Manual:Accounts Payable: Difference between revisions
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Accounts | == Purchase Order == | ||
'''Menu Location:''' Inventory / Inventory PO / Purchase Order | |||
1. Click Add | |||
2. Enter Order From company | |||
3. Enter Ship To company | |||
• If blank, defaults to your organization’s address displayed on the Main tab (Ship To fields will be blank on Order) | |||
4. Click Select Orders to choose Order (inserts Ref PO#) | |||
5. Enter Purchase Order Lines and update as needed | |||
- | |||
Buttons | |||
• Create Invoice – creates Accounts Receivable invoice for customer in Ship To | |||
• Select Orders (start with empty record) – creates a purchase order from an order | |||
• Receive PO – receive items on Purchase Order into Inventory – creates an unassigned receipt; when invoice is received and entered, it relieves the unassigned receipt | |||
== Inventory Receipt == | |||
- Inventory / Inventory Receipt List – actual receiving of product from a BOL/packing slip | |||
1. Search to find Order | |||
2. Click Create Invoice button | |||
• Create RMA – creates an RMA for the purchase order displayed | |||
1. Search for Invoice | |||
2. Click RMA (assigns RMA #) | |||
3. Review Purchase Order Line information | |||
== Pay Invoices == | |||
Select Invoices | |||
'''Menu Location:''' AP / Pay Invoices | |||
1. Select all Invoices to Pay using Ctrl + left mouse click on | |||
2. Click Pay Invoices button | |||
• Lists everything to be paid | |||
3. Click Create Checks | |||
• Creates one check per customer (Pay To Company) and displays them in the Check Entry Table | |||
Print Checks | |||
'''Menu Location:''' AP / AP Reports / Print Checks | |||
1. Enter Account | |||
2. Enter starting check number | |||
3. Load printer with stock | |||
4. Click Print | |||
== Check Entry/Edit == | |||
- Menu Location: AP / Check Entry/Edit | |||
1. Click Add | |||
2. Select Company or Person | |||
3. Account Number—enter Cash account (COA) | |||
4. Check Amount – enter check amount | |||
5. Distributed Amount – enter Account Number to be applied to and amount | |||
6. Check Stub (Stub Lines) – enter note for check stub lines | |||
7. Click Save | |||
Check Statuses | |||
• R = Reprint = R (edit check and change status to R to reprint) | |||
• X = Unprinted Check (check has not been printed yet) | |||
• P = Printed (check has been printed) | |||
If Account Number is blank or Distributed Amount table has no entries, nothing will print | |||
• V = Voided (edit check and change status to V to void check) | |||
• Cleared Flag – indicates when check has cleared | |||
== Reports == | |||
- Purchase Orders (Inventory / Inventory PO / Purchase Order or Open Purchase Orders) | |||
- AP Aging | |||
- Print Checks - See AP Invoice Screen / Pay Invoices | |||
== Entering an Invoice == | |||
'''Menu Location:''' AP / AP Invoice | |||
1. From the Menu Bar select AP, then select AP Invoice (the last invoice entered is displayed) | |||
2. Select from the Toolbar | |||
3. To Select from an existing Purchase Order, click | |||
• Information will auto-populate from existing Purchase order and fields can be updated as necessary, OR enter invoice manually: | |||
a. Enter Date (typically the date of the Invoice) | |||
b. Enter Vendor’s Name (if name doesn’t exist, click Add Record) | |||
c. Enter Person (optional) | |||
d. Address will automatically populate, if different, remove displayed address by clicking on – sign and then click on + sign to choose existing address from Address Table (or add new if needed) | |||
e. Pay To field is auto-populated; however, if paid by Credit Card, then remove default Company and enter Credit Card Company | |||
f. Sup Inv# – Invoice number appearing on Invoice | |||
g. Terms – default (change if needed) | |||
h. Due date defaults to current date, but can be changed as needed | |||
i. Enter Quantity | |||
j. Enter or select Account then tab through Line Desc (auto-populated) | |||
k. Unit price may auto-populate, but can be updated as needed (tab through Line Desc, and Price fields) | |||
l. Enter any pertinent comments | |||
m. Save | |||
• Verify the total on the screen matches the total on the Invoice | |||
• Create RMA – creates an RMA for the purchase order displayed | |||
1. Search for Invoice | |||
2. Click RMA (assigns RMA #) | |||
3. Review Purchase Order Line information | |||
== Reprint a Check == | |||
'''Menu Location:''' AP / Check Entry/Edit | |||
1. Find Check Number to be reprinted | |||
2. Click Re-Print button | |||
• Check Status will change to “R” for Reprint | |||
3. Go to Menu Location: AP / AP Reports / Print Checks | |||
4. Change Check Status to “R” | |||
5. Account Number is only used if you are paying from a non-standard checking GL account | |||
6. Enter the Check Number from the physical check in the printer | |||
7. Change Date if the check date is not today’s date | |||
8. Click Print – In addition to printing the checks, the Check Printing process changes the Epiphany Database in the following ways. | |||
• Check Status is changed to “P” for Printed. | |||
• The Check Number of the check is assigned | |||
• A Journal Entry is created removing dollars from Cash GL account, and balancing with the Check Distribution amount on the check | |||
== Void a Check == | |||
'''Menu Location:''' AP / Check Entry/Edit | |||
1. Find Check Number to be Voided | |||
2. Click Void Check button | |||
• Check status will change to “V” for Void | |||
• A Journal Entry is created to reverse the distributed amount | |||
== Pay AP Invoice When Payments Are Made Online (no physical check) == | |||
'''Menu Location:''' AP / AP Invoice | |||
1. Determine last check number used by clicking through Invoices to get to last Check Number used for non-physical check | |||
'''Menu Location:''' AP / Pay Invoice | |||
1. Sort by Pay To company | |||
2. Use Ctrl key to select Invoices to Pay | |||
3. Click Pay Invoices | |||
4. Print Check | |||
'''Menu Location:''' AP / AP reports / Print Checks | |||
1. Change Date to Date Paid Online | |||
2. Cancel hard copy print to printer | |||