· Disburse Multiple GL Types

With Shafer's Invoice Processing feature, you may disburse to multiple GL types on a single vendor voucher. Select to disburse to any combination of Inventory, Job Cost, Truck, or General Expenses.

GL Distribution 01:20

back to top

· Discounts

When you enter a vendor invoice the system will quickly calculate your allowed discount as defined in the vendor's billing terms found in the Vendor Master file. The discount due date is clearly listed by the system so you don't have to manually enter the information. The due date is used by the system to determine exactly when the invoice should be paid and the discount amount. Please see our clip below for more information.

Discounts 00:55

back to top

· Recurring Entries

Shafer's Recurring Entry feature will unquestionably simplify the execution of your recurring payable activities. An unlimited number of recurring payable transactions may be created for entries such as utilities, leases, rental payments or loan payments. Create entries for cycle times such as every accounting period (month) or every quarter. To avoid erroneous posting, our system will protect against duplicate transactions and will only allow a recurring transaction to be posted once within the same accounting period.

Recurring Entries 00:41

back to top

· Select Posting Date

You can select the date you wish to have a vendor invoice posted to the general ledger. The P-Date button (see enlarged image at right), will allow you to select the posting date (i.e. the date the system will use to enter the transaction into the general ledger).

back to top

· Pay Hold

You may easily place a Pay Hold on an invoice so the system will prevent the invoice from being paid before the scheduled time. Simply place a checkmark in the box marked 'Pay Hold'. When you process payments to your vendors the system will clearly display that the invoice has been placed on a pay hold. Remove the pay hold when you want to release the invoice for payment.

back to top

· Entry Hold

Use the Hold Entry option to keep an entry from posting. A notes field will allow you to type in an explanation as to why the invoice is being held. When the user is ready to release the invoice for posting just remove the hold and the invoice will post as normal.

back to top

· Payment Arrangements

When a vendor allows payments for a large purchase, it's easy to let Shafer's Schedule Payment feature calculate the payment amounts. Input the number of payments the invoice is to be broken down into and the system will automatically schedule the payments one month apart. You may then adjust either the amount of each payment or the date of the payment schedule, if necessary. *Note: The AP Aging report will reflect the actual due date given with the scheduled payments so that other reports within the system can report accurately on what is due and when, as well as the cash requirements.

Schedule Payments 00:44

back to top

· Batch Posting

As vendor invoices are entered into the system they accumulate into a batch. Shafer's Batch Posting feature will let you post any single invoice or all invoices in the batch once you have completed entry. With each posting, the system will provide you a preview report as well as a posting report.

Batch Process 00:37

back to top

· Spread by Departments

Spreading your purchases across multiple departments and divisions is easy with Shafer's Invoice Processing Module. Any of your company's divisions and departments can be used when disbursing an invoice. And, you can disburse to as many departments or divisions as required.

back to top