Hazen & Associates

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Hazen & Associates Wholesale Distribution Accounting

has been developed using the "Microsoft Access" database environment.  It integrates extremely well with other Microsoft Office products.    Source code is included so you can tailor ANYTHING to your specific needs.  This very important feature puts this product far above "low end - off the shelf" software utilized by "very small" businesses.  It runs well on a simple Windows peer-to-peer multi-user LAN. (Local Area Network).

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UNRESTRICTED Multi-User Network Ready.    All modules are integrated.    Easy to use tabbed interface. 

Red Dot feature Look for the unique and innovative small "Red Dots".  You will find them in the upper right hand corner of various fields.   
When you double click on a red-dot field, HAWDA drills down to give you more information, providing faster data entry and much better ease of use.  See the Sales Order screen shot for example.  When you double click on the "Sold To" field, HAWDA opens the Customer data entry form so you can add new records, get more detail or just update some existing information.

Quotations is a salesman's tool for creating professional looking quotes.  Shows profit for each item and for the entire quote.   Quotes can be turned into a sales order with one click.  Easy Customer and Item lookup.  All quotes are saved for future reference, but can be deleted.  Customer default pricing is displayed, but can be overridden.  Tracks "source" of the inquiry to help evaluate advertising effectiveness.

Check Stock and Availability Inventory lookup form with in depth search functions and customer tailored pricing.  Designed to get instant answers when a customer calls you and wants to know if you've got "it" and how much "it" costs and they want to know NOW!  Supports contract pricing, quantity breaks and drop ship pricing.  Also, view detailed customer information, print a statement, lookup sales history of this item to this customer.

Sales Order Processing ("on the fly" customer and item lookup by name, keyword,? category, vendor etc)  Credit Limit message pops-up when it is exceeded and you are also warned if a customer is on "Credit Hold".  Handles back orders.  Automatically adjusts inventory as lines are entered.  Shows profit for the current line and the entire sales order.  (if security clearance allows a user to see this)  Instantly shows sales history for an item when you double click on the price field.  Calculates proper price based on pricing information established for this customer for this item at this quantity for this date.  Supports contract pricing and quantity breaks.  If you offer discounted pricing for Drop Ships it will be used instead of the regular price when you set the Ship Via field to "Drop Ship".  Supports Mix 'n Match pricing so items can be combined to achieve volume discounts.  Adds delivery surcharges based on minimum order amount and/or delivery area regions.  (can be overridden)

Invoicing  Batch create feature allows you to enter all your sales orders and then generate invoices (some or all) in one operation.  HAWDA supports two complex sales commission calculations; customizable for each sales person.  (percent of gross sale or net profit -and- can be based on "when sold" or "when paid")  Commissions can be split.  Form shows payment(s) history.  You can reprint invoices and/or fax them via WinFax or similar.  Invoices can be created without a sales order for things like credit memos, drop shipments, miscellaneous charges or any other transaction that does not involve changes to inventory.  ("on the fly" customer and item lookup by name, keyword,? category, vendor etc)  Print supports dot matrix "multipart" and laser "multipage" techniques (with customizable footnote descriptions for each page.  I.E. "Customer Copy", "Office Copy", "Packing Slip" etc.)  You can print: one invoice, all unprinted invoices, one customer's invoices or date range.  (print format fully customizable).  Supports Recurring transactions for both Sales and Credits with or without stock depletion.

Global Price Updates When your supplier raises prices you can update your price lists for a "one item", "all items for one supplier"  or "all items for all suppliers" -  with one click. (any item's price can be individually "frozen" to prevent global updating).    Unlimited, customer specific, pricing control.  You can define variable pricing? for individual inventory items and/or customers (percent up or down from standard pricing).  Contract Pricing for individual item/customers for both buying and selling (with start/stop date, drop shipments and/or minimum quantities).    Column Pricing for purchases of specific vendor lines by specific customers.  Other pricing schemes include: Percent Off, Markup, Discounts, (percent off retail, and/or line item discount and/or overall discount) or data entry operator specified.  (any "pre-set" price can be overridden at the time of sale)  The "smart" Update Costs data entry form makes inputting new prices a breeze.  It even applies discounts or case-price to each-price conversions.

Purchasing Supports Drop Shipments, our number/their number conversion, case pack conversion for buying and selling.  "Duplicate" button, "Receive All" button, "Back Order" tracking.  Confirmation tracking.  Purchase Order Worksheet feature shows details of an item's sales history to improve ordering efficiency.  (see screen shot: Purchase Order Worksheet)  You can specify whether tax, freight, volume discounts, etc. should affect receiving cost? and those costs will be prorated to determine the "true cost" of those items when they are received.  Supports vendor contract pricing.  Supports line item discounts and volume discounts.  Calculates average lead time and expected delivery dates.  Supports Recurring purchases.

