Posting Payables

After you reconcile incoming invoices to existing P/Os, you can post payables to the G/L account. After you post the payables, you can view information on payables through the G/L Inquiry screen and the G/L Ledger screen, as well as A/P Inquiry screen and the A/P Ledger screen.

To post a payable:

On the A/P Entry screen, after you have selected the purchase orders for reconciliation, use the information in the Approved field to determine how you want to post the payable:

If the system has assigned a value of Y, you can print a check for the payable in one of two ways:
Use the A/P Preview Queue to print multiple checks for payables. For more information, see Printing Checks Overview.
Use the Man Chk hot key to print a single check for a payable. For more information, see Posting Manual Checks.

Note: If you display the A/P Entry screen in view-only mode, this hot key is not active.

If the system has assigned a value of N, either because the difference amount exceeds the A/P Over/Short Maximum Parameters control maintenance record or because the Set All New A/P Entries to Not Approved control maintenance record is set to Y, the system prompts you to classify the payable as one of the following:
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 allows you to enter a zero-balance payable and reconcile it to two off-setting P/Os. When you press Esc, the system prompts you to confirm your action.

Press Esc 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.