Accounts Payable

Module Options

Maintain Vendor Information <See Screen Shot>
Create new vendors, edit existing, or mark a vendor as inactive in this option. You may view purchase information, past payments, and current outstanding balances for invoices, credits and prepaids on the individual vendors.   The Button bar functions of this screen allow for auto-dialing of displayed vendor’s phone numbers, creation of word merge documents, and the printing of envelopes and mailing labels.  You may also open an Email form to send directly to the displayed vendor.

Enter/Change Vouchers <See Screen Shot>
Enter invoices and credits for purchases and expenses directly into Accounts Payable without creating a purchase order.  Enter information for purchases made by a company credit card to the vendor.  Vouchers entered for credit card purchases automatically update the credit card outstanding balance. You may edit any unposted transaction on this screen.  The option to post vouchers when entered or save them for batch posting at a later time is also included.

Post Vouchers
This option will post all saved vouchers entered in the Enter/Change Vouchers option as described above.

Enter/Change Recurring Vouchers
Create voucher templates for transactions such as rent and lease payments.  Once the template is created, use Post Recurring Vouchers to create and post the voucher automatically, eliminating re-entry of the transaction.  If the transaction changes, the recurring voucher can be edited with no change in the posting procedure. Creating a recurring voucher will not affect the Accounts Payable or General Ledger module until it is posted.

Post Recurring Vouchers
Creates and posts vouchers from the recurring voucher templates created Enter Recurring Vouchers.   Once generated, these vouchers are available for payment selection.

Unpost Voucher
This option will unpost a previously posted voucher.  The system creates a reversing journal transaction in the General Ledger module and removes the voucher from the vendor record.  Once unposted, the voucher is available for editing in the Enter/Change Vouchers option. 

Payments
This option opens a sub menu containing the three options described below.

Pay Invoices <See Screen Shot>
Payments may be selected three ways.  You may select invoices for payment based on their due date.  You may have the system calculate all invoices due for payment with discounts available.  You may select invoices on a vendor-by-vendor basis for payment. The invoices selected for payment in this option are printed when the Print Checks option is chosen.  You may edit any selected invoices prior to printing checks.

Apply Credits
This option allows you to apply credit vouchers entered in the Accounts Payable module and prepayments and miscellaneous checks created in the Check Register module, against specific outstanding vouchers for a vendor. 

Electronic Funds Transfer
This option allows you to pay outstanding balances without printing a physical check.  Electronic Funds Transfer will appear on the Check Register and Cash Disbursements Journal.

Print Checks <See Screen Shot>
This option prints checks for all vendors that have been selected for payments.  You may print the checks on appropriate forms or to your screen. A reprint option is available if a printing problem occurs. Once accepted, the payments will be automatically posted to all applicable fields and accounts.

Void Check
This option allows you to void a check previously printed in the Accounts Payable module. Voiding a check will reset the remaining balances on the vouchers originally paid on the check, and reverse all postings to the General Ledger and Check Register modules.  Once a check has been reconciled in the Check Register module, you will not be able to mark it as void.

Credit Cards <See Screen Shot>
Company credit cards used for purchases are maintained in this option.  You may create an unlimited number of credit card accounts.  The credit cards are selected as the voucher type in the Enter/Change Vouchers option.  Statement reconciliations, fees and charges not related to Accounts Payable are also maintained in this option.

Accounts Payable Reports