Accounts Payable Software

Avoid overpaying vendors with a process flow that makes open debit adjustments available as an option to select during payment processing. Automatically export AP payments over the ACH network via NACHA or CPA-005 (Canadian) file formats. Enable users to specify accounts for each vendor. Prepare vendor payments in bulk rather than individually. Organizations in the U.K. can utilize file plug-ins to create payment export files for BACS HSBC and Lloyds banking institutions.

Link groups of vendors to specific AP accounts in the GL. Default accounts can be overridden during bill or payment processing. Acumatica automatically offsets the correct account when the payment is applied.

Issue or accept invoices in a foreign currency. Use accounts payable automation to apply the effective currency rate and make the translation without any work for your staff. Currency triangulation and realized gain/loss calculations are automatic. Unrealized gains and losses can be calculated through a balance revaluation process. Support multiple base currencies and consolidates reporting across companies with different base currencies.

Create recurring bills by setting the frequency and time frame for payment. Recurring bills will appear in the recurrent transaction processing screen for review, modification, and release.

Process vendor refunds that debit a cash account and credit an AP account, and apply refunds against debit adjustments or prepayments.

Support cash-basis accounting by recording revenue and expenses when payments are received or disbursed, rather than when transactions are recorded.

Automate tax calculation and reporting, including address-based tax-zone verification to reduce manual data entry. Support mixed lines such as fully taxable and non-taxable (or 100% tax) lines on the same document when required.

Automatically calculate taxes and verify tax zones by address to prevent the creation of multiple tax zones. Allow users to add 100% tax lines and taxable lines in the same form.

Proactively monitor costs by setting tolerances with automated approval notifications when the actual purchase price on supplier bills deviates from the expected price on the purchase receipt transaction.

Customize your AP aging categories and create a full set of aging reports including total outstanding, past due, cash requirements, and vendor performance.

Track 1099 activity for designated vendors and generate required reports. Support 1099-NEC and 1099-MISC reporting and e-filing, and allow multiple branches to close tax periods independently.

Generate T5018 slips to comply with the Canadian Revenue Authority’s (CRA) requirement for reporting the total contract payments made to subcontractors during a calendar year or fiscal period.

Maintain a complete audit trail of all transactions. Documents cannot be deleted or cancelled. Correct mistakes using correcting or reversing entries. Acumatica accounts payable solutions capture the ID of the user who entered the transaction and the user who modified the record. Notes and supporting electronic documents can be attached directly to the transactions.

Control access within your accounts payable software by specifying which individuals and roles can view and modify vendor account information and balances. Restrict sensitive vendor information.

Use AP automation software to capture invoices from PDF files or email attachments and convert them into AP documents. Support invoice data capture using optical character recognition (OCR) and AI/ML to reduce manual data entry. Configure automated matching to vendors (for example, by vendor email address) to speed up intake and reduce rework.

Preview invoices and related PDF documents in side panels while reviewing or entering AP transactions, so users can validate details without leaving the current screen.