Using the Accounts Payable Manager
Once you have completed the tasks as outlined in the section titled Getting Started, you are now ready to begin using the Accounts Payable Manager program. There are a few routine daily tasks which should be done. These daily tasks include:
Record Invoices The secret to any computer system is to keep it as up-to-date as possible. Invoices should be posted as soon after receipt as possible. This will keep your un-processed work to a minimum and your books as accurate as possible. To record an invoice, use the Record Invoices option on the Transactions Pull-Down Menu.
Select Invoices for Payment Invoices can be selected for payment at any time before you print the checks. You can print a detailed listing of all of the unpaid invoices and give this to the person who approves those invoices that will be paid. Use the Totals ¾ All Vendors option on the Reports Pull-Down Menu and press the [Detail Listing] button to print this report.
To select the invoices, use the Select for Payment option on the Transactions Pull-Down Menu. Please note that you may select invoices for all vendors or for only one specified vendor. Partial payments may be made on any invoice amount by changing the amount selected for payment.
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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 The more checks that are written through the Accounts Payable Manager, the fewer manual checks have to be written. The Bank Account manager does have an option for printing a manual check as it is recorded; however, manual checks should be kept to a minimum. Use the Print Checks option on the Transactions Pull-Down Menu to print A/P checks for one vendor or for all vendors for the invoices which have been selected for payment.
Merge Recurring Payables The only specific monthly procedure in this program is adding the Recurring Accounts Payable invoices to the regular Accounts Payable invoices. Recurring Payables include items such as monthly vehicle payments, mortgage or rental payments, etc. To perform this operation, use the Recurring Payables option on the Transactions Pull-Down Menu and press the [Merge Entries] button.
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Important: Recurring Accounts Payable Invoices should be merged only ONE time each month. The recurring payables file should include only those invoices which are due on a monthly basis to the same vendor. The recurring payables file MUST NOT contain a combination of invoices that are due on a weekly basis as well as invoices that are due on a monthly basis. |
Void A/P Checks Occasionally a check is written by the Accounts Payable Manager which needs to be voided. This program can automatically void any Accounts Payable check which was actually written by this program and which has not cleared the bank. This option will automatically reverse the initial posting transaction created when the check was originally posted, making those amounts payable again. Use the Void A/P Check option on the Transactions Pull-Down Menu to void an A/P check which has not yet cleared the bank.
Print Forms 1099-MISC This can be done any time after the previous Calendar Year has ended. These forms are produced by using the Print Forms 1099-Misc option on the File Pull-Down Menu. Please note that the system will print 1099-Misc forms for only those vendors who have been denoted to receive a 1099 form in their vendor master file.
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Important: IMPORTANT: Forms 1099-MISC for Commission Agents must be printed in the Commissions Manager module, NOT in the Accounts Payable Manager module. |
Remove Old Invoices Paid invoices can be retained in history for as long as you wish; however, you should periodically remove invoices which were paid too long ago to be of any use to keep in history. Use the Remove Old Invoices option on the File Pull-Down Menu.
Remove Old Vendors Vendors can be retained in history for as long as you wish; however, you should periodically remove vendors from the system which are no longer being used. Use the Remove Old Vendors option on the File Pull-Down Menu. This will remove both the vendor and the invoice history for the vendor.
Remove Old Journals The Purchases and A/P Checks Journals will remain in history for as long as you wish. You may use the Remove Old Journals option on the File Pull-Down Menu to periodically remove old entries which were recorded too long ago to be of any use to keep in history.
