Discussion

Difference between revisions of "Accounts Payable"

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== Accounts Payable ==
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<div style="text-align: center;">
 +
[[Financials]] | [[Accounts Payable]] | [[Payment Voucher]]
 +
</div>
 +
==Accounts Payable==
 
Allows the user to create a transaction for the amounts due to vendors or suppliers received that have not yet been paid for.
 
Allows the user to create a transaction for the amounts due to vendors or suppliers received that have not yet been paid for.
  
−
===== Accounts Payable Record List =====
+
=====Accounts Payable Record List=====
 
[[File:Accounts Payable Record List.png|center|thumb|Accounts Payable Record List]]
 
[[File:Accounts Payable Record List.png|center|thumb|Accounts Payable Record List]]
  
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===== Adding Accounts Payable =====
+
=====Adding Accounts Payable=====
 
[[File:Adding Accounts Payable.png|center|thumb|868x868px|Adding Accounts Payable]]
 
[[File:Adding Accounts Payable.png|center|thumb|868x868px|Adding Accounts Payable]]
  
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* '''Adding Accounts Payable'''
+
*'''Adding Accounts Payable'''
  
 
{| class="wikitable"
 
{| class="wikitable"
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!Expected Values
 
!Expected Values
 
|-
 
|-
−
|1.Supplier
+
|1.[[Supplier]]
 
|•Name of Supplier
 
|•Name of Supplier
 
|•Supplier List in the Supplier Maintenance Module
 
|•Supplier List in the Supplier Maintenance Module
 
|-
 
|-
−
|2.Asset Code
+
|2.[[Fixed Asset Master|Asset Code]]
 
|•Categorization of items to be purchased
 
|•Categorization of items to be purchased
 
|•Asset Code List Provided in the Fixed Asset Master Maintenance Module
 
|•Asset Code List Provided in the Fixed Asset Master Maintenance Module
 
|-
 
|-
−
|3.Proforma
+
|3.[[Proforma]]
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Proforma list provided in the Proforma Maintenance Module
 
|•Proforma list provided in the Proforma Maintenance Module
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|•Job Item List in the Job Module in Purchase Module
 
|•Job Item List in the Job Module in Purchase Module
 
|-
 
|-
−
|10.Currency
+
|10.[[Currency]]
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
 
|•Number
 
|•Number
 
|-
 
|-
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|11.Exchange Rate
+
|11.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
 
|•Number
 
|•Number
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|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
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|13.Budget
+
|13.[[Budget]]
 
|•Assigned Budget for the Transaction
 
|•Assigned Budget for the Transaction
 
|•Budget List
 
|•Budget List
 
|-
 
|-
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|14.Account
+
|14.[[Chart of Account|Account]]
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account list in the Chart of Accounts Maintenance Module
 
|•Account list in the Chart of Accounts Maintenance Module
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Notes:
 
Notes:
  
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*Accounts Payable Transactions are auto-generated when created from Purchase receipt,
+
*Accounts Payable Transactions are auto-generated when created from [[Purchase Receipt]],
  
−
*Account should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
*Account should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
−
**This can be seen in Chart of Accounts Maintenance Module.
+
**This can be seen in [[Chart of Account]] Maintenance Module.
−
*Supplier should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
*Supplier should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
−
*Budget should on "ACTIVE" status when using it upon creating or editing a transaction.
+
**This can be seen in [[Supplier]] Maintenance Module
−
*Currency should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
*Budget should on '''ACTIVE''' status when using it upon creating or editing a transaction.
−
*Proforma should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
**This can be seen in [[Budget]] Maintenance Module
−
*Asset Code should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
*Currency should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Currency]] Maintenance Module
 +
*Proforma should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Proforma]] Maintenance Module
 +
*Asset Code should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Fixed Asset Master]] Maintenance Module
 +
 
