|
The Accounts
Payable/Purchase Control System uses an extensive
default and override structure that greatly reduces the
keying effort to get information into the system.
Default values are initially entered on the company
record. These default values are applied to purchase
orders and invoices, if no overriding values are entered
on the documents themselves. Vendor records carry many
of the same default values. Vendor defaults override
company defaults. Values entered directly into purchase
orders, receipts and invoices override both company and
vendor defaults.
Inquiry-assisted entry is an online capability that
helps users avoid keying data into the system. Some
entry screens are set up to call in data from vendors,
purchase orders, receivers or invoices that are already
set up in the system. This data can then be part of the
new vendor, purchase order, receiver or invoice that is
being set up. An invoice may be built from a previously
entered vendor, purchase order or receiver. The invoice
information and any of the called-in data can be
overridden at any time.
The most productive way
to get information into the system is to use the
Automatic Interface Module (AIM). This module was
developed for the primary purpose of accepting invoices
on magnetic media in whatever format the vendors choose
and then formatting it to enter the Data Design System.
This avoids all keying effort and allows the accepted
invoices to be approved or matched to purchase orders
and receipts before being paid. |
