Accounts Payable

On-Demand Checks

Have you ever been in the middle of an important task when a sub-contractor or a delvery person shows up needing a check for a COD invoice?  The On-Demand Checks (ODC) feature within the Accounts Payable application is the answer to your dreams.  The ODC program lets you print checks for invoices that must be paid quickly byt have not been entered intot he Accounts Payable System. Using ODC, you can quickly create a purchase invoice document, post the Purchase Journal, and print a check. It's a very fast and efficient way to handle the disbursement and get right back to what you were doing.

Multiple Ways to Select Invoices for Payment

The Accounts Payable application was designed and written by dealership accountants, so it works the way you do.  One of the most popular features of the system is the multiple ways to view and select which inovices you wish to pay. Most dealerships select which invoices topay by  Date, Discount Date, or Due Date. This method can be particularly useful if your dealership takes advantage of early pay discounts. Invoices can also be selected by vendor or by invoice number. Once the invoices are selected, you are able to review a disbursement list which includes a total of the disbursement amounts. When you are ready to do so, the HBS Accounts Payable system will print checks on pre-printed check stock or using eforms, checks can be printed with MICR toner using blank check safety paper thus eliminating the need for pre-printed checks.

Multiple Methods of Disbursement including Multiple Checking Accounts & Credit Cards

The Method of Disbursement component of the Accounts Payable application is designed to do business the way you do. For example, you can a vendor invoice using a credit card.  Or perhaps you would prefer to pay an invoice from more than one checking account. Doing so makes it easy to keep track of expenses between an operating checking account and a reserve checking account for example. This same feature applies in the On Demand Checks feature outlined above and in Payroll.

Attach Photos, Videos, Invoices, Diagrams, or Handwritten Notes to A/P Records

Have you ever hunted frantically for an invoice? You know you've seen it somewhere, but just can't seem to find it. The HBS eDocs program solves this problem because it allows reference material to be attached at the A/P vendor and/or disbursement transaction level.  The attachment can be  photo, video, .PDF, or just about any type of electronic file. Simply scan the vendor invoice when it arrives and attach it in the system. This eliminates paper clutter and ensures that the invoice will always be available online for easy retrieval and review.  THe eDocs system supports all types of attachments including handwritten notes, procedural checklists, dealership or department policies, or any other file you want to make available to system users. Use this powerful feature to share information that will make your entire staff more productive.