Solutions for Accounting, Business Automation and E-Commerce

Accounts Payable

Overview

Vendor Invoices
This form receives items into stock that have been purchased from an outside source called Vendors. A user can see all of the necessary information associated with the purchase of those items such as costs, purchase order numbers, quantity received, etc.

Vendor Credit Memo
If an item purchased needs to be returned to a Vendor, a user can work with this form to remove that item from stock, impact all the accounts that were affected by the purchase of that item and generate a credit situation in the payables.

Figure 1: Accounts Payable Vouncher Entry Screen

Vendor Bills
This form is primarily used for recording any items, or expenses, a company would have that requires a payment being generated through the payables. This could be something like electric bills, rent, telephone expenses, supplies purchased, etc.

Figure 2: Accounts Payable Vendor Bills Screen

Vendor Payments
Payments being made to a Vendor can be applied towards open Invoices by using the Vendor Payments form. A user has the ability to manually enter payments, which can be applied towards a specific transaction, or Payments can be automatically applied to the oldest transactions with a click of a button.

Figure 3: Accounts Payable Vendor Payments Screen

Payables Aging
With the Payables Aging form all open, unpaid, invoices for a Vendor can be viewed. Added flexibility allows the user to change the criteria of the information being displayed to view several different options:

• Paid Transactions
• Unpaid Transactions All Paid and Unpaid Transactions.

Figure 4: Accounts Payable Aging Screen

Vendor Deposits
A form has been designed to register a payment generated for a Vendor prior to the purchased of any inventory items. In essence, creating a credit in the payables that can be applied towards future items purchased.

Figure 5: Accounts Payable Vendor Deposit Screen

Vendors
The Vendor form provides users access to all essential information for each Vendor. This form serves various functions including the following:

• Allow access to the Contact Management program allowing users to record important information about a Vendor, Customer, Personal Contact and so forth.
• A detailed History displays information on items purchased from a Vendor and with a click of a button, can retrieve the selected Invoice allowing the user to view the entire purchase transaction in detail.

Figure 6: Accounts Payable Vendor Maintenance Screen

Pay Multiple Payments
This form gives the user power to select the Vendors that need to be paid and the amounts to be paid easily through a check box format. This will save time from manually entering a Payment for each specific Vendor through the Vendor Payments form.

Feature Set and Functionality

Vendors

• Ability to establish vendor information including unlimited contact methods, notes, credit limit, sales tax, payment terms, multiple contacts and shipping locations.
• Ability to assign Vendor types and designate if they receive a 1099.
• The user can assign a default GL account for a vendor that is automatically entered on transactions with override capability.
• Ability to establish foreign currencies for a vendor that apply to purchase orders, invoices, and payments.
• Ability to auto-number or manually assign Vendor ID's.
• Easily customize tab stops to ease data entry of Vendors.
• History tab of purchases and invoices with drill down capability to actual transactions allowing for quick location of desired information.
• Contact Management system with detailed log of all important calls and notes. Ability to schedule activities and see them at startup.

Accounts Payable

• Entries can be made for inventory purchases, non-inventory purchases, bills for miscellaneous expenses, and debit memos.
• Vouchers can be directly created for Inventory purchases that will update stock without the need for creating a purchase order.
• Ability to put vouchers on hold while still posting inventory receipts.
• The ability to unpost or delete a voucher can be password protected.
• Will automatically show screen listing outstanding purchase orders for a particular vendor when selecting that vendor in the Voucher screen. A purchase order can then be chosen and the detail will populate the Voucher screen. The only information necessary to enter is the invoice number and date. The system allows the user to either create vouchers from the purchase order or to bring over a purchase order from the voucher screen as above.
• Vouchers can be charged to jobs.
• Vendors and Inventory Items can be added and edited easily from the Voucher screen.
• Recurring payments can be set up for items that are paid on a regular basis with frequency being set by the user. This saves data entry time and ensures that important payments are not overlooked.
• Multi Currency enabled.
• The system tracks the next check number with the ability to override if necessary.
• Payment discounts are taken automatically by due date.
• There is a "Wizard" to pay all items that are due on a specific date.
• There are multiple styles of checks available with the ability to set a default style.
• The user can easily reprint checks if necessary.
• Prepayments can be made and apply them to invoices later.
• Wide variety of reports available with excellent filtering and sorting options.

Tel (949)261-2694 or Toll Free (800)997-7944 * Fax (949)660-9189
1301 Dove Street * Suite 750 * Newport Beach, CA 92660 * USA