Suite 201, 1974 Moss Court,
Kelowna, BC CANADA
V1Y 9L3
Tel: (250) 860-DATA (3282)
Fax: (250) 763-2964
|
 |
Accounts Payable System
The Accounts Payable System, designed for the UNIX environment, can be integrated with
Arctic Data's General Ledger and Inventory Management modules, or can be used stand alone.
The system allows up to 99 clients (companies, departments, profit centers, etc.) to be
active. It provides full record locking, which prohibits two users from changing or
updating the same file at the same time; error handling, which assists the user with
"error messages", and print spooling.
Vendor Master File
Vendors, along with product codes, form the base of the Accounts Payable System. Vendors
are stored in the vendor master file. The number of vendors, or suppliers that can be
supported is limited only by available disk space. A vendor record consists of fields for
the vendor's name, address, phone and fax numbers, contact person, terms, and percentage
discount. Users can search for vendors by name, eliminating the need for manual look-up of
vendor account numbers. The system even accommodates partial name searches.
Product Codes
Like vendor records, product codes are an integral component of the accounts payable
system. Product codes enable you to track your purchases, and provide you with a valuable
means of forecasting your business' growth. The system enables you to define your own
codes, and add as many as necessary. You may choose to assign a new product code to each
type of product that you purchase, or you may assign a number of products to one product
code, thereby creating a product category.
Each product code requires a G/L account number for posting* (*NOTE: if the
accounts payable system is used in conjunction with the G/L module, this posting can be
done quickly and easily), as well as a description of the product or product category that
the code represents. Of course, the more structured and organized your product codes, the
more information they will provide for you. The system displays the dollar amount spent on
the product code for the current month, current year, and prior year as well as the amount
spent on the product code for each of the last 12 months.
Transaction Input
Once the accounts payable system has been initialized, and the vendor and product code
data have been entered, invoices can be processed. Payables can be entered through the
accounts payable system or Arctic Data's inventory
management system. Each invoice is broken down into relevant product codes, and then
the amounts for each code are entered into the system. The due-date, terms, and discount
all default to those setup in the vendor's file, but may be overridden if necessary.
The system allows you to choose the invoices you wish to pay, place hold tags on
invoices under dispute-thereby allowing them to be exempt from the cash requirement
report, and split invoices into different due dates. Computer generated cheques may be
issued from the bank account of your choice, and a bank reconciliation report printed as
required. Once invoices have been paid, they can be removed from the file. This keeps
files current and removes unnecessary clutter from the system.
Payments
Users can make full or partial payments on due invoices, and can pay off all
outstanding invoices by selecting a "Pay All" function.
Bank Reconciliation
To maintain accurate accounts payable records, issued cheques can be reconciled with a
bank statement. This can be done automatically by the accounts payable system via a
"reconcile cheques" option. The system provides a "Print Cheque List"
report which acts as a cheque register and displays the total value of outstanding,
cashed, and canceled cheques. At month end, returned or canceled cheques will be removed
from the cheque register.
Updating the General Ledger
Every transaction will make an entry to the G/L posting file. The system allows for
user-defined posting to the G/L. For example users can post on a daily, weekly, monthly,
or date range basis.
Historical Information
Historical information about all of your transactions is retained in a detailed G/L
posting file. This file, unlike the summarized and complete versions of the G/L posting
file, is retained for the period of one fiscal year. Every transaction that occurs is
recorded, and the system enables you to search for information about specific debits,
credits, adjustments and so forth by limiting the file on any of a number of different
variables.
Reports
The accounts payable system provides users with a wide range of reports. The available
reports, which can be directed to print to the screen or to a printer are as follows:
The Daily Transaction Listing report prints a list of all daily transactions including
the sequence number, the invoice number, vendor number and name, invoice and due dates,
invoice amount, discount amount, balance due and document type. Cumulative totals are
provided for discounts and each transaction type.
The Detailed Accounts Payable Report is a clear, concise report that displays the
month's business you have done with each vendor. The report prints the vendor number and
name, invoice number, previous balance, month's activity, current balance, and transaction
date, as well as any comments entered.
