Difference between revisions of "Accounts Payable"

 
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'''Accounts Payable'''
+
<div style="text-align: center;">
 +
[[Financials]] | [[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.
 +
=====Requirements before using 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.
+
*The user should setup the following records in order to proceed on using the [[Accounts Payable]]
 +
*#[[Chart of Account]]
 +
*#[[Currency]]
 +
*#[[Exchange Rate]]
 +
*#[[Proforma]]
 +
*#[[Supplier]]
 +
*#[[Purchase Receipt]]
  
'''Accounts Payable Record List'''
+
=====<span class="mw-headline" id="Purchase_Order_Status" style="box-sizing: inherit;"><span class="mw-headline ve-pasteProtect" id="Import_Purchase_Order_Status" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;">Accounts Payable Status</span></span>=====
[[File:Accounts Payable Record List.png|center|thumb|Accounts Payable Record List]]
+
{| class="wikitable" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: \&quot;Open Sans\&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;&quot;}" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;&quot;}" style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Accounts Payable Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Status'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Description'''
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''UNPAID'''
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |If there are no payments posted
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''WITH PARTIAL PAYMENT'''
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |If there are any partial payments posted.
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''PAID'''
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |If the payable is full paid and its Payment Voucher is Posted.
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''CANCELLED'''
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |Accounts Payable is cancelled
 +
|}
 +
<br />
 +
=====Accounts Payable Record List=====
 +
[[File:Financials - Accounts Payable - Record List.png|border|center|1500x1500px]]
 +
<br />
 +
=====Adding Accounts Payable=====
  
 +
#Go to Financials then Click [[Accounts Payable]]
 +
#Under Accounts Payable Screen, Click '''Add Accounts Payable'''
 +
#Fill out the necessary forms on the Header Section
 +
#Fill out the necessary fields in the Account Details then click Save. Note: Fields with * are require fields
  
'''Adding Accounts Payable'''
+
[[File:Financials - Accounts Payable - Add.png|border|center|1501x1501px]]
[[File:Adding Accounts Payable.png|center|thumb|868x868px|Adding Accounts Payable]]
+
<br />
{| class="wikitable"
+
{| class="wikitable" style="margin: auto;"
!Field
+
|+Adding Import Purchase Order Field Information
!Description
+
!'''Field'''
!Expected Values
+
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 +
|-
 +
|1.Voucher No.
 +
|•Voucher Reference number generated upon creation
 +
|•Alphanumeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
|1.Supplier
+
|2.[[Supplier]]
 
|•Name of Supplier
 
|•Name of Supplier
 
|•Supplier List in the Supplier Maintenance Module
 
|•Supplier List in the Supplier Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|2.Asset Code
+
|3.Tax Identification Number(TIN)
|•Categorization of items to be purchased
+
|•TIN of the Supplier
|•Asset Code List Provided in the Fixed Asset Master Maintenance Module
+
|•Numeric(Auto-Generated base from Supplier profile)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
|3.Proforma
+
|4.Terms
 +
|•Number of Days on completing the purchase
 +
|•Numeric(Auto-Generated base from Supplier profile)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|5. Address
 +
|•Address of the Supplier
 +
|•Alphanumeric(Auto-Generated based from Supplier details)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|6.[[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
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|4.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
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
|5.Transaction Date
+
|8.Transaction Date
 
|•Date when the Payable Transaction was created
 
|•Date when the Payable Transaction was created
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|6.Due Date
+
|9.Due Date
 
|•Due date of Payable Transaction
 
|•Due date of Payable Transaction
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|7.Invoice No
+
|10.Invoice No
 
|•Invoice number reference for the transaction
 
|•Invoice number reference for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|8.Reference No
+
|11.Reference No
 
|•Reference No for the transaction
 
|•Reference No for the transaction
|•Number
+
|•Alphanumeric
 +
| style="vertical-align:middle;text-align:center;" |Special Characters
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|9.Job Items
+
|12.[[Currency]]
|•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
 
