Integrating Other Modules with Accounts Payable

The Accounts Payable module can operate on a stand-alone basis or be integrated with other modules to take full advantage of the information stored in the system. When integrated, each accounting module shares common information with any related modules. Sharing eliminates any double entry of information already stored within the system.

The following modules can be integrated with Accounts Payable:

General Ledger

The General Ledger module is the key to integrating all financial information from the Accounts Payable module and from the other accounting modules. The General Ledger module provides complete, timely financial reports, which consistently reflect current information.

All journal entries generated from the Accounts Payable module are posted directly to the general ledger following the printing and updating of the Daily Transaction Register. The financial statements and other General Ledger reports printed after the update of the Daily Transaction Register reflect postings on the register.

If the General Ledger module is not integrated with Accounts Payable, Accounts Payable does not make postings to the general ledger following Daily Transaction Register printing. For more information, see Explanation of General Ledger Postings.

Inventory Management

The Inventory Management module is a powerful tool for any business that must track inventory stock status for costing, resale, and purchasing purposes. This module can be used with the Sales Order and Purchase Order modules to integrate all functions related to the sale and purchase of inventory items.

When integrated with Accounts Payable, this module allows you to assign an unlimited number of vendors to each inventory item as the purchasing source. The vendor information can then be used to sort all inventory reports. You can print the Inventory Management Inventory Reorder Report to determine all items that need to be reordered from each vendor.

Note There is no integration check box for the Inventory Management and Accounts Payable modules. This functionality is activated automatically when both modules are set up for the same company.

Purchase Order

The Purchase Order module is a natural complement to Accounts Payable for businesses using purchase orders to track purchases from their vendors. When this module is used in conjunction with both the Inventory Management and the Accounts Payable modules, a true integration of purchasing, inventory, and payable functions provides the maximum benefit from your system.

If the Purchase Order module is integrated with Accounts Payable, you can track your purchases and record invoices when received. You can also maintain multiple purchase addresses for each vendor. When the Inventory Management module is integrated with Accounts Payable, you are able to track purchases by inventory item and receive items into inventory and record invoices at the same time.

The Purchase Order module allows you to enter and sort purchase order information by vendor number. Reports include purchase order information sorted by vendor number, purchase order number, inventory item code (if used with the Inventory Management module), or by anticipated delivery dates.

Job Cost

The Job Cost module has been designed for contractors and project managers to track and control costs associated with jobs in process. This module includes an estimating function, and the ability to capture cost information directly from the Accounts Payable module. When the Job Cost module is integrated with Accounts Payable, cost information related to jobs can be posted automatically to the job files. To activate the interface for the Job Cost module, select the Job Cost check box at the Integrate Accounts Payable with the Following section in Accounts Payable Options.

The following features and capabilities are activated when Job Cost is integrated with Accounts Payable.

Accounts Payable Invoice Data Entry and Manual Check and Payment Entry request job number and cost code distribution information for each invoice entered. Retention rate and retention amount information can be entered for each invoice, indicating the portion of the invoice to be retained from each payment. The retention amount is posted to a separate payable account. An invoice can be posted to more than one job number; however, invoices posted to more than one job cannot be tracked for retention by job. The cost code distribution can be entered for as many cost codes as necessary.
The Invoice Register and Manual Check and Payment Register reflect job number and cost code distribution information. Following the printing of either of these registers, the Job Cost information is posted to the Job Cost files.
The automatic Invoice Payment Selection process allows for invoice selection by job number and invoice type (retention or invoice). This feature is useful when selecting all retention invoices for a particular job.
The Accounts Payable Aged Invoice Report and Cash Requirements Report print job number and retention information for all Job Cost-related invoices.
The Open Invoice by Job Report can be printed by job number and cost code. The invoice and retention balances can be printed for each invoice distribution.

Before integrating the Accounts Payable module with Job Cost, verify that costs are not also being posted to the Job Cost module from the Sales Order module. If the Accounts Payable module is integrated with Job Cost and the Post Invoice Costs to Job Cost check box is selected in Sales Order Options, costs can be double-posted to the Job Cost module. If the Accounts Payable module is not integrated with Job Cost and the Post Invoice Costs to Job Cost check box is cleared, costs are not posted to the Job Cost module from either the Sales Order or the Accounts Payable module.

For more information, see Integrate the Accounts Payable Module with Job Cost.

Bank Reconciliation

The Bank Reconciliation module can be integrated with Accounts Payable to permit system-generated or manually entered checks to transfer directly to the Bank Reconciliation module during the check update process. To activate the interface for the Bank Reconciliation module, you must select the Bank Reconciliation check box in Accounts Payable Options.

When used in conjunction with these modules, Accounts Payable expense and disbursement information is posted directly to the appropriate accounts. You can also obtain financial reports from each module, giving you control over your costs.