Accounts Payable

Financials | Accounts Payable Aids | Payment Voucher

Accounts Payable

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

Requirements before using Accounts Payable

• The user should setup the following Maintenance Module in order to proceed on using the Accounts Payable
  1. Budget
  2. Chart of Account
  3. Currency
  4. Exchange Rate
  5. Fixed Asset Master
  6. Proforma
  7. Project
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Budget Aids
  2. Chart of Accounts Aids
  3. Currency Aids
  4. Exchange Rate Aids
  5. Fixed Asset Master Aids
  6. Proforma Aids
  7. Project Aids

Notes:

• The supplier should have a Purchase Receipt Record in order to create an Accounts Payable. Instructions on how to create a Purchase Receipt can be found here

Accounts Payable Record List

File:Accounts Payable Record List.png

Accounts Payable Record List

Adding Accounts Payable

File:Adding Accounts Payable.png

Adding Accounts Payable

• Adding Accounts Payable

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

Notes:

• Accounts Payable Transactions are auto-generated when created from Purchase Receipt,

• Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Chart of Account Maintenance Module.
• Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Supplier Maintenance Module
• Budget should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Maintenance Module
• Currency should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Currency Maintenance Module
• Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Proforma Maintenance Module
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project Maintenance Module
• Asset Code should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Fixed Asset Master Maintenance Module
• Tax should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • This will be only available in the transaction when the VAT column is checked.

• For detailed steps on how to create a Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here

Editing Accounts Payable

File:Editing Accounts Payable.png

Editing Accounts Payable

• Editing Accounts Payable

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

Notes:

• Supplier, Proforma and Reference Code cannot be edited when the Accounts Payable created is auto-generated from Purchase Receipt.

• Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Chart of Account Maintenance Module.
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Supplier Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Budget should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Currency should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Currency Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Proforma should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Proforma Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Asset Code should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Fixed Asset Master Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Tax should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • This will be only available in the transaction when the VAT column is checked.
• For detailed steps on how to edit an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here
  

Accounts Payable Options

File:Accounts Payable Options.png

Accounts Payable Options

• For detailed steps on how to Export and Import Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here

Accounts Payable Importing Option

File:Accounts Payable Importing Option.png

Accounts Payable Importing Option

Accounts Payable Record Option

File:Accounts Payable Record Option.png

Accounts Payable Record Option

Notes:

• The user can only edit Manually Created Accounts Payable Transaction and if that transaction is still on UNPAID status.
  • Auto-Generated Accounts Payable cannot be edited or cancelled.
• The user can only Issue Payment the Accounts Payable if it is in UNPAID status and it has a Purchase Receipt tagged on it.

• For detailed steps on how to View, Edit, Print, Issue Payment and Cancel an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here

Accounts Payable View Record

File:Accounts Payable View Record .png

Accounts Payable View Record

Notes:

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

• For detailed steps on how to View an Accounts Payable, you can visit the Accounts Payable Job Aids which can be found here