Individual Transactions (AP)

Use this AP Data Entry panel routine to enter transactions involving any money being spent by your organization, including items for which checks need to be printed, items for which checks have already been hand-written, and items that have been processed as EFTs (Electronic Fund Transfers). Enter all transactions here except for Recurring Entries.

The routine uses three screens:

Unposted Batches — The opening screen lists unposted batches. You can add a new batch or select one to edit. You can also print a list or post from here.

Transaction List — Items in the current batch display as either Pending Items or Checks Written. You can add new invoices or select ones to edit and/or print lists or checks.

Transaction Entry — Enter or edit invoice detail, with the option to quickly print a check.

When to Enter Transactions

There are no set "rules" that prescribe when transactions must be entered into AP. Many bookkeepers prefer to enter items as they are received; others wait until they are ready to print the checks. Most likely, you will enter transactions daily or at least weekly. See When to Enter Transactions for tips on General Ledger workflow.

NOTES:

Accrual - If you set Accounts Payable to be an accrual system (Accounts Payable in Preferences), enter transactions as you incur obligations.

Cash - If you set Accounts Payable to be a cash system, you will probably enter transactions when you are ready to print the checks.

Invoice Number — The program tracks invoice numbers by vendor, preventing the entry of the same vendor invoice more than once.

Unpaid Invoices — When first starting to use this program, you may have some unpaid invoices created in your previous program, and that are included in the Beginning Balances entered into this program.

Two Approaches to Printing AP Checks

You have the choice of two ways to enter and pay AP items using this routine:

Quick Checks — You enter AP items and print the checks from here. After checks are printed (and "committed"), they must be posted to update GL accounts and vendor records. (Posting checks that have been printed from within this routine updates the checking and expense accounts without impacting the AP accounts, even if set to Accrual.)

Invoice Entry — Enter AP items, then verify accuracy and post. You can then use the Open Items Analysis reports and Select Items for Payment routine (AP Data Entry panel) to manage when to Print Checks for all or specified items.

Single or Separate Checks? — Click here for information on the options available for handling two or more open invoices for the same vendor.

Opening Screen — Unposted Batches

When Individual Transactions opens, you see a grid of any unposted batches (temporary files that store entries until you are ready to post them). These batches may have been previously entered through this routine, or created by Payroll Print Checks or Post Recurring Entries.

The Unposted Batches Grid -

If the grid is empty, there are no unposted invoices and only the New image\newicon.gif icon on the command bar is active..

Each row in the grid displays the Batch # (automatically assigned), the Date Created and Reference for the batch, and the total Amount of all items in that batch.

The Command Bar

image\tool_ap_ind_tran.gif

The command bar above the grid allows you to take various actions with the selected batches.

New image\newicon.gif - Opens the Batch Header window in which to define a new batch of transactions before moving to the Current Batch - Transaction List screen.

Edit image\editbatchicon.gif - Opens the Transaction List screen that displays all invoices in the selected batch. From there you can add new invoices as well as edit existing ones, plus you can print checks for selected invoices.

Deleteimage\delbatchicon.gif - An alert will ask you to verify the removal of the batch. If the batch contains any committed invoices (checks have been written), those items will not be deleted.

The Buttons -

Print/Preview Batches image\print_prev_batch_bttn.gif- Opens the AP Transactions window where you can print or preview a report of all or selected batches.

Select & Post Batches image\post_sel_batch_bttn.gif- Opens the Post Transactions window where you can post items in all or selected batches. (If the batch that is highlighted in the grid is being edited by another user, an alert will stop you from proceeding.)

Close image\closex.gif - Select this icon on the routine's title bar to exit from this routine.

Tip

Moving Money Between Bank Accounts