ACCOUNTS PAYABLE ADMINISTRATION TABLES

Pear Tree
2016-11-10 15:47

Contents

Finance – Payables – Administration – Payables Codes

Finance – Payables – Administration – Bank Codes

General Ledger Account Numbers

Finance – Payables – Administration – Funds Codes

 

Finance – Payables – Administration – Payables Codes

 

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Payables Code:

-        Manually enter the Code to be added.

-        If the Code is already saved in the system, manually enter or click the Underlined link to choose from the Table.

-        Alphanumeric.

-        Freeform.

 

Payables Description:

-        Enter a description of the Code.

-        Alphanumeric.  

-        Freeform.

 

Bank Code:

-        From Finance – Payables – Administration – Bank Codes.

-        Choose the appropriate Bank from the dropdown.

-        Default Bank set up for Vendors.

-        Can be overridden on the Vendor’s Profile.

 

Payables GL Account:

-        Liability Account.

-        Accounts Payable Control Account.

-        Manually enter or click the Underlined link to choose from the Table.

 

Exchange GL Account:

-        If the Bank is a foreign Bank with a foreign currency.

-         Liability Account.

-        Not a Control Account.

-        The system will look at the current exchange rate, covert to domestic currency and put the difference in this account.

 

Discount GL Account:

-        If giving a discount to a Vendor for paying early, the difference between the amount of the Payable and the amount actually paid.

-        Expense Account.

Finance – Payables – Administration – Bank Codes

 

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Bank Code: Mandatory

-        Set up for every Bank the Dealership deals with.

-        Can also set up for Credit Cards.  

-        If adding Credit Cards here, do not set up AP Codes.

-        If adding, manually enter the code.

-        If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table.

 

Name:

-        Name of the Bank.

-        Alphanumeric.

-        Freeform.

 

Bank Address:

-        Address of the Bank.

-        Alphanumeric.

-        Freeform.

 

Bank Number:

-        Number of the Bank.

-        Alphanumeric.

-        Freeform.

 

Transit Number:

-        Alphanumeric.

-        Freeform.

 

Bank Account:

-        Bank Account to be used.

-        Alphanumeric.

-        Freeform.

 

Funds Code:

-        From Finance – Payables – Administration – Funds Codes.

-        Choose from dropdown.

 

General Ledger Account Numbers

 

Bank Deposit GL Account: Mandatory

-        Actual Bank Account.

-        Used to balance Bank Statement.

-        Account used when paying the Vendor.

-        Account used when doing a Bank Deposit.

-        Account used for Direct Deposit – payment from a customer.

-        Manually enter or click the Underlined link to choose from the Table.

 

Bank Exchange GL Account:

-        If a foreign currency.

-        Exchange account to be used.

-        Manually enter or click the Underlined link to choose from the Table.

 

Currency Variance GL Account:

-        Used if the Exchange Rate has changed from the time the Invoice was entered in the system to the time it was paid.

-        Reverses the Invoice, reverses the original Exchange Rate, enters in Payables as the current Exchange Rate and amount.  This is the difference between the two.

-        If a foreign currency.

-        Variance account to be used.

-        Liability or Expense account.

-        Manually enter or click the Underlined link to choose from the Table.

 

Bank Clearing GL Account:

-        Un-deposited Funds.

-        Manually enter or click the Underlined link to choose from the Table.

 

Cheque Number Prefix:

-        Used of there is more than one Bank Code.

-        Prefix added before the cheque number.

-        Used if there is a possibility the cheques may cross.

-        Cannot have two cheques with the same number in the system.

-        Letter only or will receive an Error message.

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Next Cheque No:

-        Next cheque to be printed in the system.

-        Can be edited.

-        Numeric only or will receive an Error message.

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Print MICR Number:

-        Number pre-printed on the cheque.

-        Banks go by MICR Number not cheque number.

-        Enable to Print.

 

AP Cheque Template:

-        Specifies the format.

-        Three choices: Top, Middle or Bottom.

-        Three sections: Two Receipt stubs and a cashable cheque.

-        Determines where the cashable cheque prints on the 8 _ x 11” sized paper.

-        Choose from dropdown.

 

Payroll Cheque Template:

-        Three choices: Top, Middle or Bottom.

-        Choose from dropdown.

 

Finance – Payables – Administration – Funds Codes

 

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Funds Code:

-        Code needs to be set up for every currency to be used in the system.

-        If adding, manually enter the code.

-        If bringing up a Code already in the system, manually enter or click on the Underlined link and choose from the Table.

 

Funds Description:

-        Alphanumeric.

-        Freeform.

-        Unlimited.

 

Domestic To Foreign Exchange Rate:

-        If Domestic Currency, enter 1.00.

-        If not Domestic currency, enter to exchange rate for this particular currency.

 

Foreign To Domestic Exchange Rate:

-        System automatically calculates using the Domestic To Foreign Exchange Rate.

 

Domestic Currency:

-        Must specify which currency is domestic.

 

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