Accounts Payable
Operations & Training Guide
AP Menu Setup & Maintenance

Overview

This guide explains how Accounts Payable operates in FasTrax from a practical, day-to-day perspective. It focuses on workflows, responsibilities, and controls rather than individual screen fields.

Use this document for training new users, cross-training staff, and documenting AP procedures for management or audit review.

Note: Detailed screen-by-screen instructions are documented in the AP Reference Manuals. This guide explains when and why those screens are used.

Roles & Responsibilities

  • AP Clerk — enters invoices, maintains vendor records, prepares payment batches.
  • AP Supervisor — reviews invoices, approves payments, manages exceptions.
  • Accounting / Controller — oversees controls, month-end close, 1099 processing.
  • System Administrator — manages setup, bank locks, and recovery utilities.
Separation of Duties: No single user should control vendor setup, check printing, and period close without oversight.

Daily AP Operations

Daily AP activity focuses on invoice intake, validation, and preparation for payment.

  1. Receive vendor invoices (email, EDI, paper).
  2. Verify vendor, invoice date, amount, and supporting documentation.
  3. Enter invoices using the appropriate AP entry method.
  4. Address vendor questions and resolve discrepancies.

Invoice Entry & Approval

Invoices may be entered individually or in batch, depending on your AP Setup configuration.

  • Use batch entry when invoices require review or approval.
  • Use immediate entry for routine, low-risk invoices.
  • Verify vendor payment cycle and 1099 flags during entry.
Best Practice: Never approve or adjust an invoice without supporting documentation.

Check Runs & Payments

Payment processing should follow a controlled, repeatable workflow.

  1. Select invoices eligible for payment based on payment cycles.
  2. Review payment register prior to printing.
  3. Print checks or generate ACH files.
  4. Distribute payments and file remittance documentation.
Control Reminder: If a check run is interrupted, verify bank locks before restarting.

Month-End Procedures

  • Perform bank reconciliation.
  • Review outstanding and cleared checks.
  • Run AP aging and reconciliation reports.
  • Close the AP period once review is complete.
Important: Closing AP does not automatically close AR or GL unless GL is closed.

Year-End & 1099 Processing

Year-end AP processing focuses on vendor tax reporting and final reconciliation.

  1. Verify vendor 1099 flags, EINs, and type codes.
  2. Build the 1099 file.
  3. Review the 1099 Proof Report.
  4. Correct records as needed.
  5. Print and distribute 1099s.
Tip: Always retain a copy of the 1099 proof report for audit support.

Internal Controls & Best Practices

  • Restrict access to Setup & Maintenance screens.
  • Document all vendor changes affecting payment or tax reporting.
  • Review check registers and aging regularly.
  • Limit use of recovery tools (Bank Lock Release, Re-Print Check).

Training Recommendations

  • New users should review this guide before accessing AP screens.
  • Hands-on training should follow real invoice and payment scenarios.
  • Annual refresher training is recommended prior to year-end processing.