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Products and Services A21 Clarity-SQL Functional Specifications

A21 Clarity-SQL Functional Specifications

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A21 Clarity-SQL is a comprehensive business management as well as a financial accounting tool, that allows you to buy only what you need. Upgrade as and when you need easily. A21 Clarity-SQL - the accounting system that gives you a choice.


ACCOUNTING


A21 Clarity-SQL Accounting Modules comprises General Ledger, Accounts Receivables and Accounts Payable. Click on the tables to see details.

General Ledger

  1. Chart of Account Maintenance - these accounts are supports 10 characters in alpha-numeric codes while the descriptions can go up to 50 characters. All accounts can maintain balances in either base or foreign currencies. Create accounts and map them to a layout tree which allows you to design your financial reports (P&L and Balance Sheet) in any format you want.


  2. Journal Voucher Entry - A21 Clarity-SQL includes journal entry that support project & departmental accounting. It allows you to maintain journals for your company and you may print (and re-print anytime you desire) the journal voucher online as it is completed. Voucher documents are in RPT-format and user may design it in any layout, fonts or even insert graphics in it.


  3. Auto-Apportionment of GL Account - if any GL account need to be apportioned into various departments or projects, you can set up the percentages. At journal voucher entry time, you will be auto-prompted the amounts to apportion in the transaction.


  4. Auto-Numbering Schemes - This feature allows you to define an auto numbering scheme that comprises a prefix (text), a body (numeric) and a suffix (text) that auto-runs. Unlimited number of schemes may be created and used where appropriate.


  5. Recurring Journal Vouchers - This feature allows you to create templates of frequently used vouchers, enter valid date range of the recurrences, group them by daily, weekly, monthly, quarterly or annually etc, select which day of the month you want to auto-post etc. Recur payment voucher feature makes your repetitive work very simple. Instant productivity gain!


  6. Maintain GL Opening Balance - you can easily to maintain the opening balances for each chart of account in whichever currencies (base or foreign) you want.


  7. Maintain Auto-posted Stock or Journalized Stock Values - this feature allows you easily to maintain your closing stock value of each month. If auto-posted, this is posted from the stock ledger transactions. If manual journal, simple pass a journal voucher to get the value.


  8. Unrealized Revaluation- This feature lets you perform a revaluation and to maintain a base currency adjustment of unrealized gain/losses in your foreign accruals.


  9. Budget - A comprehensive and user-friendly entry screen allows you to maintain monthly budget for each chart of account by project or departmental basis.


  10. Goods & Services Tax Handling - this features allow the recognition of output and input taxes in all transactions in A21 Clarity-SQL; auto-computes and format the result into the prescribed GST Form 5 and gives a supporting schedule of the tax involved. You also have a GST Refund transaction that allows the refund of tax to foreign consumers.


  11. Reports & Queries - A21 Clarity-SQL provides a wide spectrum of reports such as G/L transaction listing, journal of transaction listing, transaction summary & detailed listing, Goods & Services Tax report, ledger report, trial balance, receipt and payment report, profit and loss statement, and balance sheet statement.


  12. Dynamic Drill-down - this feature allow users to view ledger transactions or trial balances and drill down to the transactions as they review their financial reports. No need to waste time to cross check hard copies to audit/verify transactions.


  13. Extensive Diagnostics - data integrity is preserved by this feature in the event some user did not follow proper procedure in data entries. Allows you to view un-posted listings and drill down to respective transactions.


  14. Uniqueness - as a database driven accounting software, A21 Clarity-SQL allow users to maintain different project/ department accounts to suit their business needs. Beside, all reports can be taken from any date to any date and your need not be constraint to report by month periods.


  15. Multiple Currency Transactions - A21 Clarity-SQL supports unlimited number of currencies to transact in. Realized transactions with exchange gain/loss are automatically posted to the general ledger. Multiple currencies can be transacted with a single customer or supplier code in sales & purchase modules. Daily exchange rate table stores historical rates for accurate references. Unprecedented flexibility when you handle international business.


