Accounts Payable

WinCAMS provides convenient data entry screens to capture Vendor Purchase Orders & Contracts and related Vendor Invoices, and distribute all expenditures to the standard CAMS cost distribution options listed below. Module includes special customized forms (Claim Form, P.O. Form, etc.), comprehensive cost distribution reports, as well as interfaces with other systems to eliminate duplicate data entry.

Accounts Payable handles processing of the following typs of documents:

• Purchase Orders: track all outstanding Purchase Orders; display Expenditures to Date and Remaining Balances, and monitor impact on Budget and Project budgets (as Encumbrances).
• Contracts: track all outstanding Contracts; display Expenditures to Date and Remaining Balances, and monitor impact on Budget and Project budgets (as Encumbrances).
• Vendor Invoices: capture all pertinent information (i.e. cost and fund distribution entries), print special Forms (Claim and Voucher forms), and interface to county / city Auditor’s Office.
• Inventory Purchases: interface with Inventory modules (Road Materials and Shop) for automated Inventory receipting.
• Journals: capture all pertinent information (i.e. cost and fund distribution entries), print special Forms (Journal forms), and interface to county / city Auditor’s Office. Journals are entered / created as follows:·
  • Manually entered as new Journals.
  • Created by CAMS as part of automated billing procedures:
    • Projects: reimbursable project billing.
    • Facilities: billing for charges incurred by Facilities Department for other Departments.
    • Fleet: billing for reimbursable Fleet maintenance work and expenses.
    • Motorpool: billing for assigned and non-assigned Vehicle Usage.
    • Service Requests: billing for reimbursable Work Orders (Service Requests).

Detailed costs are then distributed to the following ledgers and masters and each Invoice Detail line can immediately be allocated to:

• Activity Codes: Activity-based Cost Accounting: Costs by Activity (Task) Code
• Projects: Project Ledger: Billing, Grants, Funding Sources
• Roads and Routes: Maintenance History and Costs by Road (with Mileposts)
• Bridges: Maintenance History and Costs by Bridge
• Cost Centers: (CA) Annual State Road Report cost categories such as New Road Construction, Bridge Construction, Road & Bridge Maintenance, etc.
• Budget Accounts: (WA) detailed BARS Expenditure Account Nos that also itemize categories such as New Road Construction, Bridge Construction, Road & Bridge Maintenance, etc.
• Vehicles Nos & Repair Orders: Maintenance History and Costs by Vehicle / Repair Order
  • Facilities: Track all Work Activity on Buildings and County Property.
  • Roads & Bridge Operations:
    • Track Work Orders by Road and Bridge
    • Track Work Orders by Sanitary Sewer Node
    • Track Work Orders by Storm Sewer Node
    • Track Work Orders by Water Account No (Meter Address)
• Radio Shop: Track Work Orders by Communication Asset Unit
• Service Requests: Costs of each Service Request: Billing, Tracking
• Inventory Receipts (Purchases):
  • Shop Materials Inventory: Vendor Invoice automatically creates Inventory Receipt and updates Inventory’s Quantity on Hand and Average Unit Cost.
  • (Road) Materials Inventory: Vendor Invoice automatically creates Inventory Receipt and updates Inventory’s Quantity on Hand and Average Unit Cost.