We are looking for a suitable program for a customer to map the service entry, invoicing and functions of a taxi company with the following requirements:
Maintenance of master data / invoicing customers
- Master data management
- Complete invoice addresses incl. cost centers
- Contact person management
- Management of the service catalog in total and per customer
- Fixed prices
- Routes
- Discounts
- Different VAT rates
- Disposition number
- Rights concept for master data management
- Invoicing according to recorded services
- Individual invoices / collective invoices
- Various invoicing intervals
- Cash discount granted
- Min. double document print, original to customer
Major customers (> 50 tours daily)
- Tour plan
- User-friendly, high-performance recording of documents
- Logic check of entries (against service catalog)
- Assignment of services to cost centers, since collective invoices per cost center
- Assignment of services to VAT rates
- Import of services
- Generation of templates with different services that can be booked as a composite order
- Recording of the transported person
- Evaluation: Who was transported when with which service (“attendance list”)
Cash receipt/account assignment
- Import of payment lists and automatic assignment of incoming payments to receivables, followed by semi-automatic assignment of mismatches
- Cash receipts are often incorrect (health insurance funds/various deductions) or deviate due to discounts. Invoice numbers are often not specified.
- Printing of an account assignment protocol for control at any time and as a month-end closing - named and anonymized
- invoice protocols - named and anonymized
- Check granted % cash discount taken with confirmation (Dec (5.2))
- Evaluation of unallocated incoming payments
- Evaluation of payments <> claims
- Determining whether or not to remind the remaining amount
- Example: the health insurance invoices entered in our current program do match the invoices sent. Thus, the paid invoice amount of the transmitted invoices, reduced by the discounts, is entered. The original invoice must therefore be canceled and reissued with the calculated discount.
- If other amounts have been deducted and may be collected retrospectively, etc., the remaining individual amounts must still be able to be booked.
Service entry Details
- Sort and record receipts
- with order number => assignment
- without order number => assignment
- Persons and messenger trips
- Check the route/price
- If there are several individual invoices per customer, an additional overview of the invoices per customer is required.
- Write individual invoices manually
- With order number
- Overview per customer number (GUI) necessary
- Check receipts for completeness
- Checking/changing
- of: correct customer, persons or courier trip
- VAT rate (inclusive or exclusive)
- cost center, route, route, customer and price
- Services and invoices must be physically deletable
Services and tours
- Processing special customers: export of services (all fields) and invoice data necessary to create special evaluations (Excel)
- Creating a route plan
- Daily plan of numbered, daily tours (approx. 100) in paper form
- Addresses, names, times, special features, prices for the compiled tours or individual trips
- The route plan generates services, the content of which is not completely clear, as changes in occupancy are to be expected on site.
Invoice and service control Details
- Checking the receipts via handwritten lists (via fax from the client)
- Checking the services against the orders: It would therefore be desirable to record orders rather than services performed (serial services)
- The orders from the client are collected so that I can check them and send the list with the collective invoice.
Rebooking/Cancellation
- It must be possible to rebook services before invoicing
- Invoices (issued) must be automatically canceled and transferred to a new invoice with a new recipient: This should also work with collective invoices.
- Generation of cancellation list with note on reason and further procedure
- Canceled because...
- Newly generated as...
- Credit note creation
- Issued individual invoices must be assigned to credit notes granted retrospectively.
Cost assurance AMT
Special treatment is required for persons who have a guarantee of costs (from the office):
- Checking the performance commitment before the start of the performance
- Management of the contact persons on the part of the authority
- If possible, conversation protocols
Reminders
- Monthly dunning phases
- 3. reminders
- Transfer of all open items and reminders to an OPL
- Reminder log lists (reminder phase, contents, etc.)
- Creation and printing of reminders (2 copies)
Health insurance companies / billing / electronic transmission
- Interface to dakota/TARIS health trips desirable
- Recording of receipts with doctor's prescription sorted by health insurance company and insured person
- DAT 302
- Paperless recording (scanning, DMS) desirable
- Create copies of all prescriptions, approvals, etc. and send the original documents by post to the health insurance company!
- Protocols and reports on such services
- Cash receipts always vary – post the difference as a discount
- Sort and copy receipts by cost unit, hospital, record services and create individual invoices / collective invoices
The software should run on approx. 5 workstations (multi-user solution 5 workstations).