ACCOUNTS PAYABLE SYSTEM SPECIFICATIONS

· The Accounts Payable system interfaces to the Purchase Order, Utility Billing and General Ledger Systems.

· The system provides for central depository accounting. Using this procedure, the system will write one check per vendor for all invoices due and then automatically create the due to and due from entries to the proper funds.

· The system contains a Vendor Master file, which is used by the purchasing, utility billing and inventory control systems. This file includes all required vendor information including an alternate address used for purchase order addressing.

· System includes a Tax Authority file that is customer defined and used to record the sales tax districts and tax rates charged. One of the tax authority codes is maintained in the vendor master and is used to report monthly district sales tax information.

· System includes a Payment Terms and Discounts file that can be used to automatically calculate a Vendor's invoice payment date and discount amount when entering an invoice.

· The user has the ability to inquire into vendor information by Vendor Number and Vendor Name.

INVOICE ENTRY

· The system accommodates the input processing of vendor invoices and credit memos. It also provides the ability to input data from manually generated checks.

· During input the user can access the vendor by account number or name. If you have a new vendor the user can depress a single key, which brings up the vendor maintenance program, enter the new vendor information and when completed exit will take them back to the invoice entry program.

· When adding a new vendor during invoice entry, the system searches the vendor file to determine alphabetically where the account would be located, and assign a vendor number.

· During invoice entry the system checks the combined vendor number and invoice number to see if this invoice has already been entered or paid. This eliminates overpayments if you have multiple input operators and prevents paying the same bill twice.

· If vendor terms are used, the software will calculate invoice discount based on the terms code and set the future payment date. If the check is written past the discount date the system ignores the allowed discount and payment is for the full amount.

· If you want to enter an invoice to record the expense this month but not pay the bill because of some problem, you can put invoice "ON-HOLD" during invoice entry. When you remove the HOLD the system pays the bill in the next check run.

· Input allows for entry of taxable and non-taxable purchases during a single invoice entry.

· The system allows entry of 1099 and non 1099 charges during invoice entry. A single vendor record has the ability to track both types of YTD purchases for 1099 reporting.

· During entry the software provides “pop-up” display for account number lookup. Once the window is opened the operator can scroll thru list of account numbers and descriptions to select the proper account.

· The software allows the user to manually issue a check for an invoice that has already been entered into the system. Input procedure will record the check number used to pay the invoice, and flag the system not to pay the invoice a second time.

· System allows distribution to an unlimited number of General Ledger accounts during invoice input and has the ability to post invoice distributions to multiple funds.

· During input the operator has the option to have the invoice being entered to print on a check by it’s self. This is helpful when you need to write a check to the bank or post office and do not want all of the entries for this vendor combined on a check.

CHECK WRITING

· System provides a Cash Requirements Report that prints all invoices scheduled to be paid based on the requirements date entered. This report prints a payment total for all current invoices and the total that will be due in 15, 30 and 60 days.

· Checks can be printed in either vendor number or vendor alpha sequence.

· We use the standard size voucher check that can be printed on continuous form printers or laser printers.

· The software prints continuation voucher (8 ½ x 11 blank paper) forms for checks with more invoice line items than can be printed on the single check stub.

· Checks print with the dollar and cent amounts typed out with asterisks printed before and after the amounts****198 DOLLARS AND 5 CENTS****.

· After check printing the system prints the Check Register listing all computer generated checks and manually entered checks with separate totals for each.

· The software includes a Check Reconciliation system that allows you to clear a single check or a range of check. The end of month processing provides an Outstanding Check Register showing all checks cleared, outstanding, stopped or voided.

· The Check Reconciliation system also provides you with an end of year reconciliation report that list all check cleared, outstanding, voided or stopped for the fiscal year.

· The Check Reconciliation software provides you the ability to void a check and when a check is voided the system records the check as voided in the check history system. This process also automatically creates all of the reversing entries for the general ledger accounts.

· Ability to process a Check Reconciliation file from the bank via Internet transmission.

· The software provides a history of all checks written including the general ledger distribution of the invoices paid. Inquiry to the paid check history file is by check number, vendor number or vendor name.

· The length of time the history file is retained is user defined and purged based on a user enter date.

· The system provides for printing of a Vendor 1099 Worksheet Proof Report and the Vendor 1099's.

INVOICE ENTRY

CHECK WRITING

REPORTS