Accounts Payable

The Accounts Payable Module highlights include a purchase order/subcontract element and essential utilities to assist with bid selection, 1099 reporting and expense distribution. Data automatically flows from Accounts Payable into the Job Costing, General Ledger and PO/Subcontract Modules.

Vendors Each vendor can be uniquely identified by an alphanumeric code up to ten (10) characters in length. For each vendor, you may define:

• Contact information including address, phone, fax and email
• Federal ID number
• Minority status
• Credit limit to control the maximum amount entered on an invoice
• Hold status so that invoices cannot be entered for a vendor
• Payment and discount terms
• Default retainage percent
• 1099 Type
• Default General Ledger account, phase, cost code and cost class
• Taxing authority
• Insurance and workers' compensation certificates and their expiration dates
• Default information to appear on checks printed for the vendor

The following user-defined options can be used to sort and select vendors for payment and reporting purposes:

• Payment classes
• Geographic areas
• Service/Supply codes

Vendor Status The system provides a convenient window into the status of each vendor's account, including specific invoices and checks written to the account. The instant access to this information helps you handle phone inquires by new or existing vendors. Information includes:

• Transaction number and type
• Transaction amount
• Transaction date
• Remaining balance on transaction
• Check or invoice number and date

Invoice Entry Entering vendor invoices is designed to provide all necessary information and verification with a minimum of data entry. Much of the information can automatically default to values derived from the vendor and job files. In fact, you could completely specify an invoice by entering only the vendor number, invoice number, invoice date and amount. The other information (e.g. transaction date, due date, discount date, discount base, discount percent, retainage percent, retainage amount, and General Ledger accounts for Accounts Payable, retainage and discount) could be automatically supplied by default. Any of the defaults may be altered for a given invoice at the point of data entry. Among the other data definable for each invoice are:

• Job number
• Invoice type
• Payment status
• Pay class
• Taxing authority

Any invoice can be distributed to an unlimited number of General Ledger accounts, jobs, phases, cost codes and cost classes. Extensive error checking is done to prevent overpayments, invalid distributions and distributions which would put Job Costing and the General Ledger out of balance. Users are prevented from unintentionally making these mistakes. The system supports retainage on payable invoices, as well as the entry of prepaid invoices, general and administrative expense invoices and credit memos.

Selection for Payment Accounts Payable allows automatic selection for payment based on a flexible combination of due dates, discount dates, vendor status, invoice status, job numbers and releasing of retainage. For example, you could pay all invoices due by a given date; due by a given date and pertaining to a given job; or due by a given date and pertaining to a given job and vendor. Invoices may also be selected individually. A cash requirements report helps to analyze outstanding invoices. The pre-check register feature allows you to preview the predicted status of the check register before checks are printed for the selected invoices.

Checks The printing of checks is an easy process which offers the following features:

• The system allows checks to be written manually, paid at the point of invoice entry, or printed as part of a normal check run.
• Any number of invoices may be applied against a check and any number of partial payments may be made against a single invoice.
• Checks may be printed in alphabetical or numerical order by vendor or by job number.
• Users may view the checks on-screen to verify their accuracy before printing.
• Check numbers are maintained by cash accounts within the system, but can be overridden.
• The check-printing accuracy feature allows for rapid and simple correction of any problems within a check run, such as a printer jam or miss-numbering.
• The system automatically prompts users to print check registers after the checks.
• Individual or combined check registers (specified by a date range and/or General Ledger account) may be reprinted at any time.

Void Checks, Adjustments and Credit Memos Accounts Payable provides efficient and intuitive methods for correcting invoices, voiding checks and generating credit memos. For example, to void a check, simply specify the cash account and check number. The system will reverse all entries, re-open the relevant invoices and provide an audit trail for future reference. All adjusting entries will automatically correct the appropriate files in the General Ledger, Job Costing and Accounts Payable Modules.

Sales Tax Liability For companies which are exempt from paying sales tax directly to the vendor, the system provides the option of tracking sales tax liability. By setting appropriate vendor and job defaults, sales tax liability can be tracked accurately and efficiently with little data entry involved. The sales tax liability report, as well as other reports,may be run for prior periods or any date range.

Expiration of Liability and Workers' Compensation Insurance Subcontractors' expiration dates can be easily tracked. The system will provide a warning or prevention (at the user's discretion) during the time a vendor invoice is entered or when payment is about to be made to a vendor.

Report Topics Various reports may be run by vendor number or name, job, or any combination of both. All reports may be run for any prior period of any date range. Among the pre-defined report topics are:

• A/P Aging with Retainage
• Cash Requirements
• Pre-Check Register
• Check Register
• Sales Tax Liability
• Accounts Payable/General Ledger Analysis
• Invoice History
• Vendor Extraction
• Vendor Account History
• Multi-job and Cost Code per PO/Sub
• Committed Cost & Remaining Committed
• Warning or prevention of invoices that exceed PO or Sub amount
• Fully integrated with Accounts Payable and Job Costing
• Warning for certificate of insurance and workers' compensation expiration dates

Purchase Order/Subcontract

• Multi-job and Cost Code per PO/Sub
• Committed Cost & Remaining Committed
• Warning or prevention of invoices that exceed PO or Sub amount
• Fully integrated with Accounts Payable and Job Costing
• Warning for certificate of insurance and workers' compensation expiration dates
• Selection of invoices for payment based on PO/Sub numbers
• Change orders against PO/Subs may be tracked separately or added on to original PO/Sub
• Status may be open, closed, pending, or cancelled
• Buyer, delivery dates, ship via