DNA/AP – ACCOUNTS PAYABLE
The accounts payable module is tightly interfaced to other modules
within the DNA suite of software. As
payables information is entered it is immediately reflected in all other
affected modules.
Recurring entries can be created to be released at varying times
throughout the fiscal year by identifying each payable item with a specific
release group.
Vendor invoices (vouchers) are assigned a due date according to master
file setup. This date may be a number of
days from the vendor invoice date, or assigned according to a cheque calendar
processing date, or a specified date of the month that may vary by vendor. Vouchers may be recorded in the books of
account but noted as “not approved for payment” regardless of the due
date. GST may be calculated
automatically. Foreign currency calculations are generated automatically
according to the current buy rate defined for the currency being processed.
Cheque information can be printed on user defined cheque layout
parameters. Cheques may be printed or
remitted to a vendor’s bank via direct deposit. Remittance advice forms can be printed on an
apron attached to a cheque, printed on a blank form for mailing, faxed or
e-mailed to the recipient. Cheque
numbers can be controlled via a system assigned cheque number, or the form
number printed on the document. The latter is necessary if a reconciliation
file is received from the banking institution and cleared automatically to
provide an outstanding cheque list.
If a voucher is selected for payment in a fiscal period prior to its
expense date, a prepaid expense entry and reversal are automatically created at
the time the cheques are prepared. Likewise,
discount information is only noted as a memo item until the cheque is written
to ensure that the discount terms have been met.
Voiding of cheques and cancellation of vouchers may be handled in a
single step. Change and cancel of
voucher information results in a reversal of the original entry and/or the
recording of a new entry. For multiple
distributions on a voucher, only the changed distribution information is posted
to the GL and/or job costing sub ledger.
No end of period processing is required. All reports are prepared based upon the fiscal
date assigned to the voucher or the payment of same.
Data may be posted to the GL control account in detail or in summary. Audit reports of all transactions and changes
allow for reconciling the sub ledger to the general ledger control. An aged payables report and cash requirements
may be created for any combination of time periods and may be summarized by vendor, or printed showing entry details.
Inquiry functions permit the drill down of summary information to the
specific voucher and/or cheque information.
All reports may be exported to a text file for further manipulation by
utility software. Eg., easily allow a spreadsheet utility to provide graphical
presentation of the information.