WHAT CAN IT DO FOR ME?

The Accounts Payable system will save you time. Our clients have repeated reported tremendous time savings compared to paying bills manually. It has been our observation that manually paying bills on a monthly schedule takes all day (eight hours). With Starr Accounting it takes less than one hour. These savings are possible for several reasons:

• Organizing the data takes no time. Although the reporting system presents the data in a varity of formats, the cash requirements report is usually all that is needed.

• The pay selection module makes deciding who to pay trivially easy. In automatic pay you define a date range then push a key. If you are short of cash, you can use the manual pay method to fine tune the automatic pay (not pay or partially pay selected invoices).

• No more hand written checks. Time is too valuable to waste it manually writing checks.

• Because the Accounts Payable system interfaces to both the General Ledger and the Check Reconciliation systems, it takes no time to pass information to those systems. This eliminates double work and also eliminates the possibility of entry errors.

The Accounts Payable system will save you money. You will never miss a discount again.

With our Accounts Payable system, you always have up to the minute information on current obligations. Since vouchers are entered daily, you can always make wise purchase decisions.

FEATURES OF THE SYSTEM

The Starr Computer Systems Inc. Accounts Payable System is designed to keep track of current and aged accounts payable. The system incorporates programs to:

• Maintain a complete record for each vendor

• Help determine which vouchers to pay by due date or discount date or within certain cash requirements

• To automatically print checks and a check register

Each program within the system contains a complete set of prompts and other helpful messages to allow even an inexperienced operator to make full use of the system with minimal instruction time.

The Accounts Payable System is designed to interface with the Starr Computer System's General Ledger System to provide automatically monthly journal entries to the General Ledger, or it may be run independently to be used with your existing accounting system.

Particular features of the Starr Computer Systems Accounts Payable System include:

• Interactive, menu-driven programs

• Self-instructing user documentation

• Automatically posts invoices to the Accounts Payable account and expense accounts in the General Ledger

• Interfaces to Job Costing

• Maintains a vendor master file

• Enters and updates vendor vouchers via transaction entry

• Up to sixteen expense distributions per voucher

• Handles partial payments

• By use of accounting period, you do not need to close one period before entering transactions for later periods

• Provides open accounts payable reports

• Provides user defined aging dates with aging reports

• Prints checks with full stub, printing multiple vouchers per check

• Allows for handwritten and voided checks

• Automatically writes Check Reconciliation transactions from checks

• Provides for automatically generated recurring auto vouchers

• Vendor labels

• Special features for cash basis accounting.

• Sample data for training

HOW THE SYSTEM IS DESIGNED

The Accounts Payable System is designed to maintain a record for each vendor which is set up using the "Vendor file maintenance" program. This file consists of permanent information such as company name, address, phone number, and information which is automatically updated by the system such as year-to-date debits and credits.

Vouchers may be applied at any time to the vendor file through the "Transaction file maintenance" program. Voucher transactions contain such information as invoice date and amount, discount date, due date, and terms. There can be up to sixteen expense distributions per voucher. The transactions may be printed by via the "Transaction file" report program.

Three report programs exist which assist the user in deciding which vendors to pay. These reports are the "Open vouchers" report, the "Cash requirements" report, and the "Aging" report. After analyzing these reports and considering the amount of cash the user has available, the user may then use the "Pay selection" program to select the exact vendors and vouchers he wishes to pay. Partial payments may also be applied.

After the "Pay selection" program has been run, the "Print checks" program will print a check for each vendor, listing all vouchers paid by this check. The user has the option of printing a check register, which will list the check information for each vendor.

The "End of period processing" program accumulates the debit and credit transactions to be passed to the General Ledger. A transaction audit Trail is printed first, followed by a General Ledger transaction register.

BRIEF DESCRIPTIONS OF THE MAIN PROGRAMS

The Accounts Payable System contains thirty-four programs which collectively perform the creating, maintaining, updating, and report generating functions of the system. Each main program is briefly described below.

• Control File Maintenance - This program allows the user to set up and maintain the A/P Control file parameters.

• Terms File Maintenance - This program allows the user to set up and maintain the A/P Terms file. Up to sixteen different user-defined payment terms can be defined.

• Vendor File Maintenance - This program maintains vendor records. changed, deleted, and queried from the Master File.

• Transaction File Maintenance - This program maintains voucher invoice and payment transactions.

• Account Inquiry Display - This program is used to display the Vendor Master record and all corresponding vendor transactions on the terminal screen.

• Generate Pre-Paid Payments - This program is used to automatically generate payment transactions for previously entered pre-paid vouchers.

• Generate Auto Vouchers - This program allows the user to automatically generate transactions for any vendors you pay the same amount on the same day each period.

• Pay Selection - This program allows the user to select vouchers to be paid in two ways:

All vouchers with a specific due or discount date may be automatically marked to be paid.

The user may select only specific vendors or vouchers to be paid. As this program marks vouchers to be paid, the total cash required to print checks is displayed on the CRT.

• End of Period Processing - This program summarizes and updates all activity for this period, clearing certain balances to zero in preparation for a new period. G/L distribution records are automatically passed to the G/L Transaction file by this program.

• End of Year Processing - This program changes unpaid transactions to accounting period zero and resets the vendor master balances. It then automatically runs the "Purge A/P transactions" program, to deleted paid transactions.

• Reset Transaction File - This program resets the transaction file entry numbers, batch numbers, and accounting periods, in preparation for a new year.

• Auto Voucher File Maintenance - This program maintains auto voucher transactions. Auto vouchers are used to generate A/P transactions for vendors that you pay the same amount on a recurring basis.

• Auto Voucher Inquiry Display - This program is used to display the Vendor Master record and all corresponding auto voucher transactions on the terminal screen.

• Generate A/P Transactions - This program allows the user to automatically generate A/P transactions from auto vouchers.

• Auto Vouchers Report - A complete listing of the Auto Voucher file is produced by this program.

• Vendor Master Report - A complete listing of the Vendor Master file is produced by this program.

• Vendor Name & Address Report - A vendor name and address listing is produced by this program.

• Vendor Balances Report - A Vendor Master File balances listing is produced by this program.

• Transaction File Report - A complete listing of the Transaction file is produced by this program.

• Vendor A/P Activity Report - This program produces a detailed listing of each vendor's account. Either individual vendors, or all vendors may be printed.

• Open Vouchers Report - This program produces a report of all vouchers in the system which have not been paid.

Selecting to process only marked for payment transactions provides a "preview" of the checks before checks are actually printed.

• Cash Requirements Report - This program produces a list of all open vouchers and cash required to pay these voucher. Prints daily and running totals.

• Aging Report - This program provides a single line aged summary for each vendor, with aged report grand totals. Optionally prints transaction detail.

• Print Checks - This program scans the vendor records for vouchers that were marked to be paid during the "Pay selection" program. Only one check is generated for each vendor with a check stub listing all vouchers that are being paid.

• Check Register Report - This program prints a complete register of all vouchers paid on a specified date.

• G/L Distribution Report - This program is provided so that the G/L account distribution can be verified to be in balance, before the "End of period processing" program is run.

It produces a detailed G/L distribution of all vendor transactions. All accounts are summed and balanced. Any accounts that do not exist within the G/L Master file are flagged.

• Print Vendor Labels - This program prints one to four up labels for selected vendors. Includes many select and print options.

• Display A/P Total - This program calculates the current A/P total and displays the total on the CRT screen.

• Purge A/P Transactions - This program purges paid vouchers from the Transaction file, and prints an audit trail of purged transactions.

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