The Accounts Payable module is the place to enter vendor transactions that do not originate from Purchase Orders, such as office expense invoices or vendor payments. The module grid on the Open Accounts tab lists all vendors that have open transactions, with aged amount columns in addition to the total balance owing and vendor contact information. The Open Items tab lists all outstanding transactions for all vendors. And various Payable reports are available to print for one or all vendors from the Reports tab.
Open Accounts
Add – Create a new AP entry, where the vendor and transaction type are available for selection. Invoices for one-time vendors must be created from here.
Open – Opens the Accounts Payable list for the highlighted vendor.
Batch – Opens the Batch Payables method of entering and posting a collection of payments at once, either for printed checks or generating electronic fund transfers. Follow this link for more information.
Refresh – Updates the list grid with any new edits or transactions added by another user on the network.
Filters – Set or select record selection criteria to display only the records that meet the criteria.
Search – Displays vendor records based on full word(s) entered, or partial words in conjunction with the * wildcard.
Export – Exports the displayed grid list to an external Excel or .csv file for use or investigation.
Print – Print one or more reports for either all or selected vendors from this grid.
Reports
From the Open Accounts tab and the reports toolbar button, you can print reports for either selected or all vendors.
Accounts Payable Grouped by Due Date – Prints a list of outstanding vendor transactions, grouped by due date and sorted with oldest transactions at the top. Overdue transactions display the due date in red font.
Aged Accounts Payable List – Prints a list of vendors and their respective open transaction totals in columns aged by transaction date, grouped by currency. Transactions with a date after today are excluded from the report.
Aged Accounts Payable List by Due Date – Prints a list of vendors and their respective open transaction totals in columns aged by due date, grouped by currency. Transactions with a due date after today are excluded from the report.
Open Items
Individual transactions can be seen here, as opposed to one row per vendor with the aging amount summary of all transactions. You can search within or filter this list of transactions, or export the list to an Excel workbook for analysis. You can edit the vendor accounts payable record by editing any transaction for that vendor, in the same way as editing the vendor on the Open Accounts tab.
Reports
From the Open Items tab and the reports toolbar button, you can print reports for either selected or all vendor open transactions.
Accounts Payable Open Items List – Prints a list of vendors and their respective open transactions. A Filter can be applied to restrict transactions to a group of vendors or a specified date range or other criteria.