Inventory Control Calculates average days to receive stock, lead time, reorder point, min/max, LIFO/FIFO?  Serialized, item picture, case pack buy/sell conversion.?  Weight, UPC, HazMat codes.  Assemblies.  Multiple Warehouses.  Stores "size" and "style/color" information.  Supports Column pricing,? Variable Pricing,? Full case discounts, Standard Cost, Average Cost, Purchase Order Cost? and Volume Discounts.  Stores Alternate Supplier information.  Allows warehouse transfers and global changing of item numbers.  Establish pre-determined low stock alerts.

Banking with multiple check books and reconciliation.    

General Ledger  Chart of Accounts with account/sub-account.  Multiple open periods.  Balance Sheet, Income Statement, Trial Balance.  Transactions posted as they occur.  Preset account numbers to be used for various common events.

Accounts Payable  Buying group control (one check for many vendor's invoices).  Calculates "Best Date To Pay"? based on terms and your cost of money (interest rate).  Controls early pay discounts, but allows expiration date override.  Auto allocate or double click to pay a bill.  Immediately write the check from the same screen.  Supports recurring bills and supplier invoices.

Accounts Receivable  Easy to use customer payment form showing running balance?, flags past due invoices,  auto-allocate and payment history.  Allows partial payments and remembers customer over payments (or pre-payments).  Keep notes about payments, and details concerning individual transactions. (short pay, price dispute, customer response, etc.)  Generate statements (including automatic periodic statement generation) with dunning messages or use the complete delinquency letter subsystem (based on aging) to help collect past due accounts.  Controls early pay discounts with expiration date. (can be allowed after expiration if you so desire)   Calculates service charges.?  Customers can be put on a call list and the Accounts Receivable form can be filtered to show only those who need to be called.  A delinquent receivable report is custom tailored to define your specifications of "delinquency" via a dialog box and prints receivable details for those customers matching the parameters.  NSF checks can be easily reversed.

Returns A form similar to the sales order is provided to track and authorize returns.  RMA's can be printed.  Stock is automatically adjusted if specified.  Handles shipment errors where the merchandise is "swapped out".  You specify if the returned merchandise is in damaged or good condition.  You decide whether to issue a credit memo or not.

Special Orders  Inventory is classified as "stock" or "special order".  A form is provided to enter special order information and integrates with the purchasing process to remind you to include them with your next order to the item's supplier.  It stores various dates concerning when "they" ordered it, when we ordered it, when it is needed, expected, received, delivered etc.  You can also enter non-stock items and provide your own item number and description.

Sales Tax Tracking Unlimited number of jurisdictions.  Calculations based on customer and inventory designations. (taxable / non-taxable status)   Monthly reporting by jurisdiction.  

Reports  Nearly 400 professional reports (organized via a customizable print management form).  (Packing Slips, pick tickets, ordering work sheets, including hazardous materials documents!)  Supports inserting company letter head into any report you choose.

Terms Completely user definable.  Examples: Net 30,  COD,  2% 10 Net 30,  1% 10th Prox.  You specify discount percent, discount days and Prox? or even Prox+ dating to custom describe almost any kind of terms you want to offer -or- that your suppliers offer you.  Each customer and each supplier has their own default terms.  Both can be overridden on the fly.

Backorder Tracks both "sales" and "purchases" backorders.  Includes a variety of "Lost Sales & Fulfillment", "Purchases Overdue", "Open Purchase Orders", "Purchases Not Received" and other statistical reports.

Customer and Inventory Performance Ranking  Track sales and payment history, number of days to pay, high-balance. Rank inventory in a variety of user specified ways.  Maintains average inventory balances by item.  Calculates and reports inventory turns.  Reports show customers ranked by performance:  All, by Salesman, Only Up (for the year), Only Down, Summary and Detail.

Miscellaneous  Print, E-Mail or Fax price lists (custom tailored for each customer), invoice copies, statements etc. Extensive "Find" capabilities and "Drill Down" features are included everywhere you can imagine.  Customizable passwords and security clearance to sensitive areas (I.E. NO ACCESS, VIEW ONLY or FULL ACCESS, -also- hide/show profit on quotes and sales orders etc.)  All data tables are fully accessible via the Microsoft Access data sheet viewer.    Unlimited capability to create impromptu queries, forms, graphs, reports and form letters.  Plus, you can change anything or add any new features you might desire.  There is a simple appointment tracker, contact manager, employee data tracker and "notes" recorder included.

