Accounting/ERP/Business Management Software RFP RFP Home Page Back to ERP RFP Main Page Next Page

Accounts Payable

The purpose of the Accounts Payable (AP) core module is to allow payment of vendor invoices for PLB operations and for PLB funded agency. In addition to a full-featured AP module, the AP will have the following features:

Batch processing

All processing of payments in the Accounts Payable core module will be done in batch mode. AP Type Code is user definable and determines which payments will be processed together. Currently, the AP Type Codes are 01 – Operations, 02 – Projects and 03 – Special Transportation. PLB batch processes all invoices together by these codes. PLB electronically transmits payments to all agencies (codes 02 & 03) via a third party bank software package that is integrated with our current system. Code 01 payments are printed on checks and mailed.

Accept multiple account distributions

Proposed: Categorize what is purchased into unique accounts or sub-accounts. For example, an office supply sub- account might show toner, pens, paper, etc. The categories should be user definable and alpha numeric.

Verify validity of account numbers against AP type code

Proposed: Only allow posting to account numbers (entire account number sequence) that are available under that AP Type Code. Allow payments to be processed by validating the vendor number to the AP Type Code.

Multi-fiscal year processing

Proposed: Ability to process payments in one fiscal year prior to closing out the previous fiscal year.

Vendor management & multiple addresses for each vendor

Proposed: Vendor codes need to be alpha numeric. A description field to identify vendor by service provided will be included.

Validate against remaining balance

Proposed: All screens in AP should show budgeted and current balances. Warnings will be given when AP payment exceeds the remaining balance. An option will be given to allow an override to the remaining balance.

Validate voucher number

Proposed: Never allow duplicate voucher numbers to be entered.

Do not allow duplicate invoice numbers to be entered for same vendor

Proposed: Do not allow any invoices to be paid if the invoice number for one vendor are duplicate.

Support two payment methods in Accounts Payable

(Operating and Projects)

Operating

The operating payment method allows the payment to vendors who supply PLB a service. This would constitute such accounts as rent, utilities, office supplies, etc. These vendor submitted invoices are entered directly into the AP module.

Projects

The project payment method allows the payment to vendors who supply a service to consumers. This information is submitted to PLB on a PLB produced invoice. Information is entered into the Units of Services (UOS) module and then reside in the AP module. Description of the fields that are entered will be shown in the UOS module section later in this exhibit.