Accounts Payable (AP) — Main Menu
Each item below links to a focused AP module page. Screenshots are provided alongside to help orient new users. Accounts Payable is organized around a simple flow: enter invoices/credits, schedule invoices for payment, print and post checks, then reconcile and close the period with reporting.
- Inquiries: Look up vendor invoices, references, files, and checks.
- Entries: Enter invoices, checks, credits, adjustments, and perform correction utilities.
- Scheduling & Payment: Select scheduled invoices, run scheduling reports, and print checks.
- Reports: Aging, cash requirements, registers, reconciliation and audit reporting.
- Monthend Procedures: Bank reconciliation, close AP period, 1099 processing.
- Setup & Maintenance: Vendor master, bank codes, aging columns, payment cycles, and AP defaults.
- Logoff: Exit Accounts Payable.
Inquiries
Vendor, invoice, reference, file, and check lookups. Use Inquiries to research status before making corrections or printing checks.
Key Functions
- Search by vendor to review open invoices, paid history, and credits.
- Search by file number when AP is tied to operational files.
- Search by reference number to find invoices quickly.
- Search by check number to confirm payment and posting status.
Entries
Invoice entry, check entry, credit application, adjustments, and correction utilities.
Includes
- Check Entry: Non-operations check entry, operations manual check entry, and check requests.
- Voids & Adjustments: Void/remove/renumber checks, invoice adjustments, credit applications, reconciliation tools.
- Invoice Entry: Overhead invoice entry and recurring invoice entry.
Scheduling & Payment
Schedule invoices for payment, review scheduled items, and prepare/print checks.
Key Functions
- Modify payment schedule dates to control cash timing.
- Select scheduled invoices for a check run.
- Run scheduled invoices reports for review/approval.
- Prepare and print checks by date or by batch.
- Optional: pay customs statements where enabled.
Reports
Aging, cash requirements, open invoice listings, activity, registers, reconciliation support, audit reports, and profitability/analysis reports.
Examples
- Vendor aging and scheduled invoices aging
- Cash requirements and outstanding open invoices
- Voucher register, vendor activity, AP activity by file or GL account
- Check register and check reconciliation
- Audit and exception reporting (paid not billed, advanced checks)
Monthend Procedures
Bank reconciliation, month-end reporting, period close, and compliance steps.
Checklist
- Reconcile bank activity and verify check register totals.
- Run reconciliation and bank statement reports for supporting documentation.
- Close the AP period after all postings and corrections are complete.
- Purge AP files per retention policy (when applicable).
- Process 1099s (when applicable).
Setup & Maintenance
Configure vendors, payment cycles, aging setup, bank codes, and AP defaults. These options are typically restricted to Admin users.
Admin Tools
- Vendor Master Maintenance and Department Setup
- Accounts Payable Setup and A/P Aging Column Setup
- Payment Cycle Codes, 1099 Type Codes
- Bank Code Setup and Release Bank Lock
- Reprint Check (no posting; reprint only)
Best Practices
- Use Inquiries first: confirm invoice/check status before void/remove/renumber actions.
- Standardize references: enter vendor invoice # and Ref # consistently to prevent duplicates.
- Review before printing: run the Scheduled Invoices Report before a check run.
- Control access: restrict check printing/posting, bank lock release, and period close to authorized roles.
- Archive month-end: save check registers, reconciliation reports, and audit reports for compliance.
Frequently Asked Questions
Which menu should I use to find an invoice quickly?
Use Inquiries. Start with Inquiry by Vendor if you know the vendor, or use Inquiry by Ref# if you have an internal reference.
Where do I go to print checks?
Use Scheduling & Payment. Typically you will select scheduled invoices, review the scheduled report, then prepare and print checks.
When should I use Void vs Remove a Check?
Use Void to reverse a payment with a clear audit trail. Remove is generally rare and should follow company policy. Always verify the check register after either action.
Where are the month-end functions?
Use Monthend Procedures for bank reconciliation, bank reports, period close, purge routines (if used), 1099 processing, and bank transfers.
Who should have access to Setup & Maintenance?
Typically Admin users only. This area controls vendor master, bank codes, aging rules, payment cycles, and bank locks that affect financial integrity.