|•Type of Currency used in the transaction
|•Number
+
|•Currency List provided in Currency Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|11.Exchange Rate
+
|13.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any Inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|12.Notes
+
|14.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|13.Budget
+
|15.[[Chart of Account|Account]]
|•Assigned Budget for the Transaction
+
|•Account to be charged for credit and debit amount on the transaction
|•Budget List
+
|•Account list in the Chart of Accounts Maintenance Modul
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|14.Account
+
|16.Description
|•Account to be charged for credit and debit amount on the transaction
+
|•Any remarks or Notes in the Account Line of the transaction
|•Account list in the Chart of Accounts Maintenance Module
+
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |25
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|15.Debit
+
|17.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|16.Credit
+
|18.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|19.Foreign Amount Currency
 +
|•The conversion of the current amount into different currency
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|20.Value Added Tax(VAT)
 +
|•VAT to be applied in the amount on the accounting details in the transaction
 +
|•Tick/Untick
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|21.[[Tax]]
 +
|•Type of Tax to be applied when the VAT is ticked
 +
|•Tax List provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|}
 
|}
 +
 +
 
Notes:
 
Notes:
  
*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.
 +
**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
 +
*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
 +
**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.
 +
**This can be seen in [[Tax]] Maintenance Module
 +
**This will be only available in the transaction when the VAT column is checked.
  
*Account should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
=====Viewing Accounts Payable=====
**This can be seen in Chart of Accounts Maintenance Module.
 
*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.
 
*Currency 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.
 
*Asset Code should be on "ACTIVE" status when using it upon creating or editing a transaction.
 
  
'''Editing Accounts Payable'''
+
#Click [[Accounts Payable]] under Financials Menu
[[File:Editing Accounts Payable.png|center|thumb|863x863px|Editing Accounts Payable]]
+
#Select an Accounts Payable record that needs to view its details. Click the drop-down arrow then click View.
{| class="wikitable"
+
#The user has an option to issue payment or to edit the Accounts Payable upon viewing if it is manually created.
!Field
+
 
!Description
+
[[File:Financials - Accounts Payable - View.png|border|center|1708x1708px]]
!Expected Values
+
<br />
 +
=====Editing Accounts Payable=====
 +
 
 +
#Click [[Accounts Payable]] under Financials Menu
 +
#Select an Accounts Payable that needs to update its details. Click the Drop-down Arrow then click '''Edit.'''
 +
#Update the necessary fields then click '''Save.'''
 +
 
 +
[[File:Financials - Accounts Payable - Edit.png|border|center|1659x1659px]]
 +
 
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
|+Edit Import Purchase Order Field Information
 +
!'''Field'''
 +
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Restricted Inputs'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
|1.Supplier
+
|1.Voucher No.
 +
|•Voucher Reference number generated upon creation
 +
|•Alphanumeric(Auto-Generated)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|2.[[Supplier]]
 
|•Name of Supplier
 
|•Name of Supplier
 
|•Supplier List in the Supplier Maintenance Module
 
|•Supplier List in the Supplier Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|2.Asset Code
+
|3.Tax Identification Number(TIN)
|•Categorization of items to be purchased
+
|•TIN of the Supplier
|•Asset Code List Provided in the Fixed Asset Master Maintenance Module
+
|•Numeric(Auto-Generated base from Supplier profile)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|-
 
|-
|3.Proforma
+
|4.Terms
 +
|•Number of Days on completing the purchase
 +
|•Numeric(Auto-Generated base from Supplier profile)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|5. Address
 +
|•Address of the Supplier
 +
|•Alphanumeric(Auto-Generated based from Supplier details)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|6.[[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
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|4.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
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|-
 
|-
|5.Transaction Date
+
|8.Transaction Date
 
|•Date when the Payable Transaction was created
 
|•Date when the Payable Transaction was created
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|6.Due Date
+
|9.Due Date
 
|•Due date of Payable Transaction
 
|•Due date of Payable Transaction
|•Date
+
|•Date picker provided by the system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|7.Invoice No
+
|10.Invoice No
 
|•Invoice number reference for the transaction
 
|•Invoice number reference for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|8.Reference No
+
|11.Reference No
 
|•Reference No for the transaction
 
|•Reference No for the transaction
|•Number
+
|•Alphanumeric
|-
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Special Characters
|9.Job Items
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
|•Job Items to be tagged in the transaction
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
|•Job Item List in the Job Module in Purchase Module
 
