The BAI Accounts Payable (AP) module contains purchase orders, invoice entry, requisitions and central stores; this module also interfaces with BAI Payroll (PR) to process fringe benefit checks, BAI Utility Billing (UT) and BAI Treasurer (TR) refunds for utility deposits and tax overpayments.  In addition, AP produces electronic files for both 1099's filers and Direct Payment transactions for banking websites.

Accounts Payable interfaces with the BAI General Ledger module to send accounts payable activity to the appropriate fund within the general ledger and updates the Treasurer’s Accountability Fund.

Module Features

Numerous search options for vendor masters, purchase order entry and invoice entry.

Budget confirmation function compares invoices to unencumbered budget balances during transaction entry.

Inquiry options for paid checks, open invoices, distribution files, purchase orders and requisitions are available immediately after posting.

Optional Central Stores inventory system tracks inventory items received and issued.

Optional requisitions subsystem enables requests to be entered and allows monitoring of those requests through each step of the requisitions process.

Optional interfaces available for Department of Social Services (DSS) Agencies using Thomas Brothers.

Optional interfaces available for user's locality owned imaging systems.

Optional interfaces with Treasurer's Offices if vendor owes delinquent property taxes within the locality.

Purge option clears payment history at user-defined intervals.

999 entities can be established allowing simultaneous accounts payable processing for each entity.

Optional BAI (must be purchased) program for eservices functionality used for staff convenience. 

Vendors Maintenance

Vendor master files contain history, multiple mailing and ship-to address capabilities, deposit and tax overpayment refund check procedures, 1099’s general ledger default distribution, tax-exempt forms and Form ST-12 (Sales and Use Tax Certificate of Exemption).

Search for vendors by name, vendor number, or FIN number.

System permits one-time vendor processing.

P-card processing available either via imported file or manual input.

User controlled AP Accrual processing at Fiscal EOY.

Purchasing

Enter purchase orders and reflect encumbrances on general ledger reports.

Pay, hold, or select by due date for accounts payable invoices.

Supplement, liquidate, purge and move purchase orders.

Invoice entry has several automatic interfaces: juror payments, payroll, utility billing, Treasurer’s module, recurring batches, and decentralized accounts payable entry.

Automatically pay multiple invoices from a vendor on one check.

Discounts and due dates are automatically inserted according to information in the vendor master file.

Cancel purchase orders.

Print outstanding purchase orders.

Payment Processing

Standard check stub and purchase order formats, optional computer produced check signatures.

Users can establish recurring AP entries and schedule payment frequency. 

Check writing for invoices, partial payments on invoices, manual entries, hand drawn checks, and payroll deduction entries transmitted through payroll.

Electronic payments can be processed via ACH Debit, Direct Payment, and P-Card Processing.

Direct Payment transactions produce system generated email notifications for vendors receiving payment.

Detailed transaction ledgers for purchase order entry and liquidation, invoice entry and payment, and manual and hand drawn checks.

Direct access to account information, transactions, vendors, invoices, encumbrances, and check number for authorized users.

Liquidate encumbrances automatically.

Multiple users can process accounts payable checks simultaneously.

Void capabilities with accurate general ledger audit trail.

Financial Reporting Features

Prepare vendor 1099 forms and IRS reporting requirements and file using magnetic media.

Distribution report showing expenses dispersed to each line item in each fund.

Board and council invoice approval report.

Preliminary cash requirements report.

Check registers produced with each run and check reports produced as needed. 

Aged open payables report.

Produce juror report to submit for reimbursement.

Current and prior year information available to authorized users.

Source codes track which user entered a transaction, creating a detailed, easily followed audit trail.