financials accounts payable 101...

Financials 102

Accounts Payable

Unit 1: Starting Accounts Payable

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Copyright

Copyright © 2013 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of

this publication by mechanical or electronic means, including facsimile transmission and e-mail,

without the express permission of ACS Technologies Group, Inc. is strictly prohibited.

Version 11.3

Last Updated 1/10/2013 9:41:46 AM

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Contents Unit 1: Starting Accounts Payable .................................................................................................... 5

Meet Callie ................................................................................................................................... 5

Setting up Accounts Payable ........................................................................................................ 6

Cash vs. Accrual Accounting..................................................................................................... 7

Defining Vendor Types ................................................................................................................. 8

Invoice Frequencies ..................................................................................................................... 9

Adding and Editing Vendors ....................................................................................................... 10

About Vendor records ............................................................................................................ 10

The Profile Tab ....................................................................................................................... 11

The Addresses Tab ................................................................................................................. 11

The Phones/E-mails Tab ......................................................................................................... 11

The Accounts Tab ................................................................................................................... 11

The Comments Tab ................................................................................................................ 12

The Contacts Tab.................................................................................................................... 12

The Payment Type Tab ........................................................................................................... 12

Starting Accounts Payable during the Year ................................................................................ 14

Unit 2: Accounts Payable Usage .................................................................................................... 16

Adding Invoices .......................................................................................................................... 17

The Add/Edit Invoices Window .............................................................................................. 17

About Invoice Terms .............................................................................................................. 19

About Invoice Distributions ................................................................................................... 19

Editing Invoices .......................................................................................................................... 20

Posting Invoices ......................................................................................................................... 21

Completing a Check Run, ACH, and Online Transactions .......................................................... 23

Paying Invoices ....................................................................................................................... 23

Printing the Check Proof List .................................................................................................. 25

Printing Checks and Posting to General Ledger ..................................................................... 26

Creating an ACH File............................................................................................................... 27

Printing the Check Register .................................................................................................... 28

Other Check Options in Accounts Payable ................................................................................ 30


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Voiding Checks ....................................................................................................................... 30

Reprinting Checks .................................................................................................................. 30

Issuing Checks ........................................................................................................................ 31

Performing a Vendor Inquiry ..................................................................................................... 32

Unit 3: Using Accounts Payable Reports ........................................................................................ 34

Check/Invoice Cross References Report .................................................................................... 35

Aging Journal Report .................................................................................................................. 35

YTD Purchases List Report ......................................................................................................... 36

Check Register ............................................................................................................................ 37

Open A/P Report ........................................................................................................................ 37

Voided Check List Report ........................................................................................................... 38


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Unit 1: Starting Accounts Payable The ACS Accounts Payable module makes the accounts payable process more efficient and can

help you to better manage your organization’s finances. With its many features, you can:

• Manage invoices and write checks for regular or one-time vendors.

• Process regular, recurring, or one-time invoices, including memorized invoices due on

specific dates and invoices created from purchase orders.

• Print reports at any time and show the status of payables and payable cash

requirements.

• Print checks automatically by due date and void checks if necessary.

• Generate 1099 forms and use the 1099 Adjustments utility to add accumulated totals

for each 1099.

By the end of this unit, you’ll be able to

• Set up Accounts Payable and General Ledger interface options

• Define custom vendor types and invoice frequencies

• Add vendor records

Meet Callie

Walking into her office at Fellowship Community Church and armed with her cinnamon streusel

pastry, Callie Mead is ready to set up the Accounts Payable module.

Since she’s set up and used General Ledger, she feels a bit more comfortable with the Financial

Suite and knows how important initial setup is for ACS products. She closes the office door,

turns on her favorite easy listening radio station, and takes a deep breath before the task at

hand.

Let’s join Callie on her journey!


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Setting up Accounts Payable

In Accounts Payable Setup, Callie’s ready to select options to make processing

transactions easier and quicker.

In Setup, you define the AP posting month and year. These dates are the period to which

transactions originating from Accounts Payable are posted, and you can make the Current AP

Month and the Current AP Year different from the G/L Period.

When you print checks and post them to the General Ledger, they post to the month in which

they originate from Accounts Payable. Therefore, balances do not reflect these payments until

the current month and current year in the General Ledger module matches the date of the

Accounts Payable transactions.

Callie also plans to write checks from Accounts Payable once it’s set up, rather than General

Ledger.

To set up Accounts Payable

1. Under Advanced Tools, click the Settings tab.

2. In the drop-down list, select Accounts Payable and click Go .

3. In the Accounts Payable window, click the A/P Setup tab. In this window, you can select

the current AP month and year, as well as:

• Warn on Duplicate Invoices to receive a warning when a duplicate invoice number

is entered for the same vendor.

• Prompt to void invoices when void check to void an invoice associated with a

voided check.

• Print invoice detail on Vendor Check Stub to print the invoice account distribution

on the vendor’s check.

• Print Overflow Checks on Plain Paper to prompt you to use plain paper for all

overflow distributions at the end of a check run and not skip checks.

• Auto Save Default GL Accounts to save the first account used for a vendor to the

vendor’s Account tab.

• Auto Assign Next Vendor Code to assign a numeric code to each new vendor.

4. In the Accounts Payable window, click the G/L interface tab to choose the way you want

the Accounts Payable module to work with your General Ledger.

• The Accounts Payable

accounting. If you

Taken and identify a default accrual transaction source.

accounting, tracking

• If you enable fund

associated with a single bank account, in the same transaction.

the Default A/P Checking Account, Default Accrual Account, and Default Discounts

Taken Account

Cash vs. Accrual Accounti

Let’s review the differences between cash and accrual accounting:

Cash-basis accounting records financial events based on cash flows and cash position. Revenue

is recorded only when cash is received, and expenses are recorded only when cash is paid. You

are liable for the invoice amount once you cut the check, which displays in General Ledger.

Accrual-basis accounting records financial events based on when they occur. Under accrual

accounting, revenue is recorded when it is earned and realized, regardles

is received. Expenses are recorded when goods are received, regardless of when they are paid

Now it’s your turn

Help Callie set up Accounts Payable using

set up. Familiarize yourself

1. Set ACS to assign vendor

2. Vendor checks will be written beginning in

3. Choose to have ACS prompt to

on vendor check stubs, and print overflow checks on plain paper.

4. Set Accounts Payable to

5. Set up the system to track multiple funds

6. Set the default sources

7. If you have time, experiment with the different

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The Accounts Payable Mode must be set up to use either accrual or cash

If you use accrual-basis accounting, you must select Track Discounts

and identify a default accrual transaction source. If you use cash

racking discounts taken is optional.

und accounting, you will be able to use different checking accounts,

associated with a single bank account, in the same transaction. If you select

Default A/P Checking Account, Default Accrual Account, and Default Discounts

fields are disabled.

