Help:AP1-Transactions Pull-Down Menu

Transactions Pull-Down Menu

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This pull-down menu enables you to perform all of the processing of the financial transactions which are controlled by the Accounts Payable Manager module. Following is a brief explanation of each option on the Transactions Pull-Down Menu:

Record Invoices This option is used to record the invoices which you receive from the various vendors with whom you do business. An invoice must be recorded before it can be paid.

Select for Payment → All Vendors Use this option to select invoices for all vendors which are due on or before a selected date. You have the option to select invoices for one or all A/P Accounts.

Select for Payment → One Vendor Use this option to select invoices for one specific vendor. You have the option to select invoices for one or all A/P Accounts.

Important: IMPORTANT: Only one user may select and pay invoices at a time. All other users MUST exit the Accounts Payable Manager module when invoices are being paid, whether such payments are made by actual checks, bank adjustments, or by the offset invoice process.

Print Checks → All Vendors Use this option to print A/P checks for invoices which have been selected for payment for all vendors.

Print Checks → One Vendor Use this option to print A/P checks for invoices which have been selected for payment for one specific vendor.

Important: NOTE: The Accounts Payable Manager and the Payroll Manager modules print, record, and void their own respective checks.

Important: NOTE: Checks (manual or computer generated) issued to pay invoices which have been recorded in the Accounts Payable module MUST be recorded in the Accounts Payable module. Do NOT record a manual check in Bank Account Manager to pay an invoice which has been recorded in Accounts Payable. Otherwise, the invoice will remain as an open payable item in the Accounts Payable module and you will duplicate your expense in the general ledger.

Important: NOTE: The Accounts Payable Manager module is a subsidiary ledger of the General Ledger module. As such, the current balance in each A/P Account in your Accounts Payable Manager module should always equal the current year-to-date (YTD) balance found in the general ledger control account for that A/P Account within the General Ledger Manager module. Please note that you must have closed the previous year in your General Ledger module AND all general ledger journals must be posted before you try to reconcile the balance from the Accounts Payable Manager module to the balance in the A/P control account in the General Ledger Manager module. Use the Totals--All Vendors Report to find the current accounts payable balance for the A/P Account---select Unpaid Invoices Only. Next open the General Ledger module and select the G/L Accounts Maintenance option on the File Pull-Down Menu. Highlight the general ledger account number which is the control account for this A/P Account and press the [Change] button to open a window titled Changing a G/L Account. Press the [YTD Amounts] button on this window to open a window which will display the Fiscal Year Amounts for this account. The YTD Balance showing in this window for the current fiscal year should equal the Total Unpaid Balance on your Totals--All Vendors Report for this A/P Account. If these two balances do not agree, then you must identify the discrepancy and make the necessary adjustments to make your subsidiary ledger (Accounts Payable Manager) balance to your General Ledger.

Recurring Payables This option is used to maintain a listing of recurring amounts payable, such as vehicle payments, mortgages, etc. It also enables you to merge this listing into the Accounts Payable on a monthly basis.

Void A/P Checks This option is used to automatically void a check which was written by the Accounts Payable Manager and has not cleared the bank.

Void A/P Adjustments This option is used to reverse any payment that was made on an Accounts Payable Invoice as a Bank Adjustment as opposed to being recorded as an Accounts Payable Check.

Import ASCII Transfer Files There are some third party International Dispatch programs that also maintain Accounts Payable information. This option will import the Accounts Payable information from these third party programs as long as the data was exported from such third party programs in our published ASCII format.