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RW32 Accounting

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Specializing in Small Business IT needs for over 25 years

 

RW32™ Accounting Software

Version 11.4

Passport Software is dedicated to providing our customers quality and comprehensive accounting software solutions. RW32 Version 10 builds upon the excellence of the previous versions of RealWorld Classic Accounting Software.

 

ACCOUNTS PAYABLE

Provides tight control over vendor, supplier, and standard costs by tracking payment due dates, available discounts, and money owed to creditors.

Summary of major Accounts Payable features:

  • Provides maintenance and lists of the vendors.
  • Allows entering, editing, and posting of new payables, prepaid, adjustments, and cancellations with edit list and journal.
  • Allows you to enter, edit, and select recurring payables to turn into vendor invoices.
  • Recurring payables can be selected by cut–off date and group, allowing automatic selection.
  • Prints an A/P open item report.
  • Allows on–line vendor account inquiry.
  • Prints a cash requirements report.
  • Prints a cash disbursements projection report.
  • Allows flexible payment selection, including partial payments, with a check selection edit list.
  • Prints A/P checks and a check register.
  • Four check formats are provided – may print COD checks immediately on entry.
  • Automatic check voiding is provided.
  • Prints a report showing A/P distributions to the general ledger.
  • Keeps a full vendor history showing the details of all entry and payment activity for as long as you want to keep it.
  • Prints a vendor analysis report.
  • An unlimited number of A/P accounts and cash accounts may be used.
  • Allows vendor terms based on days or on day of month.
  • Allows aging of accounts based on days or on day of month.
  • May be interfaced to RW32 General Ledger, Job Cost and/or Purchase Order, or used stand–alone.
  • May be interfaced to RW32 Check Reconciliation to reconcile the checkbook from which payments to vendors are made.
  • Vendor purchasing addresses are maintained for use with RW32 Purchase Order.

 

ACCOUNTS RECEIVABLE

 Tracks money owed by customers. Identifies delinquent bills and helps improve cash flow. Creates quotes, standard bills, and detailed invoices with unlimited notes to communicate products delivered and services rendered in detail.

Summary of Accounts Receivable features:

bullet Open item customers, as well as balance forward customers.
bullet Maintenance of the sales representatives, customer files, tax codes, and other similar items. Lists of these items are also provided.
bullet Miscellaneous charges entered, edited and posted using edit list and journal.
bullet Recurring bills entered, edited and selected to later turn into invoices.
bullet Invoices entered, edited and posted with edit list and journal.
bullet Quick pasting of standard bills (lists of standard services and/or goods) into invoices.
bullet Cash receipts entered, edited and posted with edit list and journal.
bullet Payment terms based on days or day of the next month (proximo).
bullet Account aging based on days or day of the next month (proximo).
bullet Aging reports and collection reports printed in two different formats.
bullet Cash projection reports.
bullet On-line customer account inquiry.
bullet Fully paid item viewing and reporting. An optional Customer History file enables viewing or reporting of items purged from the Open Item file.
bullet Storage of reports on disk for printing later at your convenience.
bullet Multiple printer selection.
bullet Automatic calculation and posting of finance charges, with edit list and journal.
bullet Unlimited number of A/R accounts and cash accounts.
bullet Control of sales commissions due and commissions due report printing.
bullet Commissions due calculation by either booked invoices or fully paid invoices. Commission percentage based on either customer or sales data.
bullet A/R distributions to the G/L printed reports.
bullet Deposit preparation.
bullet Deposit slips and deposit summary printing.
bullet Cash history report printing
bullet Optional interface to RW32 General Ledger (G/L), Job Cost (J/C), Order Entry (O/E), Inventory Control (I/C), and Sales Analysis systems.
bullet Optional interface to RW32 Check Reconciliation (C/R), which reconciles the checkbook into customer payments deposit categories.
bullet A Miscellaneous Charges Edit List which helps in the editing process available upon request.
bullet User designed invoice formats. Up to 99 formats may be used.
bullet Displays up to 10 description lines per services line item, plus an unlimited notes display for invoices. These notes exist for internal use System Manager User Manual only. This does not require that the user adopt a format for a given invoice.
bullet On demand invoice printing (in the point–of–sale mode).
bullet Invoice history.
bullet Cash receipts created simultaneously with invoices.
bullet Customer credit checking on invoices.
bullet Three optional user defined fields that also print on invoices
bullet Item drop shipping directly from supplier to customer.
bullet User defined statement formats. Up to 99 statement formats may be created and stored.
bullet Additional information maintained for each customer record including current balance, past due amount, first sale date, last invoice number, and last returned check amount and date.
bullet Activity trend history for each customer for up to thirteen prior periods, including average days to pay, highest balance, total charges, total payments received.
bullet Calculate sales taxes using the tax–on–tax method, including Canadian GST and PST.
bullet Sales tax processing, up to five tax rates per jurisdiction.
bullet Automatic check handling for checks returned for reasons such as non–sufficient funds (NSF).
bullet Batch processing for cash receipts, finance charges, invoices, miscellaneous charges, recurring bills and returned checks.
bullet An added on–credit–hold flag for individual customers with overdue accounts.
bullet Added shipping zone, sales territory and Standard Industry Code (SIC) features which supports third party products, and freight calculations.
bullet Enhanced Collections Report and View Customer Account which shows current and past due balance, first and last sale date, and last payment date and amount.
bullet Three new users defined fields for each customer. These fields appear when entering an invoice or order.
bullet Sales tax entry for individual line items.
bullet Reprinting of invoices, which have already been printed and posted.
bullet Include an unlimited number of contacts for each customer.