Cash vs. Accrual Accounting

et’s review the differences between cash and accrual accounting:

records financial events based on cash flows and cash position. Revenue



records financial events based on when they occur. Under accrual

accounting, revenue is recorded when it is earned and realized, regardless of when the payment



et up Accounts Payable using the following options. Some options may already b

yourself with this area; you may need to make changes to your software.

vendor codes and alert you if duplicate invoice numbers are used

Vendor checks will be written beginning in the current month and year

Choose to have ACS prompt to void invoices when you void checks, print invoice details

on vendor check stubs, and print overflow checks on plain paper.

Payable to operate on a cash basis.

up the system to track multiple funds.

the default sources to Check.

experiment with the different check layout options.

accrual or cash

Track Discounts

If you use cash-basis

different checking accounts,

If you select this,

Default A/P Checking Account, Default Accrual Account, and Default Discounts

records financial events based on cash flows and cash position. Revenue



records financial events based on when they occur. Under accrual

s of when the payment


Some options may already be

you may need to make changes to your software.

s and alert you if duplicate invoice numbers are used.

the current month and year.

, print invoice details

Defining Vendor Types

Since Callie’s church uses three concessions stand food and drink providers, she wants

to add a vendor type for them.

Defining Vendor lists before adding vendor records makes data entry easier.

vendors by type in the vendor list

To add a Vendor Type

1. Under Advanced Tools

2. From the drop-down list,

3. Under Available Lists

4. Enter a description for the type of vendor. If the vendor type is inactive, clear the

check box.

5. To add another vendor type, select

6. Click OK.


Add a vendor type for concessions. Later, we’ll add the food


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Vendor Types


to add a vendor type for them. Vendor Types let you categorize vendors by desc

Defining Vendor lists before adding vendor records makes data entry easier. You can group

vendors by type in the vendor list, which helps you find vendors and sort them

Advanced Tools, click the Define Lists tab.

down list, select Accounts Payable and click Go .

Available Lists, select Vendor Types then click Add.

description for the type of vendor. If the vendor type is inactive, clear the

To add another vendor type, select Add Another.


dd a vendor type for concessions. Later, we’ll add the food suppliers as vendors



categorize vendors by description.

ou can group

them for reports.

description for the type of vendor. If the vendor type is inactive, clear the Active

suppliers as vendors.

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Invoice Frequencies

In Accounts Payable, you can select an invoice frequency option when setting up a

memorized invoice or scheduling a memorized invoice. You may want to set up invoice

frequencies if you pay invoices on a different schedule.

The predefined frequencies include:

• Annual – once per year

• Bi-Monthly – every two months

• Bi-Weekly – every two weeks

• Daily – every day

• Monthly – once every month

• Quarterly – once every quarter

• Semi-Annual – twice a year

• Semi-Monthly-twice a month

• Weekly – every week

To add invoice frequencies

1. Under Advanced Tools, click the Define Lists tab.

2. In the drop-down list, select General Ledger and click Go .

3. Under Available Lists, select Frequencies and click Add.

4. Enter the information in the appropriate fields. To add another frequency code, select

Add Another.

5. Click OK.


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Adding and Editing Vendors

Now that Callie’s set up her initial AP settings and defined a new vendor type, it’s time

to add vendor records to track invoices and payments. If you pay a business or individual for

services rendered, you should add a vendor record for them as well.

Some vendors may provide a service for you, while other vendors may provide supplies for you

such as office equipment or robes for the choir. Your utility companies are vendors as well.

Vendors can be set up for payment of invoices with Check, ACH (Automatic Clearing House), or

online payments.

If you use ACS People, Organizations, or HeadMaster, you can import vendor records from

those programs.

To add a new vendor record

1. Under Manage Records, click the Records tab.

2. In the drop-down list, select Add/Edit Vendors, and click Go .

3. Click Add.

4. Enter information in the appropriate fields under Name Information. If a vendor is not

an individual, make sure to select the Company check box in the Name Information

area. Enter the company name in the Last Name field, and leave the First Name and

Middle fields blank. When searching for vendors, search in the Last Name field to

include all vendors.

5. Enter the information in the appropriate fields on each tab, and click OK.

About Vendor records

If an individual has a record in the ACS Financial Suite, you can click Lookup in the Name field

to display the Global Name List and select the name. If you want to change the way a particular

vendor name displays, select Retain and enter the desired format in the Display Name field

If the vendor is not an individual, select the Company check box under Name Information in the

Add Vendor window.

After a One Time Vendor is paid, the record is maintained as Inactive. You can activate or

deactivate a regular or one-time vendor at any time.

The Profile Tab

The Profile tab Tracks the vendor's

Social Security or Federal ID number.

If a vendor qualifies as a 1099 vendor, select

a payment of more than $600 for the year. You must also obtain a signed W9 form for a 1099

vendor.

If your vendor is an individual doing business for a company, select

1099. If you select Vendor is 1099, you can select this o

print in the recipient box of the 1099. When you print the 1099, the individual's name displays

as well as the vendor's name.

You can also attach documents to this tab, such as the vendor's Form W

information also displays on the Profile tab so you can access this information quickly.

Determining 1099 Vendors

According to IRS guidelines, you must file

$600 or more in compensation during the

When you select the vendor as a 1099 vendor, all invoices for th

1099 invoices.

If the vendor received any compensation

distribution or invoice as 1099 so

The Addresses Tab

You can add a primary and

a record as necessary and assign an address type to help differentiate between multiple

addresses.

The Phones/E-mails Tab

You can enter as many phone numbers and e

mail address is noted as Listed

The Accounts Tab

This tab tracks information used to complete fields on an invoice. If you are us

accounting and selected Enable Fund Accounting

account information does not display.

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Tracks the vendor's type, 1099 status, and terms. A 1099 vendor must have a

Social Security or Federal ID number.

If a vendor qualifies as a 1099 vendor, select Vendor is 1099. A 1009 vendor is one that


If your vendor is an individual doing business for a company, select Use Company as DBA on

Vendor is 1099, you can select this option and enter an individual's name to


as well as the vendor's name.

You can also attach documents to this tab, such as the vendor's Form W-9. The vendor's con


Determining 1099 Vendors

According to IRS guidelines, you must file a 1099 form for any non-employee who receives

in compensation during the calendar year.

select the vendor as a 1099 vendor, all invoices for that vendor are marked as

any compensation that does not meet 1099 requirements,

distribution or invoice as 1099 so it is not included in the totals at the end of the year.

rimary and mailing address for each vendor. You can add as many addresses to

and assign an address type to help differentiate between multiple

phone numbers and e-mail addresses as necessary. Each number or e

Listed or Unlisted.

tracks information used to complete fields on an invoice. If you are using fund

Enable Fund Accounting in Accounts Payable Setup, the checking

account information does not display.

A 1099 vendor must have a

. A 1009 vendor is one that receives


Use Company as DBA on

individual's name to


9. The vendor's contact


employee who receives

vendor are marked as

not meet 1099 requirements, clear that

the totals at the end of the year.

You can add as many addresses to

and assign an address type to help differentiate between multiple

Each number or e-

ing fund

, the checking


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If the vendor is normally paid from the same General Ledger account, click Lookup to enter

the default account. This account is automatically entered when adding an invoice to the

vendor.

