Electronic Commerce

eCommerce reduces your workload by receiving, validating and using data entered by someone else. It speeds up the process and removes errors, thereby improving both data accuracy and timeliness. When done well, eCommerce is an excellent tool. But we also know “garbage in, garbage out.” Unfortunately, computers can make a big mess of things in a very short period of time. In a matter of minutes, it’s possible to process over 1,000 sets of bad data—and the cost of correcting those mistakes can be enormous.

Affinity Accounts Payable starts with entries flowing from Materials Management where they were validated against vendor data and item contracts to make sure everything is accurate and reliable. In addition to those invoices created from purchase orders, Affinity Accounts Payable will accept electronic invoices from vendors. These go through a reconciliation process to ensure prices are calculated correctly, taxes are accurate (where applicable), the vendor terms are added, and the invoice is correctly coded. Positive Pay information is then shared with the bank to make sure no unauthorized payments are released after the payment file is uploaded for processing. Finally, transaction data is downloaded from the bank to update the bank reconciliation module, bringing everything full circle.

Invoice Approval

Affinity Accounts Payable uses a sophisticated business process tool (soon to be expanded throughout the Affinity ERP product line) to direct invoices to the appropriate managers for amount approval and then coding, before being sent back to Accounts Payable for posting. Approvals follow the standard position hierarchy used throughout Affinity ERP, with approval limits for each position. This organization schema defines the default routing for invoice approvals and allows exceptions to be noted by vendor, amount and department. Overrides are also permitted based on a required timeframe for invoice approval, allowing the system to automatically bypass certain approvers in order to get the transaction processed in a timely manner. User dashboards consolidate everything to one screen, and allow multiple invoices to be approved at once in order to streamline the process.

Invoice Scanning and Attachment

Affinity Accounts Payable tracks the audit trail back to each invoice and payment by allowing invoices to be attached, or scanned and attached, with a single mouse click. Invoices are stored in the Affinity ERP database (as opposed to a linked location on the network) making them available from Accounts Payable and General Ledger as well as in the drill-down from management reports (where security rights allow).

Prepaid Expense Automation

Your accounts payable system has to do more than just allow you to code invoices to a prepaid account in Accounts Payable and then expect you to manually move the monthly charges to the expense accounts as part of an already drawn out month-end routine. If you reconcile every invoice entered in your prepaid accounts and then build a manual journal entry to adjust prepaids every month, it’s time to say ‘Goodbye!’ to those massive spreadsheets.

Affinity ERP Accounts Payable lets you define an expense as prepaid, along with its begin and end dates, and then automatically does the journal entry for you. You will love the ease of use of this “enter and forget” feature. It’s just one more example of Harris Healthcare incorporating great features from its brilliant user group.

Cash is King

We know many healthcare facilities are constantly moving cash around and drawing on multiple financial sources to keep the lights on while the collection team brings in the cash from Accounts Receivable. Affinity Accounts Payable simplifies your decision-making by allowing you to group your critical vendors and instruct the system to pay them first. We also track detailed payment terms for every vendor, along with your payment frequency, so the system can recommend exactly when a particular payment must be made in order to take advantage of early payment terms or avoid late payment penalties.

Since you never know where the money will come from or how urgently the payment needs to be processed, Affinity Accounts Payable lets you direct your payment from multiple checking accounts via ACH or check, pay with a credit card, or record a payment already made directly from your bank. Bank accounts can be assigned to certain facilities to allow you to run either a consolidated or a segregated balance sheet. We do everything we can to keep your expenses down and free up cash flow. Affinity Accounts Payable makes it easy for you to make the most of the cash you have on hand.

Reporting

What good would an information system be if it did not provide comprehensive, accurate and real-time information, when and where you needed it? Affinity ERP Accounts Payable contains all the standard reports and exports to meet all statutory requirements for state 1099 reporting. Respond quickly and accurately to vendor inquiries, spot trends in vendor activity, track transactions, monitor file edit audit trails, reconcile control accounts to the General Ledger, and more. All provided effortlessly, with easy onscreen viewing and the ability to export to Excel, PDF, and hard copy presentation.