Accounts Payable (Legacy)

Fleet-Net® for Windows Product of Avail Technologies, Inc.

Accounts Payable Overview

Accounts Payable is an open invoice system designed to process outstanding invoices, make vendor payments, and generate journal entries for the general ledger.

Invoices are processed on an open invoice basis. Recurring expenses can be recorded automatically if established in a fixed expense file.

Expenses associated with a given invoice can be distributed to multiple expense accounts across multiple divisions. If an invoice is paid during the discount period, the discount is taken automatically. If the Vendor Master file is updated with Net Due, the Due Date field during invoice entry is automatically populated.

Retainage can be used to withhold payment of part of the invoiced amount by entering retainage amount or percentage.

A purchase order reference is on file for each invoice. Various automatic pay options are available for specification at payment time. Options include manual payments, on-account payments, invoices eligible for discount, invoices for a given vendor, invoices due within a specific time frame, and fixed expenses. A hold status assigned to an invoice prohibits its payment.

Accounts Payable includes a payables register, aged trial balance, vendor checks and ACH. Also included is an auto checkbook where A/P checks, ACH payments generated through Accounts Payable and Payroll checks are automatically posted. An on-line vendor inquiry is also included.

All journal entries associated with accounts payable are automatically transferred to a general ledger holding file for update to general ledger at user's discretion. Fleet-Net allows for use of either the cash or accrual method of accounting.

Invoicing and Payments can be tracked in Contract Maintenance and Project Tracking modules.

User Guide Contents

• ACCOUNTS PAYABLE IMPLEMENTATION 7
• ABOUT THIS GUIDE 8
• ACCOUNTS PAYABLE CHECKLIST 9
  • INITIAL SETUP CHECKLIST 9
  • VENDOR SETUP CHECKLIST 10
  • STANDARD CYCLE CHECKLIST 11
  • ACH CYCLE CHECKLIST 11
• GENERAL LEDGER SETUP 12
• ACCOUNTS PAYABLE SETUP 13
  • MISCELLANEOUS CODES MAINTENANCE 13
  • CONTROL RECORD SETUP 19
  • ADD/MODIFY BANK ACCOUNTS 20
  • RENUMBER VENDORS 22
  • SETUP TRAN CONTROL RECORDS 24
  • SETUP CHECK PRINT OPTIONS 25
  • USER DEFINED DATA FIELD SETUP 27
  • USER DEFINED SECURITY 30
  • USER DEFINED DATA ENTRY SETUP 30
  • EMAIL NOTIFICATION SETUP 31
• SUBCONTRACTOR MAINTENANCE 31
  • NEW 31
  • MASTER 33
  • PROJECTS 33
  • DELETE 33
• MODIFY/ADD VENDOR MASTER 35
  • New 36
  • Master 40
  • Notes 41
  • Purchases 42
  • Invoices 42
  • Payments 43
  • All Trans 44
  • Fixed Exp 45
  • Totals 47
  • Commodity Codes 48
  • Contacts 48
  • Ach Setup 49
  • User Data 49
  • Subcontractor 50
  • Audit 50
  • Delete 51
• AP TRANSACTION MAINTENANCE 53
• TRANSACTION ENTRY 54
  • INVOICES 55
    • New Entry 55
    • Grants 57
    • GL Distribution 58
    • GL Update 59
    • Subcontractor 60
    • Attachment 60
    • Delete 61
  • CREDIT MEMOS 62
    • New Entry 62
    • Grant 64
    • GL Distribution 65
    • GL Update 66
    • Subcontractor 67
    • Attachment 67
    • Delete 68
  • DEBIT MEMOS 69
    • New Entry 69
    • Grant 70
    • GL Distribution 72
    • GL Update 73
    • Subcontractor 73
    • Attachment 74
    • Delete 75
  • ADJUSTMENTS 76
    • New Entry 76
    • Grant 77
    • GL Distribution 79
    • GL Update 80
    • Subcontractor 81
    • Attachment 81
    • Delete 82
  • PENDING 83
• FIXED EXPENSE TRANSACTION ENTRY 87
• FIXED EXPENSE PROCESSING 90
• ACH TRANSACTION ENTRY 94
  • Create ACH Payments 97
  • Display ACH Transactions 100
  • Print 100
  • Change Prenote Status 101
  • Create ACH Xfer File 101
• EDIT ACH TRANSACTION 103
  • Edit ACH Transaction 103
  • Purge ACH Transactions 104
• VOID ACH PAYMENTS 105
• GRANT ALLOCATION REPORT 107
• AP PAYMENT PROCESSING 109
• VENDOR PAYMENT SELECTION 109
  • • Due Date 110
    • Discount Eligible 112
    • Fixed Expenses 113
    • On Account 114
    • Reference # 116
    • Subcontractors 117
    • Delete Payments 118
    • Hold/Pay Status 119
    • Cash Requirements 120
    • Retainage Payments 120
    • Print on Separate Check 121
  • PRINT VENDOR CHECKS 122
  • CHECK REGISTER BY DATE 126
  • CHECK DISBURSEMENT LIST 128
  • CHECK WARRANT REGISTER 129
  • CHECK/VOUCHER INQUIRY 130
• BANKING MAINTENANCE 131
  • SET UP CHECKING ACCOUNTS 131
  • CHECKBOOK MAINTENANCE 134
    • Deposits/Credits 135
    • Withdrawals/Debits 136
    • Manual Checks 137
    • Reconcile Checks 137
    • Update Checks 140
    • Print Statements 142
    • Balance General Ledger 142
    • Check Totals 144
    • Print Audit 144
  • MANUAL CHECK ENTRY 144
    • Display Reference 145
    • Select Reference 146
    • Update 147
  • VOID CHECK ENTRY 147
    • Update 149
  • CHECKBOOK ADJUSTMENTS 150
    • Deposits/Credits 151
    • Withdrawals/Debits 151
    • Transfers 152
    • Print Audit 152
    • Update 153
• AGED TRIAL BALANCE 154
• INVOICES DUE REPORT 156
• VENDOR MASTER INQUIRY 158
• PRINT 1099 STATEMENTS 159
  • TRANSMITTER SETUP 159
  • CREATE PAYEE’S 162
  • EDIT PAYEE’S 162
  • REPORTS 163
  • ELECTRONIC FILING 167
  • CLONE PAYEE’S 169
  • DELETE PAYEE’S 170
• USER DEFINED ENTRY 171
• GL POSTING INQUIRY 172