Accounts Payable Course Outline

Description

The NIS Accounts Payable system provides the tools to complete tasks such as tracking expenditures, maintaining and analyzing supplier information and processing vouchers. It supports the agencies' need for accurate and timely payables that follow standardized procedures but also allow the agencies to select options that are unique to their organization.

In Accounts Payable, you may be required to post a batch. For information on why a batch may not post due to budget failure, please refer to the Budget Failure Manual.

Lesson 1: Accounts Payable Inquiries

1) Inquiries

Ø Reviewing Supplier Master and Address Book Information

1) Review Supplier Information in the Supplier Master

2) Additional Functions and Options

Ø Voucher Invoice Inquiry

Ø Payment Inquiry

Ø Cleared Warrant Inquiry

Lesson 2: Voucher Processing

1) Entering Vouchers

Ø Entering Vouchers without Purchase Orders/IBT

1) Enter a Standard Voucher Without Purchase Order

2) Review a Voucher

3) Enter a Voucher Without Purchase Order for Discount

4) Additional Functions and Options

Ø Entering Multiple Supplier-Payment Vouchers at One Time

1) Enter Multiple Supplier-Payment Vouchers at One Time

2) Review Multiple Supplier-Payment Vouchers

3) Additional Functions and Options

Ø Entering Vouchers for Employee Reimbursement

1) Enter an Employee Reimbursement Voucher

2) Review an Employee Reimbursement Voucher

3) Additional Functions and Options

2) Special Handling a Voucher

Ø Special Handling a Voucher

1) Place a Payment on Hold

3) Printing Vouchers for Review or Pre-Audit

Ø Printing Voucher Journal

Ø Printing Pre-audit Verification Report

4) Working with Batches

Ø Batch Audit Workbench

Ø Reviewing, Approving, and Working with Voucher Batches

1) Review a Voucher Batch

2) Approve Pending Voucher Batches

3) Post a Voucher Batch

4) Review and Print Posted Batch Reports

5) Delete an Unposted Voucher

6) Additional Functions and Options

Lesson 3: Other Voucher Processing

1) Inquiries

Ø All Order Inquiry

Ø Pre-note Inquiry

2) Voucher Processing

Ø Entering Vouchers using Two-Way Match

1) Enter a Voucher Using Two-Way Match

2) Add a Freight or Delivery Charge

3) Review a Voucher

4) Additional Functions and Options

Ø Entering Vouchers using Three-Way Match

5) Enter a Voucher Using Three-Way Match

6) Add a Freight or Delivery Charge

7) Review a Voucher

8) Additional Functions and Options

Ø Entering Recurring Vouchers (not currently using)

1) Enter a Recurring Voucher

2) Review a Recurring Voucher

3) Revise a Recurring Voucher

4) Additional Functions and Options

3) Credit Memos

Ø Entering Credit Memos with a Purchase Order

1) Enter a Reversal of an Unpaid Voucher

2) Enter Return of Goods / Reduction of Services Received After Payment

3) Enter Credit Against Vendor Payment

4) Additional Functions and Options

Lesson 4: Accounts Payable Reports

Accounts Payable Reports Quick Reference Card

1) Open AP Reports

Ø Open Purchase Order Detail Report (Procurement report) - work instructions pending

2) AP Detail Reports

Ø A/P Details with Aging (See report example)

Ø A/P Details with Remarks (See report example)

3) Supplier Reports

Ø Supplier/Customer Totals by G/L Acct (See report example) - work instructions pending

4) Payment Register Detail Reports

Ø Detailed Payment Register (See report example)

Ø AP Payment History Detail (See report example)

5) Accounts Payable Reports

Ø G/L Post Budget Failure Report

Ø Print Voucher Journal

Ø Voucher Pre-Audit Report (See report example) - work instructions pending

Ø Received Not Vouchered Report (See report example)

Ø Received/Vouchered Status Reports * NVISION Course * HTML Version (for blind & visually impaired users) * Job Aid * (See report example)

1) Received/Vouchered Status Order Totals

2) Received/Vouchered Status Supplier Totals

Ø Purchase Card Journal Report (See report example)

Review Your Knowledge

Ø Vouchers