Aspen Information Systems, Inc.

800.414.0343

Accounts Receivable
 
With Visual ClubMate's Accounts Receivable module, users have the power to provide customers with prompt service on demand.
 
Instant Access to Customer Information
Users always have instant access to a variety of important customer information including a detailed view of all members associated with an account.   Individual members within an account can be set up so that the primary account holder is responsible for recurring charges, but the individual is responsible for incidental charges.  From the main screen, users can drill down to additional financial information or can access an associated member's account.
 


The Customer Maintenance Main Screen
Instant Access to Real-time Financial Summaries
Users are able to access a customer's financial history (read-only) including Year-to-Date Sales, last sale date and amount, credit limit, open credit, last payment date and amount, and current balance along with aging information.  Additionally, users can drill down to view invoice and payments specifics as well as more detailed statement information.

Without giving front desk staff access to the entire AR system, the staff is still able to access this screen in order to provide customer service.
The Financial Information Screen
Unique Setup for Each Customer
Type of statement:  (Open Item, Balance Forward, Summary or Detail)
When to Print: (Always, Never, Balance > 0, Credit or Balance)
Option to Email Statement.
Each account can choose from the type of automatic payment (savings, checking, credit card) and which payment method is used for recurring/minimum charges only or all charges.
Multiple Automatic Payment Methods
Each account can choose from the type of automatic payment (savings, checking, credit card) and which payment method is used for recurring/minimum charges only or all charges.
 
Automatically Send Messages To Customers
You can setup the system to automatically change the account and member status depending on the aging of the account.  Additionally, you can choose to send an internal email message which will pop-up at check-in when using Visual ClubMate's Attended Check-In System.
 
Generate Recurring Invoices
Default recurring charges can be established for each membership type to reduce the amount of time it takes to set up  billing.   Multiple recurring-invoice templates can be set up for each customer. Invoices can be set to recur at different intervals (Monthly, Quarterly, Annually or even specific months!). The system will automatically generate this invoices during the period end processing
 
Create Minimum Charge Invoices
Ideal for golf clubs, yacht clubs and dining clubs, the system has the ability to evaluate member invoices and can apply a monthly, quarterly or annual minimum charge when necessary.  Multiple minimum charges can be set for each member, and can evaluate spending on a Division, Department or Category basis (e.g. Food & Beverage Spending Minimum of $100 per month).
 
Easy Entry of Invoices, Payments and Credits
In addition to Point-of-Sale Transactions, the user can manually enter invoices, payments, and credits as well as issue special invoices for NSF payments and refunds on open credits.
 
Easy End of Billing Cycle Processing
The End of Billing Cycle Processing features a screen that ensures that no step is missed.  As each process is completed a green checkmark appears.  The process is simple: 1) Load Other Invoices (from 3rd-party systems), 2) Apply Periodic Charges, 3) Apply Monthly Minimum Charges, 4) Apply Late Charges, 5) Electronic Payment Management, and 6) Print Statement.
 
Robust EFT Processing
The Accounts Receivable System works in conjunction with an EFT add-on module that will allow a club to process electronic fund transfers for monthly billing direct debits via their local bank, credit card processing centers, or with EFT clearinghouses.  No other system provides greater flexibility. Click Here for more information on Aspen's EFT processing solutions.
 


The Periodic Billing Screen
Send Bad Debts and Delinquent Accounts To Collections
Visual ClubMate can create an output file that can be sent to any collections agency for the club industry.
 
Date-Sensitive Data Enables Easy Transfer of Data from AR to GL
Date-Sensitive Transfer lets users transfer data in summary or detail format from AR to GL based on posting date. Data can be transferred to the prior, current and following year in GL. Transactions can be posted to any period that is still open in GL, allowing users flexibility in posting. In addition, data can be transferred any time during the period – users don’t need to wait for the end of the period.
 
Optional Finance Charge Application
Users have the option to apply finance charges to all customers or to only selected customers and different finance charges can be applied for each aging range.  Users can choose to apply finance charges on outstanding finance charges and whether to apply a fixed rate or percentage.  Users can also choose to apply payments to outstanding finance charges before outstanding balances.
 
User Defined Billing Cycles
While we recommend placing all members on the same billing cycle (e.g. the 1st day of each month), users can set up to 31 Billing Cycles.  
 

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