Enter the Vendor Account # to have the vendor account number display in the Memo field of

invoices. The vendor’s account number also prints on the memo field of the check.

When you select the vendor for an invoice, the expense account is automatically assigned to the

invoice. If necessary, you can change the expense account on the invoice.

The Comments Tab

Comments can help a new employee working in Accounts Payable, or if you want to keep track

of special circumstances for this vendor. You can add as many contacts as you need and assign a

type to the contact. You can add multiple phone numbers for each contact and assign a type to

each phone number.

The Contacts Tab

You can add as many contacts as you need and assign a type to the contact. You can add

multiple phone numbers for each contact and assign a type to each phone number.

The Payment Type Tab

You can select vendors for Payment Type Information of Check, Online, or ACH (Automated

Clearing House).

If the vendor uses ACH for payment, you can add ACH information on the Payment Type tab. If

you select ACH, click Update Account Information to update the vendor’s ACH information.


Remember adding the vendor type for concessions stand vendors

ahead and add vendor records for those providers.

• Jack Frost Ice Cream

1099 Vendor

Does business as Jack Frost Ice Cream,

Andola Palmer

5300 East Palmetto Street

Phone: 843

E-mail:

GL Expense Account:

Comments: Make sure you

gives accurate information and will inform you of any specials before

your order.

Payment Type:

Federal ID#: 678

• Florence County Food Service

1099 Vendor

Federal ID# 632

240 Dunbarton

Phone: 843

GL Expense Account: Food

Comments: Primary food provider for the concessions stand.

Payment Type: Online Payments

• Add Henry Scott from the Global list.

One Time Vendor

SSN:

GL Expense Account:

Comments: Provides barbeque sandwiches.

Vendor Account #: 1234567

Use Vendor Account number as memo.

Receives ACH Payments

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Remember adding the vendor type for concessions stand vendors at Callie’s church

ahead and add vendor records for those providers.

Jack Frost Ice Cream

1099 Vendor

Does business as Jack Frost Ice Cream, however the individual’s name is

Andola Palmer

5300 East Palmetto Street, Florence, SC 29501

Phone: 843-662-1373 X5234

mail: [email protected]


Comments: Make sure you talk to Andola before placing


your order.

Payment Type: Check

Federal ID#: 678-32-2451

Food Service

1099 Vendor

Federal ID# 632-62-8768

240 Dunbarton Drive, Florence, SC 29501

Phone: 843-661-1234



Payment Type: Online Payments

Henry Scott from the Global list. (hint: Henry Scott is not a new vendor

One Time Vendor

SSN: 234-23-1533


Comments: Provides barbeque sandwiches.

Vendor Account #: 1234567

Use Vendor Account number as memo.

Receives ACH Payments

at Callie’s church? Let’s go

however the individual’s name is

talk to Andola before placing your order. He



is not a new vendor)


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Starting Accounts Payable during the Year

After a busy morning entering vendor records, Callie hears a knock at her door as soon

as she takes a break, and Abbie Shortt from the front desk pops in.

“Hey Callie! How’s it going?”, Abbie asks.

“It’s going well! I’ve already set up our initial settings and added the concessions stand

vendors in Accounts Payable,” she replied.

“That’s great! I was just wondering if we have any special concerns since we’re not

starting with Accounts Payable at the beginning of the year? We need to make sure all of our tax

adjustments like 1099s are correct,” Abbie says.

“Oh yes, Abbie! You are absolutely right. I know I can add adjustments, but thanks for

the reminder that I need to do that,” Callie says.

Like Callie’s church, you can start using Accounts Payable at any time during the year. If you

begin using the Accounts Payable module after the first of the year, you can enter the 1099

adjustments for each vendor. You can enter all accumulated dollar amounts for all applicable

1099 invoices without entering each invoice manually into the system.

To enter 1099 adjustments

1. Under Manage Records, click the Period End Procedures tab.

2. In the drop-down list, select 1099 & YTD Adjustments, and click Go .

3. Click Lookup to select a vendor.

4. In the Invoice# field, enter an invoice number or click Next to auto-assign the next

available invoice number for the selected vendor.

5. In the Invoice Amt field, enter the dollar amount by which you want to change the

vendor's purchases total.

• Enter a positive amount to increase the 1099 and YTD purchases amounts.

• Enter a negative amount to decrease the 1099 and YTD purchases amounts.

6. Enter the Invoice Date, Due Date, and Post Date, or click the down arrow to select the

date from the calendar.

7. In the Invoice Memo field, enter a description. "1099 Adjustment" is a typical example.

8. In the Chk. Acct and

or click Lookup to select an account.

9. In the 1099 Box drop

the 1099 form.

10. In the Post Month/Year

11. Click Apply.

• You can enter e

invoices for the vendor.

• You can enter adjustments

1099 & YTD Adjustment window. T

Ledger.

• Vendor 1099s printed at the end of the year contain adjustment totals plus

check totals from


Callie’s church paid the groundskeeper, Tim Collins,

Accounts Payable. The church

Instead of entering four separate invoices for

the total amount of $300.0

the Maintenance Personnel expense account.

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and Exp. Acct fields, enter the checking and expense account numbers

to select an account.

drop-down list, select which box to print the vendor's adjustment in on

Post Month/Year boxes, select the correct posting period.

You can enter each invoice for the vendor individually or enter a total of all 1099

es for the vendor.

You can enter adjustments and update vendor records in the Accounts Payable

1099 & YTD Adjustment window. These adjustments do not post to the General

Vendor 1099s printed at the end of the year contain adjustment totals plus

from Accounts Payable.


groundskeeper, Tim Collins, four times this year before beginning

The church paid him $75.00 each time.

Instead of entering four separate invoices for $75.00, use the 1099 Adjustment option to enter

the total amount of $300.00. To enter the adjustment, use the General checking account and

the Maintenance Personnel expense account.

fields, enter the checking and expense account numbers

down list, select which box to print the vendor's adjustment in on

a total of all 1099

in the Accounts Payable –

hese adjustments do not post to the General

Vendor 1099s printed at the end of the year contain adjustment totals plus 1099

this year before beginning

$75.00, use the 1099 Adjustment option to enter

the General checking account and

Unit 2: Accounts Payable Usage

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Unit 2: Accounts Payable Usage Now that we’ve set up Accounts Payable, defined vendor types, and added some vendors, we’ll

walk through working with invoices and checks.

At the end of this unit, you’ll be able to:

• Add and post invoices

• Print posting reports such as the Invoice Proof List

• Perform a check run to pay invoices

• Enter manual checks in Accounts Payable

• Void checks

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Adding Invoices

You can add new invoices in Accounts Payable. Callie plans to add them as they are

received, which many people find helpful.

The Add/Edit Invoices Window

First, let’s talk about the Add/Edit Invoices Window.

The Add/Edit Invoices window displays Unposted Invoices by Entry Order by default. Use the

drop-down list to display other invoices, such as Posted Invoices, Paid Invoices, and Partially

Paid Invoices.

You can view invoices for All Users and/or All Periods by selecting All Users/All Periods. You can

also click Filter to find specific invoices.

