Posting Payables

When you have reconciled incoming invoices to existing purchase orders, you can then post payables to a G/L account. After they have been posted, you can view information on payables through the G/L Inquiry window, G/L Ledger window, A/P Inquiry window, A/P Ledger window.

To post a payable:

1. On the A/P Entry window, once you have selected the purchase orders for reconciliation, use the setting in the Approved field to determine how you want to post the payable:

2. If set to Yes, you can print a check for the payable.

   • From the A/P menu, select A/P Preview Queue to print multiple checks for payables. For more information, see Printing Checks Overview.

   • From the A/P Entry window, from the G/L menu, select Manual Check to print a single check for a payable. For more information, see Posting Manual Checks.

• If set to No, either because the Difference Amount exceeds the A/P Over/Short Maximum Parameterscontrol maintenance record or because the Set All New A/P Entries To Not Approvedcontrol maintenance record has been set to Yes, the system prompts you to classify the payable:

  • Unapproved - Indicates that an unreconciled difference needs to be approved.

  • Disputed - Indicates that you believe the vendor's invoice to be in error and that you are awaiting a credit.

  • Unreceived - Indicates that the invoice is for stock, which has yet to be received into inventory.

  • A/P Over/Short - Indicates that you do not want to look for small differences and for the system to approve the payable. This option only appears if the difference amount falls within the over/short parameters.

• Note: The system lets you enter a zero-balance payable and reconcile it to two off-setting P/Os. When exit the window, the system prompts you to confirm your action.

2. Use one of the following ways to post the payable:

The system assigns the payable a seven-digit number prefixed with a Y and suffixed with a three-digit generation of 001.

See Also:

A/P Entry Overview