Resource Information and Control Corporation


Accounts Payable

Getting There: Accessing this application is done by double clicking on the Accounts Payable icon in the Accounting main menu.



Purpose: Accounts Payable is used to track all money amounts that are owed by the facility. ConCentRICs Accounting controls this through the use of a Purchase Order system. When anyone in the facility wants to purchase something they would enter a Purchase Request. Once approved, it would be turned into a Purchase Order and sent to a vendor. The vendor fills the order and delivers the item. When it is received, the system authorizes the item to be paid for. The vendor also sends an invoice for the delivered item. When the Accounting department receives the invoice, it will be entered into the Check Processing application and once matched up, payment authorization will be issued. Accounts Payable can be linked to both the ConCentRICs Inventory Control and Fixed Assets applications.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Purchase Requisition Requisition Defaults Produce POs Receive PO Expense Journal Inquiry POs Purchase Order List Issue Next PO Number Encumb Reports Purchase Journal Vendor Inquiry AP Form Wizard Inventory Journal

Accounts Payable Modules Overview



Purchase Requisition is used to enter, modify, print, and authorize requests for purchase. A Purchase Requisition will contain all the information necessary to determine the item or items that need to be purchased, who you are buying it from, the cost of the item, and which account the item will be charged to.
Security Level: To view - Read Only. To enter, change and inquire - Normal. To delete - Advanced. To approve - Manager.

Double clicking on the Purchase Requisition icon will bring up the Purchase Requisition dialog box.



The following is a break down of the dialog box:

  • The options under the Requisition Selection Type section is used to narrow down which requisitions you want to see. You can select by department, person, status or all requisitions.
  • The Authorization Mode option is used to approve or reject Purchase Requisitions.
  • The Starting Number and Ending Number optional fields can be used with any selection type.

    • Click on the button and the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]


















    If you want to print the requisition, click on the print button on the tool bar.


    The Print Purchase Requisition dialog box will be displayed

    Choose the form you want and click on the button and the requested form will be printed.

    If your security is set high enough, you can double click on any entry to bring up the Requisition Master dialog box.







    The master will contain information about the overall requisition.









    Once you make changes here, click on the Next button to access the Requisition Detail dialog box.






    This dialog box will contain information on the individual items that need to be purchased.












    Click on the lower button and all the detail changes will be saved and the maintenance activity will be terminated.




    Requisition Defaults is used to set the values you will use most often when you enter a new requisition. This helps speed up your entry of a requisition since these fields will already be set to the values you use most often. If you don’t set the defaults, then the system will use the first value in each category. These may not be appropriate for you, so it is recommended that you set the defaults to suit you.
    Security Level: To view - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Requisition Defaults icon will bring up the Requisition Defaults dialog box.



    The following is a break down of the dialog box:

  • The three default combo boxes for Delivery Type, Unit of Measure and Tax Codes will show the current default values of each category. Possible selections will be contained in each combo box.

    • Set each category to the one you would use the most. These are your personal settings and will not affect anyone else on the system.

  • The Default Ship To Address field is used to provide an address to the vendor that they can ship to.
  • Use the Edit Address button to change the existing entry.
  • Use the Address Search button to select a different name and address entry.
  • The Default Send Invoice To field is used to provide an address to the vendor that they can use to invoice.
  • Use the Edit Address button to change the existing entry.
  • Use the Address Search button to select a different name and address entry.

    • Click on the button and the defaults will be set.




    Produce P Os is used to turn an approved Purchase Requisition into an actual Purchase Order. When it becomes a purchase order, the requisition is removed from the system. This option will also reprint any existing POs.
    Security Level: To view - Read Only. To create and perform maintenance - Advanced.

    Double clicking on the Produce P Os icon will bring up the Produce P Os dialog box.



    The following is a break down of the dialog box:

  • The Requisition Number option is used to sort them in the order they were entered into the system.
  • The Vendor Name option is used to sort them alphabetically by company name of vendor.
  • The Department then Requisition Number option is used to sort them by department then requisition number.
  • The Department then Vendor Name option is used to sort them by department then vendor name.
  • The Purchase Order Date field is used to indicate the date that will appear on the Purchase Order.

    • Click on the button and the Produce PO Report will be created.




    Receive P O is used to indicate that merchandise ordered with a purchase order has been delivered. A purchase order can not be paid until is it received. This option will allow you to receive an entire or partial PO.
    Security Level: To receive - Normal. To override error messages - System.

    Double clicking on the Receive P O icon will bring up the Receive P O dialog box.

    Enter the Purchase Order number and click on the button. If the Purchase Order is found, the following dialog box will be displayed.



    This dialog box will show the purchase order information but you can not change any of the data, except the number of items received.











    If you want to record partial items received, double click on the appropriate item and the Partial Receipt dialog box will appear.





    As soon as you enter the quantity received and click on the OK button, you will be returned to the Receive PO dialog box and the list box will be updated accordingly.








