Accounts Payable

Financials | Payment Voucher

Accounts Payable

Allows the user to create a transaction for the amounts due to vendors or suppliers received that have not yet been paid for.

Requirements before using Accounts Payable

• The user should setup the following records in order to proceed on using the Accounts Payable
  1. Chart of Account
  2. Currency
  3. Exchange Rate
  4. Proforma
  5. Supplier
  6. Purchase Receipt

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

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

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.
  • 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.

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.

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.

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:

• 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

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.

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.

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

• Using Cancel Button for cancelling multiple records

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

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