Clubmaster Software Accounts Payable

Getting Started In Clubmaster Accounts Payable

Whenever your company buys goods or uses services you receive Invoices from your Vendors. The Clubmaster Accounts Payable Module not only lets you process your invoices and generate checks, but lets you view and monitor your cash activity with reports and inquiries. In addition, Accounts Payable is closely integrated with the Clubmaster Purchase Order Module and Clubmaster General Ledger Module for precise Accounts Payable control.

Since each of your vendors will be listed in the Vendor Master File with all the particulars about how you do business with each of them, you do not need to enter the details (terms or address, etc.) every time you need to pay a vendor.

Screenshots

The upper and lower navigation of this screenshot are the same for the screenshots listed below, the only differences are the tabs going across and the menu selection listed under each tab. The following are images of the various tabs and menu selections.

Accounts Payable File Maintenance Data Entry
AP File Maintenance Data Entry

Accounts Payable File Maintenance Reporting
AP File Maintenance Reporting

Accounts Payable Locators

Each Clubmaster module ships with a cross reference index, referred to as key word search, already built for most major fields. Locator maintenance, creation and inquiries may be maintained or enhanced upon. For example, a user may want his or her customer locator to accept the Customer’s telephone number as the search to find the customer information.

Locators - Key Word Search - can be used in Clubmaster , by simply pressing "enter" at any field requiring a numeric entry. The system will return a series of dashes from where you can enter your locator - Key Word Search. Clubmaster will search for your data as specified and display all that applies for selection, then the information is automatically filled in for you. Additional locators can be entered at point of entry in their respective master file or here in Locator Maintenance.

This Locator selection displays existing locators and allows maintenance of locators such as, adding, changing or deleting the locator(s) associated with a Vendor.

Invoice Data Entry
Entering and maintaining a vendor invoice is simplified while retaining all the most sophisticated Accounts Payable options found on much more expensive systems.

Accounts Payable Inquiry Selector
At any time, you may access the complete current or historical records for any type of Accounts Payable Invoice. Several selections are provided for Open Accounts Payable Invoice and Accounts Payable Invoice History Inquiries offering quick look-up of critical detailed information at your fingertips.

Accounts Payable Inquiry Selector

Open Invoice Inquiry

Accounts Payable Invoice History Report

The Clubmaster Accounts Payable Invoice History Report is offered to print only, this is because of the amount of Accounts Payable invoice history contained with this selection. The system will print all the paid invoices associated with each vendor. You can restrict the number of transactions through a starting and ending date.

The report includes Vendor Number, Vendor Name, Invoice Number, Purchase Order Number, Invoice Date, Net Amount, Tax Amount, Freight Amount, Miscellaneous Amount, Discount Available, Discount Date, Due Date, General Ledger Post Amount and General Ledger Account Numbers.

Accounts Payable Invoice Hold Inquiry

For a review of all invoices that have been placed "On Hold" for payment utilize this inquiry to display on screen or to print on your printer. It produces an inquiry screen of "On Hold" invoices by a specified Vendor or you can indicate 'All' to select all Vendors that reflect invoices that are on hold.

Information included are Vendor Number, Vendor Name, Invoice Number, Invoice Terms, Invoice Date, Due Date and Balance Due.

Accounts Payable Invoice Preview Report

The Accounts Payable Invoice Preview Report may be printed and used to review the Invoice Register Journal without updating the General Ledger. After you run the preview report and look it over for any possible corrections, you may then print the actual register. The Accounts Payable Invoice Register & Update Journal will update the General Ledger.

This report includes all Vendors and lists all open invoices entered during a session with the Vendor Number, Vendor Name, Purchase Order Number, Invoice Date, Net Amount, Tax Amount, Freight Amount, Miscellaneous Amount, Discount Available, Discount Date, Due Date, General Ledger Post Amount and General Ledger Account Number.

General Ledger Posting Summary prints as well with Debit and Credit Amount, Total Accounts Payable Posting, Total Expense Posting and Total Journal.

Accounts Payable Contract Report Selector

This selection will print a report which lists all of the contracts which are due to be invoiced. It will also create an invoice for each contract listed.

Accounts Payable Adjustment Report Selector

The Clubmaster Accounts Payable Adjustment Report selection will report Accounts Payable Invoices that have been changed in any manner since entry and update of the Invoice Register. If you find it necessary to recall an invoice to make changes (after invoice update) it is important and necessary to print Adjustment reports. This will insure proper update to General Ledger.

The Accounts Payable Adjustment Report Selector offers an Accounts Payable Invoice Adjustment Preview Report and an Accounts Payable Invoice Adjustment Register and Update.

Accounts Payable Contract Report Selector

Accounts Payable Daily Reporting

Accounts Payable Open Item Report

This selection will print a report which lists by vendor all open Accounts Payable invoices including invoices selected for payment which have not had a check issued against them.

The report will provide Vendor Number, Vendor Name, Invoice Number, Purchase Order Number, Invoice Date, Net Amount, Tax Amount, Freight Amount, Miscellaneous Amount, Discount Amount, Paid Amount (if partially paid or selected for payment), Balance Due, Discount Date and Due Date.

Accounts Payable Open Contract Report

This report is the same as the Open Item Report except that it lists all open contracts by vendor. The Open Contract Report includes Vendor Number, Vendor Name, Invoice Number, Purchase Order Number, Invoice Date, Net, Tax, Freight, Miscellaneous, Discount Amounts and Paid Amount, Balance Due and Due Date.

