Using Accounts Payable

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Introduction: Overview of Purchasing/Payables ProcessingFigure 5: Role of AP Type/Bank Code Through Voucher in Check Creation1AP type code associates GLaccounts and bank code withvoucherTransactions2Voucher pay postings:✔ AP type code posts debit to APcontrol GL account✔ tax expense posted to taxexpense GL account✔ discount revenue posted todiscount GL accountCheck Stage:3Check amount postedto GL cash account(from bank code)AP Control Acct.10-0000-21001-01Cash Acct.10-0000-11001-01245.00 256.25Tax Expense Acct.10-0000-59040-01Discount Acct.10-0000-41000-0111.25 5.0036 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.
StatusesStatusesDuring purchasing and payables processing, each type of procurementdocument goes through a number of statuses.Table 5 illustrates the typical progression of statuses as a typical procurementtransaction goes through the steps in processing, from a requisition to a check.Note: Table 5 assumes a simple transaction, where no approvalrequirements exist, goods are ordered and received without delays,and all items are accepted as received. Thus, this example does notinclude the statuses of Not Approved, Backordered, Voided, Closed,or Cancelled.ProcessingStepCreate new requisition (unfinished)Mark requisition “Done”RequisitionStatusU(Unfinished/InProgress)O(Outstanding)PurchaseOrder StatusVoucherStatusCheckStatus- . .- . .Create purchase order (unfinished)P(PO Created)U(Unfinished/InProgress). .Mark purchase order “Done” . O(Outstanding)Receive and accept goods . A(Accepted). .. .Create voucher . I(Invoiced)U(Unfinished/InProgress).Mark voucher “Done”I(Invoiced)O(Outstanding)Print and post check . P(Paid)Reconcile check to bank statement . R(Reconciled)Table 5: Progression of Document Statuses in Typical TransactionP(Paid)R(Reconciled)O(Outstanding)R(Reconciled)Using Accounts Payable, June 19, 2009 37© 2009 Datatel, Inc.
Page 1 and 2: Using Accounts PayableReissued Manu
Page 3 and 4: Datatel Colleague ® FinanceUsing A
Page 5 and 6: Table of Contents19 Introduction21
Page 7 and 8: Table of Contents71 Entering Employ
Page 9 and 10: Table of Contents127 Using LookUp S
Page 11 and 12: Table of Contents199 Printing Vouch
Page 13 and 14: Table of Contents281 Purging Vouche
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Page 17 and 18: Table of Contents417 Batch Check Re
Page 19: Using Accounts PayableIntroduction
Page 22 and 23: Introduction: About This ManualHow
Page 24 and 25: Introduction: About This ManualTabl
Page 26 and 27: Introduction: About This ManualTech
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Page 30 and 31: Introduction: Overview of Purchasin
Page 41 and 42: Vendors5Adding a VendorIn This Chap
Page 43 and 44: Before You BeginBefore You BeginBef
Page 45 and 46: Understanding VendorsUnderstanding
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Page 69 and 70: Setting Up Your Vendors Prior to Go
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Vendors9Tracking Vendor ActivityIn
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Tracking Historical Information Thr
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Tracking Voucher and Invoice Inform
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Using Accounts PayableVouchers
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Vouchers: Understanding VouchersUnd
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Vouchers: Understanding VouchersFor
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Vouchers: Creating VouchersEntering
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Vouchers: Creating VouchersCreating
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Vouchers: Creating VouchersStep 3.
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Vouchers: Creating VouchersAP Types
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Vouchers: Creating VouchersPay Vouc
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Vouchers: Creating VouchersFigure 1
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Vouchers: Creating VouchersOnce all
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224 Using Accounts Payable, June 19
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Vouchers: Voiding and Purging Vouch
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Accounts Receivable Vouchers54Under
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Differences Between AR and AP Vouch
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Differences Between AR and AP Vouch
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Understanding AR VouchersRelated Re
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Understanding AR VouchersUnderstand
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Overview of Processing AR VouchersO
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Accounts Receivable Vouchers56Proce
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Paying AR VouchersPaying AR Voucher
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General Ledger ConsiderationsYou mi
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General Ledger ConsiderationsPostin
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Paying AR Vouchers ManuallyPaying A
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Paying AR Vouchers ManuallyAddress
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Paying AR Vouchers ManuallyStep 5.
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Accounts Receivable Vouchers59Voidi
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Understanding AR Voucher VoidingVoi
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Understanding AR Voucher PurgingUnd
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Accounts Receivable Vouchers60Viewi
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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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Checks: Maintaining Bank Account In
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Checks: Batch Check ProcessingForms
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Checks: Batch Check ProcessingSteps
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Checks: Batch Check ProcessingCheck
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Checks: Batch Check ProcessingThe V
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Checks: Batch Check ProcessingWhen
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Checks: Batch Check ProcessingVoidi
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Checks: Batch Check ProcessingProce
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Checks: Reconciling ChecksUnderstan
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Checks: Reconciling ChecksE-Check N
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Checks: Electronically Reconciling
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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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