Accounts Payable Main Menu

The Accounts Payable system is an open items system with each payable transaction retained until it is paid.

Outstanding Benefits:

Ability to track all kinds of payables:

All charges should be entered into the accounts payable system so that they can tracked and used to produce a cash requirements report through AP05. Convenience store purchases are entered through AP03, fuel purchases through PS04, and Debit and Credit Memos through AP04. For example, when you receive a credit card charge back from Chevron, you should create a Credit Memo to Chevron in the accounts payable system. Charges for utilities, fuel that will be drafted on an EFT and rebates should be retained here as well.

Transactions are retained in the system until you choose to delete them using the program AP21.

Automatic payment of invoices:

The program AP05 will allow you to automatically pay invoices based on a range of vendors and due dates. In dealing with grocery purchase invoices, where they may accumulate into the thousands during the month, the AutoPay program can be invaluable.

You can change the due dates and discounts through AP22 to assist in this process. Specific invoices and vendors can be hidden from AutoPay through AP02 and AP22.

Cash Requirement Reporting:

The program AutoPay also provides a cash requirements report based on a range of vendors and due dates so that you know exactly what the cash outlay for the company will be over a specified range of dates.

Purchase Orders:

You can use PS04 to create purchase orders as well as fuel and other kinds of lube oil and miscellaneous inventory purchase. You can created purchase orders in the edit mode and use this function to build an oil order over a period of days, print it, send it to your supplier and use it to account for the inventory when it's delivered. Since the purchase order remains in the system, you can finalize it later without the need to reenter the data. Since the purchase order reports the total weight of the order, you can use it to take build a complete truckload of inventory.

Daily Rack Pricing:

Rack prices can be entered each day and used to price inventory purchases by data and rack. An interface is available for DTN should you desire to automate these entries.

1099 Reporting:

All checks written to entities that are not corporations (see PR01) are available here.