System "recommendations"   Windows XP or later, MS Access 2003 (XP or 2003 or 2007 etc. required),  Pentium 1 Ghz or faster, 512M ram or more,  monitor set at 1024x768 resolution, 1G hard drive space, 100Mb network (for multi-user), fax/modem, sound card, printer.

Additional Details:

Keyword Look-Up  Finding a previous sales order can be a complicated endeavor.   Especially when a customer says, "Just give me 12 boxes of the same widgets I got last time."   HAWDA gives you all the standard search methods like Name, Date, Number etc.  But "keyword" searches make a situation like this easy.  HAWDA allows you to type in a keyword and then it searches in the Description and the Supplier Name field (you may only know that it was an "Acme" widget) to find matching records.  You can display them in order by Item/Company, Company/Item, Supplier/Backorder and Description/Item/Company.  These capabilities are available when you are entering Quote, Sales Order, Invoice and Purchase Order line items.

Variable Pricing can be used to increase or decrease the price charged for a particular item or for all items sold to a particular customer.  Here's how it works: for items, you can enter 104.25% to bump a customer's price up by 4.25% or enter 98.5% to decrease it by 1.5% etc.  The price will be automatically adjusted at the time of sale.  This is useful for covering your costs for "special order" or "nuisance" items or in cases where you can get a little better margin.  Of course, if the item is more price sensitive than other products you may need to take a little cut. (98.5%)  The same feature is available at the customer level.  If a customer always orders small quantities, is "off the beaten path" or is slow to pay you may want to tack on 2% by entering 102% in that customer's variable pricing.  Likewise you can use 98% to give a good customer a 2% break. 

Column Pricing lets you define multiple price lists.  You could define Column A for retail customers, Column B for wholesale customers and Column C for volume/cash customers etc.  Each column is created by entering markup percentages on the Supplier form.  Column A could be defined as cost x 140%, Column B as cost x 120% and Column C as cost x 115.50%.  You would then assign each customer a default column depending on their status.  You can also assign a better column when a customer buys a specific supplier's products.  For example:  Joe's Hardware is assigned column B, but he normally buys his tools direct from BestLine Tools.  In order to get him to buy BestLine Tools from you, you could assign column C to Joe's Hardware only for BestLine Tools.  This way Joe pays column B for everything except BestLine Tools.  Of course you can always create a contract price for any customer/item combination and that would override column pricing.  Now suppose the cost changes for a certain item or for an entire supplier's line.  You would simply need to update the cost(s), via the "Update Costs" form, and then click on the "Update Prices" button (available on the Update Costs form, the Inventory form, Supplier form, Tools Menu and Setup form) to update either one item's column pricing (via the inventory form) or all prices for all items from a specific supplier (via the button on the Update Costs or the Supplier forms) or all items (via the Tools and Setup forms)  In addition you can "freeze" any price in any column for any item by simply double clicking on it where it appears on the inventory form.  This prevents "Update Prices" from changing that price.  In addition, you can specify that "Update Prices" should use either your "Standard Cost" -or- "Average Cost" as the basis for calculations.

Purchase Cost is provided because the prices that appear on the supplier's invoices often do not match your internal prices.  This can happen because of volume discounts, line item discounts, rebates etc.  You need to be able to match your purchase order prices to the supplier's invoiced prices - line item by line item, to verify that the invoice is correct.  Now you can define a purchase cost and a purchase discount to be used as a foundation for determining the price to be used on your purchase orders.  You can also setup contract pricing for any item from any supplier and it will override this calculated default.  In addition, you can choose to have this purchase cost field automatically updated when items are received.  (you are always asked for verification before this takes place and this feature can be turned off)

Buy/Sell Conversion This is needed when you buy products by the case and sell them by the each.  You specify the information in the inventory form.  The controlling factor is the "sell units per buy unit" field.  When creating a purchase order you can enter the number of cases (or pallets or boxes etc.) and that figure will be multiplied by "sell units per buy unit" when the item is received. (Use "1" if no conversion is necessary)  Your actual inventory receiving cost is determined using the purchase cost and this factor accordingly.  This information appears on a variety of forms and reports.  It is of particular value on the Purchase Order Worksheet.  There, if you buy by the case, you can click a button to toggle your sales history between "eaches" and "cases".  Then you can easily decide how may cases to buy.  There are also two case pack fields.  (Ours and Mfg)  You might buy soda pop by the case of 24 (Mfg), store it by the six-pack (Ours) and sell it by the can.  You can also specify "minimum purchase quantity" and "able to be sold via the internet" information. 

