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The Accounts Payable System (APS) from Legler Systems is based on the client-server model and supports many special features for handling the trade accounts payable and cash disbursement functions in small businesses and midsize companies. This customizable online software can be run as a stand-alone accounting application to manage trade payables or integrated with other financial modules, such as the Check Reconciliation System and General Ledger System.
New 2010 features of the AP software support real-time dashboards for accounts payable transactions and separate report windows that enable the user to view a report at the same time as performing data entry operations in the original window, as described in the Version 10.0 Summary document. These real-time dashboards are shown below the accounts payable menu when using large screens. The 2009 accounts payable software features include mouse support and large screen (80x50) support, as described in the Version 9.0 Summary document. This accounts payable system can function with or without a mouse for greater user flexibility and productivity. Prior software enhancements are described in Version 8.0 Summary. The newest accounts payable software features execute faster when running Microsoft Windows XP or Windows 7.
Custom versions of the online APS software have been in day-to-day operation in small businesses in Northern California for over 25 years.
The online accounts payable (AP) user procedures are identified on the Accounts Payable menu shown below. Before any AP procedure can be run, the user must first sign-on by entering a valid User-ID and password. To start a specific AP procedure, enter the 2-digit number associated with that user procedure.
----------------------------------------------------------------------------- | ACCOUNTS PAYABLE SYSTEM MENU (2010) 09-05-2010 14:43 | |=============================================================================| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- ------------------------------ | | 01 - Enter Vendor Master Records 11 - Purge Old AP Records | | 02 - Enter Vendor Invoice Records 12 - Process Periodic Payments | | 03 - Print Vendor Invoice Report 13 - Process AP Batch Input | | 04 - Print Vendor Master List 14 - Print IRS 1099 Forms | | 05 - Print Cash Requirements Report 15 - Inquire Vendor History By Month | | 06 - Print Vendor Checks 16 - Print Vendor History Report | | 07 - Print AP Register 17 - Inquire Invoice Description | | 08 - Print AP Distribution Report 18 - Print Aged Payables Report | | 09 - Post Payables To GL System 19 - Reset Payment Date | | 10 - Inquire Vendor Status 20 - Inquire Top Vendors | | 92 - Redefine System Printer | | 94 - Search AP System | | 99 - End AP Menu | | | | Enter AP Procedure Number......[ ] | | | |=============================================================================| | F1=Help F2=Enter F9=Print F10=Exit | -----------------------------------------------------------------------------
Data entry procedures AP01 and AP02 display fields that comprise each record and perform online file update functions (add, modify and delete). A Vendor Master Record (name and address information) must be entered into the AP System before any vendor invoices can be entered and paid. If vendor invoices were entered into another computer system, they can be imported into the AP System using procedure AP13 for vendor invoice processing. Procedure AP19 provides a fast way to reset the payment date on a group of vendor invoices to delay the printing of a vendor check by procedure AP06.
Inquiry procedures AP10 and AP15 display paid or unpaid vendor invoice information for a specific vendor and time period. Inquire Vendor Payment History (AP15) shows a one-screen summary by month for 5 years of vendor payment history. Procedure AP17 allows the user to search and display vendor invoices based upon any description. Procedure AP20 displays the top vendors based upon vendor payments.
Reporting procedures AP03, AP04, AP05, AP07, AP08, AP16 and AP18 print reports on line printers (computer-size paper) or laser printers (letter-size paper). Procedure AP05 identifies the vendor cash requirements (unpaid invoices) for each vendor. Procedure AP06 is run to print vendor checks on multipurpose stock forms. Procedure AP14 prints the annual 1099-MISC forms or creates a diskette based on IRS specifications. Procedure AP18 prints future unpaid vendor invoices. Each reporting procedure displays a screen for the user to enter selection criteria, report formatting and sorting options. Procedures AP09, AP11, AP12 and AP13 print a one-page control report showing the number of records processed for audit trail purposes.
Process periodic payments procedure AP12 automatically rolls-over recurring vendor payments, such as lease payments, from one month to the next so they do not have to be re-entered each month. Procedure AP09 posts GL expense account information to the General Ledger System.
The AP procedures identified on the Accounts Payable menu are described in the AP Menu Procedures document.
In addition to the operational, security and technical features mentioned in the Accounting Software Summary, some key functional features of this accounts payable software are highlighted below:
1. Schedule vendor invoices for future payment by date to better manage the trade accounts payable activity.
2. Print check amount text on the check for anti-fraud protection.
3. Maintain control over check numbers used, so that missing checks can be identified each time the print vendor checks procedure AP06 is run.
4. Automatic assignment of GL expense account codes from the Vendor Master Record to minimize data entry time by AP procedure AP02 with the credit entry to the trade payables account. Recording expense data follows the standard GL account structure of either a 4-digit account code or a 6-digit account code plus department number (System-Option-26 in DB03).
5. Automatic update of yearly purchase totals in the Vendor Master Record helps identify key vendors and avoids special year-end clerical steps.
6. Print the vendor invoices being paid on the vendor check stub.
7. Flexible reporting capability allows the user to request and print 45 different trade accounts payable reports, including vendor checks with vendor check stub by procedure AP06.
8. Print the vendor address from Vendor Master Record on vendor checks.
9. For real-time dashboard 4, the ten oldest unpaid vendor invoices are shown under the accounts payable menu. Up to 4 different real-time dashboards can be displayed.
The online AP software references three records in the Database Control System (required) to control basic system functions (Company Control Record), to verify user-IDs (User Control Record) and to validate GL expense accounts and other user definable codes (Code Definition Records).
The AP System formats and outputs General Journal Records (AP09) to either an export Transfer File for input to another computerized GL system or directly into the General Ledger System (optional). The General Journal Records contain the dollar amounts associated with each GL account code.
The AP System formats and writes Check Records by procedure AP06 directly into the online Check Reconciliation System (optional).
The AP software supports dynamic linking between data entry procedures (such as AP02 to AP01) with a single key stroke (function key F7). Dynamic linking to existing NOTES (DB17) on a vendor or invoice is done with one or two key strokes (F7).
The Accounts Payable System operates on any x86 personal computer (pc) in the Command Prompt window using Microsoft Windows XP, Windows 7, Windows 98 or Windows 3.1 in a local area network (LAN) using Microsoft BackOffice Server, NetWare or LANtastic with complete flexibility in specifying the disk location of all files on the client or server. Additionally, the APS software can be run on a single stand-alone pc or on a UNIX based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system.
The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the AP executable programs. The Windows accounts payable programs are the same as the DOS accounts payable programs for compatibility. For historical reporting, the same AP executable programs can be run from a removable disk, such as a CD-ROM or USB flash drive.
The Database Control System from Legler Systems Company is required to support the AP System. The AP source programs are written in COBOL, the most widely used business programming language. All AP COBOL programs allow the user to define different date formats (MODAYR or YRMODA) for data entry and reporting purposes, as well as other system-wide options defined in the Company Control Record (DB03).
The AP System software cost is identified in the Software Price Sheet.
Other online accounting modules are listed in the Accounting Software Summary document.
To request sample reports and screen formats, General Information Manual or free pc demo on CD-ROM of the AP System, please e-mail Bill Legler in the San Francisco Bay Area, California.
Legler Systems Company, developer of the online Accounts Payable software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site APS software support in Alameda County (major cities are Oakland, Fremont, Hayward and Berkeley), Contra Costa County (major cities are Concord, Antioch and Walnut Creek) and other counties in California (CA). Telephone and e-mail support is available throughout the United States (USA).