Real-time financials that don't wait for nightly batch.
GL, AR, AP, three-way match, sales gate, cash forecast — all updated the moment an order, invoice, or payment posts. Close in days, not weeks.
Most distribution ERPs make accounting wait for ops.
Orders post in real time, but the GL? That's a nightly batch. AR aging? Refreshed at month-end. Three-way match? A spreadsheet shared by email.
APFoods treats accounting as a first-class consumer of every event. Receive a PO and AP accrues. Ship an order and AR posts. Apply a payment and aging updates instantly. The controller and the operator are looking at the same numbers.
What's in the accounting module.
Built for the controller who's tired of explaining batch timing.
Real-time GL
Every order, invoice, payment, write-off, and bill posts to the GL synchronously. No nightly batch, no "as of yesterday" footnotes.
AR aging by customer
Real-time aging buckets per customer with credit-limit gates, past-due flags, and one-click payment application.
AP aging by supplier
Bill queue with three-way match status, payment scheduling, and supplier-level early-pay discount tracking.
Three-way match
PO ↔ Receipt ↔ Bill enforced before payment. Variances surface as exceptions, not surprises.
Sales 3-way match gate
Order ↔ Ship ↔ Invoice reconciliation, with auto-resolve for catch-weight variance within tolerance.
P&L + cash forecast
Operator-readable P&L (no chart-of-accounts deep dive required) plus 30-day cash forecast from AR/AP signals.
Stripe-integrated payments
ACH + card payments via Stripe with automatic AR application. Surcharge / convenience fees configurable.
Sales tax + tax authority filings
Multi-jurisdiction tax with auto-categorization. End-of-period filing exports for state authorities.
Net Sales, AR, AP, cash position — at a glance.
The accounting overview rolls every signal into a controller-grade dashboard. Customer aging and supplier aging side-by-side. P&L versus prior period. Margin by customer. 30-day cash forecast based on what's confirmed to settle.
- Data-quality bar flags pending matches and unapplied payments before they hide errors
- AR aging by customer + AP aging by supplier on the same page
- Cash forecast pulls confirmed deposits, scheduled bills, and pending payment runs
- P&L is operator-readable — no need to translate from chart of accounts
Pay the bill when the math matches.
Three-way match (PO ↔ Receipt ↔ Bill) is enforced before any AP payment release. Quantity variances, price variances, and missing receipts all surface as exceptions for AP to resolve, not as silent overpayments.
- Auto-match when PO + Receipt + Bill agree within tolerance
- Exception queue with variance reason codes
- Credit memo workflow with supplier acknowledgement requirement
- Hold-bill ability when receipts haven't posted yet
Accounting FAQ
How does the GL stay in sync with operations?
Every operational event (order, ship, receive, pay, write-off) emits a journal entry synchronously inside the same database transaction. There's no nightly batch — the GL is the operational ledger.
Can we export to QuickBooks or NetSuite for parallel running?
Yes. Period-close exports produce standardized journal entries that import to QBO, QuickBooks Desktop, NetSuite, or Sage Intacct. Most customers run parallel for 30-60 days before switching off the legacy GL.
How does catch-weight pricing reconcile against invoices?
Orders book at nominal weight, ship at actual weight, invoice at actual weight. The sales 3-way match gate auto-resolves catch-weight variance within tolerance and surfaces anything outside as an exception.
What if a customer disputes an invoice line?
Credit memo workflow with reason codes (price variance, short ship, damaged, returned) hits AR and the GL in one motion. Customer-visible note records why.
How granular is the COGS calculation?
COGS is lot-level — actual landed cost of the specific lot consumed. Not weighted-average, not LIFO/FIFO approximation. Margin reports show what you actually made on each invoice.
Multi-entity / multi-currency support?
Multi-entity yes; multi-currency on the Enterprise tier. Each entity has its own COA, AR/AP, and consolidating reports roll up at the group level.
Accounting pairs naturally with…
See it from the controller's chair.
We'll walk through a period-close, three-way match exception, and a P&L drill-down — using realistic data.
Book an accounting demo