 +
*For detailed steps on how to create a Accounts Payable, you can visit the Accounts Payable Job Aids which can be found [[Accounts Payable Aids|here]]
  
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===== Editing Accounts Payable =====
+
<br />
 +
=====Editing Accounts Payable=====
 
[[File:Editing Accounts Payable.png|center|thumb|863x863px|Editing Accounts Payable]]
 
[[File:Editing Accounts Payable.png|center|thumb|863x863px|Editing Accounts Payable]]
  
−
* '''Editing Accounts Payable'''
+
*'''Editing Accounts Payable'''
  
 
{| class="wikitable"
 
{| class="wikitable"
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!Expected Values
 
!Expected Values
 
|-
 
|-
−
|1.Supplier
+
|1.[[Supplier]]
 
|•Name of Supplier
 
|•Name of Supplier
 
|•Supplier List in the Supplier Maintenance Module
 
|•Supplier List in the Supplier Maintenance Module
 
|-
 
|-
−
|2.Asset Code
+
|2.[[Fixed Asset Master|Asset Code]]
 
|•Categorization of items to be purchased
 
|•Categorization of items to be purchased
 
|•Asset Code List Provided in the Fixed Asset Master Maintenance Module
 
|•Asset Code List Provided in the Fixed Asset Master Maintenance Module
 
|-
 
|-
−
|3.Proforma
+
|3.[[Proforma]]
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Financial statements is to facilitate comparisons of historic data and projections of future performance.
 
|•Proforma list provided in the Proforma Maintenance Module
 
|•Proforma list provided in the Proforma Maintenance Module
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|•Job Item List in the Job Module in Purchase Module
 
|•Job Item List in the Job Module in Purchase Module
 
|-
 
|-
−
|10.Currency
+
|10.[[Currency]]
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
 
|•Number
 
|•Number
 
|-
 
|-
−
|11.Exchange Rate
+
|11.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
 
|•Number
 
|•Number
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|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
−
|13.Budget
+
|13.[[Budget]]
 
|•Assigned Budget for the Transaction
 
|•Assigned Budget for the Transaction
 
|•Budget List
 
|•Budget List
 
|-
 
|-
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|14.Account
+
|14.[[Chart of Account|Account]]
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account to be charged for credit and debit amount on the transaction
 
|•Account list in the Chart of Accounts Maintenance Module
 
|•Account list in the Chart of Accounts Maintenance Module
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|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
−
|}
+
|}Notes:
−
Notes:
 
  
 
*Supplier, Proforma and Reference Code cannot be edited when the Accounts Payable created is auto-generated from Purchase Receipt.
 
*Supplier, Proforma and Reference Code cannot be edited when the Accounts Payable created is auto-generated from Purchase Receipt.
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*Asset Code should be on "ACTIVE" status when using it upon creating or editing a transaction.
 
*Asset Code should be on "ACTIVE" status when using it upon creating or editing a transaction.
 
**Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
 
**Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
 +
* For detailed steps on how to edit a Accounts Payable, you can visit the Accounts Payable Job Aids which can be found [[Accounts Payable Aids|here]]<br />
  
−
===== Accounts Payable Options =====
+
=====Accounts Payable Options=====
 
[[File:Accounts Payable Options.png|center|thumb|Accounts Payable Options ]]
 
[[File:Accounts Payable Options.png|center|thumb|Accounts Payable Options ]]
  
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===== Accounts Payable Importing Option =====
+
=====Accounts Payable Importing Option=====
 
[[File:Accounts Payable Importing Option.png|center|thumb|Accounts Payable Importing Option]]
 
[[File:Accounts Payable Importing Option.png|center|thumb|Accounts Payable Importing Option]]
  
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===== Accounts Payable Record Option =====
+
=====Accounts Payable Record Option=====
 
[[File:Accounts Payable Record Option.png|center|thumb|Accounts Payable Record Option]]Notes:
 
[[File:Accounts Payable Record Option.png|center|thumb|Accounts Payable Record Option]]Notes:
  
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*The user can only Issue Payment the Accounts Payable if it is in "UNPAID" status and it has a Purchase receipt tagged on it.
 
