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Business Software Features - Financial Portrait Accounts Payable - Part 3

SUMMARIZED HISTORY INQUIRY: The results of the custom tailored A/P history data base can be viewed on-line by vendor or transaction category.  In addition to the total transaction effect for a specific period, opening and closing balances are available for display.

TWO VENDOR CATEGORIES:
Both "Billed By" and "A/P Point Vendor" types are available.  The A/P Point is available to indicate a factor or that a different vendor is to be paid than the original one.  This feature is separate from the vendor remittance address capability.

MULTIPLE VENDOR CONTACTS:
Multiple contacts can be associated with each customer.  Contact info includes name, title, override phone number, ext, alternate phone numbers, email address and more.

FIVE USER DEFINED VENDOR PROPERTIES:
Up to five types of user-defined vendor properties can be tracked with each vendor.  Examples might include trade class, payment terms or exception vendor status.  The list of valid vendor properties is also user-defined, presumably set up by the application supervisor.  Most of the inquiries and reports in Financial Portrait A/P provide sequencing and filtering of customers using the customer properties.

USER-DEFINED VENDOR SERVICE DATES:
Up to eight user-defined date categories can be tracked for each vendor.  These are normally used for various kinds of follow-up and recording of communications.

PAYMENT AUTHORIZATION BY VENDOR OR VENDOR PROPERTY:
Each vendor must have a payment authorization record prior to any A/P transaction posting.  The data in the record includes the terms code, monthly purchases limit and G/L A/P account. Existence of this record can ensure that the vendor is authorized for payment.  Alternatively, the system can give payment authorization automatically based on a vendor property.

OPEN ITEM OR VENDOR LEVEL END OF MONTH ARCHIVAL:
Two options exist for the end of month transaction archival process.  Standard open item processing indicates that items with a zero balance are to be archived.  A second option exists that allows all items for the vendor to be archived if the total of all those items equals zero.  Archiving refers to the moving of transactions from the main file to the transaction history file, which is not used for on-line operations.  The archival option is indicated at the vendor level, which allows both methods of archival to be used in the same company.  Also involved in the archival process is a "Minimum Number of Retention Days" parameter, which requires closed items to remain for on-line inquiry up to 9999 days.

MULTIPLE BANK PROCESSING:
Multiple cash accounts from multiple banks may be used.  Each batch of check transactions (generated or input) can be associated with any bank.  Banks can also be set up to represent credit cards.  This allows checks written against a credit card to be handled properly and more easily reconciled.  Up to five check-numbering series can be enabled for any one bank.

PURCHASE LIMITS:
Purchase limits can be entered for each vendor.  In addition, the vendor can be put on payment hold to prevent any further check writing.

A/P EXPENSE DISTRIBUTIONS:
Expense distribution reports can be sequenced and totaled by any one of the G/L posting account segments defined within the account structure.  Vendor, A/P trade category, posted status, transaction code and transaction date selection capabilities are available.

CHECK REGISTERS BY DATE AND CHECK NUMBER:
Disbursements can be produced for any bank in the system by transaction date or check number.  The detail version of the report shows which vouchers were paid with each check.

AGED A/P DETAILS BY TIME FRAME:
Aged A/P reports can be sequenced by any of the user-defined vendor properties.  Other options include detail print level and the ability to change or disregard the aging categories at run time.  Vendors may be selected for printing based on dynamic filter criteria on vendor class, vendor name, payment hold, and the total amount owed within any particular aging category.  This report can be used to verify the detail in A/P matches the ending balance in the appropriate subsidiary ledger control G/L account.

EASE OF VENDOR SELECTION:
The user specifies the vendor to work with by entering either the vendor alpha code or the vendor number.  If the alphabetic code (abbreviated name) is entered, the system insures that the alphabetic entry identifies only one vendor.  Otherwise, the search function comes up automatically.  The search function also provides for filtering on any one of the user-defined vendor properties. 



Financial Portrait v4 Copyright by Tegratecs Development Corp., 2005-2009, 2012, 2017, All Rights Reserved.

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