Before posting, you can view, edit, delete (if using cash basis accounting), or void an invoice. If

you use an accrual basis accounting, you can void an invoice, but you cannot delete invoices.

To Add an Invoice

1. Under Manage Records, click the Transactions tab.

2. In the drop-down list, select Accounts Payable Invoices and click Go .

3. Click Add/Edit Invoices, then Add.

4. Select a Vendor. To do this, enter the name of the vendor and press Enter, right-click to

select Lookup by Code and enter a vendor code, or click Lookup .

5. Optional: Click the up and down arrows in the Month and Year date boxes to select a

different posting period.

6. Enter the Invoice #, Invoice Amt., Due Date, and Partial Amt.

• Invoice # — Enter the invoice number or click Next to assign the next invoice

number for the selected vendor.

• Invoice Amt — Enter the total invoice amount. If amount is a credit to your account,

you can enter a negative amount (no check is cut for the vendor until an invoice that

exceeds the credit amount is entered- then, a check for the difference is created).

• Due Date — Displays the current date. Click the Down Arrow to select a date in

the calendar. This is the date checks are selected for printing.


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• Partial Amt — If you are not paying the invoice in full, enter the amount you are

paying in this field.

7. Optional: In the drop-down list, select an Invoice Term. This information populates

when you select the invoice's Due Date, but you can change it.

8. Optional: Select Autofill Text to display text from previous invoices in the Invoice

Description and Comment fields. When adding additional invoices and entering text in

those fields, entries from the previous invoices in the session display in a drop-down list

for selection.

9. Optional: Enter an Invoice Description. This text prints in the check's memo field.

10. If applicable, select the Invoice Date. This defaults to the current date.

11. Press TAB, then enter the invoice disbursement information. To distribute the invoice to

multiple accounts, enter the amount to distribute to the current account and press TAB.

After you finish adding information related to this account, press ENTER to add a new

line and select a new account to disburse some portion or the remaining portion of the

invoice.

12. On the invoice, you can select to Pay Separate (individual check for that invoice), to

Force (pay with next check run), or to Suspend (do not pay until suspension is removed).

The 1099 option is automatically selected for vendors flagged as a 1099 vendors. If

necessary, you can change it in this window.

13. Click OK, then Yes.

About Invoice Terms

When you select a term, the invoice due date is automatically set. If you enter a discount

percent or amount on the term, the term's

next to the Invoice Term field. To change the amount or date, click the appropriate link. If you

change either one, the Invoice Term

Discount amounts or percentages are based upon payment terms established between your

organization and the vendor. If you se

vendor's record, the percentage automatically displays.

About Invoice Distributions

The Accounts Payable module allows you to easily distribute amounts to more than one expense

account. In the Distribution

you want to use and which accounts to use. If you assigned an expense account to the vendor,

ACS populates the expense account field (

account, click Lookup .

If you selected Enable Fund Accounting

account field (Chk Acct) with the fund's account code. To change the Account Code in the

distribution, click Lookup

If you enter a checking account from a different fund, a crossing funds message displays. If you

intended to cross funds, accept the message. Otherwise, you can make a corrected Journal Entry

or void the check that displays on the report, then correct the

your chart of accounts if your accounts aren't flagged for the correct fund.

The Comment field is available for each line exp


Callie looks on her desk and sees that she needs to add three invoices today.

invoices for the current month and year. Use the next invoice number.

• One for the ACH vendor, American Insurance Company for $500.

• One for the vendor paid

• One for the online vendor

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percent or amount on the term, the term's Discount Amount and Discount Date

field. To change the amount or date, click the appropriate link. If you

Invoice Term changes to Other.


organization and the vendor. If you set up a default discount for a vendor when you created the

vendor's record, the percentage automatically displays.

About Invoice Distributions


ribution section, determine the number of expense and checking accounts


ACS populates the expense account field (Exp Acct) with the account code. To select a diffe

Enable Fund Accounting in Accounts Payable Setup, ACS populates the checking

) with the fund's account code. To change the Account Code in the

.



or void the check that displays on the report, then correct the invoice. You may also need to edit

ccounts if your accounts aren't flagged for the correct fund.

field is available for each line expensed and prints on check stub.


Callie looks on her desk and sees that she needs to add three invoices today. Enter the following

invoices for the current month and year. Use the next invoice number.

One for the ACH vendor, American Insurance Company for $500.

One for the vendor paid by check, Henry Scott, for $500.

online vendor, Jack Frost Ice Cream for $200.


Discount Date display as links

field. To change the amount or date, click the appropriate link. If you


t up a default discount for a vendor when you created the


section, determine the number of expense and checking accounts


) with the account code. To select a different

Accounts Payable Setup, ACS populates the checking

) with the fund's account code. To change the Account Code in the



invoice. You may also need to edit

ensed and prints on check stub.

Enter the following

One for the ACH vendor, American Insurance Company for $500.

Editing Invoices

As soon as Callie finishes entering her invoices, she sees that she misread the amount

for the invoice for Jack Frost Ice Cream.

“Oops! I’m catching on fast, but I guess this is what I get for entering those invoices so

quickly. Hopefully, I can change this without having to enter many adjustments or explain

anything to the vendor,” she thinks to herself.

In Add/Edit Invoices, you can edit invo

can change. You can change all i

On posted invoices, you can change the

Description, Invoice Date, Project Code,

Suspend?, and 1099 flags.

If you use a cash environment, you can edit a posted invoice's amount.

To edit an invoice

1. Under Manage Records, click the

2. In the drop-down list, select

3. Click Add/Edit Invoices.

4. Use the drop-down list or

5. Select the invoice, then click

6. Make the necessary revisions.

7. Click OK, then Close.


Edit the invoice for Jack Frost Ice Cream. Change the invoice amount to $300, disburse the entire

amount, and add an invoice description of “Popsicles for Youth Grou

When finished, save the invoice changes.


20


for the invoice for Jack Frost Ice Cream.

tching on fast, but I guess this is what I get for entering those invoices so


anything to the vendor,” she thinks to herself.

In Add/Edit Invoices, you can edit invoices, and the invoice's status determines which fields you

can change. You can change all information on unposted invoices.

On posted invoices, you can change the Invoice number, Due Date, Month and Year,

Project Code, Comment, 1099 Box, and the Pay Separate?, Force?,

If you use a cash environment, you can edit a posted invoice's amount.

Under Manage Records, click the Transactions tab.

down list, select Accounts Payable Invoices and click Go

Add/Edit Invoices.

down list or Invoice Filter to locate the invoice you want to change.

then click Edit.

Make the necessary revisions.

OK, then Close.



amount, and add an invoice description of “Popsicles for Youth Group Lock-In”.

When finished, save the invoice changes.



tching on fast, but I guess this is what I get for entering those invoices so


ices, and the invoice's status determines which fields you

Month and Year, Invoice

1099 Box, and the Pay Separate?, Force?,

.

to locate the invoice you want to change.


In”.

