Your Accounts Payable system has to do more than let you enter invoices and cut checks.
It needs to be an automation machine that communicates in real-time with Materials Management for PO-based invoice reconciliation, imports invoices from third parties, scans and attaches paper invoices to your audit trail, puts every invoice through a rigorous invoice coding and approval process, automates future journal entries for prepaid expenses, allows payments from multiple sources and optimizes your cash flow while allowing edits and adjustments to anything you do.
We can do that! Welcome to Affinity ERP Accounts Payable.
Accounts Payable and Materials Management Reconciliation
Affinity ERP Accounts Payable shares information in real time with Affinity ERP Materials Management to bring you fully coded invoices that allow two-way review, reconciliation and approval. Add built-in eCommerce in Materials Management with vendor PO acknowledgement, and your invoices are reconciled before the goods are even shipped. The further upstream we go, the easier everything is downstream. When invoices hit Accounts Payable, they require only a quick and simple review before posting.
You will find the same efficiency when the receiver finds a problem with the shipment and makes a note on the receiving report—it is available to you during invoice entry. The same applies between Accounts Payable and Materials Management: Internal notes can be applied to the invoice as it moves back and forth for reconciliation, eliminating the need to call one another and leave messages.
Invoices adjusted for changes in cost, tax, quantity, freight or account coding enter the in-basket of Materials Management for review. The reviewer can accept the changes or comment on why a different approach should be taken. Tolerance levels make sure you are not chasing pennies. Data moves seamlessly between Accounts Payable and Materials Management until the invoice is reconciled and posted, resulting in minimal data entry. Further, invoices can be cancelled to re-open the process if a change is needed.