 

CHECK RECONCILIATION

 Maintains checkbooks, tracks deposits, and reconciles checking accounts. Provides instant access to account information and eliminates manual reconciliation procedures.

Summary of Check Reconciliation features:

bullet Keeping checkbooks for money deposited and disbursed in Accounts Receivable, Accounts Payable, and Payroll.
bullet Reconciling checkbooks periodically with bank statements.
bullet The Check Reconciliation package can be integrated with any or all of RW32’s Accounts Receivable, Accounts Payable, and Payroll packages. You can transfer information from these packages automatically into the Check Reconciliation package.
bullet The package can also be used as a stand–alone product.
bullet Automatically gets deposits and checks from RW32’s Accounts Receivable, Accounts Payable, and Payroll packages.
bullet Handles an unlimited number of checking accounts, fully integrated with RW32 A/R, A/P, and Payroll.
bullet Provides the ability to enter, change, delete, or print a list of checkbook entries.
bullet For each checking account, offers the option of either bank–to–book or book–to–bank reconciliation.
bullet A Close checkbook selection is provided to remove an obsolete checkbook from the system.

Includes the following reports:

bullet

Reconciliation Report

bullet

Checkbook Report

bullet

Account Activity Report

bullet

Minimizes the amount of information, which must be kept on disk by allowing compression of entries, which have been cleared.

bullet

Includes on–line Help, available to you at any time by pressing a single key.

bullet

Handles stop–payment checks and checks that are voided after they have been transferred to the checkbook.

bullet

Provides safeguards against getting your information out of balance or getting tangled up during the reconciliation process.

bullet

Has a start–up procedure that lets you set up the balances in your checkbook quickly and easily, whether or not you are using any other RW32 packages.

 

GENERAL LEDGER

Categorizes and summarizes accounting data. Provides comprehensive information for financial analysis and control. Custom-designed financial statements show profit or loss, assets, liabilities, and equity.

Summary of General Ledger features:

