Supplier accounts

A central store for all your detailed supplier information, you have the tools to carefully analyse performance at the most detailed level and negotiate the best possible prices and payment terms. Workflow is punctuated by flexible, automated payment and authorisation routines. A fully integrated invoice register scans and circulates invoices for matching and approval.

Instant information

Each supplier record within the purchase ledger software allows an unlimited number of contact names and addresses and contains eight pages of free format text for notes. User-definable sort fields help you search and subtotal, enabling flexible analysis of supplier records and transactions.

You can view supplier turnover month by month for 39 periods and then drill down to enquire on any transaction or outstanding order in the purchase ledger (and their detail) for the current year, last year, or for the lifetime of the account.

Time savings

You need never look up historical invoices from manual files again. Invoice detail lines can be described with an entire paragraph of narrative. This full detail is transferred from the purchase ledger into the nominal ledger and is fully traceable, instantly on screen. The invoice and all accompanying documentation can be scanned and a digital copy held against the transaction for instant recall and review.

Understand your costs

The Access purchase ledger software brings an entirely new dimension to costing analysis. Every detail line of an invoice can be analysed individually, with allocation to an unlimited number of purchase headings, to different project and cost centres in the costing module, and to the nominal ledger. An analysis matrix can fully automate selections using pre-determined guidelines.

Flexible transactions

Invoices can be batched in the purchase ledger software, awaiting approval, and all batched transactions can be amended before being written into a secure audit trail. Invoices can be flagged as 'in dispute' until they are cleared for payment, including those approved for content. Posting the batch updates the supplier account, the nominal ledger and all reports throughout the system. Invoices can either be posted directly into the purchase ledger, or pre-approved using the invoice register.

Suggested payments

The system helps you plan cheque runs on-screen, working by date or due date and advising on settlement discounts available. In either case, you can specify up to two levels of approval for a pay run, using hard copy suggested payment lists or simple on-screen authorisation.

Remittance advice notes, cheques and BACS payments are all automated. Advance payments, deposits, partial payments and all cash allocations are handled with ease. If required, allocations can be reported or reversed in the future.

See also:

• Procurement & supplier management