 
|-
 
|-
|10.Currency
+
|12.[[Currency]]
 
|•Type of Currency used in the transaction
 
|•Type of Currency used in the transaction
|•Number
+
|•Currency List provided in Currency Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|11.Exchange Rate
+
|13.[[Exchange Rate]]
 
|•Currency Conversion Amount
 
|•Currency Conversion Amount
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any Inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|12.Notes
+
|14.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |300
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|13.Budget
+
|15.[[Chart of Account|Account]]
|•Assigned Budget for the Transaction
+
|•Account to be charged for credit and debit amount on the transaction
|•Budget List
+
|•Account list in the Chart of Accounts Maintenance Modul
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|14.Account
+
|16.Description
|•Account to be charged for credit and debit amount on the transaction
+
|•Any remarks or Notes in the Account Line of the transaction
|•Account list in the Chart of Accounts Maintenance Module
+
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |25
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|15.Debit
+
|17.Debit
 
|•Debit Amount for the Transaction
 
|•Debit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|16.Credit
+
|18.Credit
 
|•Credit Amount for the Transaction
 
|•Credit Amount for the Transaction
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|19.Foreign Amount Currency
 +
|•The conversion of the current amount into different currency
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|20.Value Added Tax(VAT)
 +
|•VAT to be applied in the amount on the accounting details in the transaction
 +
|•Tick/Untick
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|21.[[Tax]]
 +
|•Type of Tax to be applied when the VAT is ticked
 +
|•Tax List provided in the Tax Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 
|}
 
|}
 +
 +
 
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]].
 +
 
 +
*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=====
 +
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: \&quot;Open Sans\&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;&quot;}"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;&quot;}" |Import Purchase Order Status Action List
 +
! rowspan="2" style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Status'''
 +
! colspan="5" style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Available Action Buttons'''
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''View'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Edit'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Print'''
 +
!'''Issue Payment'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Cancel'''
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''UNPAID'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''PARTIAL'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''PAID'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''CANCELLED'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|}
  
*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.
 
  
'''Accounts Payable Options'''
+
Notes:
[[File:Accounts Payable Options.png|center|thumb|Accounts Payable Options ]]
 
  
 +
*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'''.
  
'''Accounts Payable Importing Option'''
+
=====<span class="mw-headline" id="Printing_Accounts_Receivable" style="box-sizing: inherit;"><span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;">Printing Accounts Payable</span></span>=====
[[File:Accounts Payable Importing Option.png|center|thumb|Accounts Payable Importing Option]]
 
  
 +
#Click [[Accounts Payable]] under Financials Menu
 +
#Select an Accounts Payable that needs to print its details. Click the Drop-down Arrow then press Print'''.'''
  
'''Accounts Payable Record Option'''
+
[[File:Financials - Accounts Payable - Print.png|border|center|1501x1501px]]
[[File:Accounts Payable Record Option.png|center|thumb|Accounts Payable Record Option]]Notes:
 
  
*The user can only edit Manually Created Accounts Payable Transaction and if that transaction is still on "UNPAID" Status.
+
=====<span class="mw-headline" id="Receiving_Payment_in_Accounts_Receivable" style="box-sizing: inherit;"><span class="mw-headline ve-pasteProtect" id="Editing_Import_Purchase_Order" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;">Issuing Payment in Accounts Payable</span></span>=====
**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.
+
#Click [[Accounts Payable]] under Financials Menu
 +
#Select a posted Accounts Payable that needs to issue payment, Click the drop-down arrow then click Issue Payment
 +
#Fill out the necessary fields in the header section
 +
#Fill out the necessary fields in the accounting details then click Save
 +
#Go to <span>[[Payment Voucher]] and</span> select the newly created payment voucher, then click Post.
 +
 
 +
[[File:Financials - Accounts Payable - Issue Payment.png|border|center|1768x1768px]]
 +
<br />
 +
 
 +
=====<span class="mw-headline" id="Cancelling_Accounts_Receivable_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Requisition_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Sales_Quotation_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_ATC_Code_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;">Cancelling Accounts Payable Record</span></span></span></span></span></span></span></span></span>=====
 +
Accounts Payable can be canceled in two ways:
 +
 
