ACCOUNTS PAYABLE ON-DEMAND

    The Online Accounting system Accounts Payable (A/P) module provides internal control over expenses, payables, disbursements and vendor performance while capitalizing on the accounting software award winning benefits of ease of use, staff productivity, return on investment and business intelligence. The online financial system simplifies transaction entry with intuitive screens designed for heads down data entry efficiency and streamlined rec-to-check (requisition to payment) processes which can be logically sequenced and automated based on user-defined business rules or using the Workflow Designer for conditional routing and approval processing.

 

ACCOUNTS PAYABLE BENEFITS

• Simplify the processes for vendor invoice entry, payment processing and cash flow reporting
• Use extensive transaction defaulting to increase data entry speed, efficiency and accuracy
• Automate invoice management and disbursements processing
• Streamline invoice approval processing with system generated workflow rules that forward invoices to authorization resources
• Automate receipt of goods processing with integration from the purchase order module
• Quickly process manual or voided checks which then automatically adjust vendor history, invoice history and check registers
• Track key vendor management and performance information needed to maintain payables control and promote strong vendor relations
• Use powerful inquiry and reporting tools to achieve on-demand visibility into vendor performance
• Process vendor invoices and disbursements in multiple currencies

IMPROVE VENDOR MANAGEMENT

    The Online Accounting system Accounts Payable vendor records provide thorough vendor categorization for effective lookups and group processing, exhaustive demographic information for vendor management, vendor operational statistics for performance measurement, detailed 1099 selection and complete general ledger account assignments so that procurement and payables transactions automatically default the correct G/ L accounts, thereby saving time and increasing accuracy.

AUTOMATE BANK RECONCILIATION

   Centrally manage all bank related transactions, including checks, credit cards, cash receipts, bank fees, bank account balances and automated bank reconciliation's. Bank account adjusting transactions automatically post to the General Ledger. Bank statements and reconciliation reports are part of the Reports Library. **Centrally manage all bank related transactions, including checks, credit cards, cash receipts, bank fees, bank account balances and automated bank reconciliation's. Bank account adjusting transactions automatically post to the General Ledger. Bank statements and reconciliation reports are part of the Reports Library.**

DEFAULT 1099 CODES

    In order to automate 1099 processing and reporting, the financial system Accounts Payable module designates complete 1099 assignment at the company level and individual vendor specific 1099 information with each supplier. **In order to automate 1099 processing and reporting, the financial system Accounts Payable module designates complete 1099 assignment at the company level and individual vendor specific 1099 information with each supplier.**

ACHIEVE BEST PRACTICES

    Finance departments which fail to document business processes and procedures extend staff learning curves and incur repeated mistakes. The web-based Content Management System (CMS) and knowledgebase delivers company-specific instruction, procedures and best practices for consistent performance and a simplified user experience. Best practices or company specific procedures can be created and linked to the purchase order process, the voucher cycle, credit memo processing, disbursements processing, period-end processing or any other routine or process in order to complete those tasks accurately and consistently.

TAILOR SCREENS TO YOUR BUSINESS

    Vendor profile records and A/ P transaction screens are easily customizable to permit the capture of just the right information and the user-defined page layout to support ease of use. Check formats can be created or customized with the Visual Report Writer. Accounting system screens and reports can be tailored or modified on demand to add new fields, remove unnecessary fields, change field behaviors or reposition the fields anywhere on the page. The end results are page layouts and reports which include only relevant information to your business and provide the greatest ease of use for your staff.

EASE OF USE : SIMPLICITY FOR USER ADOPTION

    Online Accounting delivers a logical and intuitive user interface for vendor invoice processing, disbursements and vendor analysis. Vendor invoice processing (also known as voucher processing) can automatically default prescribed values thereby reducing data entry, increasing accuracy and saving time. Accounts Payable integration with the Purchase Order module automatically converts purchase orders to Accounts Payable vouchers without manual entry. The Bank Reconciliation integrates the cash related transactions from multiple modules to automate the cash reconciliation process.

STAFF PRODUCTIVITY

    Online Accounting Accounts Payable automation capabilities include optional batch processing automation, automated recurring vouchers, automatic creation of vouchers from purchase orders and scheduled disbursements. The Workflow Designer permits user defined approval or routing conditions to be assigned to purchase orders, vouchers, credit memos or disbursements. A/P transactions can be automatically approved, routed for approval or escalated for further review.

ONLINE ACCOUNTING ACCOUNTS PAYABLE CAPABILITIES

The capabilities below are a small sampling of the online Accounts Payable module:

Accounting Efficiency : Online Accounting was designed for fast and efficient data entry. Aplicor's AJAX technology eliminates needless browser page refreshes when entering A/P and other transactions and moving between screens. While mouse navigation is supported, it can also be replaced with keyboard navigation. Countless studies show that accounting transactions are completed in a fraction of the time when a mouse is not used and your fingers don't leave the keyboard

On-Demand Information : Real-time A/P, liabilities, disbursements, cash flow and vendor performance information provides accounting staff with necessary information on-demand

MICR Checks and Check Customization : The A/P module permits custom check stock formatting for checking accounts and MICR check printing if desired. Check layout and structure can be customized with the Visual Report Writer

Purchase Order Integration : Seamless integration of Purchase Order module automatically creates A/P vouchers upon the receipt of goods/ services

Job Cost Integration : For job or project costing organizations, business rules can be configured to suggest/ mandate transaction cost or expense figures be applied to the right jobs and cost codes. To improve data accuracy, valid job types and tasks can be individually assigned by vendor

Time & Billing Integration : Vendor invoices for items attributable to client projects and which should be billed to clients can be automatically inserted to the client's invoice in a single click

Inventory Management Integration : Online Accounting permits optional integration to the Inventory Management module. For inventory carrying organizations, purchase orders and vendors invoices can designate inventory items, SKUs, serial or lot tracking and other inventory prescribed information. For non-inventory based organizations, sales orders and invoices omit inventory detail

Multi-Currency Management : For global organizations, multi-currency management permits the recording of purchase orders and vendor invoices in the currency of choice. Currency revaluations and subsequent realized and unrealized gains and losses are then automatically calculated and included in financial statement presentations

CRM integration : Accounts Payable may optionally integrate with the CRM (Customer Relationship Management) system for vendor activities, correspondence and performance management

Demonstrated Compliance : The complete vendor and payable history and audit trail is automatically retained in order to provide visible and verifiable internal controls for policy, contractual or statutory compliance

Business Process Automation : The Workflow Designer permits user-defined approval or routing conditions to be assigned to purchase orders, vendor invoices and checks. Transactions can automatically be approved, flagged for review or escalated for approval based on dollar value, vendor, dates, items or other user-defined criteria