Creating A/P Transactions

When you receive an invoice from a vendor, you can either create a new Accounts Payable voucher manually by entering the invoice information in the New A/P Transactions window, or if you use Purchasing to A/P Passoff (APP), the system creates vouchers automatically.

The following procedure explains how to manually enter transactions into the New A/P Transactions window. Typically, you'll enter a group of invoices in one session.

You can create a "prepaid" transaction if a manual check has already been written to a particular vendor (for example, you had to pay the vendor in advance for the merchandise).

1. Display the New A/P Transactions window.

2. In the Trx Type box, select the type of transaction you want to create. For more information about the different transaction types, click here.

3. In the Vendor box, select the vendor for this transaction. If desired, you can click the Vendor hyperlink to display the vendor in Vendor Maintenance.

4. (Optional) In the Remit To box, enter the vendor to whom you send payment (if it is different from the vendor you entered in the Vendor box).  If desired, you can click the Vendor hyperlink to display the vendor in Vendor Maintenance.

5. Leave the Current Voucher box blank. The system will assign a voucher number automatically.

6. (Optional) In the PO Number box, enter your purchase order number shown on the invoice.

7. In the Vendor Reference No box, enter the invoice number (up to 20 characters).

8. In the Voucher Date box, leave the default of today's date unless you specifically need to change it (for example, you need the transaction to be passed off to a date other than today's date when you run General Ledger Passoff).

9. In the Invoice Date box, enter the date printed on the invoice.

10. In the Main tab, fill in the blank fields as necessary. At minimum, you'll need to enter an invoice amount in the Invoice Amount box. Review the default entries in the other fields and make changes if needed.

    For field help definitions, click here.

11. Click Add. If you have Dated Billing, you are asked if you want to create installments. If you click Yes, see the online help for Dated Billing for more information.

12. The Distribution tab displays.

13. If you set up automatic distribution for this vendor, the distributions display. If you are satisfied with the distributions, then you are finished with this transaction. If you are not satisfied with the distributions, click here for information about changing distributions.

14. If you did not set up automatic distribution for this vendor, do the following:

    • Click Add. The Add Distribution dialog box displays.

    • In the Account Number box, enter the account number to which you want to distribute.

    • (Optional) In the Job box, enter a job number if you are tracking expenses by job.

    • In the Distribution Amount box, enter the amount you want to distribute to the account number you entered.

    • Repeat the steps above until you have distributed the total amount of the transaction and the Amount Remaining To Distribute is .00 (zero).

13. On the vendor's invoice itself, write down the voucher number that displays in the Current Voucher box. You may need this number for future reference.

14. If you're entering a Prepaid transaction (Trx Type P) and you want to print a check, click .  For more information on printing a check for a Prepaid, click here.

15. If you are entering more invoices, repeat steps 2 through 14 until all invoices are entered. You can pay up to 99,999 invoices with a single check.

16. Proceed to the topic "Editing and Posting New A/P Transactions."

You can define a day of the month after which an accounts payable voucher can no longer be added for previous periods. In other words, you can specify when a month is closed in terms of adding new A/P vouchers.  To set this up, go to the Options Configuration and enter a day of the month in the field "Accounts Payable Closed Posting Day". Click here for more information.