Manual:Accounts Payable: Difference between revisions
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=Accounts Payable= | =Accounts Payable= | ||
=== Purchase Order === | ===Purchase Order=== | ||
'''Menu Location:''' Inventory / Inventory PO / Purchase Order | '''Menu Location:''' Inventory / Inventory PO / Purchase Order | ||
:1. Click '''Add''' | :1. Click '''Add''' | ||
:2. Enter '''Order From''' company | :2. Enter '''Order From''' company | ||
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:'''Buttons'''<br> | :'''Buttons'''<br> | ||
:* '''Create Invoice''' – creates Accounts Receivable invoice for customer in '''Ship To''' | :*'''Create Invoice''' – creates Accounts Receivable invoice for customer in '''Ship To''' | ||
:* '''Select Orders''' (start with empty record) – creates a purchase order from an order | :*'''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 | :*'''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 Receipt=== | ||
'''Menu Location:''' Inventory / Inventory Receipt – actual receiving of product from a BOL/packing slip | '''Menu Location:''' Inventory / Inventory Receipt – actual receiving of product from a BOL/packing slip | ||
:1. Search to find Order | :1. Search to find Order | ||
:2. Click '''Create Invoice''' button | :2. Click '''Create Invoice''' button | ||
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:3. Review Purchase Order Line information | :3. Review Purchase Order Line information | ||
=== Pay Invoices === | ===Pay Invoices=== | ||
===== Select Invoices ===== | =====Select Invoices===== | ||
'''Menu Location:''' AP / Pay Invoices<p> | '''Menu Location:''' AP / Pay Invoices<p> | ||
:1. Select all Invoices to Pay using Ctrl + left mouse click on<br> | :1. Select all Invoices to Pay using Ctrl + left mouse click on<br> | ||
:2. Click Pay Invoices Button <br> | :2. Click Pay Invoices Button <br> | ||
::*Lists everything to be paid <br> | ::*Lists everything to be paid <br> | ||
:3. Click Create Checks<br> | :3. Click Create Checks<br> | ||
::* Creates one check per customer (Pay To Company) and displays them in the Check Entry Table | ::*Creates one check per customer (Pay To Company) and displays them in the Check Entry Table | ||
<p> | <p> | ||
===== Print Checks ===== | =====Print Checks===== | ||
'''Menu Location:''' AP / AP Reports / Print Checks<p> | '''Menu Location:''' AP / AP Reports / Print Checks<p> | ||
:[[File:AP_Print_Checks.png]] | :[[File:AP_Print_Checks.png]] | ||
:1. Enter Account<br> | :1. Enter Account<br> | ||
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:4. Click Print<br> | :4. Click Print<br> | ||
=== Check Entry/Edit === | ===Check Entry/Edit=== | ||
'''Menu Location:''' AP / Check Entry / Edit | '''Menu Location:''' AP / Check Entry / Edit | ||
:1. Click Add | :1. Click Add | ||
:2. Select Company or Person | :2. Select Company or Person | ||
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:::*Cleared Flag – indicates when check has cleared | :::*Cleared Flag – indicates when check has cleared | ||
=== | ===Pay Invoices(New)=== | ||
: | ====Select/Approve AP Invoices:==== | ||
: | '''Menu Location:''' AP / Pay Invoices | ||
=== Entering an Invoice === | :1. Select unpaid AP invoices to be approved/paid by clicking on the invoice line. (To deselect, click the invoice line again). | ||
:2. Once all invoices to be approved have been selected, click in the lower right corner. | |||
====Create Payments:==== | |||
'''Menu Location:''' AP / Prepare Checks | |||
:1. The AP Payment Approval screen shows all invoices selected to be paid and invoices needing approval before being paid. | |||
::a. To remove an invoice, select the invoice to be removed and click . This will remove the invoice line and move it back to the Pay AP Invoices screen (unpaid invoices). | |||
::b. The total amount due of all the invoices approved will display at the bottom right of this screen. If an invoice is removed the total will be adjusted accordingly. | |||
===Reports=== | |||
:*Purchase Orders (Inventory / Inventory PO / Purchase Order or Open Purchase Orders) <br> | |||
:*AP Aging <br> | |||
:*See Insight Reporting for all available AP Reports <br> | |||
===Entering an Invoice=== | |||
'''Menu Location:''' AP / AP Invoice | '''Menu Location:''' AP / AP Invoice | ||
:1. Select [[File:Add.png]] from the Toolbar | :1. Select [[File:Add.png]] from the Toolbar | ||
:2. To Select from an existing Purchase Order, click [[File:Select_PO.png]] | :2. To Select from an existing Purchase Order, click [[File:Select_PO.png]] | ||
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::3. Review Purchase Order Line information | ::3. Review Purchase Order Line information | ||
=== Reprint a Check === | ===Reprint a Check=== | ||
'''Menu Location:''' AP / Check Entry / Edit | '''Menu Location:''' AP / Check Entry / Edit | ||
:1. Find Check Number to be reprinted | :1. Find Check Number to be reprinted | ||
:2. Click Re-Print button | :2. Click Re-Print button | ||
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::*A Journal Entry is created removing dollars from Cash GL account, and balancing with the Check Distribution amount on the check | ::*A Journal Entry is created removing dollars from Cash GL account, and balancing with the Check Distribution amount on the check | ||
=== Void a Check === | ===Void a Check=== | ||
'''Menu Location:''' AP / Check Entry / Edit | '''Menu Location:''' AP / Check Entry / Edit | ||
:1. Find Check Number to be Voided | :1. Find Check Number to be Voided | ||
:2. Click Void Check button | :2. Click Void Check button | ||
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::*A Journal Entry is created to reverse the distributed amount | ::*A Journal Entry is created to reverse the distributed amount | ||
=== Pay AP Invoice When Payments Are Made Online (no physical check) === | ===Pay AP Invoice When Payments Are Made Online (no physical check)=== | ||
'''Menu Location:''' AP / AP Invoice | '''Menu Location:''' AP / AP Invoice | ||
:1. Determine last check number used by clicking [[File:Left_Arrow.png]] through Invoices to get to last Check Number used for non-physical check | :1. Determine last check number used by clicking [[File:Left_Arrow.png]] through Invoices to get to last Check Number used for non-physical check | ||
'''Menu Location:''' AP / Pay Invoice | '''Menu Location:''' AP / Pay Invoice | ||
:1. Sort by Pay To company | :1. Sort by Pay To company | ||
:2. Use Ctrl key to select Invoices to Pay | :2. Use Ctrl key to select Invoices to Pay | ||
:3. Click Pay Invoices | :3. Click Pay Invoices | ||
:4. Print Check | :4. Print Check | ||
'''Menu Location:''' AP / AP reports / Print Checks | '''Menu Location:''' AP / AP reports / Print Checks | ||
:1. Change Date to Date Paid Online | :1. Change Date to Date Paid Online | ||
:2. Cancel hard copy print to printer | :2. Cancel hard copy print to printer | ||