Accounts Receivable

  1. Maintain Customers - provide a user-friendly and flexible screen for you to easily maintain your customers. Enter billing and shipping addresses, contact numbers, credit terms, pay modes, default sales person etc.


  2. Flexible AR Options for Customer - allows a customer created to be flagged as a supplier too; and allows cross-allocation of AR and AP transactions. Allow a single customer code to transact in unlimited numbers of foreign currency transactions. Allow different customer to be auto-post to different debtor control accounts (like trade, inter-company debtors etc) too.


  3. Receivables Invoice - This feature allows you to easily enter customer invoice entries directly crediting an appropriate GL account; sensitive to project/departmental accounting. This feature allow entry of lump sum invoices (for back-dated work) and is used extensively by part-time bookkeepers. A21 Clarity-SQL will also track ageing of this invoice by its due date.


  4. Customer Receipt - This allows entry of customer receipts and you can print an official receipt voucher to the customer. Supports customer advance receipt, full or partial settlement or even post-dated settlement; allocate invoices to receipt and track invoice balances easily. Allows receipt from any customers in any currencies, to be deposited into a local/foreign currency bank account - to adjust off an invoice that is in either local/foreign currency.


  5. Customer Refunds - as a mirror reversal of customer receipts, this feature allows a refund to customer and adjust off their receipt or credit notes too.


  6. Multiple Currency Transactions - Unlimited number of currencies to transact in. Realized transactions with exchange gain/loss automatically posted to the general ledger. Multiple currencies can be transacted with a single customer code. Unprecedented flexibility when you handle international business.


  7. Auto-Exchange Gain Loss Calculations - when any foreign currency transaction is realized and there is an exchange gain/loss position, it auto-post this differences to a GL account specified at the control accounts setting. You may also post gain/loss of different currencies into different GL accounts.


  8. Customer Credit Note - this feature allows you to create credit notes that updates directly the AR and respective GL accounts (like discount, freight expenses, over-billing etc). Allows this credit note to apply to invoices, debit notes or even a refund.


  9. Customer Debit Note - this feature allows you to create debit notes that updates directly the AR and respective GL accounts (like interest charges, freight expenses, under-billing etc). Allows this debit note to apply to receipts or credit notes.


  10. Reports & Queries - comes with a broad range of reports such as customer transaction listing, customer outstanding reports, ageing reports, customer statement of account, customer post dated cheque listing, customer analysis by document, and customer sales and collection analysis.


  11. Advanced Credit Control - can support user-definable ageing buckets (e.g: 0-10, 11-20 days etc). It also provide credit control by both credit limit and credit days (based on combination of invoices and delivery orders). Even if the customer falls within the credit limit but has an invoice aged 35 days (his term is 30 days), the system will still block this transaction. This can however be over-ride by an administrator via password.


Accounts Payable

  1. Maintain Suppliers - provide a user-friendly and flexible screen for you to easily maintain your suppliers. Enter billing and shipping depot, contact numbers, credit terms, pay modes, default purchaser etc.


  2. Flexible AR Options for Supplier - allows a supplier created to be flagged as a customer too; and allows cross-allocation of AP and AR transactions.
    Allow a single supplier code to transact in unlimited numbers of foreign currency transactions. Allow different supplier to be auto-post to different creditor control accounts (like trade creditor, inter-company creditor etc) too.


  3. Payables Invoice - This feature allows you to easily enter supplier invoice entries directly booking into an appropriate GL account (like telecoms expenses, freight expenses etc); and these are sensitive to project or departmental accounting. This feature allow entry of lump sum invoices (for back-dated work) and is used extensively by part-time bookkeepers. A21 Clarity-SQL will also track ageing of this invoice by its due date.


