Accounts Payable

Accounts Payable

Table of Contents

Contents
Vendor Master Creation .................................................................................................................... 3
Purchase Invoicing ............................................................................................................................. 5
Direct Invoices without Purchase Orders .......................................................................................... 8
Vendor Payment .............................................................................................................................. 10
Prepayments to Vendor against a PO: ............................................................................................ 13
Prepayments to Vendor without PO: .............................................................................................. 18
Vendor Settlements......................................................................................................................... 20
Reports ............................................................................................................................................ 21
Vendor Account Statement Report ................................................................................................. 21
Vendor Aging Report ....................................................................................................................... 22
Vendor Balance List Report ............................................................................................................. 23

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 Accounts Payable

Vendor Master Creation

Path: Accounts Payable > Common > Vendors > Vendor

1. Press CTRL+N to create a new record.

2. The Vendor account is generated automatically. Enter the name of the vendor in the name field.
3. Enter the name to use when you search for the vendor in the Search name field. If it is not entered,
the Name field is used by default.
4. Select the vendor group to which the vendor belongs in the Group list.
5. Select the currency used for vendor invoices in the Currency list.
6. Enter the vendor address and contact details in the Address and Contact information Tabs
7. Enter the payment terms, method of payment and bank account details of the vendor in the
payment tab

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8. Click on the dimension tab and enter the default dimensions to be populated at the time of
transaction.

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Purchase Invoicing
Path: Accounts Payable > Common Forms > Purchase Orders > All Purchase Orders (or)
Procurement and sourcing > Common > Purchase Orders > All Purchase Orders

1. Select the purchase order against which a delivery note has been received. The delivery note will be
posted by the purchase department. The status of the purchase order will change to received. Double
click on the purchase order to open the purchase order form.
2. Click on the invoice tab and click on invoice button.

3. Enter the vendor invoice number and description if any in the invoice number and invoice
description field.

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4. Enter the Posting date/invoice date in the posting and invoice date. The due date will be auto
calculated based on terms of payment if the same is assigned to the vendor. Else it takes the same
date as posting date.
5. Click on post to post the invoice.
6. If the invoice is partial invoice and relates to only a specific delivery, Click on Retrieve Product
Receipts button in the invoice form.

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7. Select the packing slips which are required to be invoiced.

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Direct Invoices without Purchase Orders

Path: Accounts Payable > Journals > Invoice Journal

1. Select from the drop down list the relevant Journal name.
2. Click on lines button to enter the transaction details.

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3. Enter the date in the date field for the transaction to be posted.
4. In the account type field select vendor account to enter transactions for a specific vendor.
5. Enter the invoice number in the invoice field.
6. Enter transaction text and enter credit amount. Select the offset account.
7. Select the currency. If the transaction is related to foreign currency. Check the exchange rate under
general tab > exchange rate field.
8. Select the relevant dimension in the dimension fields in the financial dimension button.
9. Click on the Validate button and click validate. If no errors the transaction can be posted
10. Click on Post button > Post to post the transactions and update the vendor records and General
ledger.

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Vendor Payment
Path: Accounts Payable > Journals > Payment > Payment Journal

1. Select from the drop down list the relevant Journal name.
2. Click on lines button to enter the transaction details.

3. In the account type field select vendor account to enter transactions for a specific vendor.

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4. Enter transaction text and enter debit amount. Select the offset account type as bank and select
the offset account from the drop down list.
5. Select the method of payment as check if the payment is being made through a check.
6. Click on functions > Generate Payments

7. Make sure the method of payment and bank account selected. Click ok
8. A payment by check dialogue box will pop up with automated check numbers. Click ok

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9. Click Functions > Settlement to settle payment against invoices. Click CTRL + S and close the form.

10. Select the relevant dimension in the dimension fields under dimension tab.
11. Click on the Validate button and click validate. If no errors the transaction can be posted
12. Click on Post button > Post to post the transactions and update the vendor accounts and ledger
accounts.

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Prepayments to Vendor against a PO:

Path: Accounts Payable > Purchase orders > All Purchase orders

1. Select the purchase order for which advance invoice is requirement to be raised.

2. Click on Purchase tab and click on prepayment button

3. Enter description and select whether fixed amount or by percentage.

4. If it’s a fixed amount, enter the amount in the value field.

5. Select the prepayment category as Advance.

6. Save the record.

7. Go to invoice tab on the purchase order and click on prepayment invoice.

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8. Enter the invoice number and post the prepayment invoice.

9. Path: Accounts Payable > Journals > Payment > Payment Journal

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10. Select from the drop down list the relevant Journal name.
11. Click on lines button to enter the transaction details.

12. In the account type field select vendor account to enter transactions for a specific
vendor.
13. Enter transaction text and enter debit amount. Select the offset account type as bank
and select the offset account from the drop down list.
14. Select the method of payment as check if the payment is being made through a check.
15. Click on functions > Generate Payments

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16. Make sure the method of payment and bank account selected. Click ok
17. A payment by check dialogue box will pop up with automated check numbers. Click ok

18. Click Functions > Settlement to settle payment against invoices. Click CTRL + S and

close the form.

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19. Select the relevant dimension in the dimension fields under dimension tab.
20. Click on the Validate button and click validate. If no errors the transaction can be
posted
21. Click on Post button > Post to post the transactions and update the vendor accounts
and ledger accounts.

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Prepayments to Vendor without PO:

Path: Accounts Payable > Journals > Payment > Payment Journal

1. Select from the drop down list the relevant Journal name (Prepay).
2. Click on lines button to enter the transaction details.

3. In the account type field select vendor account to enter transactions for a specific vendor.
4. Enter transaction text and enter debit amount. Select the offset account type as bank and select
the offset account from the drop down list.
5. Select the method of payment as check if the payment is being made through a check.

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6. Click on Payment Tab and select Prepayment journal voucher. When this option is selected the
posting profile will change to prepayment.

7. Click on the Validate button and click validate. If no errors the transaction can be posted
8. Click on Post button > Post to post the transactions and update the vendor accounts and ledger
accounts.

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Vendor Settlements
If the invoices are not settled against payments at the time of payment entry, settle the invoices and
payments from the vendor form.
Path: Accounts Payable > Vendors

1. Select the vendor record and click on functions button > open transaction editing.

2. Mark the payment and mark the invoices to settle against the payment. If only partial amount is
required to be settled change the amount in the amount to settle field.
3. Click update to update the records.

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Reports

Vendor Account Statement Report

Path: Accounts Payable -> Transactions -> Vendor -> Account Statement

1. Enter the From and To date in the respective date fields.

2. Select the New page option to print the vendor statement for each vendor in a new page.
3. Click on select button to specify filters such as taking a report for a specific vendor or group of
vendors.
4. Click on Ok button to generate the report.

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Vendor Aging Report

Path: Accounts Payable -> Reports -> Status -> Vendor Aging

1. Enter the date as of which the report is required to be generated in balance as of date
field
2. Select the start date for the report to consider the calculations for the columns.
3. Select the aging period in the aging period definition.
4. Mark the check box excludes zero balances accounts to exclude the vendors who do
not have any balance.
5. Click Ok to generate the report.

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Vendor Balance List Report

Path: Accounts Payable -> Reports -> Status -> Vendor Balance List

1. Enter the Start Date, End date and report period start date in the respective date fields.
2. Click ok to generate the report.

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