ICommander Accounts Payable Features Summary (APICC)

Designed to be Used as a REAL Accounts Payable System: NOT Just an Expensive Check-Writing System
Expense Recognition Period is Controlled by YOU

Current
Past
Future

One Invoice may be Split Among Various Accounting Periods
Prepaid Vouchers have same Date Flexibility as Regular Vouchers
No Restrictions on when a period Must be Closed
Multiple Closings Allowed for any Period
Reconciliation of System Accounts Payable Balance to G/L Balance

Done by SYSTEM
Available at Any Time
Always Printed when a Period-End Update is Processed

Automatic Inter-Fund/Entity Balancing for Multiple Funds/Entities
Interfaced to ICommander Inventory Systems
Interfaced to ICommander Purchase Order System

Comprehensive Vendor Master File: Numeric or Alphanumeric 6-Character Vendor-ID
Option to Automatically Assign Vendor-ID for New Vendors to Reflect Name
Entry of Vendor Names, Last Name first, to keep Valid Alphabetical List

Regardless of Numbering/ID Method (prints First Name first on checks)

Name and Address Fields are 35 Characters
Fields for Alternate/Additional Phone &/or Fax Numbers
Vendor Type File Defined by You
Tax Identification Fields
1099 Reporting Control and Default Code Fields
Terms Codes both Described and Live to use in Setting Due Dates and

Calculating Discounts

Vendor Status Field to

Hold All Payments to Vendors
Flag Vendors for Immediate Payment
Always Take Discounts

Field for your ID Number on Vendor's Records
Track Last Purchase and Payment Dates
Options to Assist General Ledger Account Number Distribution of Invoice

Default Account Number for Simple Distribution
Store Most Recent Distributions for Vendor for Next Distribution
Store Alternate Distributions for Vendor
Store Single or Multiple Percentage Allocations
Store Cost Allocation Percentage Distributions for Use by Any Vendor
Job-Category Related (if Job Accounting in Use)

Maximum Payment Field
Fields to Track Vendor Liability and Worker Compensation Insurance
Tracks Current Outstanding Balance
Provides Summary of Current and Prior Fiscal Year Purchase and Payments
Option to Print Vendor File Folder Labels
Logging of All Changes to Vendor and Other Master Files

Voucher (Invoice) Entry: Various Types

Regular (Default--entry of an invoice to be paid in future)
Prepaid (Enter an invoice already paid)
Correction (To Offset/Clear previously posted voucher)
Adjustment (To make balancing Debit/Credit Entries to General Ledger
Accounts only with no affect on Vendor Balance)
Direct Cash-Basis Payment (To allow for payments from other than
normal disbursing account)

Vendors may be Looked up by Name as Well as Number
Vendor Terms Default from Vendor Master but may be Overridden
Automatic Calculation of Due Date, Discount Date, and Discount Amount
Entry of 1099 Reporting Code for Vendors with only Some Payments that

Should be Reported on 1099 Form or on Different Forms

Checks for Duplicate Invoices--Posted Invoices & Current Batch
Distribution to up to 999 General Ledger Numbers per Voucher
Expense Period per Distribution entered independent of Invoice Date
40 - Character Description Available for each Distribution
Account Number Validation
Optional Interface from Purchase Order/Encumbrance System
Live Proof of Distributions Matching Total

Open Item (Vouchers/Invoices Payable) Reporting and Displays: Summary and Detail Reports

Vendor Order
Date Range with Expense Account Numbers Option
Expense Account Number Order by Vendor Option
Option to Exclude Future - Dated Items

Detail On-Screen Display of Open Items/Vendor

Payment Management and Check Printing Selections: Cash Requirements Reports - Detail and Summary
Temporary and Permanent Deferral Options
Generalized Selection by Due Dates
Generalized Selection by Minimum Amount Owed
Pre-Check Writing Report Available
Check Printing at either 10 or 12 Characters Per Inch
Ability to Void and Reprint Checks (Some or All) in event of Printer

Problems

Ability to Direct Checks to an Alternate Printer
Option for Printing Signature Images on Laser Checks
Check Register Always Spooled for Current Batch
Cumulative Check History by Check Number and Vendor Stored
Optional Cash-Basis Check History with Account Number Distributions
Account Number Distribution of Invoices paid by each Check always