Accounts Payable Cash Requirements Report

Clubmaster helps you manage your cash flow with an Accounts Payable Cash Requirements Report. This report prints a list of open Accounts Payable invoices by vendor - projecting cash requirements aged through three different due dates entered. This includes Accounts Payable Contract (re-curing) invoices.

The report supplies the Vendor Number, Invoice Number, Invoice Date, Discount Date, Total Amount Due, Discount Available and Amount Payable Through Aging Dates you specify, totaling cash required for each date category.

Accounts Payable Check Processing Selector
From this selector you can Select, Print, Reverse, and Reconcile your Accounts Payable Checks. Clubmaster includes the ability to post "Manual" and "Hand" Checks for a completely accurate picture of your cash position and financial obligations. You can also print or inquiry detailed Check processing information.

Accounts Payable Check Processing Selector

Accounts Payable Manual Check Entry (COD)

With Clubmaster, you have the ability to post a Manual Check. A Manual Check is a check payment you actually WRITE BY HAND for which you do not have an invoice entered into the system. An example would be a check written as a COD. Instead of entering an invoice, you would write the check and then at some point, before month end processing, enter the data in the Manual Check Entry feature.

Entering your data in the Manual Check feature is very similar to entering an Invoice on the system however because of the nature of a manual check, you may not have a related Purchase Order. Therefore, you may have to fill in most of the information. Note - if the vendor and or Purchase Order is on file the system will automatically fill in this information.

Accounts Payable Manual Check Entry (COD)

Hand Check For Account Payables Invoices

The other situation where you might have to write a hand written Check is when you have an invoice ALREADY ENTERED INTO THE SYSTEM and you need to suddenly write a Check.

This is where you use the HAND CHECK FOR ACCOUNTS PAYABLE INVOICES feature. It is not a difficult task since the invoice is already in the system. Therefore, this feature recalls the invoice, you simply add the information of the Check Number, Check Date and Bank Number. It is critical to the proper functioning of Clubmaster that you fill out this information each and every time you have an invoice entered into the system against which you find it necessary to write a Hand Check.

Accounts Payable Payment Selection

Your Vendor invoices are entered, all registers run and updated, and now you are ready to produce automated checks. The first step in setting up Clubmaster Check printing is PAYMENT SELECTION, that is, to select the invoices you want to pay.

Clubmaster offers several options to select invoices for payment you may choose the method that suits your business accordingly.

Accounts Payable Re-Set Payment Codes

Using this Clubmaster Accounts Payable feature is beneficial after you run a Payment Selection Register (and before printing checks) if you determine not to pay certain invoice(s).

This feature allows you to re-set the payment code back to open status, by entering 0, thus the invoice will not be selected for payment and Clubmaster will automatically place the invoice back open ready for selection at a later date.With this selection a simple recall of a Vendor and the Invoice Number or all Vendors allows you to re-set the invoice(s) to open status.

If you did print a check and decide not to pay, it is then required that you use the Check Reversal feature.

Accounts Payable Reconciliation Report

This report will include all outstanding Accounts Payable checks by bank. If you are utilizing Clubmaster Accounts Receivable this report will include outstanding deposits providing a comprehensive report to balance to your bank statements.

Prior to reconciling Accounts Payable checks and immediately after it is best to run this report to obtain the current status.

Accounts Payable Check Printing
Clubmaster Accounts Payable Check Printing provides the option to print a test check alignment assuring Accounts Payable checks will align and print correctly when you begin the printing process. The system keeps track of the last printed check number used by bank and will display for your reference at the check printing process.

The Vendor Account number, Invoice Number(s), Invoice Date(s) and Invoice Gross and Net Amount(s) and if applicable Credit Invoice and details will print on the check stub. Additionally, several lines of custom text may be entered to appear on the check stub as well.

Accounts Payable Month End Selector
End of Month Processing for Accounts Payable will close-out the monthly activity and advance to the following month. The system will alert you if it detects incomplete daily registers.

Accounts Payable Monthly Check Register

Accounts Payable Monthly Check Register provides a monthly roster of Checks issued. The register includes Bank Number, Check Number, Vendor Number, Name, Check Date, Check Type, Void Flag, Check Gross, Check Discount, Check Amount, Balance Due and Register Totals.

Accounts Payable Journal History By Vendor

For look-up or reporting this feature when entering the Invoiced Journal Number will include Vendor Number and Name, Invoice Number, Purchase Order Number, Net, Tax, Freight and Miscellaneous Amount, Due Date, General Ledger Post Amount and General Ledger Account Number.

Accounts Payable Disbursements Report

The Accounts Payable Disbursements Report contains monthly General Ledger Activity by General Ledger Account Number and Description.

The report includes General Ledger Account Number, General Ledger Descriptions, Journal Number, Debit Amount, Credit Amount, Vendor Number, Vender Name, Invoice Number and Register Totals.

Additionally, this report gives a monthly assessment of Accounts Payable information that has updated to "Suspense Journals" in General Ledger.

Accounts Payable Distribution Report

The Accounts Payable Distribution Report provides monthly General Ledger Activity by Vendor.
The report includes Vendor Number, Vendor Name, General Ledger Account Number, Debit Amount, Credit Amount, Journal Number and Register Totals.

Accounts Payable Month End Selector

End of Month Reporting

Accounts Payable Partial Paid Open Invoices

Clubmaster Accounts Payable allows you to make a partial payment towards an entered Invoice while maintaining the detailed information for reference here until it is paid in full.

This inquiry will display the invoices that are partially paid for a vendor(s) during a specified due date period selected. Information includes: Invoice Number, Invoice Date, Due Date, Original Amount of Invoice and Check Number, Check Date, Discount Taken, and Check Amount actually paid towards the invoice.