Expense and Accounts Payable Overview

• Vendors:  Review Changing Vendor Information for instructions on recording vendor information and managing vendor history.

• Bank Accounts: Review Bank Account Overview to set up and manage bank accounts.

• Purchase Orders: Review Purchase Order Overview to create and process purchase orders.

• Accounts Payable Invoices: Review Expense Invoices > Entering a New Vendor Invoice to enter and process expense invoices including product purchases.

• Vendor Payments:  Review Vendor Payments - Paying Invoices for details to manage vendor payments and review various payment options.

• Expense Transactions: Review Expense Transaction Overview for details on creating, adjusting, or posting expense transactions.

• Landed Costs: Review Landed Cost Overview for details on this feature within the expense invoice. This optional module adjusts the purchase cost of an inventory item to reflect the true landed cost.   

• Job Management:  Review Job Management Overview for a description of how the jobs are managed within various companies.

• Jobs: Review Jobs > Changing Job Information for information details on what is contained within a job or project.

• Job Costs:

  • Expense Invoice:  Review Allocating Costs from a Purchase Order or Expense Invoice for instructions to add general expenses or product to a job.

  • Transfer Tickets: Review Transfer costs and Job Materials for instructions to manage the materials expenses to a job.

  • Labor:  Review Labor Expenses for instructions to add labor costs to a job.

  • Rental:  Review Rental Costs for details to integrate the rental module to job costing.

  • Overhead: Review Adding an Overhead Percentage for various methods to add overhead costs to a job.

• Job Stages: Review Stages to group materials, labor, and other costs as well as organize costs to match estimating details.

• Job Materials: Review Job Materials Overview for details to manage materials and subcontractor estimates and costs.

• Billing:

  • Contract Billings:  Review Invoicing Contract Billings for instructions to invoice a contract job or project.

  • Time and Material Job Billings: Review Billing Expenses for a Time and Material Job for instructions to create T&M invoices for labor or materials that were used in a job or change order.

  • Progress Billings: Review Invoicing a Progress Billing Job for instructions on AIA and other progress billings.

• Advanced Job Costing Tools:

  • Work in Process: Review Processing Work in Process to calculate optional job complete and percentage complete financial work in progress adjustments.

  • Retainage: Review Entering Customer Retainage to adjust customer invoices for retainage and manage retainage percentages for a project.

Expenses

Accounts Payable, referred to as Expenses within EBMS, is the module used to record purchase orders, expense invoices, and vendor information. Vendors are defined as any company or person that is paid monies for product or services. Vendor information such as account information, contact details, terms, and purchase history is conveniently recorded for review or use. EBMS allows you to create purchase orders and invoices, make payments, and handle the bank accounts related to Accounts Payable. All bank account functions such as statement reconciliation, bank account adjustments, and bank register reports are found in this module.

Purchase orders can be conveniently entered, processed, and turned into an expense invoice using the same entry window as a normal prepaid or charge invoice. The purchase order entry window contains convenient purchasing tools such as showing the last item cost and distributing freight costs. Manual check entry and issuing a quick check are a few of the features found within the invoice entry window. Complete vendor history and inventory purchasing information is maintained for an unlimited number of years. Vendor payments can be generated as down payments, partial payments, or standard payments based on due dates and other criteria.

EBMS also includes flexible terms, discount processing, 1099 information, user-defined vendor contact information, and purchasing and receiving tools. The software allows voiding of checks and invoices or adjustments and maintains a complete audit trail of the changes.

The Expense module collects and records a variety of purchasing information, expense invoices, and payment information that can be printed. Purchase orders, check registers, vendor reports, and bank account history are a few of the available reports.