21

Posting Invoices

Since the invoice we edited wasn’t posted, Callie easily made her changes. Invoices

entered into ACS do not affect account balances until they are posted and paid. You cannot

issue checks for vendors until the invoices are posted.

To Post Invoices


2. In the drop-down list, select Accounts Payable Invoices, then click Go .

3. Click Post Invoices.

4. In the drop-down list, select a Posting Date. This defaults to the current date.

5. To post invoices for a specific month, click the up and down arrows in

the Month/Year date boxes to select the posting period. To post invoices for all periods,

select All Periods.

6. To post invoices entered by other ACS users within your organization, select All Users

(Multiple users within your organization can process a check run at the same time).

7. Click Print to print the Invoice Proof List and verify your entries. You can also

click Preview to view the Invoice Proof List prior to printing.

• If you select Show Distribution, both the Account Detail and Line Item Comment

print. If you do not select Show Distribution, only Vendors, Dates, and Amounts

print.

• If you select Print Detail Headers, you can include Detail Headers to give you a

customized proof list, as shown above. You can customize the proof list and the

distribution list by post month and year.

• If you select Use Selection, you can press Shift and click to select a block of

transactions, or you can press Ctrl and click to select specific transactions to post in

batches. Only the selected transactions post.

8. When the confirmation message displays, click Yes to post the invoices.

9. Click OK. You can view posted invoice amounts in Accounts Payable Inquiry, or by

printing a Cash Requirements or Open A/P report.

Cash vs. Accrual Environments

When you post an invoice in a

Nothing is posted to the General Ledger until the invoice is paid.

When you post an invoice in an

vendor and to the expense account associated with the invoice. The invoice amount is posted to

the Accrual Liability account in GL until the invoice is paid.

After the invoice is paid, the amount is cleared out of (debited) the Accrual Liability account and

credited to the appropriate checking account.


Remember the invoices we entered earlier? We’re going to work with them a little more now.

First, clear Print Distribution

those invoices.

Next, preview the invoice proof list with

Notice the differences in the proof list.

Once you’ve finished previewing the proof lists, post the invoices.


22

Cash vs. Accrual Environments

When you post an invoice in a cash environment, ACS links the invoice amount to the vendor.

Nothing is posted to the General Ledger until the invoice is paid.

u post an invoice in an accrual environment, ACS links the invoice amount to the


the Accrual Liability account in GL until the invoice is paid.

e is paid, the amount is cleared out of (debited) the Accrual Liability account and

credited to the appropriate checking account.



int Distribution and Print Detail Headers, then preview the Invoice Proof List for

Next, preview the invoice proof list with Print Distribution and Print Detail Headers

Notice the differences in the proof list.

hed previewing the proof lists, post the invoices.


cash environment, ACS links the invoice amount to the vendor.

accrual environment, ACS links the invoice amount to the


e is paid, the amount is cleared out of (debited) the Accrual Liability account and


, then preview the Invoice Proof List for

Print Detail Headers selected.

23

Completing a Check Run, ACH, and Online Transactions

Now that Callie’s entered and posted her invoices, it’s time to complete a check run to

pay the vendors. She needs to print and issue checks, proof her work, create an ACH file, and

post the checks to General Ledger.

A check run consists of:

• Paying invoices.

• Printing and reviewing the check proof list.

• Printing checks and posting them to the General Ledger.

Paying Invoices

When paying invoices, you can select which invoices to pay and the check date, pay through

date, bank, and a check memo. Be careful selecting these options, as you cannot edit them after

clicking Process Checks.

The check date is the date ACS uses to verify you are making the payment in time to honor a

vendor discount (if applicable). If the check date is on or before the discount date, the discount

is taken.

You may want to print the Cash Requirements report as a part of your check run. This report

displays a list of unpaid invoices and the current amount due for each invoice and can help you

determine if you have enough money in your accounts to pay all invoices that are due.

To Pay Invoices


2. In the drop-down list, select Accounts Payable Checks and click Go .

3. On the Print/Post Checks menu, click Pay Invoices.

4. Enter a Pay Through Date. Invoices with a due date on or before the Pay Through Date

are paid unless they have been suspended. Or, you can select Show All Invoices to

display all unpaid invoices.

5. Select or enter a Check Date as you want it to display on the checks.

• If there are discounts, the Discount Date is compared to the Check Date.

• If the invoice’s Discount Date is on or after the Check Date, the invoice is included in

the discount taken.

6. In the drop-down list, select the bank account you want to pay invoices from.

7. The First Check Number

processing payments display. If nece

8. To print a separate check for each invoice, select

not select this option and a vendor has multiple invoices in the check run, ACS combines

the amounts of all the invoi

9. In the Check Memo Option

selected Pay All Invoices Separately

• First Invoices -

• Last Invoice – Uses

• Generated – Uses a standard system generated memo.

• Prompt for Memo

has multiple invoices to pay.

10. Optional: Right-click in the Invoices Grid to

partial amount of an invoice.

11. Select the Pay? check box for each invoice to p

select Pay All Invoices

12. Click Process Checks

are prompted to post to

Useful Information

Multiple ACS users can process Accounts Payable check runs at the same time. Other users do

not have to exit Print/Post Checks.

To preview the invoice information for each vendor before printing the checks, click

Requirements.

You can separate the ACH, check, and online transactions by Payment Type. Right

Invoice Detail section to open a list of options, then select


24

down list, select the bank account you want to pay invoices from.

First Check Number and First ACH/Online Ref# to use when printing checks and

processing payments display. If necessary, enter a different number in th

To print a separate check for each invoice, select Pay All Invoices Separately


the amounts of all the invoices and generates a single check for the invoices’ sum

Check Memo Option field, select a memo option. This field is unavailable if you

Pay All Invoices Separately.

Uses the memo from the first invoice.

Uses the memo from the last invoice.

Uses a standard system generated memo.

Prompt for Memo – A prompt to enter a check memo displays for each vendor that

has multiple invoices to pay.

click in the Invoices Grid to suspend or reinstate an invoice o

of an invoice.

check box for each invoice to pay in this check run. To select all invoices,

Pay All Invoices, or right-click inside the grid and choose Select All

Process Checks. When you click Process, checks post to vendor record

are prompted to post to the General Ledger.

Useful Information


Print/Post Checks.

To preview the invoice information for each vendor before printing the checks, click

You can separate the ACH, check, and online transactions by Payment Type. Right

Invoice Detail section to open a list of options, then select Group by Payment Type


down list, select the bank account you want to pay invoices from.

to use when printing checks and

ssary, enter a different number in these fields.

Pay All Invoices Separately. If you do


invoices’ sum.

field, select a memo option. This field is unavailable if you

A prompt to enter a check memo displays for each vendor that

an invoice or to pay a

ay in this check run. To select all invoices,

Select All.

to vendor records and you


To preview the invoice information for each vendor before printing the checks, click Print Cash

You can separate the ACH, check, and online transactions by Payment Type. Right-click in the

Group by Payment Type.


Let’s pay the invoices we posted earlier.

First, preview the Cash Requirements report for those invoices. Select to

Print All Banks.

