Accounts Payable Module

The Accounts Payable module has the ease-of-use and security features of all the other modules and is fully integrated with the General Ledger and Time & Billing systems. Some of the features of the Accounts Payable system include:

The Accounts Payable is a true ledger system into which all payments and accrual transactions (for modified cash or accrual based G/L entities) are recorded. In this environment reversing transactions, such as check reversal, may be added which provides a complete audit trail of all A/P transactions.

Multiple Checking Accounts

An unlimited number of checking accounts may be established within Accounts Payable, and each checking account may be associated with a GL entity and a specific account within that entity.V

Vendor Record

Vendor records include the following information:

  • Vendor name
  • Correspondence address
  • Remittance address
  • Alias names (up to 10)
  • User-defined fields
  • Notes
  • History
  • 1099 information

Standard voucher defaults stored in the vendor record include:

  • G/L account distributions
  • Payment and discount rules
  • Hold payment and separate check defaults

Vendor record features include:

  • Accessed by code, by name, or by any of up to 10 aliases
  • User Defined Fields may be established, along with vendor notes
  • GL account distribution can be assigned to a vendor, which then becomes the default during voucher entry
  • Vendor maintenance may be performed as a menu option, or it may be done directly from within voucher entry
  • Supports the use of one-time vendors

Voucher Processing

Default G/L account codes from the vendor record will display in the account distribution portion of the screen. The user has the option to use the default G/L codes, override these codes, or manually input the G/L codes (If no default G/L codes are coded in the vendor record) to perform the voucher allocation. Invoices and check requests are input as vouchers, recording the vendor, invoice number, amounts and date. Due dates, discount amounts, and amounts due are then calculated based on the information in the vendor record. The system will check for duplicate vendor invoice numbers, preventing multiple entry of the same invoice, unless vendor record allows duplicate invoice numbers.

If any of the expenditure is billable to a client, the user has the option of entering client, matter, and descriptive information as a disbursement entry to the Time & Billing system directly from the voucher.

Multiple Check Processing Methods

The Accounts Payable system provides several methods of processing checks, including:

  • Mass payment selection
  • On-demand checks
  • Manual checks
  • Check reversal (void)

Checks can be selected for printing automatically by due date ranges, discount date ranges, and payment limitations. Once items are selected by the system based on the criteria provided, a preliminary payment register can be generated. The preliminary payment list may be modified to include only those vouchers to be paid in the next check run. Once the preliminary list is edited to the user's satisfaction, checks for these payments may be printed at any time.

On-demand checks may be printed by selecting existing vouchers for immediate payment, or by entering new vouchers for immediate payment. All other voucher processing features are available in this method of input as well. Checks that have been manually written or typed may also be recorded into the system to maintain continuity of check numbers and to update the vendor history and 1099 information.

Checks may be easily reversed. Once reversed, the checks are marked as void and the vouchers that they paid are available for future payment, unless purged. Check reversal automatically creates offsetting journal entries to the General Ledger.

Check Reconciliation

A check reconciliation program allows the user to quickly mark as canceled, all checks that have cleared the bank. A report to list outstanding checks or canceled checks assists with bank reconciliation.

Standard Reports

A number of standard reports are included with the Accounts Payable system, including:

  • Cash requirements
  • Cash disbursement journal
  • Preliminary check register
  • Check register
  • Voucher listings by group
  • Vendor listings
  • Invoices by vendor
  • Checks by vendor
  • Aged payables
  • 1099 Report
  • Canceled and outstanding checks

Each standard report provides a number of different selection criteria for Firm customization.

SQL Report Writer

Since the Accounts Payable database is part of the integrated database of all other modules, all information contained in this system is available through industry standard SQL tools.

General Ledger Integration

Accounts Payable transactions are summed by G/L Account and automatically transferred to the General Ledger at the user's discretion. General Ledger account distributions are provided automatically for the cash accounts. Disbursement allocations are provided by the user during the voucher entry process.

Time & Billing Interface

Disbursements incurred on behalf of clients are entered through the Accounts Payable system and posted to the Time & Billing system automatically. Disbursements may be entered individually through the disbursement entry screen or the mass disbursement list (which allows fast input of large numbers of transactions). If a vendor has the same disbursement allocations from voucher to voucher (e.g. insurance payments for partners), the mass disbursements may be saved to a file for recall in subsequent vouchers. Once entered, these entries are available to billing inclusion in reports, prebills and queries.

Vendor Query

The SQL*Partner Accounts Payable system provides fast, convenient viewing of invoice status, payments, and vendor history through the Vendor Query program. Summary information for vendors is provided on a compact, informative screen with single keystroke access to various detail levels of information. The user may toggle between year-to-date and prior history with a single function key for the fields shown below:

  • Total all invoices
  • Payments on invoices
  • Discounts taken
  • Total outstanding

The user may view detail for any of these fields by moving the cursor to the respective field and pressing a Function Key. A pop-up screen displays from which the user may view the following:

  • All invoices for the vendor
  • All payments made against invoices
  • Open invoices
  • Accounts payable aging

In addition to the above mentioned fields and lists, the Vendor Query screen also displays the following:

  • Last payment date
  • Last check number for this vendor
  • Amount of the last check for this vendor
  • Correspondence address
  • Remittance address

A powerful data search displays a pop-up input window is displayed in which the user may define criteria by which to search for invoices, checks or vouchers. The search criteria fields include:

  • Date range
  • Amount range
  • Invoice number
  • Check number
  • Voucher number
  • Combination of the above.

The search may be as broad or as narrow as desired by entering the appropriate date ranges and/or other criteria. A firm may search for a specific dollar amount, or for items on a particular day. Upon completion of the search, a window will display the following:

  • Voucher number
  • Invoice date
  • Invoice number
  • Invoice amount
  • Amount paid
  • Discount amount
  • Check number
  • Check amount
  • Check date
  • Outstanding balance (if any)
  • Amount paid on invoice (partial payment).

Multiple Check Printing Options

The Accounts Payable Module supports printing to various types of printers, including impact printers using single or multiple part continuous check forms, laser printers using pre-printed check forms, or laser printers using blank check stock or partially pre-printed forms. Laser printing also supports MICR encoded printing to print the full bank codes at the bottom of the check. Printers may be local and connected to the application processor, local and connected to the LAN, or remote and connected to the WAN. For laser printing on blank check stock or partially pre-printed forms, the user may define the actual check layout, which may include graphics for logos and borders, as well as digitized signatures, if desired.

More Info...

Other modules in the Financial Management Series include:

The Financial Management Series is also integrated to other Modules within the SQL*Partner system, including the following:


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