ACCOUNTS PAYABLE

Pear Tree
2016-12-21 15:15

Contents

Finance – Payables – Update – AP Invoice

Quick Pay:

Examples of Invoices

Finance – Payables – Update – AP Cheque

Finance – Payables – Update – AP to AR

Inquiries and Reports

Finance – Payables – Inquiry – AP Invoice

Finance – Payables – Inquiry – AP Cheques

Finance – Payables – Reports – Aged Payables

 

Finance – Payables – Update – AP Invoice

Generally an invoice is recorded in A/P to pay for expenses, inventory or other amounts owed by the company excluding payroll.

 

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-        A Payable can be changed before any payment has been made, either partial or full.

-        If for a Part, make sure a GL Inventory Account is attached.

 

Payable No:

-        Added by the system when Invoice is submitted.

-        If entering manually, must be an Invoice already submitted in the system or will receive an Error message:

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-        Numeric only.

-        Can click on the Underlined link. A Table will appear with all Payables entered in the system.  Click in the light green area under Payable Number to bring up the appropriate invoice.

 

Vendor Code: Mandatory

-        Cursor automatically defaults to this field when screen is opened.

-        Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system.  Click in the light green area under Vendor Code to bring up the appropriate vendor.

 

Quick Pay:

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-        Name and Address:

o   Text box appears when button is clicked.

o   Allows the system to create a cheque and Invoice in one screen without putting in a Vendor Code.

o   Can only pay one Invoice at a time.

o   Enter the name and the address of the Vendor.

o   Alphanumeric.

o   Freeform.

o   Unlimited space.

o   Enter Key is enabled.  

-        Correct accounts need to be set up in the system.

-        Two transactions occur, one for the Invoice and another for the cheque.

-        Once Submitted, a Cheque Print Button will appear.  Click to print the cheque.

-        Cheque can be cancelled.  This will cancel the Invoice associated with it.

 

Invoice No: Mandatory

-        Enter the number on the Invoice.

-        System checks to make sure there is not already an Invoice with that number for the Vendor.

-        If there is the system will bring up that Invoice, not create a new one with a duplicate number.

-        Alphanumeric.

-        Freeform.

 

Invoice Date: Mandatory

-        The date on the Invoice when received.

-        Can be added manually or through the Calendar icon.

-        Format will be MM/dd/YY.

 

Due Date:  Mandatory

-        Will automatically fill in a month from the Invoice Date.

-        Auto calculates from the Due Days specified on the Vendor’s Profile.

-        If Due Days have not been specified on the profile defaults from the  Store Parameters.

-        Can be changed manually or through the Calendar icon.

-        Format will be MM/dd/YY.

 

PO Number:

-        Reference only.

-        Can enter the PO # issued to the Vendor.

-        Not linked to anything.

 

Tax Code:

-        Defaults from the Vendor Profile.

-        Can be changed by using the dropdown.

 

Discounts:

-        For prompt payments.

-        Deducted from the cheque not the Invoice.

-        Percentage:

o   Enter amount manually.

o   Cannot be a negative value or will receive an Error message.

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o   Cannot be over 100 or will receive an Error message.

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-        Date:

o   If the Percentage is not 00, the current date will be entered by default.

o   Can be changed manually or with the calendar icon.

-        Total (Overridden):

o   Amount defaults in from the Percentage.

o   Can only be edited if Overridden is enabled.

o   Freeform.

o   Must be a valid number or will receive an Error message.

 

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Exch. Rate:

-        If the Funds Code is not a domestic currency, this field will appear.

-        Rate can be overridden from this screen, if needed.

-        Do not need to update the Rate Table.

 

Line Amount:

-        Amount before taxes. 

-        Numeric only or will receive an Error message.

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-        Positive, negative, or 0.00.

-        Manually entered.

 

Gross Amt:

-        Line Amount + Taxes

-        Automatically calculates.

-        To edit, click on the light green area.  A pop up box will appear.  A new Gross Amount can be entered.

-        The Line Amount will recalculate to account for Taxes.

 

Line Description:

-        Freeform.  

-        Alphanumeric.

-        Unlimited Space.

 

GL Account: Mandatory

-        May automatically default in when the Line Amount is entered, based on the Vendor.

-        Comes from Vendor Profile.

-        Can be changed.

-        Can manually type in the correct account or click on the Underlined link and choose from the Table.

-        Can add multiple lines if multiple GL accounts are involved.

 

GL Description:

-        Defaults from the GL Account.

-        Cannot be edited from this field.

 

Comments:

-        Alphanumeric.

-        Unlimited.

-        Freeform.

 

Override:

-        Allows the User to override the Tax Amount.

