Accounts Payable Main Menu

	This application is where all your vendors name and addresses
	are maintained. These are the companies you order inventory
	and/or services from. This would include utilities and other
	services you pay for on a regular basis.

	Accounts Payable is part of the business accounting system. 
	A Vendor number may be up to 8 numbers or characters with no limit on 
	the number of vendors. Accounts Payable will automatically update the 
	General Ledger when used, and offers flexible payments of vendor invoices.
	It interacts with Job Costing, Crop Costing and Purchase Orders if used. 

		Some of the features include: 

	A paper audit trail is provided when invoices are entered. 

	Complete account detail is available. 

	Expenses can be distributed to multiple General Ledger accounts. 

	Each vendor may be assigned a default G/L account if the G/L is in use. 

	Invoices may be posted to Jobs or Crops. 

	Aged A/P Report ages open invoices for up to 4 user defined periods. 

	Checks may be paid from alternate cash accounts. 

	Flexible check writing. A check can be written to a vendor for specific invoices
	or for all invoices - or any invoice may be partially paid. 

	All Vendors may be paid for all invoices due between any two dates. Vendors that 
	should not be paid may be omitted. 

	Discounts automatically taken based on due date and check date. 

	Miscellaneous expense checks may be written at any time, and will update the General Ledger. 

	Hand written checks may be entered, without printing checks. 

	Checks in the check register may be Voided easily. 

	Check Register may be listed to the screen or printed. 

	A Daily Cash Disbursement Journal may be printed for any day. 

	Includes G/L Summary of accounts posted by day and total register (future)

	The Check Register Reset is controlled by a Cutoff date. 

	Uses a multi-purpose check which is also used by the Payroll. 

	Comments for each vendor may be entered, stored, displayed and printed. 

	Labels, letters, and envelopes may be printed for each vendor. 

	Vendors may be designated for 1099 printing. 

	Browsing (previous or next) can be done from one master screen to next. 


			How to Use Credit Cards for Payments	

	For users who may pay most of their bills using a credit card like VISA 
	(except P/R of course), consider the following scenerio:

	Set up a G/L account 2000VISA for example. (So its easy to remember and also 
	shows next to A/P on Fin. statement) Make it a liability and Normally credit.
	Call it VISA purchases, VIsa Card balance, VISA Payable , etc.

	To record and track expenses for all those paid by this credit card,

	1. Write EXPENSE checks (print to plain paper or dont even print at all) 
	but use 2000VISA as the BANK account, posting to the vendor, and distributing
	expenses to GL and Crop/Job if applicable. Note that this method will show 
	the vendor account and the invoice # in the G/L accounts posted, ie., the  
	Repair account posted could show Vnd# CENTRAL, Inv# 123456 for example.  

	Choose a check number series way above (or below) actual checks, ie . 70000
	(limited to 5 digits and must be all numeric). This series will become your
	in house transaction #'s for VISA charges.  Note that once you start this series,
	after this whenever you go to do checks and select 2000VISA as the bank acct, it 
	will automaticly give you the next in series, just like it tries to find the next 
	check # for regular checks.

	2. When it comes time to pay the VISA bill, write your (expense) check (from the 
	regular bank acct), and expense the whole amount to 2000VISA (debit) which reduces
	the 2000VISA G/L balance. If it includes service charges, then split out that
	part to the appropriate expense account while doing this.

	3. If desired, use the bank reconciliation for acct 2000VISA, to reconcile with 
	your credit card statement.

	Credit Card use Comments:
 
	Note that using this procedure for credit card charges, means you do not need a 
	Vendor acct for VISA.   As a matter of fact, to get started, you should pay all 
	outstanding invoices showing in the Vendor Visa account, using the bank account 
	of 2000VISA. This will move these open charges from A/P to the 2000VISA payable 
	account. And in the future, all expenses would be posted as usual to the actual 
	Vendor utilized.

	Also, instead of using (dummy) expense checks to record these (#1 above), you 
	could enter invoices for the charges to the vendors, and distribute to the G/L. 
	Then turn around and pay these vendors and invoices using a check run, again with 
	the 2000VISA as the bank account and use plain paper for the dummy checks. Or print
	to Saveatree.

	The advantage of this Credit Card method (enter invoices) is that you will get a 
	printed audit trail of invoices entered and G/L distribution for hard copy records. 

	The disadvantage of this method, depending on how often you print 'dummy' checks, 
	the transactions posted to the 2000VISA account may be summarized for a vendor, 
	so the amounts may not match those on the VISA statement.

	If you dont really need a hard copy of invoices and G/L accounts distributed, 
	the expense check option is probably easier, but you will need to print the 
	dummy checks if you need the hard copy. But keep in mind that each vendor will
	have a record of the invoice#, and ref#. 

		******* End of Credit Card suggestions *****