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Payables System

Payables system includes two main parts the first is invoicing system and the second is Paying system
  • First invoicing :
  • Vedor Invoice :
  1. used to invoice the vendor P.O. received as IRR's
  2. each IRR can be invoiced by more than one invoice
  3. so the details of vendor invoice are the same as the details of the IRR
  4. the form of vendor invoice is designed to link the whole IRR by selecting its number from a list of value of all uninvoiced IRR's of the specified vendor , or to link some lines of the IRR which appear automatically by an assistant subform, then only the selected lines will be linked to the invoice
  • Shipper Invoice:
  1. used to invoice the shipped IRR's for a certain P.O.
  • Tickets Invoice:
  1. A complete airway ticketing system is designed to follow the taken tickets, carriers, passengers and tickets requests to have tickets by employees , customers ,vendors and others
  2. so each request of tickets may have many tickets for a collection of passengers beneficiaries (GMC staff ? customer staff ?vendor staff)
  3. each request can be invoiced by more than one invoice
  4. and so , ticket invoice form is designed to link a whole ticket request , or partial ticket request automatically for a certain travel agent
  5. taxes, miscellaneous charges, discounts are considered
  • Insurance Invoice:
Insurance has two types:
  1. P.O. insurance (goods)
  2. Car insurance (for staff)
  1. So for P.O. insurance a customer ratio is taken from the total value of the P.O. and its updatable in the form
  2. for car insurance, some policies are defined for insured cars definition the value of the car and the value of insurance as a ratio of the value of the car

  • 2nd Payments:
After the step of invoicing is done payments can be made against them by the following steps:
  1. make approval for some amounts of some invoices and it doesn?t have to be the whole amount of the invoice, invoices can be partially paid
  2. make the payment for the collection of invoices that have been approved to be paid
  3. All payments for all types of payments
  1. vendor payment
  2. shipper payment
  3. tickets payment
  4. insurance payment
  5. HR payment (housing-school fees-loans-others)
  6. Sales activities payment
  7. Assets purchases
  8. General payment
All of them take the same serial to be easier for following up the payments
  • Miscellaneous payees:
  1. Another feature is also added to follow up the (miscellaneous payees) those who provide some services or tools but they are not vendors, including their contracts, invoices, payments
  • General Payment:
Any payment that is not classified as
  1. vendor payment
  2. shipper payment
  3. ticket payment
  4. insurance payment
  5. assets purchases payment
  6. sales activity payment
  7. miscellaneous payment
  8. HR payment (housing - school fees - loans - others) Is classified as general payment
  • Pitty Cash:
  1. Pitty cashes are grouped together into one general payment after approval (pitty cash approval)

Payables system reports :
  1. Vendor Statement
  2. Vendor Payment
  3. Vendor Transactions
  4. Purchase Order History
  5. Purchases Management
  6. Shipper Statement
  7. Tickects Requests-travelers
  8. Cash Book
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