STREAMLINED AND DELUXE VOUCHER ENTRY:
Voucher (vendor invoice) entry forms can be tailored toward streamlined or deluxe processing method by the user at run time. Streamlined voucher entry is useful when independent operating units authorize payment of vouchers by the corporate headquarters. Deluxe voucher entry includes a voucher description, terms override, a recurring template option, vendor's invoice number and purchase order reference capabilities.
AUTOMATIC PAYMENT TERMS CALCULATIONS:
Due dates, discount dates, and discount amounts available can be calculated automatically for each invoice based on a terms code. Terms options such as the number of days until due are usually assigned at the vendor level but can also be indicated at the transaction code or system level. Invoice specific due and discount date assignments can help to increase cash flow by delaying payment until the last possible date.
RECURRING VENDOR INVOICES:
Any vendor invoice can be set up and used as a basis for creating a similar invoice in the future. This can significantly reduce data entry requirements and time spent coding G/L expense categories. The amount, transaction date, invoice date and invoice number can be easily changed prior to creation of the new invoice.
STREAMLINED G/L POSTING ACCOUNT ENTRY:
One of the primary tasks of Accounts Payable personnel is to break down the vendor invoices into the appropriate expense categories. This is done by choosing the appropriate G/L posting accounts during or prior to voucher entry. Portions of the G/L posting account, if identical, can be coded automatically based on the A/P transaction code. This then reduces the amount of entry required. This is applicable if a significant volume of vendor invoices are received for a single division or location. In addition, the G/L effect of check and discount transactions is usually set in advance, which helps to reduce entry time and ensure consistency.
FULL SCREEN ENTRY OF TRANSACTIONS:
Up to ten expense distributions can be made from the same screen (without paging). A virtually unlimited numbers of distributions can be made during a single voucher entry session.
TRANSACTION MAINTENANCE PRIOR TO POSTING:
Optional printing, verification and maintenance of transactions can be performed at any time prior to posting. After posting, a transaction can not be changed. The overall effect of the transaction can be changed, however, by the entry and posting of additional transactions.
FOUR MAJOR TRANSACTION TYPES:
Invoices, adjustments, checks and discounts are available within FPS Accounts Payable.
TRANSACTION TYPES DEFINED BY APPLICATION SUPERVISOR:
The manager or supervisor can define industry and/or company specific transaction codes using familiar terminology. One benefit is that transaction lists are easier to comprehend. Another benefit is consistency, as the transaction code processing rules are incorporated into all applications and functions of the software. Sometimes the benefit of simplification is also realized, such as when data entry requirements are reduced.
MANUAL VERSUS AUTOMATIC CHECK AND DISCOUNT TRANSACTIONS:
Checks printed by the system ("automatic checks") are processed differently and more tightly controlled than manual checks. This ensures that the data base contains a record of all checks printed.
AUTOMATIC CHECK WRITING:
The system provides for automatic check and discount generation based on a wide range of options. Full review capabilities are available both before and after the checks are generated. The pending check transactions can also be changed prior to printing, if fine tuning is needed after automatic generation.
AUTOMATIC CHECK WRITING CODES:
The system allows the user to associate a wide range of options associated with automatic check writing into a single code name. This allows complex environments with several categories of Accounts Payable or several banks to process checks quickly and consistently. Some of the selection capabilities that can be specified by the check writing code include A/P trade category, vendor class, voucher class, due date range and discount date range.
CASH REQUIREMENTS REPORT:
A cash requirements report is available to show what checks would be generated based on a particular check writing code.
SPOILED CHECK DESIGNATION:
The system allows designation of certain check numbers as no longer usable based on a particular reason. This is most often applicable to the two or three checks forms that are used for alignment purposes during each automatic check printing run.
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