-        Checked allows the Tax to be overridden.

-        Unchecked, the Tax cannot be overridden.

 

Tax Codes:

-        Comes from the Tax Code dropdown in the upper section of the window.

-        Cannot be overridden in this field.

 

Tax Amounts:

-        Line Amount * Tax Amount (from the Tax Code).

-        Cannot be changed if Overridden is not enabled. 

-        A Warning message will appear if try to change without checking the Overridden box.

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-        Invoice Total will change if Tax Amounts is overridden.

-        Line Amount and Gross Amt do not change.

 

Submit:

-        Submits the new information to the system.

-        Generates an Invoice number in the Payable No field if creating from NEW.

 

Clear:

-        Clears all information from the screen.

-        If any new information has not been submitted, it will be lost.

 

Examples of Invoices

 

Flooring Invoice:

 

Vendor Code:

-        Flooring Vendor (General Electric, a certain Bank, etc.).

 

Invoice No.

-        Manually enter.

-        Unit ID can be used.

 

Invoice Date:

-        Manually enter or use Calendar icon.

 

Line Amount:

-        Enter amount of Unit.

 

GL Account:

-        Unit Inventory Account.

 

Unit Costs:

-        Unit ID:

o   Enter Unit.

-        Base Cost:

o   Enter cost for Unit – Line Amount entered on previous screen.

-        Submit

 

Freight Invoice:

 

Vendor Code:

-        Freight Company.

 

Invoice No.

-        Manually enter.

-        Unit ID can be used.

 

Invoice Date:

-        Manually enter or use Calendar icon.

 

Line Amount:

-        Enter Freight amount.

 

GL Account:

-        Unit Inventory Account.

 

Unit Costs:

-        Unit ID:

o   Enter Unit.

-        Cost Code:

o   Enter freight cost for Unit – Line Amount entered on previous screen.

-        Submit

 

Finance – Payables – Update – AP Cheque

 

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Cheque Number:

-        Manually enter an existing cheque number to bring up a created cheque to look at, void or cancel, or click the Underlined link to choose from the Table.

-        If the cheque was a Quick Pay cheque, will give a Warning message.

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-        Create a new cheque by entering a cheque number from a box of cheques, OR

Click New  to generate the next cheque number.  

-        Make sure the cheque number shown matches the pre-printed number on the next cheque to be used.

 

Next Cheque No.:

-        If either New or a manually entered number is selected, will show Waiting for Bank Code Selection:

-        If selecting an already created cheque number, this field will be blank.

-        If filling in the Vendor Code without entering a Cheque Number, will show the next cheque available.

 

Vendor Code:

-        For whom the cheque is to be made.

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

 

Bank Code:

-        The Bank from which the cheque is to be written.

-        Will fill in automatically from the Vendor.

-        Use dropdown if need to choose another Bank.

 

Cheque Date:

-        Defaults to the current date.

-        Can be manually changed by entering the date or by using the Calendar icon.

-        Can be pre- or post- dated.

 

Cheque Total:

-        The total of all payment amounts chosen.

-        Will show the total of all Pay Amounts when the Vendor Code is first entered.

 

Outstanding Balance:

-        The total Amount owing minus the Pay Amount chosen.

 

On or Before Due Date:

-        Defaults to current date.

-        Can be changed by manually entering the new date or using the Calendar icon.

-        Can change to a future date to show what is to be paid up to that date as well.  This could bring up more Payables.

-        If changing to a former date, will remove Payables not yet due by the date entered.

 

Cheque MICR#:

-        Pre-printed on the cheque.

-        Make sure matches number on the cheque.

 

Payable No.

-        Clicking the Underlined link shows all future Payables available for the Vendor.

-        If there are more Payables, add another line to the list before adding extra Payables.  Otherwise the new Payable will replace the Payable on the line showing.

-        If there are no more Payables a pop up box will appear.

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-        To remove Payables not needed to be paid in this cheque run, click the x on that row.

 

Pay Amount:

-        Lists the full amount owing for each Payable.

-        Can be changed by manually entering the amount to be paid on the Payable.

-        If paying more than listed a Warning will appear.

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-        Clicking the Underlined link removes the amounts from the rows.

-        Clicking Reload List adds the amounts again.

 

Reload List:

-        If anything has been changed, reloads all Payables matching the Search Parameters.

 

Clear List:

-        Clears the Payables list.

-        If too many Payables match the Search parameters, and only need to pay a few, instead of deleting all the rows not needed, click this button.  

-        Click the Underlined link to Payables No. and choose only the Payables needed from the Table.

Submit:

-        Prepares the cheque.

Clear:

-        Clears the window of all information.

 

Void Cheque:

-        Voids the given cheque.

