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Argus provides a comprehensive accounts payable system that integrates seamlessly with the Argus billing system and general ledger. The starting point is the Vendor View from the main Argus screen. Double click the right mouse button on a vendor for whom you wish to add a transaction, alternatively select the vendor and choose the transaction option from the vendor dropdown box. In either case Argus offers the following transaction options:
To add an invoice received from a vendor choose the Vouchers option:
This is control list that shows any existing invoices and credit memos for this vendor. This screen allows the addition of new invoices and credit memos or the changing/deleting of existing entries for this vendor.
To add a new invoice press the Add Invoice Button: The first example shows a case where an invoice from a vendor is entered.
Vendor Id: Is the vendor identifier and is picked up from the prior screen.
Vendor Name: Name of the vendor.
Date: This is the date of the vendor invoice. It defaults to the current system date.
Due Date: This is the date when payment is due for this invoice. It is automatically calculated based upon the vendor terms. It maybe over ridden.
Discount Date: A discount may be taken up till this date. It is also calculated based upon the vendor terms. It may be over ridden.
Invoice Number: This is the invoice number from the vendor.
PO Number: This is the purchase order number issued to the vendor for the service/goods being billed by this invoice. This is an optional field unless purchase orders are required for this vendor.
Description: Enter a description of this invoice.
General Ledger Expense Account: This is the default general ledger expense associated with this vendor. It can be over ridden by pressing the browse button and selecting another account.
Amount: This is the amount that will be expensed to this account. If there is only one expense distribution for this invoice then it should equal the amount of the invoice.
Add Button: Press the add button to add this distribution to the control list. Note: You can distribute the expense to as many general ledger accounts as needed. Simply select the GL account from the browse button, enter an amount and press the add button. You will notice that in the control list it calculates a discount amount (if the vendor terms permit it) and displays it -- remember this is only a possible discount amount and whether a discount is taken or not will be determined by the date of the check that will pay this invoice.
OK Button: Press the OK button when the amount is fully distributed. This will add the invoice. Note: you can change the distribution at anytime by either double clicking on it and changing it or by selecting and deleting it.
The next example shows a check being written on behalf of a client and it will be expensed back to the client to appear on the next billing as an expense item:
Client Id: Select a client from the browse button.
Matter: Select a matter for the client.
Exp. Code: Select an expense code that is applicable.
Note when you select an expense code the general ledger account associated with that expense code is automatically entered in the general ledger account field. Selecting an expense code also disables the general ledger browse button. Argus allows payments to be made on behalf of multiple client/matter on the same check.
Adding a Credit Memo: A credit memo is the reverse of an invoice from a vendor. It indicates that something purchased has been returned or a credit memo is being issued for over billing. Credit memos can be entered in two ways. Press the Add CR Memo button on the voucher list screen and add a credit memo or if the credit memo is for an invoice that you have already entered simply select it from the control list and press the Add CR. Memo button:
Notice how all the information is already filled out. Press OK to accept this or double click on the line in the control list and make any changes e.g. if the credit memo is not for the full amount.
Creating a payment voucher: Before a vendor can be paid a payment voucher has to be completed. This is done by selecting invoices and/or credit memos from the vendor invoice list. This can be done in two ways. Most firms will use the Task Wizard to run a periodic task to select eligible invoices for payment based upon due dates. This is the best way to deal with a large number of vendors and invoices. The other method is to select them from the vendor invoice list by selecting an invoice on the control list and pressing the Select button. Use this method if you want to pay an incomplete amount on an invoice.
In the above example there are two line items on this invoice and the firm decides to pay only $50.00 on one of them. This is done by double clicking on the line that is to be partially paid and entering an amount in the Pay field and pressing the Add button. Note: if both line items were to be paid in full simply press the Pay All button and then OK.