The Vendor Status Report prints the account balances of active only, inactive only
(vendors with no outstanding invoices and no transactions in the current month), or all
vendors and displays the last purchase made. For each vendor, the report lists the vendor
name and number, last purchase date, current month balance, total balance due, and
year-to-date balance. Cumulative totals are also provided. The report can be printed in
alphabetic or numeric order.
Cheques are printed on R.L. Crain's "Arctic Data" cheque, form number
10001B. NEBS cheque form 9024 has the same layout and can also be used. The cheque
provides a detailed stub and is available with a second copy. A custom cheque, using the
same print locations would be equally suitable. A custom cheque driver is available from
Arctic Data if necessary. If cheques are not printed,per se, then a "stub" can
be printed on 8-1/2" X 11" plain paper.
The Print Cheque List acts as a cheque register, recording the cheque number, vendor
number and name, issue date and amount. You have the option of displaying all cheques,
outstanding cheques only, cashed cheques only, or cancelled cheques only. The cheques in
each category are totalled and printed at the bottom of the report.
The Cash Requirement Report presents all amounts owed to each vendor on a per invoice
basis. Invoice and discount totals are provided per vendor as well as cumulative totals
for all vendors. These figures are only given for invoices up to a given cutoff or due
date which the system prompts you to enter.
The Open Invoice Listing Report provides a means to easily check the status of an
individual invoice. The report prints each invoice individually by vendor, displaying the
original invoice amount, any payments and/or adjustments applied, and the present invoice
balance. It also displays the invoice number, invoice date, vendor number and name, and
purchase order number. The report also totals the invoice amounts, debits, adjustments,
and invoice balances.
The Aged Trial Balance report prints each vendor with phone number, last payment date,
total balance, current balance, 30, 60, 90, and 120+ day balances. Cumulative totals for
each time period are presented for all vendors. The report can be printed in alphabetical
or numerical order.
The Vendor List is used for reference purposes. It prints the vendor name, address,
telephone number, discount rate, and contact person.
Mailing Labels are printed on standard 3-1/2" X 15/16" self-adhesive labels.
They are usually printed with a vendor's name and complete mailing address. A sample label
can be printed to check printer alignment and the printing can be aborted by striking any
key.
The G/L Posting File is a posting register containing accumulated balances, and
corresponding general ledger account number. The complete version prints the account name,
trnasaction date, number, and type, and the source. The summarized version gives only the
account number and name with the corresponding accumulated balances. Posting can be done
manually, or automatically if Arctic Data's General Ledger software is used.
The Monthly Purchase Analysis report prints an analysis of all product purchases. It
is available in either a summarized or detailed version. The detailed version can be
sorted by product code or invoice number, while the summarized version is only available
sorted by product code.
When sorted by product code, the Monthly Purchase Analysis is presented as a comparison
of current month/current year to last month/last year totals and percentages. The report
can display detailed data of purchases for each product code or summarized totals for the
products. The extent to which product purchases can be differentiated is determined by the
manner in which the Accounts Receivable system is set-up.
When a detailed version of the Monthly Purchase Analysis is sorted by invoice number,
the report can be limited to a specific invoice, a range of invoices, or all invoices. The
report prints the invoice number, account, customer, transaction date, product code,
distribution amount by product code, and invoice total.
This report is available for each vendor entered in your records. It prints the
account number, vendor name, current month, balance due, and year-to-date figures. It also
gives the last purchase date, and last payment date.
The Transaction File Inquiry report can be limited to individual transactions,limited
to a range of transactions, or include all transactions entered, whether by
date or sequence number. For each transaction, the report prints the sequence number,
invoice number, vendor number, invoice date, due date, amount, discount, and document
type. It also provides a cumulative total for the entire batch.
The A/P Account Detail report provides account detail for any vendor entered in your
files. The report prints the vendor name and number, current month, balance due, and
year-to-date figures. For each invoice, the report prints the purchase amount and date,
credit amount and date, and adjustment amount and date.
Exporting Accounts Payable Information
Data from the accounts payable system can be exported to Arctic Data's "Arctic File
III" report generation software where it can be manipulated to provide unique
reporting information. Through Arctic File III accounts payable data may also be exported
to a spreadsheet or word processing program.
