Accounts Payable

Invoices

Invoices can be submitted in multiple ways. This includes electronic submission via EDI, FTP, or through manual Invoice Entry. When an invoice is submitted and does not have an existing PO to match to, it creates an impromptu order, which is generated by System Account. The verification of invoice accuracy, or reconciliation, of invoices is completed through the Receiving step after the order is delivered.

The General Ledger

This function gives the ability to create and maintain your own internal ledger to map products and purchase orders to your existing accounting system, and can provide multiple benefits. A General Ledger can keep track of expenses for certain products or product types as well as send coded Invoice data to your organization’s internal system. The system supports the use of multiple ledgers.

Budgets

The Budget Analysis module allows you to analyze your spend by Budget and Budget Period while drilling down to individual orders and invoices. Most locations only operate on a single operating budget but special project budgets can also be created.

Only user accounts with access to the Accounting sub-menu can view the Budget Analysis.

Invoice Approval

All orders created in the system are required to go through an Order Approval process whereby the order is tested for spending limits and routed for approval, if necessary. Where an Allowance is not desired (for example, food orders), the allowance limit is set to an excessively high spending limit, thus neutralizing the ability to hold up the order. Within the Allowances Auto Escalate can be turned on, this allows it to jump to the approver with enough spending power to approve the purchase. By default the First Approver will be the approval person.

Similar to this Order Approval process, a Payable Approval process occurs after receiving or the Invoice Entry process (which is the equivalent of creating and receiving an order in one step). The purpose of a Payable Approval is to guard against an invoice drastically changing the previously approved purchase order. After all, you wouldn’t want a $1000 order approved only to then be invoiced for $2000.

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