, Invoices Item Summary, Invoices Customer Summary, Sales Order Types, Customer/Item Product Numbers, Vendor/Item Product Number, Product Bins, Product Departments, Unit of Measure, Products, Pricing, Product Location(s), Product Notes, Product Types, Product Classification, Stock Status, Inventory History Summary, Inventory History Details and many more.

FEATURES

  • Custom designed invoices, orders & picking/packing slips.
  • Add/update customer files during postings.
  • General Ledger and Accounts Receivable integration
  • Handles taxable, non-taxable stock and service sales.
  • Flags customer credit limits, outstanding balances.
  • Add, Edit or Void invoices and switch invoice formats.
  • Create full or partial invoices from sales orders.
  • Unlimited number of customer drop ship addresses.
  • Counter Sale invoicing with multiple payment types.
  • Perform global Customer file updates
  • User-defined tax rates.
  • Print Shipping/Mailing labels from invoices & orders.
  • Standing orders can be assigned for recurring orders.
  • Discount pricing table by customer/item/dept.
  • Create credit notes and override stock updating.
  • Track individual item shipping dates on sales orders.
  • Generate batch invoices for branch outstanding orders.
  • Multiple Warehousing
  • Lot and serial number control
  • Multiple bin location control
  • Query on any one or multiple fields
  • Multiple Location costing
  • Multiple currency costing and pricing
  • Unlimited contacts per customer
  • Account Manager/Sales Rep/Split rep definition
  • Contact Management
  • Coop and rebate control
  • Multiple pricing formulas
  • Customer Grouping
  • A/R head office accounting
  • Activate/Deactivate customer

INVENTORY MANAGEMENT SYSTEM

The ability to deliver the right product to the right place at the right time is the core of your business. Inventory is one of the largest investments a company makes. Ensuring that you have enough of the right product in stock, while avoiding stock outs and overstocks is a daily challenge; you are responsible for reducing investment in inventory and increasing the financial returns on inventory. Accomplish this with RSA’s Inventory Management System, the core of your distribution system.

Important advantages of Inventory Management are:

  • Manages item specifications and stock levels
  • Management of cycle and physical counting
  • Multiple warehouse support
  • Support a multi-bin system
  • Serial/Lot traceability
  • On screen product images

RSA Bar Code: - IMS provides you with the tools to effectively manage and analyze your inventory. Sales and cost analysis, obsolete inventory tracking, physical count features are just a few of the features that will enable you to maximize inventory turns while eliminating shortages and excess inventory investment.

Easy tracking of detailed inventory data: - RSA’s distribution and manufacturing functions maintain information unique to each item that provides the system with essential information on how to purchase, sell, and manufacture the item. Maintain planned, current, or obsolete items through IMS’ status code. Identify items as purchased or manufactured. Maintain control levels and indicate if item quantities should be automatically allocated when sales or usage requests are placed through other RSA modules.

Item data is neatly organized into meaningful groups with access to other item related information like customer item, vendor item and more.

Track items down to the location: - You also have the ability to create the different inventory locations that your company uses. Those locations are used throughout both the RSA distribution and manufacturing suites.

RSA’s IMS also allows you to maintain inventory which is stocked in multiple locations, including the on-hand, on-order, allocated, and back ordered quantities, along with price, cost, and sales/usage information. This allows for the same item at different locations to have different values assigned; values such as; reorder levels, minimums, maximums, primary vendors etc.

Streamlined physical count processes: - The ability to conduct a full physical count is very important to ensure that system inventory balances accurately reflect the actual quantity. RSA allows you to conduct physical count while you continue with your daily business activities. IMS allows the user to flexibly select locations for counting, generating count sheets. Multiple reports facilitate the reconciliation process, including the Variance Report. The Count Accuracy and report allow you to determine the success of materials management programs that you have put in place.

Stock in Multiple Bins Within One Location: - You can create and maintain multiple bins within a location. IMS allows multiple items to reside in the same bin and also allows the same item to reside in multiple bins within a location.

Track inventory by serial numbers or lots: - One of the exciting features of IMS is requiring item traceability down to the serial or lot level. Some of the features include the ability to define separate serial and lot formats and numbering conventions, hard and soft allocation with multiple allocations methods, complete upwards and downwards traceability via inquiry with RSA’s Serial/Lot Trace. You can trace an item from receipt through production all the way to the end product or customer.

One-touch access to all inventory information: - IMS’ multi-level drill down inquiry allows you to inquire into inventory balances, open purchase orders, open sales orders, and transaction history at any point in time. Quickly and easily find the quantity of any inventory item which is on-hand, allocated, or on order. Additionally, you can see a list of all customer orders for an item and view the order’s header and item information down to the serial, lot, and bin level. You can also see a list of all open purchase orders for this item and look up item specific information.

FEATURES

  • Add/update inventory files during postings
  • Flags inventory levels gross margins and reorder levels.
  • Handles taxable, non-taxable stock and service sales.
  • Perform global Inventory pricing
  • Individual inventory item decimal place configuration.
  • Define item codes as invoice/order comments.
  • Multiple Warehousing
  • Lot and serial number control
  • Multiple bin location control
  • UPC/Bar Codes
  • Unit of Measure conversion
  • Product Technical Specifications (multi Language)
  • Product image
  • Catalogue page lookup
  • Query on any one or multiple fields
  • Multiple Locations costing
  • Multiple currencies costing and pricing
  • Activate/Deactivate Items
  • Prepare price revisions in advance & update based on revision date
  • Prepare physical count snapshot while continuing to enter transactions

Sales Orders (S/O)

Processing customer orders is one of the most critical functions in any distribution and manufacturing business. Order entry and fulfillment must be done in a streamlined fashion, accuracy must be high, and the goods must be delivered where and when requested. Your customer service function needs the power and flexibility of inventory, receivables and production information. When you run RSA’s Order Entry (O/E) with the Accounts Receivable (A/R) and Inventory Management (I/M), you’ll streamline every step of your order process, increasing customer service levels and reducing inventory.

