Features
Ice Ledger
Features
Ice Ledger is a fully featured business accounting software for desktop computers that contains a comprehensive list of features. The system is multi-company, multi-currency and multi-user. Here, we give you brief details of some of the main features of the system. Where possible, we have included a link to a video that shows you the feature in operation.
Sales Ledger
Customer Management 
- Create, Edit and Manage customer contact details. For customers with multiple branches, create new customer accounts from existing accounts.
- Notes. Record and maintain detailed notes about your customers and your interaction with them.
- Reminder. Enter a reminders for customers which are displayed when a sales person takes a sales order or creates a sales invoice.
- Address Book. Separate address book for each customer account to keep track of their multiple locations.
- Trading. Quick overview of customer trading on a per month basis.
- Sales Orders. Dedicated screen showing details of all sales orders for the selected customer.
- Sales Invoices. Dedicated screen showing details of all sales invoices for the selected customer.
- Activity. Dedicated screen showing detailed breakdown of all customer invoices, credit notes and payments that have been received. The screen also show both the customer current and aged account balances.
- Logs. You and your staff can create permanent records of any conversations or agreed terms etc.. Because these records are permanent, you are assured that these have not been amended retrospectively by anyone – giving all concerned a much greater level of confidence.
Sales Orders
- Sales Quotes. Quickly create sales quotes for all your enquiries with quick access to all your stock inventory details and prices.
- Convert Quotes to Orders. Once a quote has been accepted, it can be converted to a sales order with a simple mouse click.
- Allocate Stock. You can allocate stock to sales orders and even pre-book the stock to sales quotes in anticipation of an order confirmation. Stock can be allocated on the basis of from oldest batch or from specific one or more batches. Any sales order items with unallocated stock are automatically flagged up as pre-orders.
- Documents. Print / email various documents including quotes, sales order confirmations, warehouse picking lists, delivery notes etc..
- Ship Sales Orders. Sales orders that are part or fully ready, can be shipped, leading to automatic stock adjustments and logging of stock transactions.
- Sales Invoices. Automatically create sales invoices from shipped orders.
- Templates. All document ‘printing’ is templates based. By creating multiple templates its easy to print / generate different documents
- Printing. The unique print dialogue interface, allows all documents to be printed / emailed or exported to different file formats including PDFs to suite your requirements.
Packaging
- Packaging. To meet the demands of goods export documentations requirements, Ice Ledger allows export packaging documents to be created for sales orders / shipments that are being exported.
Sales Invoicing
- Automatic / Manual. Create sales invoices automatically from sales order shipments or manually by direct data entry.
- Copy / Flip. Create new invoices / credit notes from existing ones and amend to suite. Also the ability to flip copy a sales invoice to a sales credit and vice versa both of which can them be amended should you need to.
- Repeat Billing. To meet regular / repeat billing requirements, sales invoices can be created and set to repeat after specified number of days / weeks / months or years. Repeated invoices may be amended before sending to customers.
EPOS: Till
Batch Sales / Credits
- EPOS: Till. Ice Ledger allows a workstation to be configured to operate as a till. With the addition of checkout drawer and EPOS printer, the workstation can operate as an EPOS terminal / electronic till.
- Cash / Counter Sales. Record Counter Sales & Credits easily
Purchase Ledger
Supplier Management
- Supplier Management mirrors the options found under customer management system but for suppliers.
Purchase Enquiries
- For large orders, create open enquiries for products you are looking to buy in the near future which you can then send to multiple prospective suppliers.
- Export enquiries for selected suppliers to Microsoft Excel spreadsheets.
- Import returned replies back into the system for analysis.
- Generate purchase orders based on analysed replies with options to amend the orders before sending to one or more suppliers.
Purchase Orders
- Similar to Sales Orders, you can create, manage, print / email purchase orders to send to suppliers.
Deliveries
- When ordered goods are received, the goods received notes (GRN) can be created easily form the purchase orders and matched against received delivery note, accompanying the goods. If all match, the items can be booked into stock with a click of a button. During this process, stock may be allocated automatically to any sales orders with pre-order items.
- The goods received notes can be converted automatically to purchase invoices to match the supplier invoice, thus circumventing much data entry and avoiding operator input errors.
Purchase Invoices
Batch Purchases / Credits
- Automatic / Manual. Create Purchase Invoices automatically from Goods Received Notes or manually by direct data entry.
- Copy / Flip. Create new Invoices / Credit Notes from existing ones and amend to suite. Also the ability to flip copy a Purchase Invoice to a Purchase Credit and vice versa both of which can them be amended should you need to.
- Ability to enter cash purchases and refunds
Stock Control
Stock Details
- Create, Edit and Manage stock record details. System allows for up to four separate sell prices for each item and has the ability to define 3 text and further 3 numeric custom properties.
- Details. See all item details at a quick glance, including current stock level, allocated stock, pre-order quantities, quantities on order, quantities in transit, date of next expected shipments and more …
- Cost Prices. System tracks cost price of each individual batches of items that are purchased and are currently in stock to give you a true cost of any sale. At a glance you can see the minimum, average and maximum cost price of items.
- Reminder. You can enter a reminder for an item and it will be displayed to the sales person when he / she enters a sales order or an invoice.
- Stock. View a list of all batches of any one item that has ever been purchased and there is still have stock remaining.
- Notes. Ability to record and maintain detailed notes pertaining to each item.
- Trading. Quick overview of quantity sold, total sale value and profit on a per month basis.
- Sales Orders. Dedicated screen showing details of all sales orders that have been raised for the selected item.
- Purchase Orders. Screen showing details of all purchase orders that have been raised in purchasing the selected item.
- Activity. Dedicated screen showing detailed breakdown of all stock movement for selected item.
