Difference between revisions of "Accounts Payable"

Line 69: Line 69:
 
|•Alphanumeric(Auto-Generated based from Supplier details)
 
|•Alphanumeric(Auto-Generated based from Supplier details)
 
|-
 
|-
|6.[[Fixed Asset Master|Asset Code]]
+
|6.[[Proforma]]
|•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.
 
|•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
 
|-
 
|-
|8.Attachment
+
|7.Attachment
 
|•Attachment as proof or any other remarks with regards to transaction
 
|•Attachment as proof or any other remarks with regards to transaction
 
|•PDF/JPG/PNG File Type
 
|•PDF/JPG/PNG File Type
 
|-
 
|-
|9.Transaction Date
+
|8.Transaction Date
 
|•Date when the Payable Transaction was created
 
|•Date when the Payable Transaction was created
 
|•Date
 
|•Date
 
|-
 
|-
|10.Due Date
+
|9.Due Date
 
|•Due date of Payable Transaction
 
|•Due date of Payable Transaction
 
|•Date
 
|•Date
 
|-
 
|-
|11.Invoice No
+
|10.Invoice No
 
|•Invoice number reference for the transaction
 
|•Invoice number reference for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|12.Reference No
+
|11.Reference No
 
|•Reference No for the transaction
 
|•Reference No for the transaction
 
|•Number
 
|•Number
 
|-
 
|-
|13.[[Currency]]
+
|12.[[Currency]]
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
 
|•Number
 
|•Number
 
|-
 
|-
|14.[[Exchange Rate]]
+
|13.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
 
|•Number
 
|•Number
 
|-
 
|-
|15.Notes
+
|14.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|16.[[Chart of Account|Account]]
+
|15.[[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
 
|-
 
|-
|17.Description
+
|16.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
 
|-
 
|-
|18.Debit
+
|17.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|19.Credit
+
|18.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|20.Foreign Amount Currency
+
|19.Foreign Amount Currency
 
|•The conversion of the current amount into different currency
 
|•The conversion of the current amount into different currency
 
|•Number
 
|•Number
 
|-
 
|-
|21.Value Added Tax(VAT)
+
|20.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
 
|-
 
|-
|22.[[Tax]]
+
|21.[[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 147: Line 143:
 
*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
*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.
 
*Proforma should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Proforma]] Maintenance Module
 
**This can be seen in [[Proforma]] 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 [[Fixed Asset Master]] Maintenance Module
+
**This can be seen in [[Currency]] Maintenance Module
 +
**The user may use this maintenance if they have [[Import Purchase Order]] module
 
*Tax 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 can be seen in [[Tax]] Maintenance Module
 
**This will be only available in the transaction when the VAT column is checked.
 
**This will be only available in the transaction when the VAT column is checked.
  
=====Editing Accounts Payable =====
+
=====Editing Accounts Payable=====
  
 
*'''Editing Accounts Payable'''
 
*'''Editing Accounts Payable'''
Line 187: Line 182:
 
|•Alphanumeric(Auto-Generated based from Supplier details)
 
|•Alphanumeric(Auto-Generated based from Supplier details)
 
|-
 
|-
|6.[[Fixed Asset Master|Asset Code]]
+
|6.[[Proforma]]
|•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.
 
|•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
 
|-
 
|-
|8.Attachment
+
|7.Attachment
 
|•Attachment as proof or any other remarks with regards to transaction
 
|•Attachment as proof or any other remarks with regards to transaction
 
|•PDF/JPG/PNG File Type
 
|•PDF/JPG/PNG File Type
 
|-
 
|-
|9.Transaction Date
+
|8.Transaction Date
 
|•Date when the Payable Transaction was created
 
|•Date when the Payable Transaction was created
 
|•Date
 
|•Date
 
|-
 
|-
|10.Due Date
+
|9.Due Date
 
|•Due date of Payable Transaction
 
|•Due date of Payable Transaction
 
|•Date
 
|•Date
 
|-
 
|-
|11.Invoice No
+
|10.Invoice No
 
|•Invoice number reference for the transaction
 
|•Invoice number reference for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|12.Reference No
+
|11.Reference No
 
|•Reference No for the transaction
 
|•Reference No for the transaction
 
|•Number
 
|•Number
 
|-
 
|-
|13.[[Currency]]
+
|12.[[Currency]]
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
 
|•Number
 
|•Number
 
|-
 
|-
|14.[[Exchange Rate]]
+
|13.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
 
|•Number
 
|•Number
 
|-
 
|-
|15.Notes
+
|14.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 
|-
 
|-
|16.[[Chart of Account|Account]]
+
|15.[[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
 
|-
 
|-
|17.Description
+
|16.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
 
|-
 
|-
|18.Debit
+
|17.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|19.Credit
+
|18.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
 
|•Number
 
|•Number
 
|-
 
|-
|20.Foreign Amount Currency
+
|19.Foreign Amount Currency
 
|•The conversion of the current amount into different currency
 
|•The conversion of the current amount into different currency
 
|•Number
 
|•Number
 
|-
 
|-
|21.Value Added Tax(VAT)
+
|20.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
 
|-
 
|-
|22.[[Tax]]
+
|21.[[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 269: Line 260:
 
*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
 +
**The currency maintenance will only be available if the user has [[Import Purchase Order]] 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.
 