 +
*Using drop-down arrow of a record can be used in single record cancellation
 +
 
 +
[[File:Financials - Accounts Payable - Cancel1.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*Using Cancel Button for cancelling multiple records
 +
 
 +
[[File:Financials - Accounts Payable - Cancel2.png|border|center|1500x1500px]]
 +
 
 +
=====<span class="mw-headline" id="Importing_and_Exporting_Sales_Quotation_Record" style="box-sizing: inherit;">Importing and Exporting Accounts Payable Record</span>=====
 +
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.
 +
 
 +
[[File:Financials - Accounts Payable - Export.png|border|center|1500x1500px]]
 +
<br />
 +
 
 +
*When Importing the records, the user should follow the following steps provided in the Importing Accounts Payable Screen such as
 +
 
 +
[[File:Financials - Accounts Payable - Import.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;"
 +
|+Import Data Dictionary of Accounts Payable
 +
!'''Field'''
 +
!'''Description of Data Output'''
 +
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required(Y/N)'''
 +
|-
 +
|Document Set
 +
|Manual entry of Document Set of Accounts Payable (e.g., 1, 2, 3, A, B, C)
 +
|*Alphanumeric
 +
 
 +
<nowiki>*</nowiki>Underscore (_)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |5
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|Transaction Date
 +
|Manual entry of Transaction Date of Accounts Payable
 +
|*Numeric
 +
 
 +
<nowiki>*</nowiki>Dash (-), Backslash (/)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|Due Date
 +
|Manual entry of Due Date of Accounts Payable – must be based on Customer’s payment terms
 +
|*Numeric
 +
 
 +
<nowiki>*</nowiki>Dash (-), Backslash (/)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|Supplier Code
 +
|Manual entry of Supplier code – must be based from Supplier Data maintenance
 +
|*Numeric
 +
 
 +
<nowiki>*</nowiki>Customer Code based from Customer maintenance
 +
| style="vertical-align:middle;text-align:center;" |Any input not mentioned  in the required inputs
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|Invoice No.
 +
|Manual entry of Accounts Payable Invoice No.
 +
|*Alphanumeric
 +
 
 +
<nowiki>*</nowiki>Underscore (_), Dash (-)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|Reference No.
 +
|Manual entry of Accounts Payable Reference No.
 +
|*Alphanumeric
 +
 
 +
<nowiki>*</nowiki>Underscore (_), Dash (-)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|Notes
 +
|Manual entry of Accounts Payable Notes
 +
|*Alphanumeric
  
 +
<nowiki>*</nowiki>Underscore (_), Dash (-)
 +
| style="vertical-align:middle;text-align:center;" |Other special characters not mentioned
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|Account Code
 +
|Manual entry of Account Code – must be based from Chart of Accounts maintenance
 +
|*Numeric
  
'''Accounts Payable View Record'''
+
<nowiki>*</nowiki>Account Code based from Chart of Accounts maintenance
[[File:Accounts Payable View Record .png|center|thumb|Accounts Payable View Record]]
+
| style="vertical-align:middle;text-align:center;" |Any input not mentioned  in the required inputs
Notes:
+
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|Description
 +
|Manual entry of Account Description
 +
|*Alphanumeric
  
