Entering a vendor invoice has been simplified while retaining all the most sophisticated Accounts Payable options found on much more expensive systems. Vendor information is automatically brought over from the Vendor’s Master File and if Profi’C Purchase Order Processing is installed, when the Purchase Order Receipt is entered, the pertinent data will display, saving you time and reducing the chance of error. Should you discover a mistake in the invoice after entry, but before payment, you may re-enter and make any changes necessary or even void the voucher.

The Invoice number is validated by the system to avoid duplicates. Due dates are automatically calculated based on vendor terms. Invoices may be placed "On Hold" at your discretion. Determine by invoice whether the payment dictates a 1099 status including 1099 classification.

An authorization field is supplied for use in validating and authorizing the transaction. The Net, Tax and Freight amount along with a miscellaneous and discount amount (automatically calculated) are separate fields for complete control. And, if you have separate Accounts Payable accounts for each division within your company Profi’C tracks this Accounts Payable by division. Text comments is supplied to enter notes associated with the invoice. Appearing on reports and inquiries the invoice will display a "T" alerting you that there are special notes associated with the invoice that should be reviewed. Processing credit invoices from your vendor is as simple as entering an invoice while providing an accurate assessment of balance due and utilization of credit during check processing.

As the final step to invoice entry, you will tell Profi’C to which General Ledger accounts the invoice amounts should be posted. If the General Ledger Account for your vendor has been entered in the Vendor Master File, the General Ledger account distribution is automatic. You simply confirm the distribution is correct or make any necessary changes. A comment section is provided to briefly describe the reason for the General Ledger distribution. Following proven accounting principles, if while posting Profi’C detects an "out-of-balance" situation or an invalid account number, an error message will be displayed and the posting will not be allowed until the account is corrected and balanced.

If Profi’C General Ledger is utilized, distributions will automatically post straight into the General Ledger suspense journals.

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This feature is used for recurring payments such as Rent, Lease Payments, etc., processing this type of voucher only once enables check processing each month or by user specified time frame.

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At any time, you may access the complete current or historical records for any vendor, invoice and check or you may inquire as to what invoices are due by a specific date. These inquiries will either display on the screen or printer.

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Once an invoice is entered, it is critical that you know the due date for payment to allow you to take advantage of the best terms offered by the vendor giving you the most cost-effective action for your company. A Cash Requirements Report may be printed offering an accurate picture of your financial obligation. You may pay one invoice or vendor or select many invoices and vendors at any time.

Profi’C gives you several ways to select invoices for payment. You may allow the system to automatically pick invoices due by a certain date or with eligible discounts by a certain date. The system will attach a code to these invoices showing they are to be paid. Verification of the invoices selected before printing the checks is possible by printing the Payment Selection Register. Invoices may also be selected individually by recalling each vendor’s record and letting the system display each open invoice for payment. Regardless of the method used to select the invoice, the payment code may be reset to remove the invoice from the check printing cycle.

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Complete flexibility in check writing allows you to combine multiple invoices to the same vendor on one check, use multiple checks per vendor, or pay the full amount or partial amount.

When the occasion arises, Profi’C gives you the capability to use hand checks to pay existing entered invoices or enter manual invoices which record the check at the same time as the invoice is entered. These features are most commonly used for COD payments to insure they are properly recorded.

The last check number used is maintained by the system for you. Check processing includes an alignment check option which may be used to help align printing on the check prior to performing the check run. If a check is printed in error, it may be reprinted or reversed to allow the invoice to automatically become an open item again. Check Reversal may be performed at anytime (i.e. stop payments on a lost check) even after the month has been closed, with an automatic update to General Ledger. Also available is versatile Check Reconciliation to bank statement with supportive reconciliation report by bank.

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