In most accounts payable software, the process of receiving, allocating, approving, and paying an invoice can become difficult and inefficient for a company. Consequently, many companies outsource their AP function to 3rd parties.
Processing invoices with ActivityHD’s accounts payable software is not only more efficient, it also provides more control over the entire process. With drag and drop attachment, 1099 automation, automatic expense distribution, EFT payments integration with purchase orders, accounts receivable, and payroll, there is no need to consider outsourcing.
You can see your data. You can find your data. ActivAP does not hide behind endless reports. Vendors and Invoices are readily located and examined even by casual users of the system. Everything is well organized and presented logically. You can drill down to all details and scanned images.
Do you need to make a distribution correction to an invoice that is processed and paid? ActivAP allows this and keeps the General Ledger distributions in sync with the Accounts Payable data. All changes are fully auditable with date and person who made the changes.
Simple to Complex Distributions
Distribution of a payables invoice is trivial if a single distribution account is assigned to the vendor. If you need to do complex departmental distributions, ActivAP does this with ease, consistency, and repeatability. With ActivAP, create distribution templates which allow you to setup complex distributions once and then apply the distribution anytime needed.
At the end of the year do you scramble to calculate your 1099 purchase amounts? Do you resort to spreadsheets? ActivAP will guide your reporting accurately on the proper 1099 form. Adjustments can be made after-the-fact. The process is easy, adjustable, and meets all government requirements. Electronic submission is supported.
Do you need to allocate an expense into the future? With the push of a button, ActivAP can automatically allocate an expense for any time period and frequency.
Are some vendors paid with EFT funds, others with debit cards, and others with physical checks? Vendors are assigned preferences but can be overridden at cash disbursement time.
Payroll and AR Integration
Government payments and garnishments are automatically transferred from ActivPR to the ActivAP system to be disbursed. Refund amounts from ActivAR are also automatically transferred.
Separation of Duties
Separation of duties was designed as a fundamental feature of ActivAP. The people in charge of the accounts payable function can be completely separated from the general ledger staff. The general ledger staff will have the ultimate responsibility for the invoice distribution independent of how the accounts payable staff initially allocates.
Managers need a concise view of all the AP system health. The dashboard is a place to collect this information. All items on the dashboard are active and drilldown-able. The dashboard can be customized to fit any managerial level.
In addition to the features outlined above, you will also have the ability to:
- Import employee reimbursements from expense solutions like Concur
- Distribute expenses automatically over divisional/department groups
- Efficiently enter data with automatic distribution for most invoices
- Attach multiple attachments per invoice: invoice image, BOL, quotes, email correspondence, etc.
- Duplicate invoice checking with customizable criteria
- Use positive pay to deter check fraud
- Perform intercompany payment distributions with automatically generated due-to and due-from entries
"We write a minimum of 200 checks a month to one time vendors every month. This used to take 1 1/2 days a month, now it takes literally five minutes (less if my printer was faster). They deliver what they promise and more."
"The functionality of the software to generate financial statements within minutes is phenomenal! The ability of the system to reduce journal entries because of the accounts payable & accounts receivable systems to do accrual with the extra GL feature makes operations more efficient!"
"We currently use all packages that the software offers, and run multiple companies in the software. They are on the cutting edge of technology but keep a customer service level that is second to none."
"AccountingWare provides great customizable software that can be used for an entire company in all aspects of the accounting system including asset management, payroll, and bank rec. It ties back to the General Ledger account codes and is very easy to manipulate."
Frequently Asked Questions
Yes, with detail auditing of the entire process. Void payments are linked to the original. Void payments can be in a different accounting period than the original and this is fully supported by the bank reconciliation process.
Absolutely. During the disbursement process, you can generate emails to be sent to the vendor telling them of the electronic transfer of funds and which invoices are paid.
Yes, for multiple jurisdictions.
Yes, for multiple jurisdictions.
Yes, you can audit all historical changes to vendor records and tell exactly which user changed the data and when.
Absolutely. You can filter and audit all invoice attachments and see at a glance any invoices that do not have attachment records. This information can be placed on a dashboard for managers to monitor.