Accounts Payable / Purchase Orders

Payables Built for Not-For-Profit Organizations and Governmental Entities.

FundWare Accounts Payable provides all of the features you’d expect in a robust, world-class AP package: vendor information, payment scheduling, requisition management, integrated purchase orders, bank account records, check writing and more. But we’ve also made some important additions and improvements based on our extensive experience with not-for-profit organizations and governments, including cities, towns and counties, governmental agencies and schools.

The key to FundWare’s Accounts Payable module is its workflow approach to payables management. Not-for-profit organizations may use purchase order accounting, in addition to tracking purchase requisitions and commitments. Each transaction is assigned a “stage” which is used to move the obligation through the payables cycle until the actual check is written, cleared and reconciled.

Governments will appreciate the use of full encumbrance accounting. All accounting entries are automatically generated as encumbrances are relieved and invoices are created. FundWare matches encumbrances with actual invoices and highlights discrepancies, which may be corrected and modified online.

Online, real-time budget control
Every payables user always sees the latest financial information in the system, both actual and budget. No one makes decisions based on information that is out-of-date. Alerts can be automatically issued if a user attempts to overstep their budget or spending authorization limit. Optionally, the system may be set to block all data entry that would cause an account to exceed budget.

Decentralization
Often, the people who make requests for purchases aren’t physically located near the accounting department. Now, those users can make purchase requests online, without affecting the General Ledger until approved by appropriate personnel. Likewise, employees who work from home or other remote locations can enter whatever financial information may be required without disrupting other parts of FundWare that they are not authorized to access.

Charges to multiple funds
Accounts Payable lets you easily charge multiple funds, cost centers and activities with a single invoice. All due to/from entries are automatically created to ensure that all funds remain in balance. Most organizations appreciate the ability to use one central pooled cash account for all disbursements since FundWare can maintain accurate fund balances in real time.

Sometimes funding restrictions require multiple bank accounts. In those instances, Accounts Payable can use as many bank accounts as necessary.

Enter And Edit All Purchase Order Information In One Window
All of the relevant information for any purchase order is presented in one window, including tabs for drill-down detail.

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Easily Assign General Ledger Account Numbers
By clicking on a detail line, you can quickly assign one or more account numbers to every purchase order.

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FundWare Accounts Payable Highlights
FundWare Accounts Payable provides a number of helpful features that can speed up processing and reduce the drudgery of many tasks:

• Gain greater online budget control for all users with three levels of user-defined thresholds (message, warning and full lock-out) while entering purchase requisitions, encumbrances, purchase orders and invoices
• Process backorders and voids easily, with all correcting entries made automatically in FundWare’s General Ledger module (sold separately)
• Gain immediate access to vendor detail and full audit trail of obligation flow, from requisition to check reconciliation, including dates and user ID information
• Generate automatic interfund transactions when expenses are coded to multiple funds
• Allow users to enter purchase requests and purchase orders, with online budget control and multiple levels of approval
• Calculate purchase discounts and due dates automatically
• Add vendors easily, at any time
• Manage multiple checking accounts
• See for Yourself

For a no-obligation, in-depth product demonstration tailored to your specific needs please contact us by phone at 1-800-273-1514, or via email at info@nfpAccounting.com.