bullet User–defined accounting ratios can be set up and calculated on financial statements. These can be standard accounting ratios or customized to meet specific business needs.
bullet Flexible copying of chart of accounts between companies is provided.
bullet The Valid G/L Accounts File can be automatically re–initialized prior to copying the Chart of Accounts File to the Valid G/L Account File (and vice versa).
bullet Unlimited date and time stamped notes can be attached to chart of account records.
bullet Correcting entries can be entered.
bullet For general journal and standard journal entry, echoing of the source, reference and document number of the previous entry can be controlled; i.e., the user can specify for each field whether it is to be redisplayed.
bullet Up to ten lines of notes can be entered for a general journal entry. These notes will be printed on the register.
bullet Recurring general ledger transactions are now included. These allow for allocations to accounts on a dollar or percentage basis.
bullet Layouts can be copied from other companies.
bullet The date, time and/or report number may optionally be printed on financial statements.
bullet Multiple separate ratios can be printed on financial statements.
bullet Financial statements can be printed for a set of sub–accounts.
bullet For rounded financial statements, the user may bury the rounding error at any specified point in the statement.
bullet Account ranges are allowed in financial statement layouts.
bullet Literals and text for financial statements can be automatically centered.
bullet Financial statement layout verification is provided to ensure that the accounts on a layout are correct for the type of layout. It also ensures that all accounts in the chart of accounts that should appear on the balance sheet or cost and loss layouts do actually appear on these layouts.
bullet This ensures that when you select to print a financial report, all accounts related to your selection, e.g., cost and loss and/or balance sheet, will be printed.
bullet Handles up to thirteen accounting periods.
bullet Supports multiple cost centers.
bullet Supports multiple companies.
bullet Produces an overall set of financial statements from a consolidation of multiple companies.
bullet Provides maintenance and a listing of the Chart of Accounts File.
bullet Allows general journal entering, editing, and posting, with edit list and journal.
bullet Allows standard journal entering, editing, and posting, with edit list and journal.
bullet Recurring general journal entries allow for automatic distribution by percentage or allocation.
bullet Prints the Working Trial Balance and Trial Balance Reports.
bullet Allows on–line G/L account detail inquiry.
bullet Prints the Source Cross Reference (for audit trails).
bullet Prints the financial statements in flexible formats which you design.
bullet Financial statements can be printed for a set of cost centers.
bullet Wild–carding and account ranges are allowed in financial statement layouts.
bullet Key accounting ratios can be calculated (such as Current Ratio). User–defined accounting ratios can also be set up.
bullet Allows you to keep entry detail for the year if disk space is available, and has a flexible year–end closing procedure.
bullet Contains a loan amortization program, which gives you information about fixed rate loans.
bullet May be used either independently or interfaced to the RW32 Accounts Receivable, Accounts Payable, Payroll, Inventory Control, and/or Job Cost systems.

 

INVENTORY CONTROL

Tracks inventory to maintain optimum levels. Generates complete information on inventory valuation, quantities on hand and committed, and the flow of items sold.

Summary of Inventory Control features:

bullet Provides for multiple warehouses
bullet Supports multiple costing methods - average, standard, LIFO, and FIFO, as well as serial (real costs) for serialized items using average cost
bullet Permits use of multiple balance sheet inventory accounts
bullet Allows you to maintain item data and print item lists
bullet Allows you to maintain inventory status and print status reports
bullet Allows you to maintain and print price codes and commission codes
bullet Supports alternate selling units
bullet Provides special pricing by category, sub-category, and location, supports sale and contract pricing, and generates group price changes
bullet Allows you to enter, change, delete and post inventory transactions and to print an edit list and a transaction journal for receivings, sales, credit memos, transfers and adjustments
bullet Tracks inventory by unique serial number or lot number
bullet Has inquiry into all currently available and previously sold serial numbers and shows oldest unsold serial number
bullet Prints the serial loan report, the flooring report, and the serialized item report by item, by vendor, and by customer
bullet Has inquiry into lot numbered inventory, including a history of transactions processed for a lot number
bullet Prints the lot numbers report by item, by vendor, and by customer, and allows purging of lot number information
bullet Allows high-speed entry of physical inventory counts, and automatic generation of inventory adjustments
bullet Supports input from hand-held terminals for receivings and physical counts
bullet Prints the Price List, Inventory Valuation Report, Purchasing Advice Report, Inventory Usage Report, Physical Count Worksheet, ABC Analysis Report, and Inventory Analysis Report
bullet Supports kits. A kit is an item that is assembled from other inventory items, using a work order.
bullet Provides kit and work order reports, including Where Used Report, Kit Price/Cost Report, and Incomplete Work Orders.
bullet If on-hand quantities of component-items are not to be reduced, you may enter receiving transactions, using Inventory, to establish on-hand quantities for kit-items. If on-hand quantities of component-items are to be reduced, use Work orders to enter and issue immediate work orders for assembly of the kit-items.
bullet May be used either independently or integrated with General Ledger, Order Entry, Accounts Receivable, Sales Analysis, Purchase Order, and/or Job Cost.