  4. Supplier Payment - This allows entry of supplier payments and you can print an official payment voucher to the supplier. Supports supplier advance payment, full or partial payment or even post-dated payment; allocate invoices to payment and track invoice balances easily. Allows payment to any suppliers in any currencies, to be paid into any local/foreign currency bank account - to adjust off an invoice that is in either local/foreign currency.


  5. Supplier Refunds - as a mirror reversal of supplier payments, this feature allows to enter a refund from suppliers.


  6. Multiple Currency Transactions - Unlimited number of currencies to transact in. Realized transactions with exchange gain/loss automatically posted to the general ledger. Multiple currencies can be transacted with a single supplier code. Unprecedented flexibility when you handle international purchases.


  7. Auto-Exchange Gain Loss Calculations - when any foreign currency purchase transaction is realized and there is an exchange gain/loss position, it auto-post this differences to a GL account specified at the control accounts setting. You may also post gain/loss of different currencies into different GL accounts.


  8. Supplier Credit Note - this feature allows you to enter credit notes from a supplier that updates directly the AP and respective GL accounts (like discount, freight expenses, over-billing etc). Allows this credit note to apply to supplier invoices or debit notes.


  9. Supplier Debit Note - this feature allows you to enter supplier debit notes that updates directly the AP and respective GL accounts (like interest charges, freight expenses, under-billing etc). Allows this debit note to apply to payments or supplier credit notes.


  10. Reports & Queries - comes with a broad range of reports such as supplier transaction listing, supplier outstanding reports, ageing reports, supplier statement of account, post dated cheque listing, supplier ledger analysis, and supplier purchases and payment analysis.


  11. Advanced Credit Control - can support user-definable ageing buckets (e.g: 0-10, 11-20 days etc) for supplier ageing. It also provide credit control of your payables based on credit limits and knows if your suppliers are going to block your purchases.


DISTRIBUTION


A21 Clarity-SQL Distribution Modules comprises Sales, Purchase and Inventory. Click on the tabes to see details.

Sales Order

  • Sales Quotation - enables you to easily to create sales quotation to your customer. With many fields to address even departments ordering from you, the quotation can be designed and printed online or anytime you wish.


  • Sales Order - allow maintenance of an order book for your company. To create a sales order, you can select/transfer from quotations. Tracks pending status of orders by products, customers, delivery dates etc.


  • Delivery Order on Orders - enables you to easily to maintain the delivery order for your customer; create or edit the delivery order by transfer from sales order.


  • Invoice on Sales Order - With this feature, you can easily maintain invoices by transferring from existing sales orders. Post in real time the sales amount, cost of sales (optional via settings), debtor amount cuts stock automatically and track profitability instantly.


  • Invoice on Delivery Order - You can easily maintain invoices by transferring from existing sales D/Os. Post in real time the sales amount, debtor amounts (but do not cut stock since already done by sales S/O).


  • Credit Invoice - With this, you can easily maintain invoices that is independent of order or D/Os. Very quick in data entry, this transaction post in real time the sales amount, cost of sales (optional via settings), debtor amount cuts stock automatically and track profitability instantly.


  • Cash Sales - With this feature, you can easily maintain cash invoices. Post real time the sales amount, cash-in-hand (no debtor ageing), cost of sales (optional via settings), cuts stock automatically and track profitability instantly.


  • Debit Note - Like the invoice function, you can maintain debit notes. Post in real time the sales amount, cost of sales (optional via settings), debtor amount cuts stock automatically and track profitability instantly.


  • Sales Return / Credit Note - In this option you can maintain the credit note via an user-friendly interface. You can select the transaction which this sales return is based on, and the system recognizes your sales and cost amounts.
    Stock returned are auto-inserted back to A21 Clarity-SQL's inventory balance.


  • Reports - Support wide range of reports such as sales document listing, outstanding sales document listing, sales picking list, customer price history, profit and loss by document, sales analysis by document and yearly sales analysis.


