Accounts Payable – Rajawali Adikarya

What Is It?

A business requires a means of recording invoices and then processing the payment of monies owed to suppliers for valid, authorized goods and services received at the appropriate time, and to reflect the entries correctly in the General Ledger.

Businesses need to purchase goods and services to meet the needs of their sales initiatives. For example, goods for resale or materials for production purposes need to be acquired. Businesses also need to keep track of the value of these goods and services acquired to pay for these charges and to determine charges for which payment has not yet been made. At a glance, financial executives can see what a company needs to pay, when this commitment is due and what settlement discounts would apply if paid early. Clerks can match supplier invoices to prices quoted to the buyers of the organization as well as what stores say the organization has received (i.e. you only pay for what you received at the price quoted to the buyer).

Charges need to be allocated correctly to an appropriate expense or asset account in the General Ledger. Payments need to be recorded in the General Ledger and at any point in time the General Ledger needs to reflect the total monies owing for all supplier invoices not yet paid, as reflected in the Accounts Payable ledger.

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SYSPRO Solution

The Accounts Payable system provides an efficient method for recording purchases and supplier invoices as well as making expense distributions. It can be installed standalone or integrated with other modules in the SYSPRO system.

Included are facilities for maintaining, verifying and reporting supplier account information. The module offers optional two-step invoice entry that allows users to enter, approve and then pay an invoice. Extensive audit trails and journals form an integral part of the module.

Against each supplier, invoice and transaction details are retained from which cash requirements, forecasting and purchase analysis may be printed. Suppliers can be held in local or foreign currency and multi-branch accounting is available. In addition, free-format checks and remittances can be designed.

Process Flow

Staff create requests to purchase goods to meet a customer demand or service. Requisitions may also be raised for goods and or services required for internal purposes (e.g. stationery, consulting services, etc.). Once these requisitions are approved then the buyers create purchase orders and a copy is given to the supplier and the stores for their records.

Suppliers deliver the goods to the relevant warehouse. The stores personnel check the goods and quantities back to the original purchase order. The goods can be inspected and once accepted, receipted into stores.

The suppliers then create an invoice based on their delivery note and your acceptance of their goods. This invoice is posted to the company and input in the Payables system and matched back to the relevant Goods Received Note received from stores.

This invoice is then sent to the buyer for approval and thereafter it is paid according to the company’s cash flow position and the invoice terms which have been defined.

Accounts Payable Process Flow

Integration

The Accounts Payable solution can be run standalone or it can be integrated to other solutions. These include:

Accounts Receivable

The AP Supplier – Customer Contra program enables you to offset the amount you owe a supplier who is also your customer, with the amount that they owe you.

Cash Book

You can configure Accounts Payable to automatically post supplier payments to the designated Cash Book as unreconciled withdrawals. This facility saves double posting i.e. you having to manually post the transactions to the Cash Book as well as to Accounts Payable.

You define Accounts Payable integration to Cash Book on the Integration tab of the Accounts Payable Setup programSYSPRO Ribbon bar > Setup > Financial > Accounts Payable.

Electronic Funds Transfer (EFT)

You can make electronic payments to your suppliers using the Electronic Funds Transfer module, by selecting the EFT option against the bank(s) from which the funds will transferred and the EFT option on the master record of the supplier for whom the electronic payment is required.

General Ledger

SYSPRO enables you to determine whether you want Accounts Payable to be integrated to the General Ledger and if so, whether the integration is to be in real-time or in batch mode, and whether the transactions are to be posted in detail or in summary (see General Ledger Integration in this document).

You use the Payables tab of the General Ledger Integration program SYSPRO Ribbon bar > Setup> General Setup > GL Integration to define the general ledger accounts to be used when processing Accounts Payable transactions.

Branches:

Use the AP Branch Maintenance program to indicate AP Control Ledger Code and the AP discount Taken Ledger Code for each AP branch.

Banks:

Use the Bank Maintenance program to indicate the Cash Account, Exchange Variance and Bank Charges ledger codes for each bank.

Tax codes:

Use the Tax Codes Maintenance program to indicate the Sales Tax Ledger Code and AP Tax Ledger Code.

If you are using the USA tax system, then you use the Extended Tax Codes program to indicate the Sales Tax Ledger Code.

Variance interfaces:

Use the AP Currency Variance G/L Interface program to indicate the Currency Variance account by AP branch and optionally by currency and/or bank.

Landed Cost Tracking

The Register invoice function provides the ability to register invoices in Accounts Payable in order to update costs relating to the shipment of orders. This allows inventory controllers to receipt overseas orders into stock with actual costs. The expense is not shown against the supplier until the invoice is approved.

Purchase Orders

Typically supplier invoices, credit and debit notes are posted to the Accounts Payable ledger once they have been checked against the related purchase order.

If the GRN Suspense system in the Purchase Order module is used, then the invoice can be matched to the related GRN(s) and approved for processing in the AP Invoice Posting program.

Work in Progress

You can allocate the cost of the items directly to a job in the AP Invoice Posting program, when posting supplier invoices for items that have been purchased specifically for a job.

Accounts Payable Integration to other SYSPRO solutions

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