Accounts Payable Module

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14.8.1 New (Enter An Accounts Payable Voucher)

Selection 1 allows you to enter payable vouchers for items or services that are not received by receiving, such as rent, utilities, freight, etc. All vouchers entered by the Accounts Payable Module will contain the letters "AP" as its Item Number. It is not necessary to enter vouchers for items received by receiving since the receiving module enters these vouchers automatically. Vouchers created automatically by receiving will contain line item numbers in their item number field.
Entering an accounts payable voucher will automatically update the general ledger. You must make certain you debit the correct chart of accounts when entering the general ledger. For example if you were entering rent as an accounts payable voucher you would debit 6150 for rent and not 4110 purchases.

Since receiving an item automatically creates an accounts payable voucher you may end up with some unwanted accounts payable records. These records can be eliminated from showing up on the Accounts Payable Report by using the Receiver Edit Module and entering a Y in the Complete field.

Another way to isolate the receivers from automatically entering payables vouchers is to make a separate directory named ACCTING, copy a clean copy of pc/MRP into this directory and now both accounting and receiving can run their own programs. Be aware that this method will now require accounting to reenter the receiver data as vouchers.

When entering an accounts payable voucher you will be issued the next available Receiver Number. The PO Number will contain the word "NONE" and the Item Number will contain the letters "AP".

Date Received is automatically entered and is used by the Accounting Module in aging the Accounts Receivables Records. It is also the date used to determine which Receiving Records are over one year old and ready for deletion.

The Part Number will contain the letters "NA" as this module will not automatically move part numbers off of on-order and into onhand as the Receiver Module does.

Description, Manufacturer, Model Number, Order Qty, Unit, Cost, Freight Bill Number, Condition, Collect, Prepaid, Number of Packages, Weight, Delivered To, and Inspected By must be entered manually if they are applicable.

Vendor, Address, Terms, Account Number, Trade Discount, Tax Rate, and Freight can be entered automatically from the Address Book and can be written over if no longer correct.

Quantity Received should be entered by the computer operator. Vendor Invoice must be entered when the vendor sends his invoice. This can be done by editing the Receiver or by entering a Payment Transaction in the Accounting Module.

After you examine the vendor's terms enter the Date to be Paid.

The Complete (y/n) field must be filled out with either a Y or N depending on whether this line item has been paid. This field is used by the computer for the Accounts Payable Report. The Complete field is automatically changed to a Y when Accounting enters a transaction paying off this debt.

14.8.2 Edit/View (An Account Payables Voucher)

This option allows users to scroll, edit, delete, undelete or run queries against AP Voucher records.

Since entering an AP Voucher automatically enters a general ledger transaction, editing an accounts payable voucher automatically takes you to the general ledger editing routine.

 

14.8.3 Print Voucher

Allows you to print out an accounts payable voucher.

 

14.8.4 Print Detail Report

Selecting the accounts payable report option will provide a consolidated printout of all accounts or a single account subtotaled on receiver and account numbers. The balance due amounts are totaled in the 0-29, 30-59, 60-90, and Over 90 days columns.

Additional accounts payable reports can be obtained by using the Receiving Report Module. The Receiving Report Module provides a variety of sorts and conditions for open and closed receivers. An open receiver is one that has not been paid and a closed receiver is one that has been paid ( the Complete field contains a Y ).

pc/MRP DOS and Windows Versions 6.43 and higher include the option to print out posted receivers only. This means the accounts payable report will include only those open receivers that have been entered into the general ledger as an "I" type transaction. The advantage of selecting "Posted Receivers Only" is that it guarantees that the accounts payable $ amount in the financial statements will match the accounts payable $ amount in the accounts payable report, provided they are both printed on the same day with no new transactions entered between printouts.

14.8.5 Print Summary Report

Allows users to print a summary report.

If you run an open accounts payable summary report and the balance due for a receiver is  less than or equal to 0 and the complete field does not contain a Y, the customer PO# field will contain the words, Error Unmarked. You can edit the receiver record and put a Y in the complete field.

 

14.8.6 Select Bills For Payment

See section 14.13.1, Pay Bills Option, for instructions on paying bills.