BusinessWorks Accounts Payable Minneapolis St. Paul Twin Cities Minnesota

Overview
The Sage BusinessWorks Accounts Payable module is powerful, easy to use tool for managing your corporate expenditures. You can record business obligations, select the vendors and invoices you wish to pay, print checks and record hand-written checks. Comprehensive, informative reports keep you continually apprised of your transactions; allow projecting cash requirements, and enabling you to analyze current and historical trends. Grab control of your corporate expenses with Sage BusinessWorks Accounts Payable.

Quick Links
Data Entry	Screen Shots	Utilities	Integration
Forms	Transaction History	Inquires	Features
Report Examples	Other Reports
Operational Flexibility
99 Terms Codes	Maintain up to 99 Payment Terms, each with an associated Description, Discount Rate, Discount Period, and Number of Days before Due.	Default Distribution Account	Define a default distribution account for each vendor. Override the default as needed during data entry.
User Defined Aging Periods	You may define 4 aging periods (e.g. 1-30 days, 31-60 days, 61-90 days and over 90 days).	Posting comment to General Ledger	Elect to include the invoice reference in the posting to General Ledger to provide a more useful audit trail.
Generous Field Sizes	Add and maintain up to 100,000 vendors using a 12-character vendor id field. The invoice number field will hold up to 20 characters, with an additional 20-character reference field. Each invoice may reference up to 20 transaction lines.	Nine Cash Accounts	Sage BusinessWorks supports up to nine cash accounts.
Flexible Payment Terms	Allows flexible payment terms, including number of days, day of month, end of month and end of next month.
Data Entry Features
Invoice Entry	Quickly enter vendor invoices from a single, efficient screen. Lookups, help screens, and search capabilities make finding the proper information to complete each invoice easy.	Edit Invoices	With the Edit Invoices option, you can change the Reference, Discount, Discount date, Due date, and the Hold status for the specified invoice.
Automatic Invoice Selection	The automatic selection saves you time by sparing you the task of sorting through all your invoices looking for ones that are close to being due or for ones that have certain discount dates.	Credit Card Terms	Denote specific terms codes as Credit Card Vendors. When you pay an invoice with a credit card, you will select the terms code that identifies the credit card used. Invoices paid with credit cards are treated as if they were prepaid, automatically closing the purchasing invoice and creating an open invoice for the same amount to the credit card vendor.
Handchecks	On occasion, however, you may need to record a check after you’ve written it, such as when you use a blank check at an office supply store. In these situations, use this option to apply your payment to invoice balances, close any invoices that have been paid in full, and post the required accounting transactions to the General Ledger module.	Record payments without invoices	If you wrote a check or paid cash to a vendor and you did not receive an invoice, you may record the payment in one of the following ways: Record the payment in Enter Invoices as a "Prepaid" invoice. This allows you to create a closed invoice that you can later track; or record the payment in Cash Management Instant Checks. This simply records the check without creating an invoice.
Void Invoices	You can void an entire invoice at any time, as long as you have not entered any payments or adjustments against it. Voiding an invoice reverses the invoice's original G/L distribution.	Void Checks	This option allows you to void individual checks for a specified vendor. When you void a check, you reinstate the invoices paid by that check, reversing invoice information in Accounts Payable and account information in General Ledger and Cash Management.
Debit and Credit Memos	You can apply a debit or credit memo directly to a current invoice or to the vendor's open credit balance. Debit/credit memos applied to an invoice will increase/decrease the invoice balance.	Recurring Invoices	Provides the ability to set up recurring invoices that post automatically to minimize the task of entering invoices that recur each month.
Screen Shots
	Maintain Allocation Tables		Automatic Invoice Selection
	Vendor Custom Fields		Edit Invoices
	Enter Invoices		Enter Handchecks
	Invoice Information		Manual Invoice Selection
	Notepad Entry for Vendor		Maintain Payment Terms
	Print Checks		Purchase History
	Maintain Recurring Invoices		Maintain Vendors
	Maintain Vendors—Other Data		Maintain Vendors—YTD Purchases
Useful Utilities
Global Vendor Change	With this option, you can update vendor information for all vendors or a selected range of vendors at one time. You can change payment hold, one check per invoice, 1099 box, payment terms, and scheduled days to pay.	Vendor Renumber	Easily change the vendor number while preserving historical integrity.
Apply Open Credits	If you enter Credit Memos or portions of handchecks as open credits, use the Apply Open Credits option to apply the credits to invoices. Applying the credit is simply a matter of selecting an open invoice and entering reference information and the amount to be applied.
Integration With Other Sage BusinessWorks Modules
Sage BusinessWorks Accounts Payable integrates seamlessly with the following modules: General Ledger, Job Cost, Inventory Control, and Cash Management.
Forms
1099 Processing	Sage BusinessWorks will print 1099 forms only for those vendors designated as receiving one. You specify the box number from the 1099 form that corresponds to the type of payment.	Check Stub Detail	Generates checks with either detailed or summary payment stubs.
Custom Forms	Customizing the existing forms or creating new ones is east using the Maintain Forms feature.
Transaction History
Transaction drill down	In many locations, when you select an account that has transaction detail available, you can "drill down" to search through and view the selected account’s transaction details and source documents.	YTD Purchase Information	View MTD and YTD purchases, payments, and discounts for each vendor as well as the date, amount, and check number of last payment.
