Accounts Payable

The Accounts Payable program maintains a vendor file with information for check writing and tax reporting. New vendors may be established at the time an invoice is entered, eliminating the need to perform this function prior to processing items for payment. A provision for temporary vendors keeps the vendor file clear of one-time suppliers. Form DE542 and 1099's are prepared for applicable vendors.

Invoices to be paid are entered into the system with a batch control number. Subsequent activities are performed by due date and/or by batch: audit journals, checks, disbursements journals and posting. Multiple pay periods may be in progress at the same time.

An invoice may be distributed to multiple general ledger accounts. If the job cost, inventory and/or equipment cost applications are installed on the system, distribution may be made to those accounts also. If purchasing is on the system, purchase orders are reduced and encumbrances canceled. All account numbers are verified and accounts balanced at time of input. Audit journals print for each applicable area.

Posting may be made to accounts payable or directly expensed. Offsetting entries are made to accounts payable, cash and control accounts, as required.