  • Supports Tax-Included or Add-Tax Billings - Whether you sell with a tax-included or before-tax price, A21 Clarity-SQL gives you a choice that can be set at customer level. Set up customer with the default tax rate for auto-pickup. And you can still change it in the transaction screen. Selling price with tax handling is now made burden free for users.


  • Multiple Delivery Orders to Invoice - A21 Clarity-SQL allows you the choice to assign unlimited number of delivery orders into 1 sales invoice or to choose on 1-to-1 relation. Improve operational efficiency in companies where delivery volumes are high.


  • Multiple Ship-to Locations - A21 Clarity-SQL allows unlimited ship-to locations and addresses per customer. You may analyse the sales to various locations of that customer too. No need to remember location details when billing. Let Clarity-SQL do the job.


  • Multiple Pricing Schemes - If you sell a range of products to a broad base of customers, this feature is indispensable. Different customers can be assigned a product selling price and you don't have to remember any one of them. At the point of billing, the price will be auto-pickup when a product is selected for that customer.


  • Multiple Item Level Discounts - A21 Clarity-SQL allows multiple levels of discounts per item e.g. discount of 20% + 5% for volume purchase + 3% for cash discount to be assigned at the point of billing. This provides companies a convenient way to build a discount pricing structure.


  • Comprehensive Credit Control - Credit control is an important part of the business cycle. At sales or purchasing, A21 Clarity-SQL auto-checks for BOTH credit limits and/or credit days of the customers and respond with a block, warn or ignore option. With this feature, you have effective control over risks of bad debt.


  • Multiple Currency Transactions - Unlimited number of currencies to transact in. Realized transactions with exchange gain/loss automatically posted to the general ledger. Multiple currencies can be transacted with a single customer code. Unprecedented flexibility when you handle international business.


  • Return Merchandise Control - In many systems, merchandise return control is done separately from the accounting system. A21 Clarity-SQL handles it transparently via a single document where stocks are replenished to the warehouse, a sale is reversed, and the cost of sales deducted and the customer get a credit note. No duplication of work and up-to-date stock balances.


  • Online Printing with Multiple Formats per Transaction - print the invoice or D/O the moment you enter the transaction. Re-print as and when you need to. In each transaction type A21 Clarity-SQL allows you to attached 4 different design formats to print.


  • Specific User Controls - allows the administrator to set specific user to transact only with their own customer records; they cannot edit documents or call for reports on sales that do not belong to them. Or set a user with the right to access all records. Prevent sales person conflicts with this restriction.


  • Blacklisting Customers - Allow you to blacklist delinquent customer accounts who do not pay in time. Create the history or when they were blacklisted, which transaction will not be allowed. With multiple sales persons handling a large number of accounts, this feature prevents bypasses through a different sales person.


  • Powerful Sales Analysis Reports - MIS reports in detailed & summary formats. Reports can be taken as on any date or from- to any date, showing transactions by sales reps, products, customers, categories, brands, territories etc. Rank your top customers, products and sales transactions by profitability, turnover and view it in graphical layout. Serves as a decision support system in management planning.


Purchase Order

  • Purchase Requisition - this feature allows users to submit request for any product item and print out the requisition for appropriate approvals. This requisition can flow into purchase order transaction for easy usage.


  • Purchase Order - this feature allows user to issue orders and receive it either partial or in full. Reports can be taken on pending orders based on delivery dates, by products or by suppliers.


  • Goods Received Note - This feature allows entry of goods received note by your warehouse. A21 Clarity-SQL allows you to create or edit the good received note and choose either transfer from purchase order or simply direct.


  • Purchase Invoice - This feature that allows you to maintain the purchase invoice with direct update to trade creditors, tax account as well as purchase control account. Create or edit the invoice easily and choose either to transfer from purchase order or transfer from goods received notes.* Cash Purchase - A21 Clarity-SQL provide you a very user-friendly and easy to use interface to maintain cash purchase.


