Accounts Payable The Accounts Payable module is used primarily to enter and expense vendor invoices, process computer and manual checks, void check transactions, reconcile checks and track sub-ledger details of all debits, credits and adjustments for audit trail purposes. Vendor 1099s Laser A/P Checks Matrix A/P Checks Manual Payments Void Checks Check Reconciliation Vendor History Reporting Check History Reporting Interfaces with P/O Expense Drill-Downs Recurring Vouchers Cash Requirements Vendor Audit Trails Defer Invoices Multiple Cash Accounts Sub-Ledger Details Custom Check Forms Auto Reconciliations Restricted Fund Contracts Job Numbers Vendor Maintenance Quantum's Vendor File tracks name, address, phone, contact, federal ID, 1099 category, default terms, status, balance and more. Default Expense Distributions can be predefined and used, if appropriate, during invoice expense entry. Vendor records can be searched by number or alphabetically by name. There is also an audit trail that keeps track of every addition, change and deletion to Vendor master records. Invoices Quantum provides for simple and streamlined expensing of invoices to single accounts, default vendor distributions or across programs/cost centers based on expense allocation tables. Adjustments can be applied against invoices in the form of debit memos, credit memos and cancellation vouchers. When you process an adjustment, the system will automatically adjust or credit the original expense distributions used on the invoice. Vendor Account Inquiry This program delivers quick, on-line access to vendor invoice and payment information. Records are displayed for any range of dates entered. Users can scroll between screens to find the desired information. Users can select a single invoice and "drill down" into the expense distribution details of that specific invoice. Each invoice can be distributed to an unlimited number of expense accounts by using Geneva's Expense Allocation tables. Recurring A/P Vouchers Quantum lets you setup Recurring A/P Vouchers that are either fixed amount or variable amount related. These types of transactions are often used to automate the payment process for rents, interest or lease contracts. You define when the payments are to begin and end, how much they are for and on what day of the month they should be processed. You can also default the expense distribution accounts to be used each time an invoice is processed. Interface with Purchase Orders Quantum is modular by design. If you licensed the Purchase Order module then users can reconcile vendor invoices to specific line items of the related Purchase Order. The system is streamlined to check that the vendor is invoicing you for what you ordered and the amount of the invoice is not more than what you expect to pay (factored by a user-defined tolerance percentage). Reports can be printed to see what purchase orders are outstanding -- encumbered funds -- without any invoice associated to them. Printing Checks Quantum accommodates both matrix and laser check forms. Geneva has modified this program for many clients around the country to fit on their existing check stock. Once the invoices have been entered, approved and posted they are selected for payment. Computer generated checks can print for a single batch of checks or multiple batches of checks at one time. The program is very flexible in responding to the many scenarios under which something can happen during a check printing run (ie, ribbon breaks, change boxes of matrix forms, run out of laser forms, realign matrix printer output, etc). Geneva has also added an option where users can control how many invoices are on a single check for each vendor. It is common to print a single check for multiple invoices for a vendor. There are however some instances where it is more effiicient to print a single check for each invoice for a vendor (as in the case of lease payments for example). Federal 1099 Forms Quantum lets you designate which vendors are to receive 1099 forms at the end of each calendar year. The system also lets you distinguish between expense accounts that are 1099 related and those that are not -- so you don't have to setup two vendor records. Quantum also supports electronic 1099s. A/P Related Reports The Accounts Payable module comes standard with many A/P related reports. These include Cash Requirements reports, Detailed Aging reports, A/P open item detail reports, Vendor History reports, Check History reports, Check Reconciliation reports, Unposted Checks reports, A/P Distribution to G/L detail reports, Check numbers by Invoice Expense Accounts, Restricted Fund Contract status reports, Cash Disbursements history reports, etc. For more information about the A/P module call Geneva at (336) 275-8887 or e-mail at tvincent@genevasoftware.com