page 1 accounts payable voucher entry by mis department
TRANSCRIPT
Page 1
Accounts Payable Voucher Entry
By MIS Department
Page 2Glossary of Training Terms
• The following terms will be used throughout this training program:– Field: A box on the screen into which you enter
information– Value: The information (data) being entered in the
field. Example: Division number, FGPO number– Icon: An image you may click to perform a function
such as select, submit or exit– (Single-)Click: Also “Select.” Hitting the left mouse
button once. This will activate an icon or select a row in a list of values
– Double-click: Hitting the left mouse button twice o the same part of the screen. Used only to select and return a value from a list.
Page 3Using the RLM System
• These are the primary RLM icons you will use:– Search: Located next to entry fields. Clicking this
icon brings up a pop-up window with a list of all possible values for the field (for example, the next to the Division field will show a list of all divisions) (Shift-F9 keys or F21 key)
– Select: Located on the Search pop-up windows. You may click on a line and click Select to return its value to the main screen
– OK (Submit): Located in the bottom right corner of each screen. Processes the information on screen and brings you to the next screen
– Return (Back): Located at the top of each screen. Click this icon to go back one screen (F2 key)
– Exit: Located at the top of each screen. Click this icon to return to the menu or close a pop-up (F3 key)
Page 4
Enter your User ID and
Password here
Note: User ID and Password are initially assigned by MIS. You will be prompted to change it the first time you login. The password field IS case-sensitive.
Sign On
Click OK
Page 5
Click the check (or hit the Enter key) to proceed
Welcome
Click here to proceed
(Enter key)
Page 6
Enter the Company number
If you don’t enter a Company or enter the wrong number, you will receive this
error: Click OK
Select Application
Click the Accounts Payable button in the menu (position # may
vary)
Page 7AP Main Menu
Select A/P Entry or Payment
Page 8AP Entry / Payment Menu
Select Enter / edit vendor invoices
Page 9Select AP Company
Select the Company
Page 10Voucher Batch Header Entry
Enter the Batch # as today’s date
(MM/DD/YY) plus a batch number
Make sure that the current period is the current month. If not,
contact MIS
Note: In general, when an amount field is shown with “00000000” as a default,
the last two places represent the decimals (cents)
Enter the batch amount. Decimals
are the last two places so enter
$1000 as 100000
Page 11AP Voucher Batch Entry
Enter the Quantity (the number of invoices in the
Batch)
Click OK
Page 12AP Voucher Header Entry
Enter the Vendor # here or click the icon to select from
a list…
Type in the start of the Vendor Name and hit the
Enter key to search the listDouble-click on a
row, or single-click and click the
icon
Page 13AP Voucher Header Entry
Enter the Invoice Date or click the
Calendar icon to select
Enter the Invoice Number
Enter the Invoice Amount
Click OK
Page 14AP Voucher Detail Entry: GL Numbers
Enter the amount for this invoice
Note: For inventory related vouchers (FOB, Freight, Duty, etc.) the GL number is ALWAYS the Clearing
Account. For other vouchers the amount may be divided among multiple GL numbers
Enter the GL Number here or
click the icon to select from a list…Enter the
Company here (JEI = 01, DS =
04)
Page 15AP Voucher Detail Entry: Select a GL Number
Type in the start of the GL Number and hit the Enter
key to search the list
Double-click on a row, or single-click
and click the icon
Note: For inventory related vouchers (FOB, Freight, Duty, etc.) the GL number is ALWAYS the Clearing
Account. For other vouchers the amount may be divided among multiple GL numbers
Page 16Review GL Numbers
Review your GL entries for this Voucher
You may edit the description(s)
here
Click Return (F2) to exit
Page 17Balance the Batch
When you are finished with all invoices for the
Batch, click here to Balance
You have returned to the Voucher Entry screen. You may enter another voucher in the same batch
by updating the information on this screen and clicking OK. See slides 13-14.
Page 18Batch Balancing
Type the bank number here
Click Update to finish the
Batch
Page 19Batch Out of Balance
If you are out of balance you will be notified here.
Click Continue to return to edit
Page 20Edit Out of Balance Batch
Click Review to see the vouchers.
See slide 14
Page 21AP Entry / Payment Menu
When all Batches are finished, return to the AP Entry / Payment Menu (click Return)
Click here (option 5) to update the
Batches and post to the AP sub-ledger