ACCOUNTS PAYABLE CHECKLIST

Note:

These instructions are intended to be a “checklist”.

Details on how to process the following are located on the online documentation, which includes step-by-step instructions.

SkilMatch training is available at the rate of $47.00 per quarter hour.

STEP 1: ENTER INVOICES AND POST

The first step in Accounts Payable is to enter vendor invoices.

This may be done daily, as invoices are received, or may be done once each week or may be done the same day you will print A/P checks. When you enter invoices, you may enter all invoices you have received or you may enter just those invoices you intend to pay.

Preliminary Steps:

Before entering invoices in SkilMatch, prepare your invoices for entry by writing on each invoice:

1) The SkilMatch vendor code (you may wish to print a list of vendors from Menu Listings, Item Vendor-Condensed).

2) The account number(s) you wish to expense invoice amounts to

3) The date this invoice is to be paid by in SkilMatch.

4) Group invoices by the Fiscal Period (MO/YR) to which they will be posted AND within these invoices be sure any prepaid invoices in the batch are to be posted to only one Fiscal Period (MO/YR). An AP invoice batch can be posted to only one invoice Fiscal Period (MO/YR), and cash disbursements (prepaid invoices) within the batch can be posted to only one Fiscal Period (MO/YR).

5) Next, group invoices into batches of no more than 10 per batch. Run a 10-key total on the invoices in each batch. You will use the 10-key totals to balance to as you enter invoices in SkilMatch.

Invoice Entry:

Enter Invoices (Menu Transactions, Item Enter Invoices)

Note: PREPAID INVOICES: If any invoices have already been paid, enter the check data when you enter the invoice data; this is referred to as a prepaid invoice. When invoices are selected for payment, these invoices will not be selected since already paid.

Review Invoice Edit - produced when you exit invoice entry, located in printer output queue, last “RDY” item if you just entered invoices (report APINV2).

If Invoice Edit is accurate and no error messages present, Post Invoices (Menu Transactions, Item Posting)

Print the Accounts Payable Journal - This report should be kept in your A/P invoice book (report POSTAP).

Print the Cash Disbursements Journal - This report should be kept in your A/P cash disbursements book (report POSTCD).

Review Payables:

Go to Account Payable Main menu and select DISPERSEMENTS option:

List Payables (Menu Disbursements, Item List Payables - report APDUE) – Enter up to five due dates to see payables due by date or enter all 9’s to all payables due regardless of the due date entered in SkilMatch.

STEP 2: SELECT INVOICES FOR PAYMENT AND PRINT CHECKS

Review Payables:

The first step in the payment of invoices and printing checks is to review the List Payables report to determine the invoices that need to be paid. Use the report generated from the previous step or generate NEW report (instructions below).

List Payables (Menu Disbursements, Item List Payables - report APDUE)

1) List open payables by selected due dates (Menu Disbursements, Item List Payables - report APDUE) Enter up to five due dates to see payables due by date or enter all 9’s to all payables due regardless of the due date entered in SkilMatch.

OR

2) Print an A/P aging report (Menu Print Reports, Item No Zero Balances – reports AP310P/AP320/AP325)

Select Invoices:

Select Invoices for Payment (Menu Disbursements, Item *See Options Below)

There are several ways to select invoices for payment. The option you use may depend on how/when you enter A/P invoices. Select one of the two options listed below.

If You Enter ALL A/P Invoices at one time, You May Wish To:

After reviewing the List Payables reports, you may wish to:

1) Make payment selections by due date (Menu Disbursements, Item Select Payments – report CASHRQ)

OR

2) Select individual invoices or enter partial payments or negate discounts (Menu Disbursements, Item Individual Invoices – reports SELINV/CASHRQ)

AND/OR

3) Modify payment selections (Menu Disbursements, Item Modify Payments – report CASHRQ)

AND/OR

4) Negate all previous selections to restart selection process (Menu Disbursements, Item Start Over – report CASHRQ)

OR….. If You Enter Only Invoices You Wish To Pay, You May Wish To:

1) Make payment selections by due date, using a due date of 99/99/99 to select ALL invoices for payment (Menu Disbursements, Item Select Payments – report CASHRQ)

AND/OR

2) Modify payment selections (Menu Disbursements, Item Modify Payments – report CASHRQ)

AND/OR

3) Negate all previous selections to restart selection process (Menu Disbursements, Item Start Over – report CASHRQ)

Review Cash Requirements:

Review Cash Disbursements Requirements Report - produced when you exit any option used for selecting/modifying invoices for payment (OR can be produced through Menu Disbursements, Item Cash Requirements – report CASHRQ)

Print Checks:

If Cash Disbursements Requirements Report is accurate and no error messages present, Print Checks (Menu Disbursements, Item Check

Processing – report EXPCK2).

NOTE: CHECKS SHOULD BE POSTED TO THE MONTH/YEAR of the Cash Disbursement (AP Check Date). Checks will NOT NECESSARILY be POSTED to the same MONTH/YEAR that the invoices were posted. Follow online documentation for details on printing checks.

Note: The A/P checks may be found in your printer output queue (EXPCK2). Depending on your printer, the first one or two checks may be alignment checks (VOID prints on these checks). Print these checks.

Review Reports:

Print the Cash Disbursements Journal. This report should be kept in your A/P Cash Disbursements book – report EXPCK3.