 

JOB COST

Job Cost provides the tools you need to track costs, income, and profits related to specific jobs and sub-jobs. Reports that tabulate and examine costs, compare actual with budgeted or estimated costs, and track job billings and payments are available.

Summary of Job Cost features:

bullet New or in–progress jobs can be easily entered and edited.
bullet Labor costs, material costs, subcontract costs, profit, and up to five user–defined cost types are tracked for management.
bullet Cost categories are user–defined.
bullet Budgets for all detailed costs can be entered. Jobs cannot be activated unless estimates are equal to the job price.
bullet Budgets are tracked against actual costs incurred.
bullet Completion estimates can be entered for individual parts of jobs. A fast enter function is available which will generate completion estimate entries for all cost items for a job, as well as an entry for the entire job.
bullet Detailed on–line inquiry is provided.
bullet Completed jobs can be saved for viewing or later restoration to an active status.
bullet Information for a new job can be quickly created by copying all or part of another job.
bullet Numerous reports such as Job Status Report, Job Performance Report, Job Profitability Report, and Cost Category Analysis.
bullet Job Cost can be used independently or interfaced with RW32 Accounts Receivable, Accounts Payable, Order Entry, General Ledger, Payroll, Inventory Control, and Purchase Order.

 

ORDER ENTRY

Order Entry processes customer orders quickly and accurately. Includes inventory verification when entering orders, immediate customer information, and discount levels calculated. Tracks and processes serial numbers, lot control and multi-warehouse, multi-stocking unit features.

Summary of Order Entry features:

bullet Requires RW32 Inventory Control and Accounts Receivable in order to run.
bullet Supports multiple companies, multiple profit centers, and multiple warehouses.
bullet Allows order (and credit memo) entry and editing, with an order edit list.
bullet Provides for entry of quotations and RMA’s (Return Merchandise Authorization), with simple conversion to orders or credit memos.
bullet Unlimited notes may be stored with orders. They are not printed on invoices and may be used internally to assist in processing orders. Line item notes (text) can also be entered and will print on invoices.
bullet Orders may be invoiced when entered (one–step billing) or held as open orders for later billing (two–step billing).
bullet Automatically adjusts inventory (in Inventory Control) because of orders and billings.
bullet Provides ability to sell and return items in alternate units.
bullet Supports special pricing structures in Inventory Control, including alternate, sale, contract, and multi-warehouse prices.
bullet Allows entry of serial-numbered and lot-controlled items.
bullet Allows adding of new customers during order entry with automatic assignment of customer numbers.
bullet Invoices may be user-defined. Additional user-defined forms may be printed.
bullet Prints invoices for all orders billed. Invoices may be selectively reprinted.
bullet Picking tickets may be printed for open orders.
bullet Automatically feeds billing information to Accounts Receivable.
bullet Includes back order processing, with back order reports and ability to automatically fill back orders when items become available.
bullet Recurring orders may be entered and activated at any time. They may also be used as blanket orders. Automatic selection of recurring orders is provided.
bullet Profit centers for line items may be assigned either from the order header, line item, or I/C item record.
bullet User-defined shipping and COD labels may be printed. Both individual order and group printing modes are provided. User-configurable defaults allow skipping virtually any data field, for high-speed entry of orders.
bullet Day of the following month (proximo) terms are supported.
bullet Supports EDI Import, Export and Status Report options.
bullet May be interfaced directly to RW32 Sales Analysis and to General Ledger through Accounts Receivable and Inventory Control.

 

PURCHASE ORDER

Helps you order goods and services from vendors.

Summary of Purchase Order features:

