Manual:Accounts Payable

Accounts Payable

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

Menu Location: Inventory / Inventory Receipt – 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

Pay Invoices(New)

Select/Approve AP Invoices:

Menu Location: AP / Pay Invoices

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)
  
• AP Aging
  
• See Insight Reporting for all available AP Reports
  

Entering an Invoice

Menu Location: AP / AP Invoice

1. Select from the Toolbar

2. To Select from an existing Purchase Order, click

a. Information will auto-populate from existing Purchase order and fields can be updated as necessary, OR enter invoice manually:

b. Enter Date (typically the date of the Invoice)

c. Enter Vendor’s Name (if name doesn’t exist, click Add Record)

d. Enter Person (optional)

e. 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)

f. Pay To field is auto-populated; however, if paid by Credit Card, then remove default Company and enter Credit Card Company

g. Sup Inv# – Invoice number appearing on Invoice

h. Terms – default (change if needed)

i. Due date defaults to current date, but can be changed as needed

j. Enter Quantity

k. Enter or select Account then tab through Line Desc (auto-populated)

l. Unit price may auto-populate, but can be updated as needed (tab through Line Desc, and Price fields)

m. Enter any pertinent comments

n. 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