  • * Purchase Debit Note - With this feature that functions similarly to a purchase invoice, it allows you to maintain a supplier debit note with ease.


  • Purchase Return - With A21 Clarity-SQL, you can maintain the purchase returned from a particular completed purchase invoice or from particular item under particular purchase invoice or from particular cash purchase. Auto-reverse out the item from inventory after transaction is saved.


  • Reports - A21 Clarity-SQL has support wide range of reports such as purchase document listing, outstanding purchase document, supplier price history, purchase analysis by document and yearly purchase analysis etc, just to name a few.


  • Unique - With A21 Clarity-SQL, it has support for partial delivery in maintaining purchase request, purchase order, purchase invoice and goods received. A21 Clarity-SQL provide available stock balance online in a status query, showing on-hand, on purchase order etc. A21 Clarity-SQL has support for purchase price history, which means it allows you to check the your company purchase history for particular supplier under any supplied item.


  • Multiple Purchase Document Selection - A21 Clarity-SQL allows you the choice to assign multiple purchase orders to 1 goods received note or a supplier invoice. Or choose it based on 1 to 1 relation. If your supplier delivers 5 of your purchase orders over 5 GRNs and sent 1 invoice to you, A21 Clarity-SQL is designed to handle such complex transactions in a simple manner for you.


  • Calculates & Post Landed Costs - Freight, insurance, handling charges and custom duties/excise etc can now be included as a cost into the product itself. A21 Clarity-SQL posts direct into the stock ledger and the GL and you can take a report of the Landed Costs. A21 Clarity-SQL apportions excise duties; update landed costs and delivers accurate sales profit analyses.


  • Supports Tax-Included or Add-Tax Billings - Whether you buy with a tax-included or before-tax price, A21 Clarity-SQL gives you a choice that can be set at supplier level. Set up suppliers with the default tax rate for auto-pickup. And you can still change it in the transaction screen. Buying price with tax handling is now made burden free for users.


  • Purchase Analysis Reports - Which product was purchased from which suppliers and what volume was made for the period? Reports, detailed or summary on purchases shows transactions by buyers, products, vendors etc. Plan and get the best terms from your vendors if you know your buying trends.


  • Blacklisting Suppliers - Allow you to blacklist delinquent suppliers who do not deliver quality products. Create the history or when they were blacklisted, which transaction will not be allowed. With multiple buyers handling a large number of vendors, this feature prevents bypasses through a different buyer.


Inventory Control

  • Maintain Product or Service Items - You can maintain product item information. Allows you to create multi-warehouses, multiple UOM (by product codes), customer price list, supplier price list, alternate stock item, bar code and costing (Weighted Average, FIFO and LIFO).


  • Maintain Stock Group - This feature allows you to easily to maintain the stock group information for your business.


  • Maintain Stock Category - This is the feature which allows you to maintain the stock category information for particular stock item.


  • Maintain Unlimited Item Description - A21 Clarity-SQL enables you to store unlimited description lines per item that can be recalled during any transactions. At invoicing or purchase order, you are allow to print these in the documents.


  • Maintain Warehouse Locations - A21 Clarity-SQL supports unlimited stock warehouses. Maintain a central accounting database with multiple branches. Transfer stocks between different warehouses and analyses sales pattern. Track consignment sales using the unlimited warehouse that A21 Clarity-SQL supports. See your stock status on screen or take your stock valuation by warehouses. Be in full control of your stocks now.


  • Stock Issue/Receive - You can maintain stock issued or received (usually adjustments or non trade movements) for your company.


  • Stock Transfer - A21 Clarity-SQL allows you to transfer any stock items from one warehouse to another easily.


  • Stock Taking - A21 Clarity-SQL include this feature to enables you to maintain/ adjust the stock level in different branches within your company. It auto-corrects ledger quantity to counted quantity and provide a listing with variances before committing the adjustment.