Important advantages of Order Entry are:

  • Real-time credit management, customer status and history.
  • Multi-currency order processing.
  • Detailed drill down and reporting.
  • Sell inventory, bill services on a single order.
  • Return Material Authorization (RMA).
  • Processing.
  • Direct integration with RSA Bar Code and EDI.

O/E supports the three primary phases of order processing. It facilitates the order entry process by accepting orders and quotes, validating credit and calculating pricing. O/E supports the picking and shipping process by recommending order lines, serial/lot/bins to be picked and generating shipping documents such as labels, packing slips, and bills of lading.

Finally, it supports the billing and invoicing processes, closing the loop between customer service, the warehouse and accounting. The Return Materials Authorization (RMA) functionality may be used in conjunction with O/E to track and more easily process customer returns.

Flexible pricing and discounts: - Set up your own pricing system in O/E by specifying pricing formulas or tables. You can construct tables and formulas based on combinations of customer number, item number, customer type, and product category. Use this pricing information to maintain special negotiated prices for one or more customers or items. Or, set different price breaks for individual product lines. Also, provide contract pricing with beginning and ending dates on any pricing table. RSA also allows you to apply discounts to the whole order and track these discounts through accounting.

Flexibility in entering orders: - With unlimited order classifications available, Regular Orders, Invoice Orders, Master Orders, Credit Memos, Blanket Orders, Quotes, etc., you have great flexibility in handling customer requirements.

Easy access to account numbers, customers, and inventory is available. You can also quickly check customer credit history, a crucial feature when customer service is making fulfillment decisions.

The system will also check for sufficient stock and allows you to override, cancel, backorder, or use substitute items. The quantity on-hand and allocated fields will correctly reflect shipments and open order paperwork.

Shipping control: - If a customer has several ship-to addresses where merchandise is delivered, even though billing is sent to one central office, O/E will maintain those multiple addresses for each customer. You also have the flexibility to assign tax schedules for each customer at the ship-to level.

Maintain serial/lot control: - Ensure you have the power and resources to effectively utilize serial/lot control by activating it within I/M. The Serial/Lot feature allows you to track, record sales, and maintain full control over finished goods and their components. O/E requests serial/lot numbers on picking tickets and invoices.

Return Material Authorization (RMA): - Return Materials Authorization provides your customer service and sales representatives the power to track return products from customers. RMA helps improve customer satisfaction by providing a centralized application for entry and resolution of material returns from customers. RMA processing allows you to provide your customers with a RMA number and later re-ship or credit the customer for the return.

O/E to purchase: - You can designate items that are special purchases and automatically generate a Purchase Order for those in RSA Purchasing/Receiving. This allows you to minimize the manual processing of special items’ sales to your customers.

Features

  • Custom designed orders & picking / packing slips.
  • Add / update customer files during postings.
  • Handles taxable, non-taxable stock and service sales.
  • Flags customer credit limits, outstanding balances.
  • Add, Edit or Void Sales Orders.
  • Create full or partial invoices from sales orders.
  • Unlimited number of customer drop ship addresses.
  • Perform global Customer file updates.
  • User-defined tax rates.
  • Print Shipping / Mailing labels from orders.
  • Standing orders can be assigned for recurring orders.
  • Discount pricing table by customer/item/dept.
  • Track individual item shipping dates on sales orders.
  • Generate batch invoices for branch outstanding orders.
  • Multiple Warehousing.
  • Lot and serial number control.
  • Multiple bin location control.
  • Query on any one or multiple fields.
  • Multiple Location costing.
  • Multiple currency costing and pricing.
  • Unlimited contacts per customer.
  • Account Manager/ Sales Rep/ Split rep definition.
  • Multiple pricing formulas.
  • Customer Grouping.
  • A/R head office accounting
  • Activate / Deactivate customer/Inventory

System Set-up

SYSTEM

Maintenance

  • Transaction Reports
  • Forms
  • Form Notes

AR/AP

  • Customer Groups
  • Sales Order Types
  • Vendor Groups
  • Purchase Order Types

PRODUCTS

  • Unit Of Measurement
  • Item Types
  • Classification
  • Bins
  • Departments
  • Special Discount Pricing
  • Vendor Rebate Pricing
  • Vendor Coop Pricing
  • Customer Product Numbers
  • Vendor Product Numbers

LOCATIONS

  • Countries
  • Provinces and States
  • Territories
  • Warehouse Locations
  • Entrepôts
  • Ship Via

SYSTEM

  • Printable Foms
  • Form Notes
  • Currencies
  • Banks
  • Taxes
  • Freight
  • Duty
  • Brokerage
  • Discounts
  • Payment Terms Language
  • Setup
  • Access Control
  • Data Importing
  • Calendar

CURRENCY

  • Currency
  • Banks

LISTINGS

  • Sales Order Types
  • Purchase Order Types
  • Customer/Item Product Numbers
  • Terms
  • Vendor/Item Product Numbers
  • Taxes
  • Product Bins
  • Freight
  • Product Departments
  • Duty
  • Unit Of Measure
  • Brokerage
  • Product Types
  • Discounts
  • Product Classification
  • Vendor Groups
  • Sales Representatives
  • Client Groups
  • Customer Price Calculations

PRICING

  • Discount Pricing
  • Coop Discounts
  • Rebates

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