System Narrative
Online Processing
Company Controls
Data Entry
System Reporting
Vendor Controls
Processing Flows
PO Input Flow
AP Input Flow
Receiver Input
Check Write Processing Flow
Check Reconciliation Flow
Report Write Flow
GL Interface Processing Flow
Master File Purge

Vendor Controls

Because a company has different agreements or understandings with different vendors, it is important to be able to accommodate these differences during payables processing. Many of the default controls set up for a company may also be set up for specific vendors as an override to the company.

For example, assume your company has the payment policy to pay everything within 45 days unless overridden. If a vendor offers a 2% discount for payment within 10 days, you might want to set up payment terms for that vendor that would override the company payment terms for all payments to that particular vendor. The system was designed for just this sort of situation.

Some of the vendor information that is maintained is as follows:

Contact Name and Address
Payment Name and Address
Payment Control Defaults
Discounting Defaults
Matching Variance Defaults
1099 Payment Controls/Defaults/Data
Performance History (based on purchase order usage)
Payment History (2 years by period)
Delivery History (2 years by period)
Employee-Related Data
Product-Related Data

Vendors may be set up with only a name and number; these are the only two required fields. Often it is best to do a conversion of your current file when installing the system for the first time. Additional data may be established for each vendor as the need arises.

All vendor file data may be set up and changed through online real-time updating. It is extremely important to control the access to this file to ensure that only valid/approved vendors are set up for payment.