Now, process the checks for those invoices. Note how the invoices and payment types display in

the bottom pane of the Checks

Printing the Check Proof List

“Oh wow, that wasn’t too bad,” Callie thinks. “But I want to make sure everything’s accurate

before I post to the General Ledger. I’m glad I caught my first mistake before posting those

invoices, and I know it wou

Since Callie wants to double

Proof List. It displays a complete listing of all the checks in the latest

To print the Check Proof List

1. After paying invoices, on the

2. Select or clear ACH,

want to print on the report.

3. Select a sort criteria (Unprinted, Unposted;

4. To preview the report before printing, click

click Print.


Preview the Check Proof List for the invoices we paid in the last exercise.

25


Let’s pay the invoices we posted earlier.

iew the Cash Requirements report for those invoices. Select to Print Distributions


Checks tab. Go ahead and view each check.

Printing the Check Proof List



invoices, and I know it would be harder to correct a mistake on a check.”

Since Callie wants to double-check that the invoices were paid correctly, let’s print the Check

displays a complete listing of all the checks in the latest check run.

List

After paying invoices, on the Checks tab, click Check Proof List.

ACH, Online, and Check, depending on which types of transactions you


Select a sort criteria (Unprinted, Unposted; Printed, Unposted; or All).

To preview the report before printing, click Preview. To send it to your printer,


Preview the Check Proof List for the invoices we paid in the last exercise.

Print Distributions and




check that the invoices were paid correctly, let’s print the Check

.

Check, depending on which types of transactions you

Preview. To send it to your printer,


26

Printing Checks and Posting to General Ledger

Now that we’ve double-checked everything, it’s time to print and post the checks to the General

Ledger.

To print and post checks

1. On the Checks tab, under Payment Type: Check, select any check you want to preview.

Once selected, the check displays at the top of the window, and you can edit

the Memo or Date, if necessary.

2. Optional: If the check has already been printed, select the Printed? option.

3. Click Print/Post Checks.

4. Under Posting Information, verify the Posting Date, Post Month/Year, Check

Transaction Source, ACH/Online Transaction Source, Discount Tracking Account, First

Check Number, and First ACH/Online Ref#. The total number of checks that will print,

along with the range of check numbers, displays at the bottom of the window.

5. To display printer properties before printing, select Show Printer Dialog.

6. To generate an extract of the check and check stub information, select Create Extract

File. If you use a third-party source to print your accounts payable checks, you can

submit this extract file to them for printing. If your third party source requests it,

select Extract Check Numbers to include check numbers in the extract.

7. To view the checks and stub information before printing, click Preview. To print a

sample check, click Print Sample.

8. To print the checks, click Print. A message displays to place checks or stock paper in the

printer. Click OK to print the checks.

9. When the confirmation message displays, click Yes if the checks printed correctly,

or No if they did not. If the checks did not print correctly, ACS prompts you to reprint

them.

10. When the confirmation message displays, click Yes to post the checks to the General

Ledger.

11. After posting, the total number of entries posted, total amount posted, and general

ledger batch the checks posted to display. Click OK.


Go ahead and post the invoices we paid earlier. Since we can’t print them here in class, go

ahead and mark them as printed

Creating an ACH File

After Callie writes the checks, she walks out to Abbie’s desk to give them to her to mail.

“Thanks Callie!” Abbie says. “I’ll get these out today. However, what about our

insurance bill to American Insurance Company? We don’t pay them by check, but don’t

pay them.”

“I won’t forget, Abbie,” Callie replies. “I have one more step

them.”

“Oh wow, Callie! It sounds like you really know what you’re doing with ACS. I’m sure

you’ll be an expert in no time” Abbie says.

If you only knew... Callie thinks to herself. “Thanks Abbie! It’s been quite a journey, but

I’m definitely catching on,” she says.

Banks use the ACH (Automated Clearinghouse) transmission file to electronically deposit direct

payment vendors' checks into the app

Insurance Company is an ACH vendor, we need to create this file.

If there are ACH vendors, be sure

checks. Make the desired selections

To create an ACH File

1. On the Checks tab, click

2. Select the Effective Entry

• Balanced File —

shows the individual credit amounts going into vendor's accounts, as well as the

debit amount coming out of your organization's account. Most ACH files you create

will be balanced files.

• Prenotification File

prenotification file has the appropriate bank codes and information with zero

amounts.

27



ahead and mark them as printed. This is also the procedure for handwritten checks.



insurance bill to American Insurance Company? We don’t pay them by check, but don’t

“I won’t forget, Abbie,” Callie replies. “I have one more step—creating an ACH file to pay


you’ll be an expert in no time” Abbie says.

Callie thinks to herself. “Thanks Abbie! It’s been quite a journey, but

I’m definitely catching on,” she says.


payment vendors' checks into the appropriate bank accounts. Since Callie’s invoice for American

Insurance Company is an ACH vendor, we need to create this file.

be sure select Create ACH File in the A/P Check menu

selections, click Process, and click Create File.

tab, click Create ACH File.

Effective Entry date and the type of ACH file you want to create.

— To create a balanced ACH file, select this option. A balanced file



will be balanced files.

Prenotification File — To create a prenotification file, select this option. The



his is also the procedure for handwritten checks.



insurance bill to American Insurance Company? We don’t pay them by check, but don’t forget to

creating an ACH file to pay


Callie thinks to herself. “Thanks Abbie! It’s been quite a journey, but


Since Callie’s invoice for American

enu after posting the

date and the type of ACH file you want to create.

. A balanced file



file, select this option. The


• Reversal File —

3. Click Process.

4. Optional: To print an ACH Proof List, click

5. Click Create File to create the ACH file.

6. Enter the location to save the file and a file name. Click

7. A message displays indicating the total number of direct payment records written to the

file and the total amo

8. In the Pay Invoices window, click


Do you remember adding the invoice for the ACH vendor, Amer

$500? Go ahead and create an ACH file for this invoice.

Useful Information

Banks use the ACH (Automated Clearinghouse) transmission file to electronically deposit

direct payment vendors' checks into the appropriate bank accounts.

Before beginning the direct

transmission requirements. Your bank may require you to send a prenotification file before

you create an ACH file. The bank uses the prenotification file to verify that vendor data is

transmitted correctly.

Printing the Check Register

The check register report prints a list of checks after

for your records.

ACS retains the current check register until you click

the current check register, and you must print a Check Register from General Ledger Reports.

If you issue checks, the check register clears, even if you click

Unit 2: Accounts Payable

28

— To create a reversing ACH file entry, select this option.

To print an ACH Proof List, click Print. To delete an ACH entry, click

to create the ACH file.

Enter the location to save the file and a file name. Click Save.

A message displays indicating the total number of direct payment records written to the

file and the total amount of the transmission. To complete the process, click

In the Pay Invoices window, click Close.


emember adding the invoice for the ACH vendor, American Insurance Company for

Go ahead and create an ACH file for this invoice.

Useful Information


direct payment vendors' checks into the appropriate bank accounts.

