ACCOUNTS PAYABLE
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.
- 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:
- 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:
- 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.
o Cannot be over 100 or will receive an Error message.
- 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.
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.
- 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.
- 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
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.
- 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.
- 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.
- 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.
- From the Printer settings, need to choose Actual Sized.
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.
Finance – Payables – Update – AP to AR
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.
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
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.
- 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
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.
- 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.
Outstanding As At Date:
- Defaults to the next Month End Date.
- Must be a Month End Date or will receive a Warning.
- 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.