  • Bill of Material (BOM) - provides a template for stock item assemble, stock item disassemble, and various types of BOM reports. Items are kitted by warehouse location and based on BOM information, this feature also report how many assemblies can be produced.


  • Reports - support a wide range of reports include stock document listing, stock reorder advice, stock physical worksheet, stock card, balance & stock aging and stock analysis by document; all which can be taken as on any date.


  • Real time Stock Cost - Compare to other accounting software, A21 Clarity-SQL include real time post of stock ledger cost to GL (cost of sales account), date sensitive costing calculation; where you can back-date transaction or sell negative stocks and still recover the correct cost, costing inter-warehouse transfers, and multi-warehouse stock costing calculations.


  • Online Stock Card - Online stock card works just like a conventional one. And you can see it from any day to any date. With A21 Clarity-SQL, using true multiple location system, your stock movement report can also be taken by individual locations. What used to take storekeepers hours are now fully automated within A21 Clarity-SQL


  • Multiple Unit of Measures - A21 Clarity-SQL allows transactions to be performed in units of measure different from stocking units. Stocks, e.g. motor oil, can be purchased in drums and sold in bottles or litres. Buy ropes in roll and sell in meters. Provides flexibility to sell what customers want without compromising accuracy in stock control.


  • Generate Shipping Labels - A21 Clarity-SQL assists warehouse dispatch of goods per delivery order or invoice by generating package labels. With these packages are properly tagged; reduce expensive wrongful deliveries that will eat into profit margins.


  • Stock Kitting - A21 Clarity-SQL allows the use of a BOM (bill of material) to generate assemblies. Kit any assembly to sell and even assign production overheads to the final cost of product. Auto-calculates your bill of material and let you know how many assemblies can be created. This option allows you to easily convert child parts into finished goods.


  • Product Compatibility Matrix - A21 Clarity-SQL comes with option to let you specify alternative codes for every product in your system. In case the item is out of stock, A21 Clarity-SQL offers stock balances in compatible codes. Avoid over-stocking. Move products faster and your improve cash flow.


  • Stock Status Query Engine - Query & find, search engine style, any item you want. View stock on hand, sales & purchase order status. Drill down item to warehouse balances, customer and supplier prices. Improve customer service level & productivity, where all information is a mouse-click away.


  • Product Graphics - You can add a graphic file (JPG or GIF format) to your product master and link it to your documents like invoices etc. View it when you query the product if not sure. No need waste time referring to wrong items when it is available at a click.


  • Serialized Stocks - You have option to create a serialized stock; where at point of stock receipt and issue you can manage the serial numbers for these stocks. If you have expensive stocks, serialize & track these now for better control.


  • Batch/Lot Tracking of Stocks - You also have option to create a lot item stock; at point of stock receipt and issue you can manage the batch numbers for these stocks. If you need production batch numbers or expiry date tracking for better control, A21 Clarity-SQL is the choice.


  • Stock Dispatch Manager - A21 Clarity-SQL has option for tracking your D/O and invoices that are barcode scanned and issued “out on delivery”. It also manages cash sales to ensure money is collected for COD sales. If you have many deliveries, chances are you lose track of which are completed and returned. Be in control – know which is out and which is back now.


  • Bar Code - A21 Clarity-SQL has include this feature to allows you to print bar code. Plug-in your barcode scanner, and you can use it immediately.


  • Stock Posting Diagnostics - we provide a diagnostic that isolate erroneous stock costing that post to GL and resulting in unmatched GL stock control amount and stock ledger balance. With A21 Clarity-SQL you have no more worries on these tying up.


ADD-ON MODULES


A21 Clarity-SQL Add-On Modules are designed for enhanced functionalities in your accounting work. Click on the tabes to see details.

Fixed Assets

FIXED ASSETS - Under Construction

Job Costing

JOB COSTING - Under Construction

E-Commerce

E-COMMERCE INTEGRATION - Under Construction

 
 
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