    Expense Journal is used to view and/or post expense transactions to the General Ledger. This option will default to the Expense Journal, but if your security is set high enough, you will be able to post any journal.
    Security Level: To post the journal - Privileged. To delete the journal without posting it - Manager.

    Double clicking on the Expense Journal icon will bring up the Expense (Post) Journal dialog box.



    The following is a break down of the dialog box:

    The current Accounting Fund and Accounting Year will be displayed at the top of the dialog box. If the right fund and year is not displayed, use the Change Fund and/or Change Year options to make changes. For more information on how to perform these procedures, see Common Functions in Product Demonstration Accounting. The Journal Status will show the current status of the Journal. You can click on the Draft button to get a draft report of the Journal. When you are ready to post the Journal, click on the Post button.

    NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

    When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.




    Inquiry P Os is used to look up any purchase order issued from the current fund. The system will show all the details for a specified purchase order number.
    Security Level: To view - Read Only. To receive a PO or produce an Audit Report - Normal. To change the PO - Privileged.

    Double clicking on the Inquiry P Os icon will bring up the Inquiry P Os dialog box.

    Enter the Purchase Order number and click on the button. If the Purchase Order is found, the following report will be displayed.

    [This scrollable report is shown in two parts because of size constraints.]





























    Purchase Order List is used to report on a range of purchase orders or a particular type of PO. You will get full detail on any PO on the report by double clicking on the PO entry.
    Security Level: To view and create reports - Read Only. To receive a PO or produce an Audit Report - Normal. To change the PO - Privileged.

    Double clicking on the Purchase Order List icon will bring up the Purchase Order List dialog box.



    The following is a break down of the dialog box:

    In the Type of Report section, you can choose the report desired .

  • The All Purchase Orders option will show every purchase order from the beginning of the fiscal year.
  • The POs not yet Received option will show all purchase orders with an Open or Partial status.
  • The Outstanding POs option will show all purchase orders with an Open or Partial status. It will also show purchase orders with a Received status if they have not yet been paid.
  • The POs not yet Invoiced option will show all purchase orders with an Open, Partial or Received status, as long as no invoice information has been posted against it.
  • The POs Invoiced, not Paid option will show all purchase orders that have invoice information added but have not yet been paid.
  • The Closed Purchase Orders option will show all purchase orders with a Received status that have been completely invoiced and all invoices have been paid.
  • The POs Partially Received option will show all purchase orders with a Received status but not all items have been received.
  • The Open Accounts Payable option will show all purchase orders , credit memos or check requests that still have an outstanding A/P balance.
  • The Outstanding A/P option is a report on the special Accounts Payable tracking subsystem that is used to balance all Accounts Payable activity.

    • You can sort the report three ways.

  • The PO Number option will list purchase orders numerically starting with the lowest or earliest PO.
  • The Vendor Name option will sort them alphabetically by Payee.
  • The Date option will
  • The Starting Year combo box will contain all the accounting years established for the current fund.
  • The Starting PO Number optional field is normally left blank to start with the first purchase order in the Starting year. You can override this and enter any PO number.
  • The As of Date field only appears for the Outstanding A/P report. It will show all the activity on or before the date specified.
  • The Department Selection button is used to restrict the report to just purchase orders for one or more departments.
  • The Missing PO Numbers check box will only work for the All Purchase Orders report. If checked, then any gaps in PO numbers will be reported.
  • The Rebuild Expense Detail button will only be available for the Outstanding A/P report. You can use this process to completely rebuild the Expense Detail files from posted transactions.

    • Click on the button and the report selected will be created.

    You can double click on any line in the list to display the detail maintenance dialog box for that PO .




    Issue Next P O Number is used to request a PO number from the system that could be used for a manual purchase order. This option can issue one or more numbers in a single use. The system will set aside that number and will not allow it to be reissued.
    Security Level: To access and use - Advanced.

    Double clicking on the Issue Next P O Number icon will bring up the Issue Next P O Number dialog box.



    Enter the number of purchase orders numbers that you need.



    Click on the button causing the purchase orders numbers to be issued and you will get the following message box.

    This is the only place these numbers are shown so it's a good idea to jot them down .




    Encumb Reports is used to view the Encumbrance figures for all applicable accounts. You can view these figures only if you expense your POs when they are received.
    Security Level: To view and create reports - Read Only. No maintenance is associated with this option, so no other security is required.

    Double clicking on the Encumb Reports icon will bring up the Encumb Reports dialog box.



    The following is a break down of the dialog box:

  • The First Report Month and Last Report Month fields are used to set a date range for the report.
  • The Budget Categories combo box contains all the budget categories defined for the current fund.
  • The Summary Report option will show the Actual amount, Encumbrance amount and the Budget amount.
  • The Detail Report option will show the same columns as in the Summary but will also have a Variance, a Percent and an Annual Column.
  • The Total Major and Minor Categories check box, if checked, will display the totals of all accounts by major and minor category to make it more readable.

