ActivAP - Accounts Payable

ActivAP is a flexible interactive Accounts Payable package offering effective management of Vendors, Invoices, and Payments. Activity Accounts Payable provides accurate, detailed, and easily accessible information that enhances control over expenses, therefore improving profits.

Vendors

  • The Vendor code can be up to 20 characters. Changing a Vendor code is almost instantaneous. You can combine any number of vendors together in seconds. All history is retained and transferred automatically (including Classic-PO references).
  • You can delete a Vendor, if there is no Invoice and/or Payment history. You can also flag a vendor as 'obsolete', and keep that vendor from being accidentally used in either ActivAP or Classic-PO work.
  • Vendors can be mass changed in ActivAP. Following the selection of Vendors to change, you can use the Change action to mass change any of the defaults or other pertinent information you wish.
  • The Vendor form provides quick access to related information about the Vendor including defaults, Locations, Contacts, Notes, Invoices, and Payments.
  • Vendor Defaults - establishes default values for several fields to simplify Invoice entry. For example, you can create and assign a default 'Distribution Template' to each Vendor along with an account mask. With this combination, you can automatically distribute an invoice to multiple accounts (such as departments) using a prearranged percent ratio, or merely produce the default account list for manual entry of the distribution amounts.

Locations

  • ActivAP offers any number of 'Locations' (addresses) per Vendor. Each Location has an address, and can be specified during invoice entry. Locations can be designated for default payment, default purchasing, and default reporting correspondence.

Contacts

  • An unlimited number of Contacts can be stored per Vendor, along with their location (address) assignment as well as phone, fax, e-mail, mail-stop, and other contact information.

Distribution Templates

  • Distribution Templates - make the entry of Invoices quick, easy, and accurate. They provide automatic GL distribution to a set of pre-defined accounts based on percentages or ratio amounts. You can assign a default Distribution Template to each Vendor.

APCodes

  • APCodes address Use Tax, Payment Reporting, and Payment Withholding based on an effective date. You can create any number of 'APCodes' which can then be assigned to any invoice as necessary. You can also assign default APCodes to Vendors. When a payment is made against the invoice, the APCodes from the invoice are copied to the payment. 1099 information is determined by APCodes assigned to payments. ActivAP supports the 1099-MIS, 1099-DIV, and 1099-INT forms.

AP Terms

  • Terms - defines the discount and credit arrangements made with Vendors. The code can represent a "days from the invoice date" or "days from the end of the month" basis for calculating an invoice due date. In addition, an optional "Pay By" date field on the invoice form allows an earlier payment date to be entered (earlier than the due date), so the payment will arrive ahead of the due date.

Invoices

  • Invoices - can be distributed to multiple accounts or one GL account and are merged individually or in batches.
  • Invoices can be selected for proof and merge based on different selection criteria. Security can limit which operators can merge invoices.
  • Multiple 1099 types can be recorded per invoice. You can also have multiple default distribution accounts per vendor.
  • A new Vendor can be created from the invoice form by a quick keystroke.
  • The invoice date can be set to none, today, or previous. You can also set the GL date to none, today, invoice date, previous, or invoice date period end.
  • Recurring Invoices is used to build a set of invoices that are the same month after month. You can then process these invoices into the ActivAP system which creates new invoices that can be reviewed, and merged. You can modify any of the processed new invoices, changing amounts, or dates, then merge them individually if you wish.

Payments

  • Payments - can be distributed to multiple accounts or one GL account and are merged individually or in batches. Payments are made on one, multiple, or partial invoices.
  • Individual Payments can be made from the vendor form or the Payments folder. During creation, you can select which invoices to pay, as well as how much to pay.
  • A group of invoices can be paid using the pay option on the invoices view. This process creates new payments which can be proofed, edited, and individually (or as a group) merged.
  • The print checks procedure (disburse payments) presents a form where you can renumber checks, reprint (in the case of printer malfunction), and print attachments for situations where there are too many invoices for the check stub. When printing checks, you can load different check designs. For example, you may want to print signatures on some checks and not others.

Posting to GL

  • There is no "Post AP to GL" process. Each invoice and payment is recognized on a new GL journal entry when either is merged in ActivAP. The new journal entry can be left unmerged indefinitely, allowing GL accounts to be changed on merged invoices and payments. When the new journal entry is merged in ActivGL, the invoices and payments referenced by that entry are now locked, and can no longer be changed.

Reports

  • ActivAP offers many reports including the following: Aged AP Analysis, Cash Requirements Report, Vendor Listing, Vendor Labels, Vendor Invoices Report, Vendor Invoice/Payment Analysis, Vendor Payments Report, 1099 Detail Report. These standard reports can be changed and modified to include other information, or be reformatted to present alternate information.