*The user can Issue payment while viewing the details of the record.
+
<nowiki>*</nowiki>Special Characters
**This is only available when the Accounts Payable status is "UNPAID".<br />
+
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|Debit
 +
|Manual entry of Debit amount
 +
|*Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any input excepts numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|Credit
 +
|Manual entry of Credit amount
 +
|*Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any input excepts numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|}
 +
 +
{| class="wikitable" style="margin: auto;"
 +
|+Categories:
 +
! colspan="2" |'''Modules'''
 +
|-
 +
|Financials
 +
|[[Financials]]<nowiki> | </nowiki>[[Accounts Payable]]<nowiki> | </nowiki>[[Payment Voucher]]<nowiki> | </nowiki>[[Debit Voucher]]
 +
|-
 +
|Purchase
 +
|[[Purchase Order]]<nowiki> | </nowiki>[[Import Purchase Order]]<nowiki> | </nowiki>[[Purchase Order]]<nowiki> | </nowiki>[[Purchase Receipt]]
 +
|-
 +
|Maintenance
 +
|[[Supplier]]<nowiki> | </nowiki>[[Currency]]<nowiki> | </nowiki>[[Exchange Rate]]<nowiki> | </nowiki>[[Proforma]]<nowiki> | </nowiki>[[Chart of Account]]
 +
|-
 +
! colspan="2" |'''Reports'''
 +
|-
 +
|Purchase Reports
 +
|[[Purchase Report]]
 +
|-
 +
|Financial Statements
 +
|[[Accounts Payable Aging]]<nowiki> | </nowiki>[[AP Detailed Report]]<nowiki> | </nowiki>[[AP Transaction Report]]
 +
|-
 +
|Tax Reports
 +
|[[Purchase Journal]]<nowiki> | </nowiki>[[Purchase Relief]]
 +
|}
 +
[[Category:Purchase]]
 +
[[Category:Financials]]
 +
[[Category:Financial Statements]]
 +
[[Category:Tax Reports]]

Latest revision as of 15:29, 18 April 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
Financials - Accounts Payable - Record List.png


Adding Accounts Payable
  1. Go to Financials then Click Accounts Payable
  2. Under Accounts Payable Screen, Click Add Accounts Payable
  3. Fill out the necessary forms on the Header Section
  4. Fill out the necessary fields in the Account Details then click Save. Note: Fields with * are require fields
Financials - Accounts Payable - Add.png


Adding Import Purchase Order Field Information
Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Voucher No. •Voucher Reference number generated upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Supplier •Name of Supplier •Supplier List in the Supplier Maintenance Module N/A N/A Yes
3.Tax Identification Number(TIN) •TIN of the Supplier •Numeric(Auto-Generated base from Supplier profile) N/A N/A N/A
4.Terms •Number of Days on completing the purchase •Numeric(Auto-Generated base from Supplier profile) N/A N/A N/A
5. Address •Address of the Supplier •Alphanumeric(Auto-Generated based from Supplier details) N/A N/A N/A
6.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module N/A N/A No
7.Attachment •Attachment as proof or any other remarks with regards to transaction •PDF/JPG/PNG File Type N/A N/A N/A
8.Transaction Date •Date when the Payable Transaction was created •Date picker provided by the system N/A N/A Yes
9.Due Date •Due date of Payable Transaction •Date picker provided by the system N/A N/A Yes
10.Invoice No •Invoice number reference for the transaction •Alphanumeric

•Special Characters

None 20 No
11.Reference No •Reference No for the transaction •Alphanumeric Special Characters 20 No
12.Currency •Type of Currency used in the transaction •Currency List provided in Currency Maintenance Module N/A N/A No
13.Exchange Rate •Currency Conversion Amount •Numeric Any Inputs except numbers 20 No
14.Notes •Other Remarks for the Transaction •Alphanumeric

•Special Characters

None 300 No
15.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Modul N/A N/A Yes
16.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric

•Special Characters

None 25 No
17.Debit •Debit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
18.Credit •Credit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
19.Foreign Amount Currency •The conversion of the current amount into different currency •Numeric Any inputs except numbers N/A N/A
20.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick N/A N/A No
21.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module N/A N/A N/A


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.
Viewing Accounts Payable
  1. Click Accounts Payable under Financials Menu
  2. Select an Accounts Payable record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to issue payment or to edit the Accounts Payable upon viewing if it is manually created.
Financials - Accounts Payable - View.png