    • Click on the button and the requested report will be generated.

    [This scrollable report is shown in two parts because of size constraints.]





























    Purchase Journal is used to view and/or post purchase order adjustment transactions to the General Ledger. This option will default to the Purchase Order Journal, but if your security is set high enough you will be able to post any journal.
    Security Level: To post the journal - Privileged. To delete the journal without posting it - Manager.

    Double clicking on the Purchase Journal icon will bring up the Purchase (Post) Journal dialog box.



    The current Accounting Fund and Accounting Year will be displayed at the top of the dialog box. If the right fund and year is not displayed, use the Change Fund and/or Change Year options to make changes. For more information on how to perform these procedures, see Common Functions in Product Demonstration Accounting. The Journal Status will show the current status of the Journal. You can click on the Draft button to get a draft report of the Journal. When you are ready to post the Journal, click on the Post button.

    NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

    When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.




    Vendor Inquiry is used to show all activity for any company in the current fund. This option allows you to select any vendor you do business with. This will be a comprehensive list of activity.
    Security Level: To view - Read Only. To receive a PO - Normal. To maintain a PO or PR - Privileged.

    Double clicking on the Vendor Inquiry icon will bring up the Name and Address Selection dialog box.

    Double click on the desired vendor's name and a report will appear listing all activity for that vendor.

    Double click on any line and the detail report for it will be generated.

    [This scrollable report is shown in two parts because of size constraints.]






























    AP Form Wizard is used to define forms and data files that will be used with Accounts Payable.
    Security Level: To access and use - Manager.

    Double clicking on the AP Form Wizard icon will bring up the AP Form Wizard dialog box.



    The following is a break down of the dialog box:

  • The Form Type combo box will list all forms and files used in Accounts Payable.
  • The Form Body option will be all the fields that will appear on the form itself.
  • The Detail Columns option will define the fields that will appear in the detail section on the form,
  • The Page Alignment check box, if checked, indicates that an alignment form is required to print this form. NOTE: This box should be checked when using pre-printed forms.
  • The Page Breaks: check box, if checked, will cause a top of form to be issued between each field. If unchecked, the system will create all the forms as one page.
  • The Page Size: field is the size of the form in inches.
  • The Form Fields: list box will show all of the fields currently defined for the form and/or data file.
  • The Add Field button is used to move the contents of Field Details to the Form Fields list box.
  • The Delete button is used to remove the current active field from the Form Fields list box.
  • The Move Up button is used to take the current active field and make it switch places with the line above it.
  • The Move Down button is used to take the current active field and make it switch places with the line below it.
  • The Field Name: combo box contains a list of all the possible types of fields that the system allows on the form/file..
  • The Field Label: field is the label that will appear on the field.
  • The Field Size: fields are in two parts. The first part applies to all fields and is the total size on the field for the form/file. The second field is the number of decimal places for money fields.
  • The Alignment section contains options to indicate where a field will appear within the field width, either on the Left most position of the field, Centered, or on the far Right side as possible.
  • The Positon Over/Position Down: fields are used in combination with each other. These fields will determine the exact position that the field will appear on the form.
  • The Font Width/Font Height fields are used in combination with each other to determine the size of the characters that will print on the form.
  • The Total Detail Lines: field is used to tell the system where to begin the detail and what fields to use for the columns.
  • The Column Headings check box, if checked, will take the first detail line and will place the column headings on this line. If unchecked, then no column headings will be displayed.
  • The File Specifications: button will only be active when defining a data file.
  • The List Specs button will save the dialog box and will display a window with all form specifications.
  • The Test Form button will save the current form definition and print a test alignment page.
  • The Copy Form button is used to start the copy utility for forms.
    WARNING: Using this feature will replace the existing form with the form selected for copy. This means that if you already have a form defined when you use this feature, the existing form will be deleted and replaced with the selected form.

    • Click on the button and the form will be generated.




    Inventory Journal is used to view and/or post inventory transactions to the General Ledger. This option will default to the Inventory Disbursement Journal, but if your security is set high enough you will be able to post any journal.
    Security Level:To post the journal - Privileged. To delete the journal without posting it - Manager.

    Double clicking on the Inventory Journal icon will bring up the Inventory (Post) Journal dialog box.



    The current Accounting Fund and Accounting Year will be displayed at the top of the dialog box. If the right fund and year is not displayed, use the Change Fund and/or Change Year options to make changes. For more information on how to perform these procedures, see Common Functions in Product Demonstration Accounting. The Journal Status will show the current status of the Journal. You can click on the Draft button to get a draft report of the Journal. When you are ready to post the Journal, click on the Post button.

    NOTE: The Post button will not be active unless the Journal is ready to be posted and you are authorized to post it.

    When a Journal is posted, the transactions are posted to the General Ledger and are removed from the Journal.


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    Last Modified: Saturday, January 02, 2010 at 12:00 AM.