The Accounts Payable (AP) Module consists of the programs to handle setup, vouchers, invoices, check printing, check maintenance, and 1099 processing. The module is used to process vendor invoices and payments to vendors, including a three-way match with purchase receipts. It provides the ability to void payments and reverse transactions, as well as post transactions to multiple general ledger accounts.
Accounts Payable is normally used in conjunction with the General Ledger (GL) Module. In the standard system, these two modules are integrated. If the interface in program SPAP, System Parameters/Accounting Parameters, is not active, the general ledger account numbers and posting periods will not be validated.
The system provides general ledger distribution reports for all voucher, payment, and voided check transactions. It creates posting batches for these transactions, which are automatically posted to the General Ledger module by running program GLMJ, Move AP Journal Transactions. Program GLMJ, Move AP Journal Transactions, is run automatically by many of the programs in the Accounts Payable Module.
The system provides two sources of vouchers:
1. Manual vouchers are entered with program APVM, Voucher Entry/Maintenance.
2. Recurring vouchers are generated by the system with program APRG, Recurring Voucher Generation. They are for periodic expenses, such as rent, telephone bills, insurance premiums, etc. These expenses are initially set up in a voucher template with program APRM, Recurring Voucher Maintenance. When program APRG, Recurring Voucher Generation, is run periodically, the system uses this voucher template to determine which of these expenses are due and creates the appropriate vouchers.
Both manual and recurring vouchers can be maintained with program APVM, Voucher Entry/Maintenance, until they are processed. They are processed with program APVP, Voucher Transactions Processing. After this point, a limited amount of data can be maintained with program APIM, Open Invoice Maintenance.
The Accounts Payable module provides the ability to automatically post to the proper general ledger accounts, based on the company location and bank records set up for each enterprise in program APEM, AP Enterprise Maintenance. For example, enterprise 100 and enterprise 200 may use separate accounts for payable, cash, and discounts. These accounts would be indicated in the separate organization and bank records for the two enterprises in program APEM, AP Enterprise Maintenance. The system would then use these accounts whenever processing vouchers and payments.
The invoice amount on a voucher can be distributed to one or more general ledger accounts. General ledger accounts can be entered on purchase orders that are used for voucher distribution if the purchase order is linked to the voucher in program APVM, Voucher Entry/Maintenance. If the distribution is not known at the time of voucher entry, you can enter the voucher anyway and distribute the amount later. The voucher will appear on the voucher edit list, and can be maintained, but will not be processed until the distribution is complete. It will appear on the unposted vouchers report, indicating that it is not yet in balance or was not selected to be updated.
Whenever checks are voided, the system provides a complete reversal of all transaction, as follows:
The check amount is re-opened for future payment to all invoices to which the check was applied.
All general ledger transactions generated by the original payment are offset by reversal transactions.
Vendor records are adjusted back to their original status.
The Accounts Payable module provides programs to process 1099 transactions for payments to non-incorporated entities. These transactions are affected by the 1099 Codes use flag in program APEM, Enterprise Maintenance.
In order for a transaction to be a 1099 transaction, the 1099 flags must be set to on in the following places.
For the enterprise in program APEM, AP Enterprise Maintenance.
For the vendor in program VEMM, Vendor Master Maintenance.
In the voucher header in program APVM, Voucher Entry/Maintenance.
For account numbers in program GLTM, Account Maintenance.
If an item is charged to one of these accounts, it will be considered a 1099 item. This allows some items to not be 1099 items. Partial payments cannot be made against an invoice with multiple 1099 codes. If a 1099 account number is entered in the distribution for a voucher in program APVM, Voucher Entry/Maintenance, then that transaction will be available as a 1099 transaction and maintainable in program AP9M, AP 1099 Transaction Maintenance.
To enter vouchers for vendors who are not in the vendor master, enter ? as the vendor number in program APVM, Voucher Entry/Maintenance. Then press the List of Values key.
Manual checks are entered with prepaid vouchers with program APVM, Voucher Entry/Maintenance, or program APMM, Manual Check Maintenance. If the check is for a single voucher, it can be entered in program APVM, Voucher Entry/Maintenance. If it must be distributed to multiple vouchers or if it is the second check for a voucher, then it should be entered in program APMM, Manual Check Maintenance, and applied to existing invoices.
The system provides programs for purging old records. You will need to run these periodically, in order to keep disc space available.