Companies deal with Vendor/Customer accounts differently. Some of them prefer to treat the partner as two separate entities, rather than try to net the overall balance. This approach implies creating receipt and payment transactions for the partner in both receivables and payables ledgers. At first glance this seems to be a safe and failproof option that will not cause any complications. However, this method is counterintuitive and often contradicts widely accepted business practices. In addition to being time-consuming and costly, maintaining documents separately can be an unviable approach when the counterparty wants to settle customer invoices with vendor invoices. Companies that find themselves in this situation have to make an unpleasant choice between refusing to work with partners on that condition and creating instant workarounds that later can prove to be impractical or faulty.

A lot of companies that are striving to be efficient and cost-effective try to find workarounds and apply more feasible accounting treatments. The most commonly used approach involves offsetting vendor balances with customer balances by creating manual adjustments for open documents. While in theory this approach is more reasonable and logical, in practice it is still far from being the optimal solution. Netting the balances and manually creating adjustments for documents in both ledgers can be an extremely tedious and laborious task that requires much time and effort. This downside of the seemingly sensible workaround is especially substantial for larger companies that have more than one Customer/Vendor accounts to handle and have to pay considerable overhead for the additional work.

AR-AP Settlements™, developed by SYSTRONICS, provides a simple, yet effective solution for managing open documents in Customer/Vendor accounts. It is a flexible, user-friendly tool that enables settlement of open receivable documents with open payable documents, or vice versa. The program creates adjustments for selected documents and decreases the document balances by the knock-off amount. AR-AP Settlements functionality is not limited to settling open documents of only one entity. You can easily offset documents of multiple Vendors and Customers, as long as they are listed in the same predefined group. Documents of Vendors and Customers with different currencies can also be processed within the same group. Moreover, the offsetting process can be fully automated, thus eliminating the need for manual selection of open documents. As a result, you may pay or receive only the balance amount after the settlement. In addition to easy and efficient document settlements, the application allows to check the outstanding balance of all vendors within a settlement group when entering receipts and the outstanding balance of all customers within a settlement group when making payments. With this handy tool you always have up-to-the-minute information on the amounts that still need to be paid or collected. These beneficial features, combined with AR-AP Settlements core functionality and detailed reporting, ensure easy Vendor/Customer accounts management in your company.

AR-AP Settlements is the ultimate choice for companies that want to have an affordable, convenient and time-efficient Vendor/Customer accounts management tool that works in accordance with their own business needs and preferences.

Most businesses, especially those operating in countries where deferral accounting is a regulatory standard rather than a matter of choice, have to invent various workarounds to fill this gap. The solution often comes as a mix of redundant manual processing and homegrown spreadsheet models. Compiling, formatting and analyzing data in this way requires days of work and usually comes with significant cost. Despite its expensiveness, this scheme still leaves plenty of room for human error, which, if quantified, further inflates the overhead.

The other approach is to simply neglect specifics of deferral accounting and paint everything with the same brush. However, incorporating deferral reporting in the accounting policy entails several advantages, which, if not seized, represent a substantial foregone profit for the business. The most striking one is probably the distorted financial position. Not dispersing the unearned revenue throughout the service period may inject an adverse volatility in the company’s financial statements, showing cyclical booms followed by periods of shrinking sales. This may not only lead to faulty managerial decisions based on incorrect data, but also alarm the investors who, as a general rule, seek stability for their funds. Public companies should be in particular concern, since their market value is strictly correlated with the issued financial data, which, if wrong, may be detrimental for the company’s future.

Revenue and Expense Deferrals™ for Sage 300 ERP is specially developed by SYSTRONICS to automate deferral accounting, allowing companies to concentrate on their core business instead of a tedious process in accounting. This comprehensive solution seamlessly integrates with all Sage 300 ERP modules and third-party products, making the deferral processing just another component of the ERP system. Crafted by accounting experts and seasoned programmers who have the credit for developing multiple industry-wide recognized Sage ERP products, this software will ensure compliance with regulations, including Sarbanes Oxley Act of 2002, and substantially decrease processing time and administrative expenses, rewarding the user with stellar return on investment in a very short period.

It takes Revenue and Expense Deferrals™ a short time to process myriad of general ledger transactions and identify those to be deferred. Once detected, each transaction is treated according to user specified settings, which determine recognition schedules and other essential parameters. To satisfy all types of customers, including but not limited to software vendors, airlines, universities and service providers, recognition schedules can vary from simple straight-line monthly recognitions to complex declining balance daily schedules, enhanced with partial deferment, delayed recognition, import of recognition schedules from external systems and other advanced features. Afterwards, once a revenue recognition is run, the software consults with each transaction schedule to determine amounts to recognize. The whole chain of events and complex processing is fully automated, leaving no room for human error and cutting costly manual calculations. Meanwhile, the management attains more accurate snapshot of the company’s revenue dynamics and more precise financial figures to draw conclusions from.

Revenue and Expense Deferrals™ is a must have tool in the arsenal of companies that distribute revenues and expenses over the lifetime of a contract. Both affordable and easy to use, Revenue and Expense Deferrals™ smoothly integrates with your company’s ERP system, making it efficient and transparent.