Spooled for attaching to Invoices Paid for complete Audit Trail

Balance Reconciliation: Total Accounts Payable Balance Always Instantly Available
Reconciliation of Postings resulting in System Accounts Payable Balance

Always Available

Automatic Reconciliation of System Balance to G/L Balance with

Supporting Detail Reports Automatically Archived

Detailed History Available on Reports and Displays: Vendor Check History
Ranked Comparison of Expense per Vendor for Date Ranges
Check Date/Number History
General Ledger Account Number Distribution History

Range of Accounts for Range of Periods
Selected Accounts

History is Cumulative with No Restriction on How Long it may be

Retained (you elect when and through what date to purge)

No Fiscal Year-End Date Restrictions

1099 Tax Reporting: Payments Subject to 1099 Reporting Automatically Accumulated
System Accumulations may be Changed if There are Errors
Interfaced to Magnetic Media Filing package

Other Features: Interfaced to ICommander General Ledger (no period restrictions)
Option to Create Export File for Remote ICommander General Ledger
Entry of Manual Payments (off-System Checks for Accounts Payable Item)
Flexible Storage and Generation of Standard Payment Transactions
Check Reconciliation Function
Multiple Entities/Funds Accommodated with Flexible Inter-Entity/Fund

Balancing

Utility Function to Purge Offsetting Vouchers Netting to Zero
All Posting Registers Spooled to Disk to Assure they are not Lost
Ability to Change Due Dates of Payable Items
Abilities to Change Expense Accounting Period of General Ledger

Distributions not yet Updated to History

ADDITIONAL FEATURES IF JOB COST ACCOUNTING IS APPLICABLE: ICommander Accounts Payable includes a full-featured Job Accounting
System that may be used by Contractors or others to account for jobs
in process on one of three methods:

Accrual
Completed Contracts
Percentage of Completion

Job Numbers and related codes and all jobs in Process and History
Reporting are part of the Accounts Payable System. If ICommander
A/R and/or P/R Systems are in use, each of these may optionally
use Accounts Payable System Job Files for allocating Billings and P/R
Costs to Jobs. The other Systems are interfaced with Accounts Payable
so combined information from all sources is available in Accounts
Payable and there is no duplication of job numbers and other codes.
If Job Cost Accounting is applicable, the following additional features
are part of ICommander Accounts Payable.

Job Accounting Master Files: Job Types
Job Numbers/Names/Descriptions
Job Phases
Job Categories

Choice of Accounting Method: Designed to allow different method at Fiscal Year-End or for Tax versus

Financial Reporting, if needed

Automatic Creation and Posting of Work-in-Process Adjustments needed at

Period-End to Correspond to method

Reconciliation of Excess Earnings or Costs and Excess Billings to Jobs

in Process with Period Cutoffs Considered

Option to Enter Job Estimates: Further Options to Validate Distributions against Remaining Estimates

Job Numbers/Names/Description Files: Job Name
Job Description (5 lines of 30 characters each)
Start Date
Estimate Completion Date
Actual Completion Date (inserted at Closing)
Estimated Total Revenue
Estimated Total Costs
Estimated Revenue as Percentage of Costs
Actual Total Revenue and Cost is inserted by System at point Job is

Closed and Transferred to Closed Jobs History

Automatic G/L Account Number Distribution: Based on Job Categories and Types including variable Department

or similar Code

History Maintained on Closed Jobs: Always the Job Numbers/Names/Descriptions and Totals
Always a Summary by Phase and Category
Optionally the Closed Job History Detail Transactions

Summary of Income and Costs by Job Number and G/L Account Number: Maintained on an Accounting Period Basis to enable reporting on Jobs

comprising reported income and costs in Financial Statements

Extensive Work-in-Process Reports Available: Summary and Detailed Reports
Various Summarization/Sort Options

Job Activity may be Displayed in Summary or Detail on Screen including:: Total Billings and Costs on all Jobs in Process
Total Billings and Costs/Job on any Job
Summary by Phase and Category on any Job
Detail by Individual Transaction within any Phase or Category for any Job

in Process (and for Completed Jobs when option to Retain History is
selected)