bullet Prints a Purchasing Advice Report and Purchasing Worksheet to help you identify what should be purchased.
bullet Allows entering, editing, printing, and posting new purchase orders.
bullet Allows numeric or alphanumeric purchase order numbers up to 15 characters in length.
bullet Allows entering, editing, printing, and posting changes to posted purchase orders.
bullet Prints an Expedite Shipment Report.
bullet Prints a Follow–Up Past Due Shipments Report.
bullet Allows entering, editing, and posting receivings.
bullet Informs you of incomplete shipments, both on the screen and on reports.
bullet Prints a Receipts in Excess of Quantity Ordered Report.
bullet Handles multiple drop purchase orders if you receive goods at more than one location.
bullet Handles blanket purchase orders and releases from them.
bullet Allows up to 999 lines per purchase order
bullet Allows up to 200 characters of description for any line item.
bullet Allows up to 99 notes per purchase order line.
bullet Handles order quantities up to 10,000,000 or down to 0.00001.
bullet Allows different units to be used for stocking, ordering, and receiving.
bullet For any line item, allows up to four separate deliveries to the same or different locations.
bullet Allows for receiving of goods on a line–by–line basis or for the entire purchase order at once.
bullet Allows for receivings of goods not previously entered on a purchase order
bullet Keeps track of prices that were unknown at the time goods were received.
bullet Works with RW32 Accounts Payable and, optionally, with RW32 Inventory Control and Job Cost.

 

PAYROLL

Maintains employee data, calculates taxes, handles deductions and prints payroll checks. Eliminates the process of manually preparing tax information.

Summary of Payroll features:

bullet Has employee file maintenance and lists.
bullet Handles both hourly and salaried employees on daily, weekly, bi-weekly, semi-monthly, monthly, and quarterly pay frequencies.
bullet Prints a payroll worksheet to assist in gathering payroll input information.
bullet Allows entering and editing of time–worked information, with an edit list and a register.
bullet Handles a variety of special deductions and earnings, including 401(k) plans and direct deposits.
bullet Handles supplemental earnings specifically.
bullet Automatically calculates standard payroll.
bullet Allows reports to be stored on disk to save computer time, then printed later at your convenience.
bullet Allows use of multiple printers.
bullet Prints a payroll register and deductions register.
bullet Prints payroll checks and a check register.
bullet can be interfaced to RW32 Check Reconciliation to reconcile the checkbook from which payments to employees are made.
bullet Allows entering, editing, and posting of handwritten checks and adjustments, with an edit list and register.
bullet Prints a report showing all payroll distributions to general ledger.
bullet Prints a history report, union deductions report, and hours report.
bullet Prints a standard quarterly report, a 1099 report (for non–employee compensation), and a year–end W–2 information report.
bullet Quarterly reports can be printed in customized formats.
bullet State quarterly unemployment insurance reports and annual withholding reports can be made on magnetic media.
bullet Direct deposits can be made to multiple financial institutions, and each employee can have amounts directly deposited into up to four bank accounts. In order to use this facility, the separate Expanded Direct Deposit system must be purchased separately.
bullet Can be interfaced to RW32 General Ledger and Job Cost, or can be run independently.

 

SALES ANALYSIS

Helps you identify your best customer, best selling items and services, productive sales reps, and strong sales regions.

 

Summary of Sales Analysis features:

bullet Five-year comparative information for customers and items can be used to create monthly, quarterly, or yearly analysis reports.
bullet You can save up to 16 selections for each report by assigning a report name and description.
bullet Costs, margins, percent of sales and percent of margin can be selectively included on or excluded from reports.
bullet You can select a range of customers, items, sales representatives, zip codes, states, dates, and more, depending on the report. Summary reports without detail can be printed

 

SYSTEM FEATURES

 
bullet RW32 is a 32-bit accounting software system that allows you to run efficiently in a Windows environment. Operating Systems supported include Windows 95/98, NT/2000, XP as well as SCO Unix and Linux.
bullet Windows report printing features allow changes in fonts, page orientation and more.
bullet Allows storage of reports to disk for printing later.
bullet Multiple printers are supported.
bullet BreakOut™, the screen customizer allows each user to customize data-entry fields through defaults and/or skipped fields.
bullet Complete audit trails are maintained for all financial information.
bullet Extensive data file integrity checks and backup/restore facilities.
bullet Provides on–line Help that is available to the user at the touch of a key.
bullet Forward and backward scrolling when displaying reports.
bullet You have the option to require passwords. A password is a unique code assigned to each individual user running RW32 software.
bullet When passwords are required, each potential user must first enter a valid password before he or she is allowed to use a protected selection.
bullet File recovery utilities allow you to recover corrupted data files. They can also be used to convert important data files to a format that can be easily transferred to commonly used database and word processing packages.
bullet Supports multiple companies and multiple cost centers.