AccountPro Software Inc
 

FAQ - Accounts Payable

Accounts Payable Software Frequently Asked Questions
 
   

How are supplier invoices entered into the A/P module ... ?

  • Supplier invoices may be entered into the system at any time regardless of when they are due to be paid.
  • At time of entry, the user can select from a drop down list the transaction type which may be any of the following:
    • Pay by Due date (system will calculate due date based on the supplier's terms)
    • Pay next on check run (will print a check regardless of terms or due date)
    • Paid cash
    • Paid by manual check (supplier has been issued a check for the purchases)
    • Credit (supplier issued credit)
    • Defer payment (hold payment)
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Can we tag to include or exclude payment of invoices from check ... ?

  • Yes, payment due dates can be changed to include or exclude invoices to be paid after posting of payables including the option to flag the invoice to pay next check run regardless of payable due date.
  • Vendors can be flagged to place payment of all invoices on hold regardless of invoice payable due date.
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Payment to Vendors (Suppliers) ... ?

  • Invoices can be placed on hold by setting the Status to "Hold" for any selected supplier. Vendor status options are:
    • Active
    • In Dispute
    • Hold
    • Not Active
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What are early payment discount terms ... ?

  • The AccountPro Accounts Payable module calculates early payment discounts based on terms your vendor has provided.
  • Early payment discount terms may vary for vendor to vendor.
    • So while vendor A may give you a 2 percent net 10 days early payment discount meaning... if the invoice is paid within 10 days from invoice date you will receive a 2 percent discount for that purchase. The printed check will reflect that discount by showing the discount amount on the check stub for each invoice (if applicable) and subtracting it from the check amount..
    • Another vendor may give you a 1 percent net 30 days early payment discount
  • No calculations are necessary as the AccountPro Accounts Payable module will automatically deduct the early payment discount earned when the checks are printed.
  • There is no need to select certain invoices for payment as the program will print all checks which are due by the payment due date specified by the vendor terms which can be overridden by the user at time of entering the invoice into the system or at a later date. A great time saver as many systems require you to select the invoices for payment before you are able to print a check.
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What is an early payment discount amount ... ?

  • One vendor may give you a 2 percent net 10 days early payment discount meaning... if the invoice is paid within 10 days from invoice date you will receive a 2 percent discount for that purchase and the printed check will reflect that discount by showing the discount amount on the check stub for each invoice (if applicable) and subtracting it for the check amount..
  • Another vendor may give you a 1 percent net 30 days early payment discount
  • No calculations are necessary by the user of the AccountPro Accounts Payable module to automatically take the early payment discount earned when the checks are printed.
  • There is no need to select certain invoices for payment as the program will print all checks which are due by the payment due date specified by the vendor terms which can be overridden by the user at time of entering the invoice into the system or at a later date. A great time saver as many systems require you to select the invoices for payment before you are able to print a check.
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Where should discounts for early payment be posted in accounts payable ... ?

  • From the Preferences menu, specify a general ledger account where early payment discounts earned should be posted.
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What is an payment due date ... ?

  • A payment due date is the date on which the invoice is to be paid.
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What is an early payment cut-off date ... ?

  • Early payment cutt-off or due date is the latest date by which a discount can be earned.
  • Checks printed with a check date on or before this date will include the early payment term discount amounts if the terms you receive from your supplier include early payment discounts.
  • It is important to note that the AccountPro A/P system calculates possible term discounts based on the check date to be printed on the check, and not the date the checks are printed as in some accounts payable systems.
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Can the vendor's invoice be distributed to more than 1 general ledger account ... ?

  • Yes. A single supplier's invoice can be posted to several general ledger accounts with amounts broken down as determined by management.
  • For example:
    • Expenses
    • Work in Progress
    • Inventory
    • A Department
    • A Branch
    • A Truck
    • An Employee
    • Any number of specific taxes paid general ledger accounts for possible refunds
    • Labor dollar costs
    • Labor burden dollar costs charged
    • Material costs (including number of units charged)
    • Sub-contractor costs charged
    • Overhead
    • Rental costs
    • Bond and Permit costs
    • Estimating costs and hours charged to a job
    • etc.
  • The Job Cost module (if installed) provides the ability to compare the actual costs (broken down by job-phase) to:
    • Estimated Costs and units
    • Committed Costs and units
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Can we post early payment discounts to the general ledger ... ?

