Specifications

Chapter 3. “Go Live” Tracks
60 Dim11
4. Accounts Payable
The Accounts Payable system allows you to enter vendor invoices by batch, pay
invoices by printing computer checks or entering handchecks, and post this
activity to the General Ledger. Invoices can be entered manually (such as utility
bills, loan payments, and rent) as well as be generated from inventory receipts
originating from the Purchasing/Receiving system.
What needs to be done before going live?
G 1. All vendors are entered including miscellaneous vendors (no balances or
aging). Optional: You may also enter the G/L debit account number for
each vendor.
G 2. Check the Variable File entry for the A/P check printing program.
G 3. Decide the go live date for A/P invoice posting and check writing. You will
probably want to do this when you have the fewest invoices, such as after
paying on the 10th. It is easiest to process (pay) the outstanding invoices
on your old system and enter new invoices with invoice dates on or after
your go live date. This will let you know that invoices with invoice dates
before your go live date are on your old system (whether hand books or
computer) plus you won’t be duplicating your work on both systems.
Immediately before going live, do the following:
G 4. Print an Aging Report from the Accounts Payable Reports Menu to check that
vendors are starting with zero balances.
What is the commitment of going live?
Once you go live using Accounts Payable, you are committed to entering vendor
invoices by batch for the current month, posting the batch to the G/L (even if you
are not running G/L yet), selecting which invoices to pay by computer check or
entering handcheck information if you do not have your checks yet, and updating
the checks to the invoices and G/L.
At month end, you should print the Invoices Due Report and the Receipts Not
Invoiced Report for comparison. Then make sure the calendar month is correct in
the new month (gets changed during the Totals month end update).