Accounts Payable Module
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 from 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.