D C M S AP - Accounts Payable

Overview

Overview

DCMS Accounts Payable streamlines creditor payments – click on de_ap.doc to get some more details about some of the AP features. Accounts payable are reflected in the cash flow module whether approved or not yet approved for payment. There are facilities for rapid entry of creditor invoices, flexible cash disbursement and full check reconciliation using the Banking module. With this comprehensive financial management tool, you can prioritize payments, negotiate terms, reduce bad debts and produce statutory creditor statements. The system is designed to process Sales Tax and withhold Sales Tax when required by law.

Highlights

  • Accurate creditor management
  • Powerful transaction processing
  • Flexible cash disbursement
  • Quick review and analysis of payables
  • Multiple currencies
  • Multiple bank accounts
  • Powerful account statements with ageing analysis
  • User-friendly report writing
  • Drill down from General Ledger (GL) to Accounts Payable (AP) to Purchase Orders Processing (POP)
  • Work up from POP to AP to GL
  • Processing of non-invoiced downpayments and advancements
  • Detailed user-rights security system
  • Integrates with RFP (tender management module)
  • Powerful account statements with ageing analysis
  • Integrates with Project management module
  • Optional Price List Agreements module
  • Optional Web-based reports, using DCMS Web Reports Server (WRS)
  • Tax and Sales Tax withholding
  • Accurate Creditors Management

  • Organize creditor records quickly and easily
  • Create creditor groups for statistical and reporting purposes
  • Maintain separate records for creditors and contacts per creditor
  • Add new creditors on the fly when entering invoices
  • Set various commercial terms and taxation parameters to be used automatically when capturing invoices.
  • Print statements without closing the month or the year
  • Accumulate vendor statistics and rate creditors by performance
  • Flag vendors as inactive to stop using them on a daily basis (retaining them in the system for historical and reporting purposes)
  • Modify information of groups of vendors quickly and easily
  • Set up any number of control accounts to assign to customers
  • Posting to the GL is done automatically without user interference
  • Maintain vendor e-mail and Web site addresses
  • Powerful Transaction Processing

  • Maintain price list agreements with vendors.
  • Allow only “super” users to over-ride price agreements.
  • Run reports on exceptions from price agreements showing also user creating these transactions.
  • Manage complete Projects allowing only milestone-based invoices.
  • Drill down from General Ledger transaction history to Accounts Payable transactions and then to originating Purchase Orders transactions
  • Identify invoices by invoice number, purchase order number or sales order number
  • Drill down from the vendor's transactions and payments in Vendor Activity to the originating transactions and payments
  • Import and export transactions from other DCMS systems.
  • All transactions are automatically posted to the General Ledger without user interference.
  • Calculate tax for vendor invoices even when the tax is included in the invoice amount, or manually distribute tax
  • Track, calculate and automatically apply commissions, also to handle common billing practices in the construction industry.
  • Trap duplicate invoice numbers
  • Adjust open invoices during payment entry
  • Drill down to invoice history during payment entry
  • Specify comments for each detail on an invoice, debit note or credit note
  • Reapply old credits and payments to existing invoices and debits
  • Apply payments by selecting invoices from a list or by entering numbers directly
  • Enter the invoice and payment at the same time with cash invoicing.
  • Enter the invoice and goods received at the same time with GRV+Bill.
  • Enter the invoice and goods received and goods issued at the same time with FSB.
  • Check Processing

  • Generate and print system checks, with or without payment advices, for current payables and forced transactions that you select for payment
  • Process checks to prepay invoices that you have not yet received
  • Print checks individually as you enter them, or generate batches of checks and print them all at once
  • Generate separate checks for each invoice or create summary checks
  • Reinstate invoices by reversing posted checks
  • Print checks in English, French and Spanish
  • Flexible Payment Controls

  • Hold individual vendor accounts so transactions will not be paid
  • Force or withhold payment of individual transactions, control the maximum payment amount and/or exclude specific vendors
  • Change the discount percentage or amount as required, and establish standard payment selection criteria for creating check batches
  • Audit Trail Capabilities

  • Keep details of all fully paid transactions and print them when needed
  • Print a journal of the entries posted in each posting run, listing key pieces of information you can use to track each detail
  • Keep complete transaction history for as long as you choose
  • Every transaction carries the information of whom and when created it, modified it, approved it or canceled it.
  • Multiple currency Support

  • Enter, post and report transactions in any currency your company uses
  • View account balances and print key analysis reports in both vendor's source currency and your functional (home) currency
  • Apply cash to invoices in any currency and recognize exchange gains and losses at the same time as invoice settlement
  • Calculate unrealized gains and losses for open transactions as exchange rates fluctuate
  • Integrated Solution

  • Accounts Payable are tightly integrated with all other modules such as Cash Book, General Ledger and Purchase Order Processing to make a comprehensive financial management system
  • Use with Bank Services for true bank statement reconciliation, facilitating the management of multiple banks and bank information
  • Bank Services integrates with Accounts Payable and Payroll to track checks, handle the reversal of checks and keep an audit trail of all payments
  • Apply exact rights to different users, such that the job roles are secured by the functionality assigned within the system. Only top-level users may be assigned the rights to make payments while lower level users may create the payments and have them ready for approval.
  • Dansoft policy is to cater and customize for all client needs

  • Dansoft’s policy is to add all reasonable requested features related to the purchased modules to the standard off-the-shelf system.
  • This is done within the annual maintenance fee, such that the client is encouraged to put forward requests to optimize the system for the client, without worrying about customization costs.
  • Through configuration flags, each client can decide which features to turn off or on.
  • It is also possible to tailor the appearance and functionality of the system to individual users, such that an operator will see only certain modules or have limited access to others.
  • Even requests for completely new modules are considered favorably, and often provided to the requesting client at a discount.