Buying Groups Sometimes several companies band together to form a buying group so they can increase their buying power.  Then it is often it is necessary to send one check to the buying group to pay many vendor's invoices.  You can group those vendors together by assigning them a 2-digit code.  When you specify the buying group code on the accounts payable form, you will see all the invoices for all the vendors in the group along with pertinent discounts and totals.  Accounts Payable reports give subtotals by group or let you "zero in" on just one group.  You can enter your payments and create one check for the entire amount.  This capability appears on a variety of forms and reports as needed. 

Prox Terms Some companies offer special terms where the invoice is due on a certain day of the month.  (typically the 10th)  HAWDA handles this and allows for discounts too.  You can specify terms like 2% 10th prox where you can take 2% off if payment is made by the 10th of the next month -or- 1% 20th prox +30 where you can take 1% off if payment is made by the 20th day of the month after next.  These capabilities apply to both customers and suppliers. 

Factors Affects Cost  Most accounting programs ignore the fact that freight, taxes, volume discounts and other charges affect the true cost of an item purchased.  If the "cost" in your inventory record is inaccurate, your profit figures will be inaccurate too.  The pre-established standard cost or the cost on the purchase order line item is the only thing "they" use to determine the cost for your inventory records.  To make matters worse (especially if there are any discounts involved) the Purchase Order line item price is often times not the amount you want to use as the cost in your inventory record.  HAWDA allows you to tailor the calculations by "check marking" these fields on each purchase order so the cost is automatically adjusted when you receive an item.  You can tell it to consider any combination (all, some or none) of these factors when calculating the cost you want to use.  In addition, the volume discount amount can be set to a default in the supplier master record.  HAWDA even allows you to specify freight costs for each line item.  (some items are heavier than others)

Service Charges HAWDA is smart.  You do not have to run "service charges" calculations on any specific day of the month.  Suppose you apply service charges for a past due invoice on the 10th of the month.  HAWDA will determine the proper amount based on terms and days past due, and create a "service charge" invoice itemizing the invoice number(s), customer's PO number(s) and other related information.  Now suppose, 15 days passes and you still haven't been paid.  So you'd like to charge some more interest.  Go ahead!  HAWDA will determine the total amount to charge and then subtract the amount previously charged.  Another "service charge" invoice is then created for the difference.  You can specify which customers you want to charge.  (you probably don't want to irritate your better customers)  You can also set threshold values to control how you want it the process to work.  ("minimum past due" and "minimum charge" amounts) 

Best Pay Date What is the best day to pay this invoice?  Let's say your terms are 2% 10 net 30 and it costs you 8% per year to borrow money.  Should you make your payment early and take the discount or wait until its due?  HAWDA takes all the important information into consideration and determines the "best pay date".  It even lets you specify a certain number of days that you can pay late without penalty.  For example, if a supplier will let you pay 5, 6, 7 or even 10 days late, the "best pay date" formula adds this in and adjusts the "best pay date" to allow for this grace period.

Running Balance  When entering a customer's payment, the amount is often equal to the total of several of the oldest open invoices.  But which ones add up to the amount of the check?  The running balance helps answer this question.  For example: ABC company sends you a check for $458.77.  Looking at the running balance you can see in a flash that the first 4 open invoices add up to $458.77.   (Note: HAWDA will detect this and will beep; pressing enter pays all 4 invoices automatically.)  You can also allocate the money to the specific invoices without having to stop and add them up by hand. (The "Auto Allocate" button does this with one click)  These simple features can save hundreds of dollars in time and effort by reducing the time required to enter cash receipts.

LIFO / FIFO  "Last-in / First-out" -or- "First-in / First-out"  Either costing method is supported by HAWDA.  (You can also specify "Weighted Average" costing)  When items are received the proper cost is calculated and put into the "Inventory Products" records. (sometimes called LIFO layers)  This handles those situations where prices vary from one purchase to the next.  When an item is sold, stock is reduced according to the specified method.  This controls accurate calculation of profit figures, tax liability and inventory valuation.     

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Click on the following links to see some screen shots. 

        (These are only a few samples)

Please note:  You may not care for the color scheme in these examples.  Keep in mind that most of the

colors you will see are determined by your windows setup for colors

Main Menu     Setup Info     Sales Order     Check Stock      Customers

Inventory     Suppliers     Purchase Order     Purchase Order Worksheet

Assemblies     Payables     Cash Receipts     Reports