Module: Accounts Payable

USL Financials Accounts Payable contains all the functions necessary to track, distribute and pay invoices. It combines efficient invoice payment processing, access to detailed vendor information, and delivers with a user-friendly architecture for day-to-day transactions.

Public-Sector Solutions has clients that print up to 10,000 checks per month. USL Financials also provides a great Create-A-Check add-on that does plain paper checks, EFT payment, direct deposit, etc.

The Accounts Payable (AP) module integrates with the Purchase Order and Inventory Control modules to price and quantify purchase orders created by the system. Vouchers and payments for invoices are distributed and posted to the General Ledger module, and direct cost charges for any job or sub-job are distributed and posted to the Job Cost modules. All checks, whether system generated or manually written, can be ported to the Bank Reconciliation module for bank account reconciliation. The module also generates 1099 forms at year-end.

• Allows numeric or alphanumeric vendor numbers up to 12 characters in length. Optional automatic numbering for new vendors entered into the system.
• Fast, on-line vendor account inquiry.
• Keeps a full vendor history showing the details of all entry and payment activity for as long as you want to keep it.
• Prints a vendor analysis report.
• Vendor purchasing addresses are maintained for use with USL Financials Purchase Order. These addresses are in addition to the vendor’s remittance address.
• Vendors can be designated as temporary. When printing reports from vendor history, the temporary vendor’s name will appear, however temporary vendors are easily purged from the system once payments have been made.
• Unlimited date and time stamped notes can be attached to vendor records.
• Vendor mailing labels can be printed and the label data can be exported to Microsoft Word to be used in mail merges and for other word processing functions.
• If the vendor is an individual, it is stored in an alternate format (last name, then first name) to allow look up by the vendor’s last name.
• An unlimited number of AP accounts and cash accounts can be defined.
• Supports entry and modification of new payable vouchers, open item adjustments and voucher cancellations.
• Payables distributions can be made by dollar amount or percentage.
• Distribution codes can be set up to automatically distributes payables by percentage.
• The purchase order number and invoice number can be up to fifteen alphanumeric characters.
• A twenty-five character reference description field is provided on the accounts payable transaction screen. This reference can be printed on check stub (optional).
• Produces a pre-posting edit list and an automatic posting register.
• Handles unlimited recurring payable entries.

Relative to system security, all our modules have special menu items for administrative processing. In other words, as part of the security, you can identify certain individuals as data entry clerks and other supervisory individuals as posting clerks. The supervisor would then see all the data entry clerks on his/her menu and the work they entered and post it.

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