The Alpha Accounting System
All manual entry and edit to ALPHA is subject to user defined controls, and logged with the operator's name, system date, source, reference and internal description of the transaction for a complete audit trail. ALPHA accounting contains the following sub-systems:
Accounts Receivable
The A/R Journal maintains entries for each invoice issued. Cash, check, A/R and credit card sales are tracked for client statements (Figure 1). The system allows edits to form of payment, account code, invoice number and amount. Invoices may relate to multiple items and multiple G/L accounts. The journal maintains invoices, payments, debits and credits for each account. ALPHA handles both credit card to vendor and credit card to agency. (agent is merchant)
The Cash Receipts Journal is used to enter cash receipts from clients, vendors and commission payers. A receipt can be edited after entry if a mistake is made. Changes to a receipt will automatically un-post all application and maintain the correct accounting. Advance deposits are credited to the client's account, but reflected as a liability on the G/L.
The Cash Application system allows receipts and credits to be applied with maximum efficiency. Credits can be applied during receipt processing. Receipts from vendors will credit commissions or credits due from credit card sales or refunds. Credits and debits can be applied or unapplied from the Receipts Journal or from the A/R Journal.
Accounts Payable
The A/P Journal functions like the A/R Journal. In addition, each entry has a separate deposit, final payment amount, and due date split (Figure 1.1). The A/P system tracks payables for travel vendors as well as all expense vendors. Payable entries are created automatically via the airline reservation system interface for sales entered. Additional entries can be enabled for GDS entry for such items as automated check requests, rebates, or discount credits to clients.
The Cash Disbursements Journal maintains payments to vendors, and payments to clients for refunds or discounts. Automated checks can be printed individually or by batch. Payments can be allocated to multiple accounts, branches and departments. If a disbursement is voided, all applications are automatically reversed and all accounting is maintained.
The Automated Check Creation system employs a screen based, point-and-shoot method to select items to pay. The selection screen shows each payable along with the total payment received for the related sales transaction, thus allowing the user to guard against disbursing cash before customer payment.
General Ledger
The G/L system contains a flexible chart of accounts, an entry/edit screen for direct G/L Journal entries, and detailed reporting of transactions. All reports can be run for any period of time allowing monthly, weekly or even daily reporting. Trial Balance, Income Statement and Balance Sheet reports are included. A complete audit trail is maintained via the G/L including cash application for A/R and A/P. Full accrual accounting is maintained for G/L, A/R and A/P systems with complete reporting capabilities for management, vendors and clients.