Using Accounts Payable

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Introduction: Overview of Purchasing/Payables ProcessingThe Purchasing and AP Process: Roleof the Transaction CodesBank codes and AP types, called transaction codes, are central to theoperations of the Purchasing and Accounts Payable modules. You define atleast one bank code and one AP type before you can go live on either module.Transaction codes (AP types and bank codes) contain the informationnecessary to create and post the appropriate general ledger and encumbrancetransactions for processing purchase transactions. The relationship betweenthe transaction codes and the GL posting transactions of the purchasing andAP process is illustrated in figures 2 through 5.This example makes the following assumptions about the institution andtransaction illustrated:• There is one central AP control account• The institution is not using online requisitions; procurement begins with thepurchase order• This purchase is subject to a 4.50 percent sales tax• This purchase does not involve a foreign currency• The Discount Method parameter is set to Discounts Taken• The Distribute Tax Expense parameter is set to No32 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
The Purchasing and AP Process: Role of the Transaction CodesFigure 2: Role of Bank Code in AP Type Definition1Bank code includes:✔ bank information✔ GL cash account2AP type code:✔ bank code linksGL cash accountto AP typeAP type code alsoincludes:✔ AP control GL account✔ discount GL account✔ tax expense GLaccountUsing Accounts Payable, June 19, 2009 33© 2009 Datatel, Inc.
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Page 5 and 6: Table of Contents19 Introduction21
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Vouchers: Creating VouchersEntering
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Paying AR VouchersPaying AR Voucher
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Viewing AR Vouchers in Accounts Pay
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Reporting on AR VouchersReporting o
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Using Accounts PayableChecks
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IndexDemographic information for ve
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IndexReportsAP Aging (APAR) 246Cash
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Indexthird-party payments for emplo
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Using Accounts Payable

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