Accounts Payable

Financials | Accounts Payable Aids | Payment Voucher

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.Voucher No.	•Voucher Reference number generated upon creation	•Alphanumeric(Auto-Generated)
2.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module
3.Tax Identification Number(TIN)	•TIN of the Supplier	•Number(Auto-Generated base from Supplier profile)
4.Terms	•Number of Days remaining on the Voucher based from supplier profile	•Number
5.Asset Code	•Categorization of items to be purchased	•Asset Code List Provided in the Fixed Asset Master Maintenance Module
6.Proforma	•Financial statements is to facilitate comparisons of historic data and projections of future performance.	•Proforma list provided in the Proforma Maintenance Module
7.Attachment	•Attachment as proof or any other remarks with regards to transaction	•PDF/JPG/PNG File Type
8.Transaction Date	•Date when the Payable Transaction was created	•Date
9.Due Date	•Due date of Payable Transaction	•Date
10.Invoice No	•Invoice number reference for the transaction	•Alphanumeric
11.Reference No	•Reference No for the transaction	•Number
12.Job Items	•Job Items to be tagged in the transaction	•Job Item List in the Job Module in Purchase Module
13.Currency	•Type of Currency used in the transaction	•Number
14.Exchange Rate	•Currency Conversion Amount	•Number
15.Notes	•Other Remarks for the Transaction	•Alphanumeric
16.Budget	•Assigned Budget for the Transaction	•Budget List in the Budget Maintenance Module
17.Project	•Assigned Project for the Transaction	•Project
18.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
19.Description	•Any remarks or Notes in the Account Line of the transaction	•Alphanumeric
20.Debit	•Debit Amount for the Transaction	•Number
21.Credit	•Credit Amount for the Transaction	•Number
22.Foreign Amount Currency	•The conversion of the current amount into different currency	•Number
23. Value Added Tax(VAT)	•VAT to be applied in the amount on the accounting details in the transaction	•Tick/Untick
24.Tax	•Type of Tax to be applied when the VAT is ticked	•Tax List provided in the Tax Maintenance Module

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.
  • 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.
  • 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.
  • This can be seen in Fixed Asset Master Maintenance Module
• Tax should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • This will be only available in the transaction when the VAT column is checked.

• 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.Voucher No.	•Voucher Reference number generated upon creation	•Alphanumeric(Auto-Generated)
2.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module
3.Tax Identification Number(TIN)	•TIN of the Supplier	•Number(Auto-Generated base from Supplier profile)
4.Terms	•Number of Days remaining on the Voucher based from supplier profile	•Number
5.Asset Code	•Categorization of items to be purchased	•Asset Code List Provided in the Fixed Asset Master Maintenance Module
6.Proforma	•Financial statements is to facilitate comparisons of historic data and projections of future performance.	•Proforma list provided in the Proforma Maintenance Module
7.Attachment	•Attachment as proof or any other remarks with regards to transaction	•PDF/JPG/PNG File Type
8.Transaction Date	•Date when the Payable Transaction was created	•Date
9.Due Date	•Due date of Payable Transaction	•Date
10.Invoice No	•Invoice number reference for the transaction	•Alphanumeric
11.Reference No	•Reference No for the transaction	•Number
12.Job Items	•Job Items to be tagged in the transaction	•Job Item List in the Job Module in Purchase Module
13.Currency	•Type of Currency used in the transaction	•Number
14.Exchange Rate	•Currency Conversion Amount	•Number
15.Notes	•Other Remarks for the Transaction	•Alphanumeric
16.Budget	•Assigned Budget for the Transaction	•Budget List in the Budget Maintenance Module
17.Project	•Assigned Project for the Transaction	•Project
18.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
19.Description	•Any remarks or Notes in the Account Line of the transaction	•Alphanumeric
20.Debit	•Debit Amount for the Transaction	•Number
21.Credit	•Credit Amount for the Transaction	•Number
22.Foreign Amount Currency	•The conversion of the current amount into different currency	•Number
23. Value Added Tax(VAT)	•VAT to be applied in the amount on the accounting details in the transaction	•Tick/Untick
24.Tax	•Type of Tax to be applied when the VAT is ticked	•Tax List provided in the Tax Maintenance Module

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 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.
• Tax should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • This will be only available in the transaction when the VAT column is checked.
• 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