Before beginning the direct deposit process, check with your banking institution for specific



Printing the Check Register

The check register report prints a list of checks after posting. You may want to print

ACS retains the current check register until you click Process Checks again. Then


If you issue checks, the check register clears, even if you click Cancel.


To create a reversing ACH file entry, select this option.

To delete an ACH entry, click Delete.

A message displays indicating the total number of direct payment records written to the

unt of the transmission. To complete the process, click OK.

ican Insurance Company for


deposit process, check with your banking institution for specific



to print this report

Then, ACS deletes


To print the check register report

1. Under Manage Records, click the

2. In the drop-down list, select

3. Click Check Register

4. Select or clear ACH


5. Click Preview to view the check register,

previewing.


Since Callie is new to ACS and always wants to be careful, she definitely wants to print the

report. Preview the check r

29

To print the check register report

Under Manage Records, click the Transactions tab.

down list, select Accounts Payable Checks, and click Go

Check Register.

ACH, Online, and Check, depending on which types of transactions you


to view the check register, or click Print to send it to the printer without



register for the transactions we posted earlier.

.

, depending on which types of transactions you

to send it to the printer without


Other Check Options in Accounts Payable

Let’s discuss a few other check options in Accounts Payable

manually issuing checks.

Voiding Checks

In Print/Post Checks, you must issue a void for any voided check issued from Accounts P

You can do this through the

For example, suppose Callie

balance reduced, but the expense account balance did not increase because

posted the checks to the wrong month or year.

they were posted to, then reissue them and post to the correct year

If a check has to be voided to a different month (different from the current post

make sure to change the month in

Reprinting Checks

Use the Reprint Checks option

a number of checks. This lets

instead of restarting the check run and

need to reprint the batch, you have that option as well.

Reprint checks when:

• The printer contained plain paper instead of checks.

• The check run was s

• The check run was interrupted (such as a printer jam) and some of the checks did not

actually print.

Useful Information

If the check was damaged in the printer, you may think you should include the name of the

intended payee. However, since the check was not actually sent to the payee, there is no

benefit of including the name.

If the check was damaged in some other way, t

that you use a generic term such as “ruined check”.


30

ther Check Options in Accounts Payable

Let’s discuss a few other check options in Accounts Payable: voiding, reprinting, and

In Print/Post Checks, you must issue a void for any voided check issued from Accounts P

You can do this through the Void Checks option.

Callie posts checks to the General Ledger and finds the checking account

balance reduced, but the expense account balance did not increase because she

posted the checks to the wrong month or year. She could void the checks to the time period

they were posted to, then reissue them and post to the correct year.

If a check has to be voided to a different month (different from the current post

the month in Post Month/Year.

option if you experience printer problems after you have already printed

lets you resume printing at the point where the proble

instead of restarting the check run and reprinting the entire batch of checks. However, if you

the batch, you have that option as well.

The printer contained plain paper instead of checks.

The check run was sent to the wrong printer.

The check run was interrupted (such as a printer jam) and some of the checks did not

Useful Information



benefit of including the name.

If the check was damaged in some other way, there was no intended payee. ACS suggests

that you use a generic term such as “ruined check”.


voiding, reprinting, and

In Print/Post Checks, you must issue a void for any voided check issued from Accounts Payable.

the checking account

she accidentally

could void the checks to the time period

If a check has to be voided to a different month (different from the current posting month)

after you have already printed

you resume printing at the point where the problem occurred

the entire batch of checks. However, if you

The check run was interrupted (such as a printer jam) and some of the checks did not



here was no intended payee. ACS suggests

31

Issuing Checks

Completing a check run to generate a batch of checks for a series of invoices that are due is one

approach for managing invoices in Accounts Payable. Sometimes, however, you need the added

flexibility of being able to print one or more checks "on the fly" or enter information from

handwritten checks into ACS.

You can enter manual checks, ACH, or online transactions through the Issue Checks option. This

option also provides a way to quickly print one or two (or a few) checks. These checks can be

for invoices already posted or for new invoices entered at this time.

Performing a Vendor Inquiry

After completing the check run, Callie decides t

features, and her eyes light up when she finds Vendor Inquiry.

“This is great!” Callie says, glowing with a smile. “If Abbie or any of the pastors call with

questions about outstanding or suspended invoices

that information at my fingertips.”

In Vendor Inquiry, you can view invoice or check information as well as summary totals. You can

also find a check or invoice in this window

invoice.

To perform a vendor inquiry

1. Under Run Inquiries

2. In the drop-down list, s

3. Click Lookup and select the correct vendor.

4. The vendor’s invoices display.

Useful Information

The month and year default to the current posting period in Accounts Payable.

To locate a specific invoice, click

In Inquiry, you can double-click the invoice to change the 1099 option for

is already posted. You can double

To view vendors’ statistical information

1. In the Vendor Inquiry window, click the

2. If asked to update vendor totals, click

3. Choose Display Selection


32

Performing a Vendor Inquiry

After completing the check run, Callie decides to look around at some other ACS

features, and her eyes light up when she finds Vendor Inquiry.


questions about outstanding or suspended invoices, voided checks, or purchase totals,

that information at my fingertips.”

, you can view invoice or check information as well as summary totals. You can

also find a check or invoice in this window and change the 1099 invoice flag for a specific

To perform a vendor inquiry

Run Inquiries, click the Inquiry Type tab.

down list, select Vendor Inquiry and click Go .

and select the correct vendor.

The vendor’s invoices display. To view checks, click the Checks tab.

Useful Information


To locate a specific invoice, click Find and enter the invoice information.

click the invoice to change the 1099 option for the invoice

You can double-click on a check to display the distributions.

To view vendors’ statistical information

In the Vendor Inquiry window, click the Totals tab.

pdate vendor totals, click Yes.

Display Selection options.


o look around at some other ACS


r purchase totals, I have

, you can view invoice or check information as well as summary totals. You can

the 1099 invoice flag for a specific


the invoice, even if it

click on a check to display the distributions.

4. With the Vendor Totals

Inquiry window:

• The number of active vendors.

• The number of inactive vendors.

• YTD purchases and 1099 totals. If

selected vendor display. If

the vendors displays.

5. With the Invoice Totals

Inquiry window:

• Number of outstanding (unpaid) in

• Number of suspended or forced invoices

• Total dollar amount of outstanding or suspended invoices

• Total dollar amount of forced or discount items

6. With the YTD Check Totals

Invoice window:

• The number of checks written

• The number of voided checks

• The total dollar amount of checks written, discounts, and voided checks

When you select MTD Check Totals

display in the Invoice window.


1. Perform a vendor inquiry for American Insurance Company. Customize the inquiry to

display invoices for the year

2. Perform an inquiry for Able Printing and Supplies, and customize the inquiry to display

all invoices, including open and voided

3. Calculate the vendor totals for all vendors.

a. How many active vendors are in Accounts Payable?

b. How many inactive vendors are in Accounts Payable?

c. What is the YTD Purchases Total for this year?

33

Vendor Totals option selected, the following information displays in the

The number of active vendors.

The number of inactive vendors.

YTD purchases and 1099 totals. If you select One Vendor, the totals for the

selected vendor display. If you select All Vendors, the aggregate total from all

the vendors displays.

