Operation Check List for Accounts Payable Input

 

 Date: _________________      User Name: ________________________________

 

   (User Initial when Complete)

 

   _____  1. Prepare Accounts Payable Invoices for Input.

                   a. For all invoices                

                      - Flag invoices for New Vendors or Address Changes.

                      - Highlight Invoice # and Invoice Date and determine Due Date.

                      - Highlight Gross Amount, and Discount % or Amount, if any.

                      - If check has already been written, note check # and date.

                      - Assign General Ledger Account Number.

                      - Run an adding machine tape on the Gross Amount of all Invoices and Credits.

 

                   b. For invoices charged to jobs

                      - Assign Job Number and Cost Code

                      - Assign Type of Cost (Material, Sub, EQuipment, Expense)

                      - Highlight Retainage Amount, if any

 

    ____   2. Edit Vendor Master File to make Name & Address Changes and Add New Vendors,

                     if any.

 

Opt.  ___ 3. Print new Vendor Master list.

 

Opt   ___ 4. Go to A/P Master Files & Purchase Orders menu to add any NEW Purchase Orders.

 

Opt   ___ 5. Go to Job Cost Files Menu, Change Job Option to add any NEW Subcontracts.                

 

    ____   6 Enter Invoices into Accounts Payable.

                 - Verify the Vendor Name in blue bar at top of the screen.

                 - Verify General Ledger Account, Job Name and Cost Code Description

                   in blue bar at top of the screen as these codes are entered.                                        

 

    ____   7. Backup data files (if you enter a substantial number of records) SAVEDATA.

 

    ____   8. Validate and Print Invoices.

                 - The Activity Date entered controls the Accounting Period in which this cost will

                   appear. THIS DATE IS VERY IMPORTANT!

                 - Check report carefully for errors and compare totals to adding machine tape.