NECS, Inc.

Software for Food Distributors

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entrée.AP: Accounts Payable



Fully Integrated Accounts Payable

Managing and being fully in control of the cash flow of your food distribution operation, is of critical importance to your success. The entrée.AP software module is an Accounts Payable system which integrates fully with your entrée software to manage your business expenses, including received Purchase Orders. It provides the ability to generate checks, track credits, track discounts, track partial payments, track recurring obligations and reconcile your bank accounts. It includes a flexible "Approve to Pay" feature which lets you view just the invoices that meet your criteria (vendor, discount date, invoice date, etc.) and approve with just a click.

Posting from a Purchase Order

When closing a Purchase Order from the main entrée system, after all inventory has been received and your cost and pricing properly updated, you have the option to post the transaction directly to entrée.AP.  At this time you will required to enter the vendors unique invoice number for the received goods.  This is a time saving feature which reduces the number of steps for your purchasing and accounts payable departments, while ensuring accuracy of the payments issued to your vendors.



Payables Entry

The entrée.AP software module for Accounts Payable makes keeping track of your expenses easy and efficient.  From one screen you can enter payables, debits, calculate discounts and optionally approve the payable for payment.  When using the Purchase Order features of the main entrée system, once your vendors invoice is received, you can compare it to what was actually received on the purchase order, and then post it to entrée.AP with just one click.  When posting a received and approved Purchase Order, the system will automatically use the proper information from both the Purchase Order and Vendor file. Just enter your payable number, and entrée.AP will automatically fill in the proper amount, payable date, posting date, priority, due days, discount, purchase order number, discount and all other account information.  You also have the ability to distribute the payment amount to multiple expense distribution accounts when necessary.



Recurring Payables

Some payables need to be created on a regular basis. Instead of entering those payables manually, you can create a recurring payable entry, and then use it to automatically generate the payables for you on a regular basis. Examples of recurring payables could be a line of credit payment, monthly invoice for rent or leasing of equipment. Frequency options for recurring payables include daily, weekly, bi-weekly, monthly, bi-monthly, twice a year, yearly.

For simpler needs such as cutting or filleting, entrée can also automatically update inventory based upon a standard "yield %" defined.

 



Approve Payables

Once you have created a payable, you must approve it for payment before you can generate a check. The entrée.AP system allows you to approve all your payables from one screen, with just a single click for each invoice you approve.  You can either select a single vendor, or view all vendors when selecting which invoices to approve for payment. This option is also useful for displaying open payables that meet your entered search criteria, such as viewing all payables due on a certain date.  You have the ability to approve your payables by payable number, priority, purchase date, due date, and most importantly discount date to ensure you get all discounts when available.  As you approve payables, entrée.AP will keep a running total per vendor with approved discounts and/or adjustments.



Printing Checks

Once you create your payables and approve them for payment, you can then have entrée.AP generate checks and also void and re-print them if necessary. Checks can be printed using either a standard dot matrix printer or laser printer, and can print on plain paper or pre-printed check forms. You can also define the layout of your checks by using our check printing formatting tools. You can specify that checks print by vendor, checking account and priority.

 



Bank Reconciliation

Bank Reconciliation allows you to reconcile your bank statements against information stored in entrée.AP. When you receive your bank statement, you compare the statement to the reconciled transactions and voided checks, cleared checks, cleared deposits and other charges. This ensures your checking accounts remain accurate with your bank. All your open transaction will be displayed with the ability to select multiple transactions. As you clear transactions, entrée.AP will display your running totals including Bank Balance, Open Balance and Book Balance.