The CSS ACCOUNTS PAYABLE SYSTEM is designed to process vendor invoices for future payment. General Ledger transactions are captured for distribution expense when an invoice is processed and cash distribution when the invoice is paid. If the CSS General Ledger System is installed, the period’s accounts payable detail transactions can be used to print mid-period P & L Statements and at the end of the period the final P & L Statements and General Ledger.

If the CSS Corporate Accounting System is installed, inter-company transactions can be generated and/or Accounts Receivable invoices can be created during the invoice entry routine. This is especially helpful and time saving when one invoice may need to be charged to several different hotels and/or companies. This also alleviates the necessity of redundant data entry and helps prevent the problem of having inter-company accounts out of balance with each other.

A history file is maintained which keeps track of all invoices that have been processed and previously paid. If an attempt is made to process a previously paid invoice, the system will alert the operator. This history file is also used for vendor analysis reports.

The Accounts Payable (Limited) found in the Limited Back Office Accounting System allows a clerk at the hotel to enter A/P Invoices then transmit the data to the CSS Corporate Accounting System operating at the Corporate Office for processing of the Accounts Payable.  This is a two way data transmission.  Data pertinent to the hotel that has been updated by corporate is also transmitted back to the property to keep Accounting Systems synchronized. If, for example, Corporate is processing A/P for a Limited Back Office Accounting site, the site System is updated as invoices are paid by Corporate.

MACHINE WRITTEN CHECKS:
Four methods for machine writing of checks are provided.

1. Invoices may be selected by due-date.

2. Invoices may be selected by invoice date.

3. Invoices may be selected by vendor.

4. Invoices may be selected by invoice.

The check selection methods all produce a list of checks to be written. Changes to the selection may be processed. If the due-date, date or vendor methods were used to select a group of invoices, but one or more of the invoices selected should not be paid, the operator may use the "Select by Invoice" routine to remove the appropriate invoices from the list.

Partial payment of invoices is provided, as long as the amount is not greater than the amount owed on the invoice.

Early pay discounts may be accepted or overridden at check selection time.

A batch check register is provided each time machine checks are printed. Any checks voided during the chick writing routine (leader checks or multiple stubbed), will also be listed. The chick register records will be placed in a period-to-date file for a consolidated period-to-date check register.

Each invoice paid will create a record in the accounts payable history file.

HAND WRITTEN CHECKS:
Two routines are provided to process hand written checks:

• Hand check written for an invoice not entered in the system.
  

• Hand check written for an invoice previously entered in the system.

The computer check writing routine as well as the hand check routines will create records in a check reconciliation file. Programs are provided to list the outstanding checks and process the chicks that have cleared the bank.

VENDOR FILE:
All vendors requiring invoices and checks must have a vendor number assigned and a record created in the vendor file. This record contains the name and address of the vendor and is used for check writing and report generation. Each vendor record may contain one "seed" number field when entering invoices and credit memos. Special routines are provided to set-up temporary or one-time vendors. These temporary vendor records will drop at period-end if no accounts payable activity exists for that vendor. Each vendor record may contain a Federal ID number of Social Security number that can be used to produce 1099’s at year end.

YEAR END:
Routines for printing 1099 forms for each vendor as well as routines to report to the Internal Revenue Service on magnetic media are provided. A 1099 list may be printed to allow reviewing for missing Federal or Social Security ID numbers.

An on-line inquiry program allows the operator to search the vendor file by vendor name and to check on the status of a specific vendor. All the open payable detail records as well as all paid invoices (shows check # and Check date paid) in the history file may be displayed. The operator may enter a specific invoice number to be displayed, otherwise the invoices will be displayed in invoice number sequence.