- Logs. As per customer and supplier accounts, you can create permanent records of any important information.
- Pre-Orders. View a list of all sales orders where the selected item has not been fully allocated.
- In Transit. View all purchase orders, pertinent to the selected stock item that have been shipped by the supplier but not yet received.
- Builds. Create / build new stock items from other stock items / parts. New items may be craeted by assembling not only other parts but also other components that are themselves built from other parts.
Sell Prices
- As already mentioned, up to 4 different sell prices can be defined and updated easily.
Activity
- View all stock activity at a glance with ability to filter the list on a whole range of different criteria
Pre-Orders
- Quick overview of all stock items where the stock has not been fully allocated to sales orders – again with ability to extensively filter the list.
Multi-Depots
- Ability to define multiple depots to where items may be stored and moved between depots.
Stock Adjustments
- Options for Stock In, Stock Out, Write Off, Increase, Decrease, Move allow stock levels to adjusted as per requirements.
Stock Take
- Option to correct stock levels during the formal process of physical stock check to reconcile system stock with physical stock in warehouse.
Stock Revaluation
- Ability to revalue single or multiple stock items very easily with all changes logged for traceability if desired
Intrastat
- This report caters for VAT registered business, trading goods between EU member states, so that the statutory, statistical information can be submitted to the government.
Payments
Customer Receipts
- Enter monies received from Customers and match them against outstanding Sales Invoices and Credit Notes.
Supplier Payments
- Enter payments made to Suppliers and match them against outstanding Purchase Invoices and Credit Notes
Receipts
- Record all monies received from sources other than regular customers such as cash / counter sales
Payments
- Enter all non supplier related payments such as petty cash purchases and utility payments etc
Cancel Receipts
- Cancel customer receipts that have been entered on to the system previously such as a cheque that may not have cleared.
Cancel Payments
- Cancel supplier payments recorded previously and matched against suppler invoices etc
De-allocation
- De-allocate Payments or Receipts in case of mistakes during allocation without cancelling the Payment/Receipt.
Remittance
- Create remittance advice notes for supplier payments being submitted.
Contra Entries
- When you both buy from and sell to a particular company, you can match your sales invoice balance against the purchase invoice balance
Nominal Ledger
Accounts
- Full Nominal Ledger implementation means you can analyse your business activity in fine detail.
Audit Trail
- System creates a full Audit Trail of all financial activity that can be viewed easily and filtered to quickly locate desired transactions.
Cancel Journals
- Ability to cancel / reverse previously entered journal entries to correct errors.
Journal Entries
- Ability to record debit and credit journals for the long list of nominal accounts that may be defined.
Bank Transfers
- Ability to transfer funds between bank accounts that may be of same or different currencies.
Bank Reconciliation
- Ability to transfer funds between bank accounts that may be of same or different currencies.
Bank Transfers
- Match your physical bank statements records against transactions recorded in the accounts system
Write Off
- Option to write off small customer and supplier balances to reconcile / tidy up accounts.
VAT Return (MTD)
- Companies that are VAT registered can generate statutory VAT return report and submit their VAT digitally to HMRC (MTD).
Day Book
- Create sales invoices / receipts / bank payments and receipts day book reports
Reporting
Email Templates
- Ability to create email templates that may be used to generate emails during the automated process of ‘printing’ documents such as sales order acknowledgements, sales invoices as PDF files and emailed directly to recipients as attachments.
Report Browser
- This is the main reporting interface that allows existing Sales, Purchase, Stock, Nominal and Miscellaneous reports and document templates to be modified or new ones to be created. Custom new reports may be requested and imported into the system.
Report Wizard
- An easy to use tool to create basic reports that can then be modified to suit your needs.
Other Features
Web Shop
- Ice Ledger can be integrated into eCommerce Websites to manage the sales order processing. Ice Ledger can provide an integrated sales order processing solution for your website by automatically downloading new sales orders. For examples of sites already integrated into Ice Ledger, goto ZX55.com & Bearing King
Functions
- There are an array of supporting functions to help manage Tax Codes, Countries, Currencies, Exchange Rates, System Logs etc..
Demo Company
A very useful feature that allows your live company data to be copied to a ‘Demo’ company which can be used to practice or to try out a new procedure that you may not be sure about or simply to help train staff without compromising your company accounts.
User Access
Ability to create and manage User login accounts and control user access to the system at a very granular level.
Configurations
The system has a large list of user definable options to enable system configuration and deliver a better user experience.
Remote Connections
Ability to connect to your server running Ice Ledger from remote locations via the web means you or your staff could work from home / remote location or you could for example grant your accountant access to your system so that he / she can provide remote support without having to make a site visit.
Utilities
System has a number of Tools and Utilities, including Data Backup/Restore, Data Integrity Check, Global/Group and Private Email Address Book etc…
Printing
A comprehensive printing options that allows you to print documents not only to any installed printer but also to PDf, screen and much more:
- Document Types. For a given document type, you can print a range of documents. For example, from a Sales Order, you can print, a Delivery Note for allocated quantities, Picking List, Sales Order, Delivery Note for shipped items.
- Template. For each document type, selected you can define a sumber of document templates that can be selected using the drop-down list, at print time.
- Output. Generated documents can be directed to a number of destinations:
- Printer. Documents can be printed onto any installed printer.
- PDF. Save documents as PDF files.
- Export. Save documents to many other kind of file formats including CSV, Excel Files, HTML, MHT and others.
- Email. Using the built in email templates editor, you can create new letters / mailing lists taht can be emailed to your customer / suppliers or custom lists at the click of a button.
- Email with Attachment. Print documents such as Sales Orders, Sales Invoices and Statement to PDFs and email them direct to your customers with the minimal of fuss.
- Screen. Review your documents on screen before printing / sending as an email.