*The user can only Issue Payment the Accounts Payable if it is in "UNPAID" status and it has a Purchase receipt tagged on it.
  
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===== Accounts Payable View Record =====
+
=====Accounts Payable View Record=====
 
[[File:Accounts Payable View Record .png|center|thumb|Accounts Payable View Record]]
 
[[File:Accounts Payable View Record .png|center|thumb|Accounts Payable View Record]]
 
Notes:
 
Notes:
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*The user can Issue payment while viewing the details of the record.
 
*The user can Issue payment while viewing the details of the record.
 
**This is only available when the Accounts Payable status is "UNPAID".<br />
 
**This is only available when the Accounts Payable status is "UNPAID".<br />
 +
 +
{| class="wikitable"
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|+Categories:
 +
! colspan="2" |'''Modules'''
 +
|-
 +
|Financials
 +
|[[Financials]]<nowiki> | </nowiki>[[Accounts Payable]]<nowiki> | </nowiki>[[Payment Voucher]]<nowiki> | </nowiki>[[Debit Voucher]]
 +
|-
 +
|Maintenance
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|[[Budget]]<nowiki> | </nowiki>[[Supplier]]<nowiki> | </nowiki>[[Fixed Asset Master]]<nowiki> | </nowiki>[[Currency]]<nowiki> | </nowiki>[[Exchange Rate]]<nowiki> | </nowiki>[[Proforma]]<nowiki> | </nowiki>[[Chart of Account]]
 +
|-
 +
| colspan="2" style="vertical-align:middle;text-align:center;" |'''Job Aid Modules'''
 +
|-
 +
|Financials Aids
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|[[Accounts Payable Aids]]<nowiki> | </nowiki>[[Payment Voucher Aids]]<nowiki> | </nowiki>[[Debit Voucher Aids]]
 +
|-
 +
|Maintenance Aids
 +
|[[Budget Aids]]<nowiki> | </nowiki>[[Supplier Aids]]<nowiki> | </nowiki>[[Fixed Asset Master Aids]]<nowiki> | </nowiki>[[Exchange Rate Aids]]<nowiki> | </nowiki>[[Proforma Aids]]<nowiki> | </nowiki>[[Chart of Accounts Aids]]
 +
|-
 +
|Others
 +
|[[Budget Process]]
 +
|}

Revision as of 12:32, 15 January 2021

Accounts Payable

Allows the user to create a transaction for the amounts due to vendors or suppliers received that have not yet been paid for.

Accounts Payable Record List
File:Accounts Payable Record List.png
Accounts Payable Record List
Adding Accounts Payable
File:Adding Accounts Payable.png
Adding Accounts Payable
  • Adding Accounts Payable
Field Description Expected Values
1.Supplier •Name of Supplier •Supplier List in the Supplier Maintenance Module
2.Asset Code •Categorization of items to be purchased •Asset Code List Provided in the Fixed Asset Master Maintenance Module
3.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
4.Attachment •Attachment as proof or any other remarks with regards to transaction •PDF/JPG/PNG File Type
5.Transaction Date •Date when the Payable Transaction was created •Date
6.Due Date •Due date of Payable Transaction •Date
7.Invoice No •Invoice number reference for the transaction •Alphanumeric
8.Reference No •Reference No for the transaction •Number
9.Job Items •Job Items to be tagged in the transaction •Job Item List in the Job Module in Purchase Module
10.Currency •Type of Currency used in the transaction •Number
11.Exchange Rate •Currency Conversion Amount •Number
12.Notes •Other Remarks for the Transaction •Alphanumeric
13.Budget •Assigned Budget for the Transaction •Budget List
14.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
15.Debit •Debit Amount for the Transaction •Number
16.Credit •Credit Amount for the Transaction •Number