Invoice Information	Drill down to invoice detail, view current balance, transactions, payments, discounts, etc. directly from Manual Invoice Selection.
Inquiries
Vendor Inquiry	Quickly examine information for a specific vendor, including month-to-date figures, aged balances, and invoice detail.	Purchase History	View/maintain 12 periods of purchase history for each vendor.
Rich Feature Set
Partial Payment of Invoices	Pay all or any portion of your vendor’s invoices.	One Check per Invoice	Optionally print one check per invoice for those vendors who prefer each invoice to be paid individually.
Custom Fields	Setup 5 custom fields associated with each vendor to hold specific data. These fields are included on the Vendor List and can be added to Custom Reports, Custom Exports, Custom Worksheets, and Custom Forms. You can also filter Accounts Payable reports on information in these fields.	Expense Allocations	Expense allocation tables speed up and simplify invoice entry and other transactions by defining the distribution of invoice amounts to different General Ledger accounts. Each table can consist of up to 20 different General Ledger accounts and the prorated percentage amounts assigned to each account. Use to allocate freight among departments, or to split invoices between multiple GL accounts.
Status Display	A single screen displays important status information such as: Current Month, Number of Vendors, Months to keep history, and the default posting accounts. A handy way to review setup information.	Calendar	Each date field offers a handy calendar icon to help you select the exact date you’re after.
Account Number Selection Help	If you’re uncertain you’ve selected the correct account, the handy Account? Button provides useful information about the currently selected account. Account #, Description, Account Type, Usual balance (debit/credit), normally entered as (positive/negative), and Period Balance.	Attachments	Use the Attachment Manager to link or embed OLE files, such as bitmaps, text documents, and spreadsheets, in BusinessWorks records, such as accounts, vendors, customers, employees, parts, and jobs. The attachments you create appear in a list in the Attachment Manager window, and the title bar identifies the record to which they’re attached.
Zip Code Database	Maintain a database of Zip Codes utilized by all modules. By entering the Zip Code, City and State are populated automatically.	Vendor/Invoice Hold	Lets you place specific vendors and invoices on payment hold so you can immediately defer payments until all issues are resolved.
Discounts	Tracks discount dates, amounts and due dates to help you save by paying invoices within an optimum time frame.	Cash Balances	View the account balances for you cash accounts during data entry. Security setup can prevent the visibility of this data.
Add/Maintain Vendors on the fly	New vendors may be added and constant data edited on the fly during invoice data entry.	Notes	Lengthy text notes may be added, maintained, and viewed for each Vendor or General Ledger Account. The Notes button appears in bold when a note is on file.
Targeted Mail Merge	Lets you quickly and easily merge Sage BusinessWorks information into a Microsoft Word document, and then print the document or e-mail it to the mailing list.	Report Groups	Use this option to place reports into groups so that you can quickly and easily print multiple reports at one time. Report groups are particularly useful for creating a series of reports with specific setups that you print on a regular basis, such as month-end close reports.
Custom Worksheets	Use this option to set up a template that defines the Sage BusinessWorks data you want to send, filtered and sorted the way you want it. You can then launch Excel from this option and send the Sage BusinessWorks data directly to the assigned workbook based on the selected template. You can also use this option to import templates from other Sage BusinessWorks companies, edit existing templates, or assign an Excel workbook to a Custom Worksheets template.	Single Step Payment Void	Void AP credit card payments in a single step that reinstates the original invoice and adjusts the GL payables account if necessary.
Reports
Sage BusinessWorks uses your data to produce a wide range of reports including graphical reports, which present you with three-dimensional representations of your purchase history and much more. Click images to view reports.
Detail Report click to expand report selection	This report shows invoice information and all Accounts Payable transactions by vendor for the current month or any of the preceding months for as long as you keep Accounts Payable history.	Aging Report click to expand report selection	This report lets you quickly determine which vendor accounts are overdue, how overdue they are, and how much money you'll need to cover all invoices. Print a detail or summary version of this report. The detail version lists individual open invoices for each vendor. The summary version shows only a total of all invoices for each vendor.
Open Invoice Report click to expand report selection	This report helps you balance Accounts Payable to the General Ledger by displaying the status and current activity of your open invoices. You can produce it anytime to list open invoices and open credits up to the date you specify. Includes invoice date, a document reference, due date, original balance, activity to date, and current balance. It also shows the total balance of each vendor’s open credits and a total of available discounts.	Flash Report click to expand report selection	This report identifies your company's most important vendors, analyzes information on these vendors, and provides an overall idea of how the company's accounts payable are handled. It provides an overview of information found in other reports and is ideal for those who need a high level summary.
Business Graphics click to expand report selection	Business Graphics is a business analysis tool that presents data similar to the Flash Reports in graphical format. You can view these reports in a variety of chart formats, including area, bar, line, and pie charts.
Other Reports
Vendor List	Vendor Name List	Recurring Invoice List	Vendor History Report
1099 Worksheet	Cash Flow Report	Cash Requirements Report	Payment Selection Report
Discount Analysis Report	Purchases/Adjustment Journals	G/L Distribution Report for Invoice	Monthly Activity Report