-        Re-opens the Payable(s) attached to the cheque.

-        Cannot be voided if already cashed.

 

Print:

-        Prints the cheque.

-        Allows the User to choose a Printer to print the cheques.

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-        From the Printer settings, need to choose Actual Sized. 

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Print History:

-        Shows a history for the cheque showing: prints, voids, reprints, etc.

-        Click on the field under Harvest Report PDF to show the actual cheque.

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Finance – Payables – Update – AP to AR

 

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Vendor ID:

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

-        If the Vendor does not have any outstanding balances, an Error message will appear.

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Customer:

-        Automatically fills in if the Vendor is set up as a Manufacturer.

-        If nothing defaults in, need to set the Vendor up as a Customer.

-        Does not need to be a Manufacturer.

 

New:

-        If Vendor does not have a Customer Profile, can add here.

-        Fill in as in Customer Update.  All fields with an * are mandatory.

-        Submit.

 

Outstanding Invoices

-        A list of AP invoices.

-        Click on each Invoice No. to be added to the Transfer List.

-        Can be a credit as well as a debit.

-        Will automatically show under Items to Transfer To Payables.

 

Items to Transfer To Receivables

 

Payable No.:

-        Cannot add a line here.

-        Added from the Outstanding Invoices section.

-        Can delete a line using the x at the front if needed.

 

Transfer Amount:

-        Shows full amount of the Payable Balance.

-        Can be overridden.

 

Submit:

-        Transfers the balances to AR.

Inquiries and Reports

Finance – Payables – Inquiry – AP Invoice

 

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Vendor Code:

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

 

Payable Number:

-        Must be a Payable number in the system or will receive an Error message.

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-        Enter manually.  

 

Clear:

-        Clears the screen of information.

 

Print Activity:

-        Creates a Summary Report of the Vendor’s activities in the system.

Outstanding Invoices

 

Payable No.:

-        Shows all outstanding invoices.

-        Drill down for further details on the Payable.

 

Invoice No./Invoice Date/Due Date/Invoice Total/Total Paid/Invoice Balance:

-        Defaults in from the Payable.

-        Cannot be edited in this window.

 

Paid Invoices

 

Paid Payable:

-        What Payables have been fully paid.

-        Drill down for further details on the Payable.

 

Invoice No./Invoice Date/Invoice Total/Paid Date:

-        Defaults in from the Payable.

-        Cannot be edited in this window.

 

Year/Total Paid:

-        Defaults in from the Payable.

-        Cannot be edited in this window.

 

Payments

 

Item #:

-        What Payments have been made.

-        Drill down for further details on the Payments.

 

Pay Date/Pay Amount/Date Cashed/Void Date/Source:

-        Defaults in from other windows.

-        Cannot be edited in this window.

 

Finance – Payables – Inquiry – AP Cheques

 

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Vendor Code:

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

 

Cheque No.:

-        If the Cheque Number is known, enter here to bring up the details of only that cheque.

-        Will show the list of Payables associated with that cheque.

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-        Clicking the Payable No. in the pop up will show the AP Invoice.

 

Outstanding Cheques

 

-        Shows all the un-reconciled cheques for the Vendor.

-        Clicking on the field under Cheque No. will bring up the Payables attached to that cheque.

-        Further information can be gained by clicking on the Payable No. or GL Transaction No. in the pop up.

 

All Cheques:

 

-        Shows reconciled, un-reconciled and voided cheques.

 

Finance – Payables – Reports – Aged Payables

Used to balance the General Ledger.

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Outstanding As At Date:

-        Defaults to the next Month End Date.

-        Must be a Month End Date or will receive a Warning.

 

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-        Can change to a previous Month End Date by manually entering or using the Calendar icon to choose a Date.

-        Will only show Payables up to the entered Month End.

 

Summary or Detail:

-        Choose between Detail or Summary.

-        Defaults to Detail Aged Report.

 

AP Code:

-        Different Payable Codes  in the system: Canadian AP, Floor Financing, US AP, etc..

-        Choose from dropdown.

-        If nothing chosen will print all Invoices grouped by Currency.

 

Calculate Aging using…:

-        Defaults to Due Date.

-        Choose between Due Date and Invoice Date.

 

Convert Foreign Funds To Domestic:

-        Check to have all Funds showing in the domestic currency.

-        Currency will be calculated based on the Exchange Rate in the system.

-        The Funds Code will still show as the foreign currency Code.

 

Print:

-        Prints the Report based on the Search Parameters chosen.

-        Shows Vendors alphabetically on the Report.

 

To Excel:

-        Send the report to an Excel spreadsheet.

 

Clear:

-        Resets the window to the Default settings.

 

 

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