Accounts Payable
Expandable ACCOUNTS PAYABLE module provides control over cash disbursements and related accounting functions.
Information is collected on vendor invoices, discounts and expense distributions and provides prepayment information, writes checks and generates related reports.
Accounts Payable provides four-way matching between invoices, purchase order receipts and standard cost, eliminating manual efforts, reducing errors and providing more effective management control of purchase price variances. Multiple distributions are supported. Invoice information is posted to Purchase Order history.
General Ledger integrates with all other Expandable functions.
MODULE FEATURES
Invoice Entry
- Browse to find vendor by number, alpha search name, buyer, telephone, zip code, etc.
- Jump to vendor or voucher file (zoom capability) while entering an invoice
- Invoice types: purchase order or non-purchase order, credit memo and debit memo
- Online duplicate invoice checking
- Four-way matching between invoice, purchase order receipts and standard cost
- Discounts and due dates automatically calculated
- Expense distribution, including:
- Automatic default distributions based on PO
- Multiple distributions (up to 499 per invoice line) across companies (if Multiple Company installed)
- General ledger account validation
- Job/project validation and distribution
- Automatic multilevel sales tax calculations
- Automatic VAT calculations
- Automatic hold option
- Pay per terms, special or next check run
- Link to open receipts report
Cash Management
- Cash disbursements forecasting (user-defined aging periods)
- By due date or invoice date
- Detailed or summary option
- By vendor or vendor name
- Current or end of fiscal period
- Prepayment review and control
- Vendor and/or invoice hold flags
- Partial payment/retention control
- Term discount control
- Take discount on gross invoice amount
- Take discount only on merchandise amount
- Always take discount
- Days late feature (always take discount so many days after discount date)
Purchasing Data Control
- Variance reporting from four-way matching
- Received not invoiced and returned not credited reporting
- Expense accrual reporting
Batch Control Registers
- Batch control (both original entry and adjustments)
- Invoice by vendor or voucher
- Purchase variance with exception filters
Computerized Checks
- Multiple bank control
- Maximum check amount
- Selected by vendor, due date, discount due date, specials
- Trial payment register
- Check print restart capability
- Check registers
- Void check processing
Manual Checks
- Handwritten check entry
- Reverse and void processing
Check Reconciliation
- By range of check numbers or individual
- Report voided checks
- Report uncleared checks
General Ledger Transaction Creation
- By department
- By account
- By job
- By voucher or batch number
- By batch
Distribute cash to purchase orders using the AP Invoice/Memo Entry Screen
Vendors (file maintained in Purchasing)
- Online entry
- Vendor hierarchy (buy-from, pay-to)
- Multiple contacts
- 1099 vendors
- Invoice defaults:
- Terms with days late feature
- Bank account and type of currency
- Accounting distribution
- Tax or VAT code
- Maximum pay amount
- Automatic hold option
Real-time Integration
- Purchasing
- Job Scheduling/Costing
- Multiple Company
- General Ledger
- Foreign Currency