Accounts Payable

Start Page

The start page allows you quick access to enter in bills, write checks, pay bills and print checks. The Smart Accountant provides you with a simple, easy to use design.

Entering a Bill

To enter in a new bill simply select the vendor from your list, assign a number and enter in an amount. Based on the vendor's set up, the system will populate the due date, discount amount and discount date for you. The system will also select the default Accounts Payable General Ledger account number and the default General Ledger expense account number. If you need to break up the expense amounts you can easily add additional expense lines. The system will not allow a transaction that does not balance to be processed. when you have completed entering the bill click Save and New to enter the next bill or click Save and Finish to leave the Enter Bills section.

Writing a Manual Check

To write a check simply select the vendor to whom the check is to be paid to, enter in the amount and a brief memo. Based on the vendor's set up, the system will use the default General Ledger expense account number for that vendor. Click the Save and Finish button to leave the Write a Check section or click Save and New to write another check. The checks will be under the Print Checks section when you are ready to print them.

Printing Checks

When you enter the Print Checks section, the system displays the default checking account you have set up, the starting check number and the check layout from your system set up. Once you select the bills and manual checks that you want to print the system will populate the check number. You have the option to also print labels and or envelopes along with your checks. Click the print button and the system will allow you to preview the check, labels and envelopes. Once you have printed the checks the system will ask you if all of the checks printed correctly. If you click yes then the system will flag all of the selected checks as having been printed. If you click no, the checks will be available to print again. The Smart Accountant makes printing checks easy.

Pay Bills

The Pay Bills sections allows you to view all bills that need to be paid. When using the uncompacted view, you can see all the details of the bill including any discounts and or credits that can be applied to the bill. You can group all bills for a vendor to print a single check. To view or edit the details of the bill simply double click on the bill, make any changes then save and close. If you have the option selected under Accounts Payable settings to require approval before a bill can be paid, the system will then show you the option to "Send Bills for Approval" instead of the option to "Pay Selected Bills". All bills that have been processed under the Pay Bills section will be in the Print Checks section of the program so you can print them whenever you want. The Smart Accountant provides at a glance the important details for the bill and an easy, flexible interface.

Check Register

The Check Register shows all transactions that have been processed for the bank account. When you enter the check register, the system will display all transactions for the default bank account for the last 30 days. You can change the date and view transactions from an earlier date. To see the details of a transaction, double click on a line item and depending on what type of transaction you are viewing, the system will display the details of the transaction. At the bottom right of the check register screen is where you can view the current balance. To print the check register, click on the printer icon on the menu bar.

Deposits

As you receive payments, you can enter them in the Deposit section. You process the payments by clicking on the Save and Finsih button and the system will make an entry into the check register for the deposit. By storing payments in the deposit area The Smart Accountant gives you the flexability to process deposits when you are ready.

Bank Reconciliation

The Bank Reconciliation area allows you to easily reconcile your bank statement to your bank accounts. Select the bank account you want to reconcile, put in the ending balance, service charge and interest earned information from you bank statement click the start reconciliation button and as you reconcile each check, deposit or withdrawl against your bank statement, the system will let you know what has cleared and the difference of the unreconciled transaction. One of the great features is that you can start the bank reconciliation process, save and come back at a later time and finish.