*Proforma should be 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.
Line 439: Line 431:
 
|-
 
|-
 
|Purchase
 
|Purchase
|[[Purchase Order]]<nowiki> | </nowiki>[[Import Purchase Order]]<nowiki> | </nowiki>[[Purchase Receipt]]
+
|[[Purchase Order]]<nowiki> | </nowiki>[[Import Purchase Order]]<nowiki> | </nowiki>[[Purchase Order]]<nowiki> | </nowiki>[[Purchase Receipt]]
 
|-
 
|-
 
|Maintenance
 
|Maintenance

Revision as of 12:09, 20 January 2022

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
Accounts Payable Status
Accounts Payable Record Status
Status Description
UNPAID If there are no payments posted
WITH PARTIAL PAYMENT If there are any partial payments posted.
PAID If the payable is full paid and its Payment Voucher is Posted.
CANCELLED Accounts Payable is cancelled


Accounts Payable Record List
File:Accounts Payable Record List.png
Accounts Payable Record List
Adding Accounts Payable
  1. Go to Financials then Click Accounts Payable
  2. Click Add Accounts Payable
  3. Fill out the necessary forms on the Header Part
  4. Fill out the Account Details below the Header Part then click Save
Adding Import Purchase Order Field Information
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.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.Currency •Type of Currency used in the transaction •Number
13.Exchange Rate •Currency Conversion Amount •Number
14.Notes •Other Remarks for the Transaction •Alphanumeric
15.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
16.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric
17.Debit •Debit Amount for the Transaction •Number
18.Credit •Credit Amount for the Transaction •Number
19.Foreign Amount Currency •The conversion of the current amount into different currency •Number
20.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick
21.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
  • Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Proforma Maintenance Module
  • Currency 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.
Editing Accounts Payable
  • Editing Accounts Payable
Adding Import Purchase Order Field Information
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.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.Currency •Type of Currency used in the transaction •Number
13.Exchange Rate •Currency Conversion Amount •Number
14.Notes •Other Remarks for the Transaction •Alphanumeric
15.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Module
16.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric
17.Debit •Debit Amount for the Transaction •Number
18.Credit •Credit Amount for the Transaction •Number
19.Foreign Amount Currency •The conversion of the current amount into different currency •Number
20.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick
21.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
    • The currency maintenance will only be available if the user has Import Purchase Order 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
  • 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.
Accounts Payable Record Option
Import Purchase Order Status Action List
Status Available Action Buttons
View Edit Print Issue Payment Cancel
UNPAID
PARTIAL
PAID
CANCELLED


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.
  • The user can Issue payment while viewing the details of the record.
    • This is only available when the Accounts Payable status is UNPAID.
Importing and Exporting Accounts Payable Record

1. Under Accounts Payable Screen, Click Options

2. Under Options, The user may Export or Import The Record

  • When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Supplier filter for precise searching and exporting of records.
  • When Importing the records, the user should follow the following steps provided in the Importing Accounts Payable Screen such as
    • Downloading the template link provided under Step 1.
    • Filling up the information needed for each columns of the template
    • Uploading the updated Template
Import Data Dictionary of Accounts Payable
Field Description of Data Output Allowed Inputs Input Restrictions Required(Y/N)
Document Set Manual entry of Document Set of Accounts Payable (e.g., 1, 2, 3, A, B, C) *Alphanumeric

*Underscore (_)

*Other special characters not mentioned Y
Transaction Date Manual entry of Transaction Date of Accounts Payable *Numeric

*Dash (-), Backslash (/)

*Other special characters not mentioned Y
Due Date Manual entry of Due Date of Accounts Payable – must be based on Customer’s payment terms *Numeric

*Dash (-), Backslash (/)

*Other special characters not mentioned Y
Supplier Code Manual entry of Supplier code – must be based from Supplier Data maintenance *Numeric

*Customer Code based from Customer maintenance

*Any input not mentioned  in the required inputs Y
Invoice No. Manual entry of Accounts Payable Invoice No. *Alphanumeric

*Underscore (_), Dash (-)

*Other special characters not mentioned N
Reference No. Manual entry of Accounts Payable Reference No. *Alphanumeric

*Underscore (_), Dash (-)

*Other special characters not mentioned N
Notes Manual entry of Accounts Payable Notes *Alphanumeric

*Underscore (_), Dash (-)

*Other special characters not mentioned N
Account Code Manual entry of Account Code – must be based from Chart of Accounts maintenance *Numeric

*Account Code based from Chart of Accounts maintenance

*Any input not mentioned  in the required inputs Y
Description Manual entry of Account Description *Alphanumeric

*Special Characters

*None N
Debit Manual entry of Debit amount *Numeric *Any input excepts numbers Y
Credit Manual entry of Credit amount *Numeric *Any input excepts numbers Y
Categories:
Modules
Financials Financials | Accounts Payable | Payment Voucher | Debit Voucher
Purchase Purchase Order | Import Purchase Order | Purchase Order | Purchase Receipt
Maintenance Supplier | Currency | Exchange Rate | Proforma | Chart of Account
Job Aid Modules
Maintenance Aids Supplier Aids | Fixed Asset Master Aids | Exchange Rate Aids | Proforma Aids | Chart of Accounts Aids