AP Features

Extensive and powerful lookup programs, and operational and management reports, provide the information needed to make fast and accurate decisions. The system provides the user with multiple ways to review vendor invoice detail and account totals.  The Inquiry programs and reports also allow you to quickly review and research AP invoice distributions to the general ledger.  Open accounts payable reports (Cash Requirements reports, Open AP by Vendor, etc) allow you to report unpaid invoices in "Due Date", scheduled "Payment Date", or Vendor sequence.  Historical reports and look up screens also allow access to the complete history of vendor activity, allowing analysis of vendor usage for leverage in further purchasing.  The AP Disbursements, AP Register, and AP Journal reports that are provided with the system provide a complete audit trail of accounts payable activity

•      Integration with the General Ledger: Accounts Payable invoices, credit memos, payments and adjustments are posted to the appropriate general ledger accounts on an on-line basis during transaction entry.

•      Integration with PO and Receiving: Accounts Payable invoices for inventory purchases are reconciled with purchase order and receiving records during AP invoice entry.  Any variances between the invoice amount and the amount of inventory received from the vendor must be accounted for as each invoice is processed.

•      Easy Expense Distribution. 

•      Charge an invoice to a single General Ledger (GL) account, or spread it between several accounts.

•      Multi-user, Real-time, On-line

•      No "file busy" messages.

•      Fully simultaneous entry/access.

•      Enter/post manual checks in one step.

•      Automatically create and print checks for invoices due for payment.

•      Print and post AP checks singly or in batches.

•      Automatically Void and Un-post a single check.

•      Check Register by range of dates or check numbers, for a single Vendor or all Vendors, with or without AP invoice and/or GL detail.

•      AP Lookups allow searching for an invoice by Register number, PO number, Vendor Name, or by Invoice number. 

•      AP PayDate Management program provides an easy, and fast method for managing the payment scheduling of all open Invoices

•      Fast and Efficient AP Invoice Entry

•      Automatic Pay date Calculation

•      Default pay date by invoice terms.

•      Default pay date by vendor and company policy.

•      Partial Payment Support

•      Pre-schedule multiple payments

•      Automatic Discount Calculation

•      Determine whether or not to take discount at check printing time.

•      Option to always take discount.

•      Easy Check Reconciliation

•      Enter bank deposits.

•      Tracks open or un-cleared checks

•      Maintains current bank balances.

•      Store fixed and variable monthly AP invoices.

•      Duplicate Invoice control by Vendor

•      Optional Bar Code printing for fast payment selection.

•      Flexible Reporting supports output to screen, printer, or disk.

•      AP History by Vendor report.  Produces a report of all AP activity for each Vendor within a selected range of dates or accounting period(s).  Selections include single or multiple vendors, summary only or detail options, selections on Include or exclude paid, open, and voided invoices.

•      Cash Disbursements Journal reports all payments from the General Ledger Cash account between a range of dates

•      Cash Requirements Analysis

•      Cash Requirements by Due Date reports all open payables through a selected Due Date for one Vendor, selected types of Vendors, or all Vendors.

•      Cash Requirements by Pay Date reports all open payables through a selected Due Date for one Vendor, selected types of Vendors, or all Vendors.

•      Two Open Accounts Payable reports (80 and 132 column) show all or selected open payables.  Report selections include Pay Date or Due Date range, for all Vendors or a single Vendor.

•      Proposed Disbursements report produces a report of proposed payments prior to check printing.  This report is used to preview a check run

•      AP Transaction Report shows all AP activity for a selected period of time or a range of Register numbers.

•      AP Account Journal produces a report of all activity in the General Ledger AP account for the specified date range.

•      Aged Accounts Payable report ages payables for a single Vendor or all Vendors.  Aging periods are user definable and invoices are aged based on the invoice terms.

More:

AP Overview