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Difference between revisions of "Accounts Payable"

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[[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 edit Manually Created Accounts Payable Transaction and if that transaction is still on "UNPAID" Status.
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*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.
 
**Auto-Generated Accounts Payable cannot be edited or cancelled.
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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.
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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.
  
 
*For detailed steps on how to View, Edit, Print, Issue Payment and Cancel an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found [[Accounts Payable Aids|here]]
 
*For detailed steps on how to View, Edit, Print, Issue Payment and Cancel an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found [[Accounts Payable Aids|here]]
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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.
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**This is only available when the Accounts Payable status is "UNPAID".
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**This is only available when the Accounts Payable status is '''UNPAID'''.
  
 
*For detailed steps on how to View an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found [[Accounts Payable Aids|here]]
 
*For detailed steps on how to View an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found [[Accounts Payable Aids|here]]

Revision as of 10:28, 31 March 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:

  • Account should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Chart of Account 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.
    • This can be seen in Supplier Maintenance Module
    • 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.
    • This can be seen in Budget Maintenance Module
    • 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.
    • This can be seen in Currency Maintenance Module
    • 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.
    • This can be seen in Proforma Maintenance Module
    • 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.
    • This can be seen in Fixed Asset Master Maintenance Module
    • Past Transactions with INACTIVE status prior to its deactivation can still be used.
  • For detailed steps on how to edit an 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


  • For detailed steps on how to Export and Import Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here
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.
  • For detailed steps on how to View, Edit, Print, Issue Payment and Cancel an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here


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.
  • For detailed steps on how to View an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here


Categories:
Modules
Financials Financials | Accounts Payable | Payment Voucher | Debit Voucher
Purchase Purchase Order | Import Purchase Order | Purchase Receipt
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
Purchase Import Purchase Order | Purchase Order Aid | Purchase Receipt Aid
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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