Suggestions For Vendor Files and Payables Paper Flow

Help Documents:

• Suggestions For Vendor Files and Payables Paper Flow

Post Bills To:  Pay Later, Pay Now, That Have Been Paid, that are Paid With a Credit Card, OR as Paid Vouchers that were paid by an outside party.

IF you use the Purchase/Work Orders features, the program will check for PO's issued to the vendor and provide instant alerts about overages when entering a bill from the vendor.  It will ALSO check for budget overages and pop up overage warnings (whether or not you use PO's)!

Check on the status of a cost directly from the screen where Vendor bills are entered.  Instantly pop up budget reports, reports of costs for the Vendor on the job, and reports of all costs posted to a selected Cost Category.

BACK CHARGES:

If damages are caused by a Vendor on the job, back charge the Vendor when you are entering bills to pay for the damages.   CHS provides a button to select the vendor to back charge, and creates the back charge entry for you!

PAYMENT DISCOUNTS:

If a Vendor offers a payment discount for paying within a certain number of days, CHS will prepare payment discount entries for you!

Movies:

NOTE:  Recorded prior to color scheme change but features described have not changed.

• Post Overhead Bills  13:13 min

• Post Job Cost Bills - Part 1  11:53 min

• Post Job Cost Bills - Part 2  11:43 min

• Back Charges and Timely Payment Discounts  10:47 min

• Allocate 1 Bill to Several Jobs  6:58 min

• Recurring Vendor Bills  9:26 min

• Vendor Credits and Refunds  6:43 min

• Post Bills From Vendors

• Setup Recurring Bills to Pay

Post bills paid with credit cards directly to the Vendor that was paid with the credit card.  CHS will track the charges to the credit card and produce credit card ledgers to tie to your credit card statements.  When you're ready to make a payment to the credit card company, CHS provides a handy screen to post the payment due to the credit card company.

• Credit Card Charges and Credit Card Payments  13:09 min

• Post Bills As Paid By Credit Card

Post job costs paid by outside parties (like a customer or title company) and track the job costs without affecting your accounting or bank balances.

• Bills Paid By Outside Party (Paid Vouchers)  8:14 min

• Post Bills As Paid By Outside Party (Paid Voucher)

Before bills from Vendors are paid, print Variance Cost Approval reports for each job to review before selecting unpaid bills for payment.   OR, print Unpaid Bills Reports that include all jobs and budget or purchase orders information.

The best way to keep the builder informed about the cost status of jobs is to keep up with costs as they occur.  As soon as you enter a bill (Or credit card receipt) received from a trade or supplier, it will be included on all job cost reports for the builder, whether it's paid or not.  The builder can use the reports to approve payments, and to determine cash availability for payment. 

• Payment Cost Approval - Unpaid Bills Reports  16:20 min

Cost Approval Reports:

• Variance Cost Approval

• Unpaid Invoices - Jobs Only With Overages Calculated

• Unpaid Invoices - All Invoices by Vendor

• See AP Aging Reports below.

• Review Unpaid Approval Reports/ Select Bills to Pay

Accounts Payable Aging reports split your Unpaid invoices into columns for 30 day periods so that you can determine the age of unpaid invoices (how far past due they might be?).

Accounts Payable Aging reports can be printed for any selected prior date.  This aids accountants in matching Accounts Payable balances to Financial Reports.  Detail of the invoices behind the aging is also available!   CHS will EVEN group the invoices by G/L number to quickly help that accountant that needs to convert your books to a cash basis!

• Aging Reports and Detail  11:50 min

AP Aging Reports and Detail:

• Accounts Payable Aging

• AP Aging Report / Detail of Invoices behind Aging

• AP Unpaid Grouped by G/L account

• Accounts Payable "Aging" Report

Also:  How to Miscellaneous Cash Deductions and Debit Card Transactions.

CHS will track cash BY JOB, no matter how many jobs' bills are included on one check.  CHS will track retainage withheld from checks if used.  Select and print checks based on various criteria.  View Lists of Checks AND the detail behind the checks, for one job or all jobs.

Movies:

• Post Past or Manual Checks in CHS  7:19

• Debit Card and Misc Cash Deductions 6:26

• Select Bills To Pay (Also Deducting Amounts To Pay Later like Retainage)  12:25 min

• PRINT CHECKS  14:51 min

• Lists Of Checks / Also Changing Check Numbers or Check Dates  11:13 min

• Voiding Checks  7:13 min

• Lists of Checks / Drill down to Detail Behind Checks

• Print Payables Checks

• Lists of Checks -Review/Edit Checks

• Print and Track Waivers of Lien

How many times have you needed to know how much you've paid a Vendor on one job?  OR, for one type of cost on a job, or all jobs?   Vendor transaction ledgers can be printed based on all types of criteria and selections.  When a vendor says you haven't paid them everything on a job, INSTANTLY prove that you did (If you did!).   What a time saver!

NOTE:  Recorded prior to color scheme change but features described have not changed.

• Vendor Transaction Ledgers  13:22 min

• Purchase/Work Orders Management  13:12 min

• Regular Transaction Ledger

• Summed by Job

• Summed By Invoice Number

• Summed by PO Number

• Summed by G/L Number

• Summed by Cost Type

• Vendor and Payables Transaction Ledgers

• Purchase/Work Orders Management and Tracking