Difference between revisions of "Accounts Payable"

Line 53: Line 53:
 
|•Number
 
|•Number
 
|-
 
|-
|5.[[Fixed Asset Master|Asset Code]]
+
|5. Address
 +
|•Address of the Supplier
 +
|•Alphanumeric(Auto-Generated based from Supplier details)
 +
|-
 +
|6.[[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
|-
 
|6. Address
 
|•Address of the Supplier
 
|•Alphanumeric(Auto-Generated based from Supplier details)
 
 
|-
 
|-
 
|7.[[Proforma]]
 
|7.[[Proforma]]
Line 85: Line 85:
 
|•Number
 
|•Number
 
|-
 
|-
|13.Job Items
+
|13.[[Currency]]
|•Job Items to be tagged in the transaction
 
|•Job Item List in the Job Module in Purchase Module
 
|-
 
|14.[[Currency]]
 
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
 
|•Number
 
|•Number
 
|-
 
|-
|15.[[Exchange Rate]]
+
|14.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
 
|•Number
 
|•Number
 
|-
 
|-
|16.Notes
+
|15.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|19.[[Chart of Account|Account]]
+
|16.[[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
 
|-
 
|-
|20.Description
+
|17.Description
 
|•Any remarks or Notes in the Account Line of the transaction
 
|•Any remarks or Notes in the Account Line of the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|21.Debit
+
|18.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|22.Credit
+
|19.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|23.Foreign Amount Currency
+
|20.Foreign Amount Currency
 
|•The conversion of the current amount into different currency
 
|•The conversion of the current amount into different currency
 
|•Number
 
|•Number
 
|-
 
|-
|24.Value Added Tax(VAT)
+
|21.Value Added Tax(VAT)
 
|•VAT to be applied in the amount on the accounting details in the transaction
 
|•VAT to be applied in the amount on the accounting details in the transaction
 
|•Tick/Untick
 
|•Tick/Untick
 
|-
 
|-
|25.[[Tax]]
+
|22.[[Tax]]
 
|•Type of Tax to be applied when the VAT is ticked
 
|•Type of Tax to be applied when the VAT is ticked
 
|•Tax List provided in the Tax Maintenance Module
 
|•Tax List provided in the Tax Maintenance Module
Line 139: Line 135:
 
*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.
 
**This can be seen in [[Supplier]] Maintenance Module
 
**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.
 
*Currency should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Currency]] Maintenance Module
 
**This can be seen in [[Currency]] Maintenance Module
Line 177: Line 171:
 
|-
 
|-
 
|4.Terms
 
|4.Terms
|•Number of Days remaining on the Voucher based from supplier profile
+
|•Number of Days on completing the purchase
 
|•Number
 
|•Number
 
|-
 
|-
|5.[[Fixed Asset Master|Asset Code]]
+
|5. Address
 +
|•Address of the Supplier
 +
|•Alphanumeric(Auto-Generated based from Supplier details)
 +
|-
 +
|6.[[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
|-
 
|6. Address
 
|•Address of the Supplier
 
|•Alphanumeric(Auto-Generated based from Supplier details)
 
 
|-
 
|-
 
|7.[[Proforma]]
 
|7.[[Proforma]]
Line 212: Line 206:
 
|•Number
 
|•Number
 
|-
 
|-
|13.Job Items
+
|13.[[Currency]]
|•Job Items to be tagged in the transaction
 
|•Job Item List in the Job Module in Purchase Module
 
|-
 
|14.[[Currency]]
 
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
 
|•Number
 
|•Number
 
|-
 
|-
|15.[[Exchange Rate]]
+
|14.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
 
|•Number
 
|•Number
 
|-
 
|-
|16.Notes
+
|15.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|17.[[Budget]]
+
|16.[[Chart of Account|Account]]
|•Assigned Budget for the Transaction
 
|•Budget List in the Budget Maintenance Module
 
|-
 
|18.[[Project]]
 
|•Assigned Project for the Transaction
 
|•Project
 
|-
 
|19.[[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
 
|-
 
|-
|20.Description
+
|17.Description
 
|•Any remarks or Notes in the Account Line of the transaction
 
|•Any remarks or Notes in the Account Line of the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|21.Debit
+
|18.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|22.Credit
+
|19.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|23.Foreign Amount Currency
+
|20.Foreign Amount Currency
 
|•The conversion of the current amount into different currency
 
|•The conversion of the current amount into different currency
 
|•Number
 
|•Number
 
|-
 
|-
|24. Value Added Tax(VAT)
+
|21.Value Added Tax(VAT)
 
|•VAT to be applied in the amount on the accounting details in the transaction
 
|•VAT to be applied in the amount on the accounting details in the transaction
 
|•Tick/Untick
 
|•Tick/Untick
 
|-
 
|-
|25.[[Tax]]
+
|22.[[Tax]]
 
|•Type of Tax to be applied when the VAT is ticked
 
|•Type of Tax to be applied when the VAT is ticked
 
|•Tax List provided in the Tax Maintenance Module
 
|•Tax List provided in the Tax Maintenance Module
|}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]].
Line 272: Line 257:
 
*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.
 
**This can be seen in [[Supplier]] Maintenance Module
 
**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.
 
**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.
 
*Currency should be on '''ACTIVE''' status when using it upon creating or editing a transaction.

Revision as of 14:13, 6 September 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.

Requirements before using Accounts Payable

Notes:

Accounts Payable Record List
File:Accounts Payable Record List.png
Accounts Payable Record List
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 on completing the purchase •Number
5. Address •Address of the Supplier •Alphanumeric(Auto-Generated based from Supplier details)
6.Asset Code •Categorization of items to be purchased •Asset Code List Provided in the Fixed Asset Master Maintenance Module
7.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
8.Attachment •Attachment as proof or any other remarks with regards to transaction •PDF/JPG/PNG File Type
9.Transaction Date •Date when the Payable Transaction was created •Date
10.Due Date •Due date of Payable Transaction •Date
11.Invoice No •Invoice number reference for the transaction •Alphanumeric
12.Reference No •Reference No for the transaction •Number
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.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
17.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric
18.Debit •Debit Amount for the Transaction •Number
19.Credit •Credit Amount for the Transaction •Number
20.Foreign Amount Currency •The conversion of the current amount into different currency •Number
21.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick
22.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.
  • Supplier should be 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.
    • 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.
  • 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


  • 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 on completing the purchase •Number
5. Address •Address of the Supplier •Alphanumeric(Auto-Generated based from Supplier details)
6.Asset Code •Categorization of items to be purchased •Asset Code List Provided in the Fixed Asset Master Maintenance Module
7.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module
8.Attachment •Attachment as proof or any other remarks with regards to transaction •PDF/JPG/PNG File Type
9.Transaction Date •Date when the Payable Transaction was created •Date
10.Due Date •Due date of Payable Transaction •Date
11.Invoice No •Invoice number reference for the transaction •Alphanumeric
12.Reference No •Reference No for the transaction •Number
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.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
17.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric
18.Debit •Debit Amount for the Transaction •Number
19.Credit •Credit Amount for the Transaction •Number
20.Foreign Amount Currency •The conversion of the current amount into different currency •Number
21.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick
22.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module


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.
  • 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


Categories:
Modules
Financials Financials | Accounts Payable | Payment Voucher | Debit Voucher
Purchase Purchase Order | Import Purchase Order | Purchase Receipt
Maintenance 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 Supplier Aids | Fixed Asset Master Aids | Exchange Rate Aids | Proforma Aids | Chart of Accounts Aids