O-tomate adheres to the GAAP standards and is fully audit driven. Efficiently managing your finances is at the core of your business and critical to your success. Ease of use has not been sacrificed for the sake of accounting standards. O-tomate helps you to administer Accounts Receivable, Accounts Payable, General Ledger, and Purchasing with accuracy and clarity. A powerful Accounts Receivable console gives you the ability to print and e-mail invoices with just a click, as well as alerting you of items requiring your follow-up.

ACCOUNTS RECEIVABLE
Look-up Customer List
  • Deactivate dropped customers
  • Categorize customers by customer type
  • Unlimited number of customer ship-to addresses with separate sales tax code designation
  • Print Avery-formatted customer address labels
A/R Console
  • Quick lookup of customer account history including aging, balance, payments, invoices, and contracts.
  • Invoice management includes ability to look up invoice by number, view invoice on screen, apply payment, edit, write off, and credit to invoice.
  • Collection management includes ability to print and e-mail invoices to customers with just a click.
  • Alerts provide a system for critical issues and the scheduling of those alerts.
  • Statistics provide access to cash-flow and aging information.
Customer Payments
  • Process check, cash, credit card and wire transfer payments from customers
  • Apply payments to invoices automatically or manually
  • Enter receipt of payments on account and apply to invoice(s) at a later time
  • Void the receipt of any payment
  • Immediately write off short payments while recording customer payments
  • Record receipt of miscellaneous payments and distribute directly to a General Ledger account
  • Apply refunds to invoices
Maintain Permanent
Customer Account History
  • Track customer open payments and credits
  • Unlimited number of bank accounts
  • Quickly group payment receipts into bank deposits
  • Customer “on hold” and “exceeds credit limit” warnings
ACCOUNTS PAYABLE
Easy Look-up Vendor List
  • Easily inactivate non-performing vendors
  • Assign vendors default terms and ship to methods for rapid entry of orders and invoices
  • Unlimited number of order from addresses
  • Add vendors, purchasers, items, terms and ship methods on the fly
Vendor Invoices
  • Distribute vendor invoices to an unlimited number of General Ledger accounts and departments
  • Due dates, discount dates and discount amounts are automatically calculated
  • Edit invoices with full audit trail
  • Automatic warning for duplicate vendor invoice numbers
  • Separate system invoice record number simplifies ledger auditing
  • Receipt verification built into the purchase order invoice entry process
Vendor Payments
  • Process printed checks, handwritten checks, cash, and credit card payments
  • Automatic creation of vendor payment list
  • Check printing test, verification, and restart functionality
  • Use Instant Check when one or more single checks are required
  • Select invoices for payment automatically or manually
  • Make full or partial invoice payments
  • Restrict payments to vendors on hold
  • Enter payments on account and apply to invoice(s) later
  • Record receipt of miscellaneous payments and distribute directly to a general ledger account
Maintain Permanent Vendor
Account History
  • Apply vendor refunds to invoices
  • Track customer open payments and credits
  • Unlimited number of checking accounts from an unlimited number of banks
  • Reconcile payments with bank statements
  • Comprehensive, detailed journal and General Ledger posting reports
GENERAL LEDGER
Unlimited Account Numbers
  • Up to 15 alphanumeric character account numbers
  • Renumber, rename or inactivate any account
  • New accounts can be added on the fly during journal entries
  • Unlimited departmental, profit/cost center accounting
  • Renumber, rename or deactivate any departments
Choose From These Journal Entry Types:
Standard, Reversing, or Recurring
  • Unlimited number of recurring journal entries and journal entry templates
  • Void or correct general journal transactions
  • Journal entry numbers can be user-assigned or system-assigned
Up To 13 User-Defined Accounting Periods
  • All transactions post by date and period
  • Post to future accounting periods without closing the current period
  • Close the period for each module separately
  • Produce General Ledger reports for future periods or years
  • Authorized users can open past periods by module for their workstations
  • General Ledger won't accept out-of-balance entries
Full Module Integration

Permanent, Complete and Detailed Audit
Trail and History of all General Ledger
Activities

PURCHASING
Purchase Bid Requests
  • Use Purchase Bid Requests to obtain bids on inventory purchases from an unlimited number of vendors
  • Quickly convert a bid request into a purchase order
Purchase Orders
  • Create, view, edit, cancel, copy, receive, and print purchase orders from a single list window
  • Purchase orders can be copied for quicker processing
  • Process drop ship orders
  • Create an unlimited number of order from addresses for each vendor
  • Automatically update vendor item prices while entering a purchase order
  • Designate specific purchasing unit of measure for any item
  • Link a purchase order to a service call or sales order
  • Automatic tracking of on order quantities in stock status display and reports
  • Track backordered items
  • Quick order verification and order receipt recording
  • Record the receipt of full or partial orders
  • Quick access to item best price information
Permanent Purchasing History
  • Comprehensive Open Purchase Order and Purchase Order Status reports
  • Maximize your receiving process with the Purchase Order Receipt Planning report
  • Accurately audit order receipt processing with our comprehensive Purchase Order, Receipt Journal and GL Posting reports
  • Find un-invoiced receipts with the PO Receipt Trial Balance report
  • Increase purchasing effectiveness with item reorder level, minimum order, and lead time profiling

financial management 7 Easy Look-up Customer List

financial management 6 Due dates, discount dates and discount amounts are automatically calculated on customer invoices

financial management 4 Process check, cash, credit card and wire transfer payments from customers

financial management 3 Apply customer payments to invoices automatically or manually

financial management 2 Maintain permanent customer account history

financial management 1 Track customer open payments and credits