Accounts Payable

The Accounts Payable module tracks invoices due, generates checks to vendors, and optionally generates General Ledger entries. Partial payments of invoices are supported, as well as computer-generated and/or manual checks. IRS form 1099 will be generated for all designated vendors. Numerous reports are available to give a complete picture of Accounts Payable.

Invoices:
Invoices are usually entered into the Accounts Payable module directly. The usual procedure is to create a batch of all invoices created on the previous business day: (screen shot)

1. The bookkeeper or operator runs a dollar amount total of all invoices to be entered. The batch total amount is entered and a batch control number is assigned by the program.
2. Each invoice is then entered, and in turn the account detail is entered for each invoice.
3. When the dollar amount of the invoices equals the batch total, a 'Batch Invoice Report' is printed.
4. If the bookkeeper or accountant is satisfied the batch is in order, it is posted to the master files. Multiple batches may be entered and edited at the same time, however only batches that are in balance can be posted.

Checks:

1. The user runs either the `Check Preparation' option or the `Enter Manual Checks' (screen shot) option. The user is given a list of open invoices and asked to enter the amount to pay (or amount paid).
2. If the bookkeeper is running the `Check Preparation' option, the next step is to print the checks. At this point all checks or checks for a particular vendor can be reprinted. The checks are formatted for Nebs Form 9024. The checks can easily be reformatted for any type or style of check by adding simple code changes.
3. With either the `Check Preparation' option or the `Enter Manual Checks' option the user's next step is to print the `Check Register Journal Report'.
4. After the check register journal is printed, checks can be voided or reprinted and manual checks can be edited.
5. After printing a final `Check Register Journal Report' reflecting any changes that may have been made, checks are posted.
6. There is also a menu item for printing a "Instant Check" for a payment not in the system.

Interface to the General Ledger
General Ledger entries are created based on the logical field SYS.GL. If SYS.GL is false, the user is not asked for any accounting codes or accounting periods and no General Ledger entries are created. If SYS.GL is set to true, General Ledger entries are generated based on the accrual accounting method.

If SYS.MULTIACCT is set to .T., separate General Ledger cash and payable account entries will be generated for each entity. If SYS.MULTIACCT is set to .F., there will be one cash account and one payable account. All offsetting entries will be rolled up into this single cash account and payable account, even if they are for different entities.

Each group of General Ledger records generated will be added to BATCHDET.DBF. One record for each group will be added to BATCHTTL.DBF. These records will then be ready to post to the permanent General Ledger files through the General Ledger module.

Installation
The user can set up a vendor file with `Edit Vendor Information' option.

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Last updated: Tuesday, February 03, 2004 05:24:26 PM