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DHA Accounts Payable keeps track of the money owed to vendors, maintaining the current balance of all vendor accounts. DHA Payables also provides listings for automatic payment with the cash discounts available and posts payable expenses to the general ledger.
Vendor bills are entered into the system and charged to ledger or expense accounts. Credit memos can be entered as a normal bill with a minus amount. End of period reports provide expense listings and vendor status including aged payables. Accounts payable are normally closed into the general ledger to become part of the income statement and balance sheet.
Bills, payments, and adjustments are input to the system. At the end of any input session, a listing is run of the input date to check for accuracy and provide an audit trail.
During input, entries can be added to the AutoPay file and marked for a specific payment date to allow for automatic check writing.
Closing scans the current file and matches all payments to bills. If the vendor balance is zero, all items are moved to an old file. If a payment matches a bill, the two matching items are moved to the old file. All other items remain in a current file as open items. This closing has no effect on the current period expenses for the income statement, however the current payables tub total is run from this file.
AutoRite selects items from the current file and displays them for the option of paying. All items selected for payment are put in a file for temporary storage. At the end of the selection process, the checks will be written automatically.
The Auto Pay system will scan the current Auto Pay file for selected items. The user can specify which categories he wishes to select. At the end of the selection process, each item selected will be displayed. The option is then available to pay or skip each item.
A date relative to the current system date is then selected. For example, you could pay all bills due in 30 days within 30 days. Or you could elect to pay them at an earlier or later date. A hard copy listing is provided of all items selected for automatic payment.
The system automatically processes all items and generate checks, automatically combining all items to each vendor on a single check.
For bills that are not in the AutoPay system, you can simply write a check. Checks to AP are posted automatically to the accounts payable file. You may also enter payments directly into the system without writing checks.
"Payables" is part of the DHA line of products, developed by DHA Systems & Software.