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Procedures for Running Accounts Payable
Updated February 1, 2006
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Select Accounts Payable (A/P) Module
A. Define Vendors
1. Data Entry
2. Define new vendors
3. Click new on toolbar
4. Enter Vendor information.
5. Click save on toolbar for each vendor
6. Click new on toolbar for new vendor
7. Repeat steps 3-6 for each vendor.
B. Enter Invoices
1. Data Entry
2. Transaction Entry
3. Click on "New Batch"
4. Enter Date, reference
5. Click ok
6. Click "New Invoice"
7. Enter vendor
8. Tab
9. Enter invoice date
10. Tab
11. Enter Due Date
12. Tab
13. Enter Dist Date -- the Distribution date should equal the date on the check.
14. Tab
15. Enter invoice number (a number must be entered for the invoice number, i.e., statement date)
16. Tab
17. Enter total amount payable to vendor
18. Tab
19. Choose checking account number from the drop down box
20. Tab
21. Check the pre paid checkbox if the invoice has already been paid and you don't need to print a check for it. Enter check number in Check/EFT Number Box.
22. Tab
23. Check the EFT checkbox if the invoice was paid using an electronic funds transfer. If invoice is an EFT, the pre paid checkbox must be checked first and tab to EFT checkbox
24. Tab
25. Enter description in "Memo" box. NOTE: this will appear in the memo field on the actual check.
26. Tab
27. Enter the GL account
28. Tab
29. Enter reference
30. Tab
31. Enter amount for the first item on invoice
32. Tab
33. Click the "%" box if the number that you entered in the amount box is a percentage of the total invoice amount.
34. Tab
35. Mark the 1099 checkbox if a 1099 form will be required for the invoice
36. Tab
37. Repeat steps 27-36 for each item on invoice
38. If you want to make this invoice a recurring invoice, click on "Define as Recurring" and go to Step 6 under Define Recurring Entries. NOTE: there are some slight screen differences.
39. If you want to continue entering invoices, click on "New Invoice"
40. Repeat steps 7-37 for each additional invoice
41. After entering all invoices click done
42. If you want to post the invoices to print later, click Done and skip to B. 50.
43. If you want to print all invoices just entered, click on "Print Checks"
44. Verify that the starting check number and date is correct
45. Click Print
46. Click Okay
47. Click Print
48. Once you have verified that all checks printed correctly, Click "Commit"
49. If you are finished entering invoices or printing checks, click done
50. To post the batch, Click post
51. Click verify
52. Click post
53. Click ok
54. Click send to printer
55. Click print -- make sure posted report prints (this will be the only time you will be able to print this posted report)
56. Click Finish
C. Select Invoices to Pay (If you posted the invoice to print later)
1. Reports
2. Select Items for payment
3. Select all invoices to pay by clicking on down arrow under Type from "U" to "P"
4. After selecting invoices to pay, click "Print Checks"
5. Click next
6. Starting check number should be the next number in your checks, if not research why check the number is different then change check number.
7. Tab
8. Enter date written
9. Make sure check style is correct -- if check style is not correct click on Change Style/Location and select correct check style.
10. If check style is correct, click print
11. Place checks correctly in printer
12. Click ok
13. Click send to printer
14. Click print
15. Make sure check(s) printed correctly
16. If checks printed correctly click on commit.
17. If checks match vendors and all checks printed correctly click post. If some checks were not printed correctly uncheck box at each vendor that did not print correctly. These checks need to be spoiled. See Spoil A/P checks below.
18. Click on post to post all checks that were printed correctly.
19. Click ok
20. Click send to printer
21. Click print -- make sure posted report prints (this will be the only time you will be able to print this posted report).
22. Once report is printed, click finish.
D. Spoil A/P Checks
1. Data Entry
2. Spoiled A/P Checks
3. Enter starting number
4. Tab
5. Enter ending number
6. Tab
7. Enter date
8. Tab
9. Tab through all fields to finish and hit enter.
E. Define Recurring Entries
1. Data Entry
2. Define Recurring Entries
3. Click on "New Recurring"
4. Enter Vendor
5. Tab
6. Enter next recurring date. NOTE: Health Insurance EFT from the Diocese should be recorded the 1st of each month, Property and Worker's Comp EFT should be recorded on the 15th of each month.
7. Tab
8. Enter Number of Days due
9. Tab
10. Enter an expiration date for the recurring entry. NOTE: if there is not an expiration, enter 12/31/9999
11. Tab
12. Choose check acct number
13. Tab
14. Choose 1 for ap acct number
15. Tab
16. Choose cycle: How often the entry is recorded, ex. Monthly, weekly, etc.
17. Enter amount of invoice.
18. Tab
19. Click on the "%" box if the amount in the invoice amount box is a percentage.
20. Tab
21. Click on the "EFT" box if the invoice is an electronic funds transfer.
22. Tab
23. Enter description in "Memo" box. NOTE: this will appear in the memo field on the actual check.
24. Tab
25. Choose a category from the drop down box. NOTE: To add a category, type the name of the category and tab. You will receive the message "The text you have entered is not in the list. Would you like to add it? Choose yes, it will prompt you to add a description, click okay, and the category will appear on the drop down list.
26. Tab
27. Enter general ledger number where it will be recorded. NOTE: If the entry is broken down into several different account numbers, enter each account number with the amount separately.
28. Tab
29. Enter reference (not required)
30. Tab
31. Enter the amount for the general ledger account number (or entire invoice if amount is only going to one gl number).
32. Tab
33. If vendor will receive a 1099 at end of year -- click in box next to 1099. NOTE: If vendor was set up as a 1099 vendor, the box will already be checked.
34. Repeat Steps 27 - 33 if there are additional general ledger codes associated with this recurring entry.
35. If you have additional recurring entries, click on "New Recurring" and repeat Steps 4-34 for each additional recurring entry.
36. After entering all recurring entries, click done.
F. Print Recurring Entries
1. From the Define Recurring Entries screen, click on "Post Recurring"
2. The "Post Recuring AP Entries" Box comes up.
3. Choose "Copy to current list of ap transactions" to send the recurring entries to the "Transaction Entry" screen in ap where they can be reviewed and then printed and posted.
4. Click "By Category" if you want to post recurring entries by category, ex. Choose utilities if you want to post all utilities.
5. Choose the next date of the recurring entries that you want to post.
6. Click Verify
7. Click Post
8. After posting, go to Data Entry, Transaction Entry.
9. If you want to print your checks now, click on Edit Batch and go to step B44
10. If you want to print your checks later, click on Post and go to step B51.
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