Editing Accounts Payable
  1. Click Accounts Payable under Financials Menu
  2. Select an Accounts Payable that needs to update its details. Click the Drop-down Arrow then click Edit.
  3. Update the necessary fields then click Save.
Financials - Accounts Payable - Edit.png
Edit Import Purchase Order Field Information
Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Voucher No. •Voucher Reference number generated upon creation •Alphanumeric(Auto-Generated) N/A N/A N/A
2.Supplier •Name of Supplier •Supplier List in the Supplier Maintenance Module N/A N/A Yes
3.Tax Identification Number(TIN) •TIN of the Supplier •Numeric(Auto-Generated base from Supplier profile) N/A N/A N/A
4.Terms •Number of Days on completing the purchase •Numeric(Auto-Generated base from Supplier profile) N/A N/A N/A
5. Address •Address of the Supplier •Alphanumeric(Auto-Generated based from Supplier details) N/A N/A N/A
6.Proforma •Financial statements is to facilitate comparisons of historic data and projections of future performance. •Proforma list provided in the Proforma Maintenance Module N/A N/A No
7.Attachment •Attachment as proof or any other remarks with regards to transaction •PDF/JPG/PNG File Type N/A N/A N/A
8.Transaction Date •Date when the Payable Transaction was created •Date picker provided by the system N/A N/A Yes
9.Due Date •Due date of Payable Transaction •Date picker provided by the system N/A N/A Yes
10.Invoice No •Invoice number reference for the transaction •Alphanumeric

•Special Characters

None 20 No
11.Reference No •Reference No for the transaction •Alphanumeric Special Characters 20 No
12.Currency •Type of Currency used in the transaction •Currency List provided in Currency Maintenance Module N/A N/A No
13.Exchange Rate •Currency Conversion Amount •Numeric Any Inputs except numbers 20 No
14.Notes •Other Remarks for the Transaction •Alphanumeric

•Special Characters

None 300 No
15.Account •Account to be charged for credit and debit amount on the transaction •Account list in the Chart of Accounts Maintenance Modul N/A N/A Yes
16.Description •Any remarks or Notes in the Account Line of the transaction •Alphanumeric

•Special Characters

None 25 No
17.Debit •Debit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
18.Credit •Credit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
19.Foreign Amount Currency •The conversion of the current amount into different currency •Numeric Any inputs except numbers N/A N/A
20.Value Added Tax(VAT) •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick N/A N/A No
21.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module N/A N/A N/A


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.
Printing Accounts Payable
  1. Click Accounts Payable under Financials Menu
  2. Select an Accounts Payable that needs to print its details. Click the Drop-down Arrow then press Print.
Financials - Accounts Payable - Print.png
Issuing Payment in Accounts Payable
  1. Click Accounts Payable under Financials Menu
  2. Select a posted Accounts Payable that needs to issue payment, Click the drop-down arrow then click Issue Payment
  3. Fill out the necessary fields in the header section
  4. Fill out the necessary fields in the accounting details then click Save
  5. Go to Payment Voucher and select the newly created payment voucher, then click Post.
Financials - Accounts Payable - Issue Payment.png


Cancelling Accounts Payable Record

Accounts Payable can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Financials - Accounts Payable - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Financials - Accounts Payable - Cancel2.png
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.
Financials - Accounts Payable - Export.png


  • When Importing the records, the user should follow the following steps provided in the Importing Accounts Payable Screen such as
Financials - Accounts Payable - Import.png


Import Data Dictionary of Accounts Payable
Field Description of Data Output Allowed Inputs Input Restrictions Character Limit 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 5 Yes
Transaction Date Manual entry of Transaction Date of Accounts Payable *Numeric

*Dash (-), Backslash (/)

Other special characters not mentioned N/A Yes
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 N/A Yes
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 N/A Yes
Invoice No. Manual entry of Accounts Payable Invoice No. *Alphanumeric

*Underscore (_), Dash (-)

Other special characters not mentioned 20 No
Reference No. Manual entry of Accounts Payable Reference No. *Alphanumeric

*Underscore (_), Dash (-)

Other special characters not mentioned 20 No
Notes Manual entry of Accounts Payable Notes *Alphanumeric

*Underscore (_), Dash (-)

Other special characters not mentioned 300 No
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 N/A Yes
Description Manual entry of Account Description *Alphanumeric

*Special Characters

None 250 No
Debit Manual entry of Debit amount *Numeric Any input excepts numbers 20 Yes
Credit Manual entry of Credit amount *Numeric Any input excepts numbers 20 Yes
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
Reports
Purchase Reports Purchase Report
Financial Statements Accounts Payable Aging | AP Detailed Report | AP Transaction Report
Tax Reports Purchase Journal | Purchase Relief