Accounts Payable Platinum Overview

• Used as a stand alone module, no other software or modules are required.
• The number of Vendor Accounts you may establish is unlimited as are the number of transactions.
• Payment terms are user definable on a Vendor level.
• Vendor Payment and Early Discount Terms may be specified for each Vendor. On entry of a payable, the Accounts Payable program will calculate the payment due and term discount due (early payment) dates based on this information. Both Payment Due Date and Discount Cut-off Date may be overridden at time of entry, or changed, after posting of the payable. There is no need to access each vendor invoice to activate the early discount calculations. When checks are printed with a user specified check date before or equal the early payment due date, the program will automatically deduct any early payment discounts available. This calculation is based on the check date specified when presented with the print check menu, and calculates any available discounts regardless of the actual date the checks are printed.
• Accounts Payable Term Discounts may be calculated on amounts before or after taxes.
• On screen vendor account inquiries include pop-up window selection of vendor accounts for viewing, editing and entry of payables.
• Check printing software. Prints checks based on user selectable payable due dates complete with a detailed check stub indicating which vendor invoices are paid includng discount taken if any. Override vendor or payable details as required or place vendor on hold.
• Individual general ledger accounts payable control accounts may be established for each vendor to handle foreign accounts and multiple bank accounts.
• Payables may be charged to a job (or an unlimited number of jobs) with full control over where costs are posted in the general ledger.

Vendor Details

Vendor Master File (partial listing):

• Vendor ID of up to 12 alphanumeric characters
• Vendor description to 50 characters
• Accounts Payable Terms
• Early Payment Discount Terms
• General Ledger default payable account
• Contact information:
  • Vendor Contact Name
  • Vendor Contact Title
  • Vendor Contact Department
  • Vendor Contact Phone number
  • Vendor Contact Fax number
  • Vendor Contact Alternate Fax number
  • Vendor Contact Cellular number
  • Vendor Contact Residence number

Accounts Payable Reports

To provide management with up-to-date information, all Accounts Payable Reports may be printed as often as required and are not dependent on month ends or closing of a fiscal period.

• Detailed or Summary Accounts Payable aged reports may be printed.
• Provides Detailed or Summary Purchase Journals.
• Provides Detailed or Summary Disbursement Journals.
• A Cash Requirement report may be printed indicating in detail each vendor invoice included in the payment if check(s) were to be printed for the payable due date specified.
• Shows discounts available if early payment discounts are offered by a vendor.

Printing Accounts Payable Checks

To print checks, simply specify a payable cut-off date for payment, a vendor, or vendor range, and all vendor invoices with a payable due date equal to or earlier than the cut-off date specified will be included in the check run. A proof list may be printed before printing of the actual checks.

Calculating due date based on payment terms is automatic and checks will be printed when due.

Payable Due date may be changed at any time and or payment may be placed on hold.

• Based on the specific payment and early payment discount terms specified for each vendor, the program automatically calculates and deducts early payment discounts if applicable.
• Payable due dates & discount due dates may be changed after the payables have been posted. This allows for greater flexibility of selecting invoices to be included in, or excluded from a check run.
• The Accounts Payable check writing software module allows for Vendors, or vendor invoices to be placed on hold , which would excluded them from being included in a check run, regardless of payment due date.
• Various standard off-the-shelf check formats are supported including laser check formats.
• Checks for duplicate vendor invoices.
• Handles manual and computer generated checks.
• Support distribution to multiple general ledger account numbers.

History

• A history of Accounts Payable transactions, including disbursements, may be tracked and kept on file for any number of fiscal periods.

Interfacing with optional modules

General Ledger

• With the general ledger installed, revenue distribution is controlled by the user and may be made to multiple general ledger accounts.
• Taxes may be tracked in the General Ledger from Accounts Payable.
• General Ledger accounts for Interest charges and Service charges are specified by the user on a vendor by vendor bases.

Job Costing module

• Using the optional Job Costing module, payables for Jobs are automatically posted to the Job Costing module.

Import module

• Using the optional Import data module, you may import vendor lists from ASCII or CSV files.