EX*IN*CO Systems
Accounts Payable System
The Accounts Payable System is designed to be easy to operate, yet flexible, complete and auditable. Numerous reports and inquiries allow various users to access the type of information they want without seeing unneeded data. Users can access vendor information without knowing vendor or invoice numbers. All information is presented in a simple and easy to read format. 

System Features

  • Easy invoice entry accessed by short name, account number or telephone number with automatic terms, discounts and due dates. Highly automated general ledger distribution. 
  • 10-character general ledger account number with optional G/L interface. 
  • Check reconciliation system per bank and per books. 
  • Recurring payment entry. 
  • Manual check posting. 
  • Multiple bank accounts, payment selection schedules and accounting periods. 
  • All menus are printable (usable as checklists). All reports are spooled with forms control. 
  • History limited only by disk capacity. 
  • Automatic and manual payment selection. 
  • Holding of disputed invoices. 
  • Reports in alphabetical order where appropriate. 
  • Checks printed in alphabetical or vendor number order. 
  • Quick check printing on dedicated printer (no forms waste) either/or check printing on system printer. 
  • One time vendor payments (unlimited number of vendors allowed). 
  • Description/comments on invoices, checks and general ledger distributions. 
  • Voiding of check after printing. 
Inquiries
  • Vendor inquiry (accessed by vendor short name, account number or telephone number) allows any or all of the following via one character options: 
    • Outstanding - Lists outstanding invoices and status. 
    Basic - Shows all vendor master file data on vendor. 
    History - Shows payment history. 
    Print - Prints outstanding invoices and payment history. 
    Detail - Shows G/L distribution of an invoice. 
  • Vendor inquiry also allows access to vendor data change for quick vendor maintenance. 
  • G/L account inquiry shows all distributions made to the account for the accounting period. 
Security
  • Port Controlled. Terminals can be physically blocked out from entering this module. 
Audit Features
  • On-line verification of data entered as follows: 
    • Valid operator, accounting period, vendor, dates and general ledger account number. 
    Requires zero proof G/L distribution. 
  • Audit entry/change journals show invoice data and general ledger distribution. Deleted invoice journal. 
  • Invoice status report and age analysis report. 
  • System assigned control numbers and check numbers. User may assign only manual check numbers. 
  • Numerous inquiries and reports to show what-went-where. 
Reports
  • Cash requirements by vendor or date due. 
  • Age analysis. 
  • Outstanding "as of" report. 
  • IRS Form 1099. 
  • Vendor Year-to-date purchases report. 
  • Audit entry/change journals. 
  • Vendor name and address lists including vendor short lists -- alphabetical and numerical. 
  • Invoice status list. Hold list. Inactive vendor list. 
  • Book/bank check reconciliation. 
  • Check register (manual and computer checks listed) by bank by schedule. Monthly check register by bank. 
  • Check disbursements journal for each schedule. Monthly disbursements journal (cash basis or accrual). 
  • Monthly purchases journal (detail or summary) 
    • By vendor. 
    By general ledger account number. 
  • File labels. Rolodex cards. 
  • Annual Purchases by G/L account. 
  • Annual Vendor Purchases by G/L account.