Invoice Totals option selected, the following information displays in the

Number of outstanding (unpaid) invoices

Number of suspended or forced invoices

Total dollar amount of outstanding or suspended invoices

Total dollar amount of forced or discount items

YTD Check Totals option selected, the following information displays in the

number of checks written

The number of voided checks

The total dollar amount of checks written, discounts, and voided checks

MTD Check Totals, each month and total dollar amount of checks written

display in the Invoice window.

r turn

Perform a vendor inquiry for American Insurance Company. Customize the inquiry to

display invoices for the year-to-date.

Perform an inquiry for Able Printing and Supplies, and customize the inquiry to display

all invoices, including open and voided ones.

Calculate the vendor totals for all vendors.

How many active vendors are in Accounts Payable?

How many inactive vendors are in Accounts Payable?

What is the YTD Purchases Total for this year?

, the following information displays in the

, the totals for the

, the aggregate total from all

option selected, the following information displays in the

option selected, the following information displays in the

The total dollar amount of checks written, discounts, and voided checks

, each month and total dollar amount of checks written

Perform a vendor inquiry for American Insurance Company. Customize the inquiry to

Perform an inquiry for Able Printing and Supplies, and customize the inquiry to display

Unit 3: Using Accounts Payable Reports

34


The ACS Accounts Payable module has many reports that you can preview or print.

These reports include lists (such as the Invoice Frequency List and the Vendor Master List) and

journals (such as the A/P Cash Requirements Report and the Open A/P Report).

You can also generate vendor labels and Rolodex Cards. You can customize and save Accounts

Payable reports according to your needs.

Check/Invoice Cross References Report

The Check/Invoice Cross References reports display vendors

invoices for a selected month.

To view the Check/Invoice Cross Reference report

1. Under Generate Reports


3. Expand Journals, and

4. Select the Report View

5. Select the appropriate

6. If necessary, select the appropriate

7. If you want to limit the report to specific vendors, range of check numbers, or range of

vendor codes, use the fields on the

8. Click OK.


Since Callie needs it for her records, p

month. When the report displays, see if you can locate the invoices and checks we entered

earlier.

Useful Information

If you’d like to include the report in another document (such as a Power Point

click Copy to Clipboard

Aging Journal Report

The Aging Journal report displays all invoices due but not paid by the

Options tab. The Detail report groups in

number. The Summary report contains totals only for each Vendor Name/Code.

35

Check/Invoice Cross References Report

The Check/Invoice Cross References reports display vendors’ checks and the correspond

invoices for a selected month.

To view the Check/Invoice Cross Reference report

Generate Reports, click the Reports tab.


and then select Check/Invoice Cross Reference.

Report View you want, then click Customize.

Select the appropriate Sort By order.

If necessary, select the appropriate Vendor Options.

If you want to limit the report to specific vendors, range of check numbers, or range of

es, use the fields on the Vendor Search tab.


Since Callie needs it for her records, preview the Check/Invoice Cross Reference report for this


Useful Information

If you’d like to include the report in another document (such as a Power Point

, then switch to the other document and paste the report.

Aging Journal Report

The Aging Journal report displays all invoices due but not paid by the Pay Through Date

tab. The Detail report groups invoices by Vendor Name/Code and sorts them by invoice


checks and the corresponding

If you want to limit the report to specific vendors, range of check numbers, or range of

review the Check/Invoice Cross Reference report for this


If you’d like to include the report in another document (such as a Power Point presentation),

, then switch to the other document and paste the report.

Pay Through Date on the

voices by Vendor Name/Code and sorts them by invoice


To view the Aging Journal Summary report



3. Expand Journals, then s

4. Select the Pay Through Date

5. Select the appropriate

6. To limit the report to specific ve

Vendor Search tab.

7. Click Preview to display the report


Preview the Aging Journal –

Church of Great Training Bank account.

YTD Purchases List Report

The YTD Purchases List report lists all vendors and includes vendors' phone number

security numbers, tax year's 1099 purchases, and fiscal YTD purchases.

we recommend printing this report before printing the 1099s to verify 1099 totals for vendors.

To include any one time vendors, make sure to include inactive

inactive vendors with an asterisk (*).

To view the YTD Purchases List report



3. Expand Lists, then select

4. Click Customize.


36

To view the Aging Journal Summary report


down list, select Accounts Payable, and click Go .

, then select Aging Journal – Detail or Summary.

Pay Through Date you want to view, then click Customize.

Select the appropriate Sort By order and Bank Account.

o limit the report to specific vendors or range of vendor codes, use the fields on the

tab.

to display the report.


– Summary for this month, sorted by Vendor Code, but only for the

Church of Great Training Bank account.

YTD Purchases List Report

The YTD Purchases List report lists all vendors and includes vendors' phone number

, tax year's 1099 purchases, and fiscal YTD purchases. At the end of the year,


To include any one time vendors, make sure to include inactive vendors. All AP List reports flag

inactive vendors with an asterisk (*).

To view the YTD Purchases List report


down list, select Accounts Payable, and click Go .

, then select YTD Purchases List.


ndors or range of vendor codes, use the fields on the

Summary for this month, sorted by Vendor Code, but only for the

The YTD Purchases List report lists all vendors and includes vendors' phone numbers, social

At the end of the year,


All AP List reports flag

5. On the Report Options

6. Enter the appropriate dates

OK.


Preview the report for the current year.

Check Register

You can view a Check Register from General Ledger that displays only Accounts Payable checks

To limit the checks to a specific date range or vendor, use the fields on the

tab.



3. Expand Journals, and

4. Set the View to this

5. Under Transaction Options

Open A/P Report

The Open A/P Report displays all unpaid invoices, including those not yet due. You can print the

report using one of three available formats

To display the Open A/P Report



3. Expand Journals, then s

4. Select the Pay Through Date

37

Report Options tab, select all appropriate options and click Preview

Enter the appropriate dates that you want to display totals for on the report


current year.

iew a Check Register from General Ledger that displays only Accounts Payable checks

To limit the checks to a specific date range or vendor, use the fields on the Additional Options


down list, select General Ledger and click Go .

and then select Check Register – Check Order.

to this month, then click Customize.

Transaction Options, select AP, then click OK.

eport displays all unpaid invoices, including those not yet due. You can print the

report using one of three available formats- by account distribution, by summary, or by detail.

the Open A/P Report

eports, click the Reports tab.


, then select the Open A/P Report.

Pay Through Date and Check Date, then click Preview.

Preview.

on the report and click

iew a Check Register from General Ledger that displays only Accounts Payable checks.

Additional Options

eport displays all unpaid invoices, including those not yet due. You can print the

by account distribution, by summary, or by detail.


38

Voided Check List Report

The Voided Check List report displays all voided checks for a specified check date range.

To view the Voided Check List report

1. Under Generate Reports, click the Reports tab.

2. In the drop-down list, select Accounts Payable and click Go .

3. Expand Journals, then select Voided Check List.

4. Click Preview.

financials accounts payable 101...

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