  • Yes. The in the Accounts Payable module preferences menu a default general ledger account may be specified fro early payment discounts.
  • When posting for Accounts Payable
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How are checks printed ... ?

  • After supplier invoice details are entered, select "Print Checks" and specify a check date and cutt-off date in the print checks menu.
  • All invoices which are not placed on hold and fall within the selected criteria will be included in the check run.
  • The print check menu can further filtered by (leave field blank to automatically select all):
    • Include Vendor (starting with... / ending with...)
    • Exclude Vendor (starting with... / ending with...)
    • Payment group (starting with... / ending with...)
    • Territory (starting with... / ending with...)
    • Salesperson (starting with... / ending with...)
    • Vendor Type (starting with... / ending with...)
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Which check formats can be used ... ?

  • Ordering Checks
    • Check (sheet) Size: 8 1/2" x 11"
    • Number of checks per page: 1
    • Check Stub location: Top -- 3 1/2" high
    • Check body location: Center or Bottom -- 3 1/2" high
    • Have the MICR code printed at the bottom of the Check body.
  • The location of the printout details (date, amounts etc.) are set from the payroll preferences by the user.
  • If you do not have a suppier who is able to provide you with checks, try you local bank, or do a search on the web for Business forms, Checks, Computer forms, etc. You could narrow the search by specifying your Country, State and City.
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What is printed on the check stub ... ?

  • Yes, the Accounts Payable module automatically prints on the check stub when checks are printed.
  • No additional entry or setup is required by the employee entering accounts payable data for this to occur beyond the normal entry of payables.
  • What is printed on the check stub?
    • Top of stub: Your Company Name, Vendor ID and Vendor's Company Name
      • In columnar format
        • If details exceed the height of the checkstub, details will print on the next stub for the vendor.
        • Vendor's Invoice number
        • Invoice Date
        • Description (if entered by the user, otherwise "Inv: and invoice number"
        • Amount of the invoice
        • Discount amount taken if applicable
        • Net amount paid for the invoice
    • Bottom of stub:
      • Check number
      • Stub number (if the check exceeds more than be printed on one check)
      • Check Date
      • Amount of the check
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What are actual costs ... ?

  • Transactions posted from the Accounts Payable module for jobs are posted as actual costs into the Job Costing module (if installed).
  • Actual costs may consist of for example:
    • Labor dollar costs
    • Labor burden dollar costs charged to a job
    • Material costs charged to a job
    • Sub-contractor costs charged to a job
    • Overhead charged to a job
    • Rental costs charged to a job
    • Bond and Permit costs charged to a job
    • Estimating costs and hours charged to a job
  • The Job Cost module provides the ability to compare the actual costs (broken down by job-phase) to:
    • Committed Costs and units
    • Estimated Costs and units
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What is stand alone construction cost tracking software ... ?

  • The Platinum Job Costing module keeps a history of all entries in the module either from entries in the Accounts Payable module or entries in the Job Cost module.
  • Tracks billings, labor, material, hours and units.
  • Provides breakdown by user defined category (or division) with sub-totals for each.
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Can the vendor's invoice be distributed to several jobs ... ?

  • Yes. A single supplier's invoice can be posted to several jobs and job-phases (including sub-phases) with amounts broken down as determined by management.
  • For example (leave field blank if not applicable):
    • Job number
    • Cost Type:
      • Base Contract
      • Extra to contract
    • Units
    • Total Amount
    • Category
    • Product Class
    • Description
    • Purchase Order
    • Change Order
    • Job Phase
    • Sub Phase
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What is Distribution to Job Phases ... ?

  • The Platinum Job Costing module keeps a history of all entries in the A/P and Job Costing modules.
  • Provides breakdown by user defined category, job phase (division), sub-phase (or sub-division) with sub-totals for each.
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More details of the Accounts Payable module ... ?

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Why Modular Software ... ?

  • Modular software allows you to purchase only the modules you need. For example: the company only has a need for an Accounts Payable module and does not need a General Ledger module simplifying the operation.
  • Any module may be purchased and run as a standalone module without the need for any other software, or additional AccountPro Software.
  • If multiple AccountPro modules are installed, the modules will automatically interface with each other without any special setup.
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What are the System Requirements ... ?

  • Windows 10, Windows 8, Windows 7, Vista, XP.
  • Screen Resolution 1024 x 800 or better.
  • Internet Connection for software downloads and upgrades (not required to run or install the program).
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