Spokane Software - Products (Order Entry / Invoicing)

Spokane Software Systems Modules

Order Entry & Invoicing Module

Spokane Software Systems has been providing quality data processing and consulting to the agricultural industry throughout the U.S. since 1975. We offer proven accounting, sales automation and management information systems currently in use in over 90 installations nationwide.

With our Invoicing module, all functions of this subsystem that generate financial data are fully integrated with the General Ledger System. These include:

Invoicing
Credit Memos
Voids/Reinvoicing

The Inventory, Bill of Lading & Order Entry functions do not generate financial data.

Invoicing also interacts with other subsystems where invoicing is the original source of transactions. These cases are:

Invoicing tied to A/P
Invoicing tied to A/R
Invoicing tied to Inventory
Invoicing tied to Packout/Pool Accounting
Invoicing tied to Account Sale reporting

Invoicing also interacts with accounts receivable -- where cash posting of specific invoices is flagged in each subsystem.

Functions with Non-financial Data

Order entry relieves Inventory of quantities available to sell
Bill of Ladings relieve Inventory of quantities on hand
Order entry feeds Bill of Lading for items ordered
Invoicing updates Order entry for total of items sold
Packout updates available to sell and on-hand inventory for items packed
Invoicing updates the pool for quantities & dollars sold
Invoicing updates Account Sale records for quantities & dollars sold

Where ever possible, user-definable set up tables have been provided to allow the greatest possible flexibility in fitting the software to your business.

The packed fruit inventory inquiry programs (in addition, see Spokane Sales Focus) allow you several ways to look at your inventory database. These are:

By commodity/variety/warehouse/location/grade
By warehouse location/commodity/variety/grade
By grade/commodity/variety/warehouse/location

There are various online inquiry and management report programs which allow you to analyze and review customer order/invoice activity, in addition to inventory reports.

Special features are built into the invoicing program which automatically calculate brokerage fees. Brokerage means fees paid to third parties who order commodities through you for the final customer. The system provides user definable rate tables. Brokerage calculations are based on a rate times the number of cartons sold. You may optionally instruct the system to use actual number sold or equivalent number sold. You may also instruct the system to optionally deduct the brokerage fee from the amount due on the invoice, or to create a payable (for the A/P system) to the broker. Brokerage charges are automatically deducted from the FOB price before that price is posted to the pool accounting system.

We also provide the ability to add recorder charges to invoices, and create an entry in A/P automatically reflecting this. Other non-fruit charges can be added: add-on charges, pre-cooling, freight, prorated items, etc.

In summary, we usually find that the format of invoices, manifests (Sunkist), or other sales/shipping documents vary from client to client. We have several examples which clients are currently using. You may find one of these acceptable; if not, we can design a format to your specifications.