Notes:

  • Accounts Payable Transactions are auto-generated when created from Purchase Receipt,
  • Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Supplier Maintenance Module
  • Budget should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Budget Maintenance Module
  • Currency should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Currency Maintenance Module
  • Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Proforma Maintenance Module
  • Asset Code should be on ACTIVE status when using it upon creating or editing a transaction.
  • For detailed steps on how to create a Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here


Editing Accounts Payable
File:Editing Accounts Payable.png
Editing Accounts Payable
  • Editing Accounts Payable
Field Description Expected Values
1.Supplier •Name of Supplier •Supplier List in the Supplier Maintenance Module
2.Asset Code •Categorization of items to be purchased •Asset Code List Provided in the Fixed Asset Master Maintenance Module
3.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
4.Attachment •Attachment as proof or any other remarks with regards to transaction •PDF/JPG/PNG File Type
5.Transaction Date •Date when the Payable Transaction was created •Date
6.Due Date •Due date of Payable Transaction •Date
7.Invoice No •Invoice number reference for the transaction •Alphanumeric
8.Reference No •Reference No for the transaction •Number
9.Job Items •Job Items to be tagged in the transaction •Job Item List in the Job Module in Purchase Module
10.Currency •Type of Currency used in the transaction •Number
11.Exchange Rate •Currency Conversion Amount •Number
12.Notes •Other Remarks for the Transaction •Alphanumeric
13.Budget •Assigned Budget for the Transaction •Budget List
14.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
15.Debit •Debit Amount for the Transaction •Number
16.Credit •Credit Amount for the Transaction •Number

Notes:

  • Supplier, Proforma and Reference Code cannot be edited when the Accounts Payable created is auto-generated from Purchase Receipt.
  • Account should be on "ACTIVE" status when using it upon creating or editing a transaction.
    • This can be seen in Chart of Accounts Maintenance Module.
    • Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
  • Supplier should be on "ACTIVE" status when using it upon creating or editing a transaction.
    • Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
  • Budget should on "ACTIVE" status when using it upon creating or editing a transaction.
    • Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
  • Currency should be on "ACTIVE" status when using it upon creating or editing a transaction.
    • Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
  • Proforma should be on "ACTIVE" status when using it upon creating or editing a transaction.
    • Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
  • Asset Code should be on "ACTIVE" status when using it upon creating or editing a transaction.
    • Past Transactions with "INACTIVE" status prior to its deactivation can still be used.
  • For detailed steps on how to edit a Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here
Accounts Payable Options
File:Accounts Payable Options.png
Accounts Payable Options
Accounts Payable Importing Option
File:Accounts Payable Importing Option.png
Accounts Payable Importing Option
Accounts Payable Record Option
File:Accounts Payable Record Option.png
Accounts Payable Record Option

Notes:

  • The user can only edit Manually Created Accounts Payable Transaction and if that transaction is still on "UNPAID" Status.
    • Auto-Generated Accounts Payable cannot be edited or cancelled.
  • The user can only Issue Payment the Accounts Payable if it is in "UNPAID" status and it has a Purchase receipt tagged on it.
Accounts Payable View Record
File:Accounts Payable View Record .png
Accounts Payable View Record

Notes:

  • The user can Issue payment while viewing the details of the record.
    • This is only available when the Accounts Payable status is "UNPAID".
Categories:
Modules
Financials Financials | Accounts Payable | Payment Voucher | Debit Voucher
Maintenance Budget | Supplier | Fixed Asset Master | Currency | Exchange Rate | Proforma | Chart of Account
Job Aid Modules
Financials Aids Accounts Payable Aids | Payment Voucher Aids | Debit Voucher Aids
Maintenance Aids Budget Aids | Supplier Aids | Fixed Asset Master Aids | Exchange Rate Aids | Proforma Aids | Chart of Accounts Aids
Others Budget Process
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