Accounts Payable Procedures

This section provides an overview of the most common accounts payable procedures.   It lists the steps that must be performed in order to complete the described tasks and it also identifies the programs that are used when performing them.  This section also describes how to recover from the most common operator and other errors which may be experienced during accounts payable transaction processing.  This document does not describe how to use each accounts payable program in detail.  For a more detailed description of the procedures to be followed when using each of the individual accounts payable programs, please refer to the Program Reference section of the Accounts Payable documentation.

This document assumes that the accounts payable system has already been properly installed and configured as described in the Installation and Set up sections of this document.  No accounts payable processing should be performed until the user has completed the steps described in that section of the Accounts Payable documentation. 

Related Topics:  For more information on procedures related to accounts payable processing, please see the following other Stream V documentation

Operator - Covers the basic procedures that are performed by all Stream V operators such as logging into the network, logging into Stream V, entering and changing the operator password in Stream V, selecting and or changing printer capture settings and printer control files.  Also lists the function keys that are used throughout the system.

System Administration - Describes the procedures used to set up the payment terms, and other table based information that is used by the accounts payable programs.  Also discusses system wide setup issues such as workstation configuration, menu setup, editing and security, Generic Code Table and Par file maintenance, and other topics.

Vendor Manager - Covers the procedures that should be followed when creating or modifying vendor records.  It describes how to set up the default information which is used by the system when creating new vendor records, how to set up field level security in the Vendor Manager file and how to rebuild vendor accumulators such as receiving, invoice, and payment statistics.

General Ledger - Discusses general ledger account setup and maintenance, changing the default accounting year and period, assigning auto-post numbers to general ledger accounts, and other related topics.

Cash Management - Describes the procedures to be used when clearing accounts payable check and wire transfer records in the Bank file.  Also discusses the methods to be used when reconciling cash account activity.

Order Processing - Covers sales order audit and hold processing, pick list printing, checking order status, allocation and related topics.  The order processing system is used when processing returns to vendors.

Return to Vendor - The Return to Vendor System is used when you need to send inventory back to a vendor for return or replacement. 

Pending - Describes the procedures used when creating and clearing pending records.


Daily Startup Procedure

Invoice Verification

Processing an AP Invoice

Handling Purchase Order Variances during AP Entry

Processing AP Credit Memos

AP Invoice Assignment

Processing a Vendor Prepayment

Processing Invoices that have been paid prior to entry

AP Credit Memo Application

Void an AP Invoice

Selecting Invoices for Payment

Cash Disbursements - Computer Generated

Manual Cash Disbursements

Void or Remove an AP Check

Cross Applying AP and AR Invoices

Vendor Refund Processing

Verifying that an invoice was posted properly

Auditing Accounts Payable Activity

Error Recovery