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8/3/2019 Account Payable Process
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Accounts Payable Process
Account Payable Process
As we know AP Process mainly involves few steps. They are:
Let us do all the process that is followed in each step.
First of all to create voucher, let us create a new vendor so that we can use this vendor IDin our voucher creation process.
Vendor Setup:
To add a new vendor click on vendor content reference by going through the navigation
that is mentioned below.
Persistence is a translate field with translate values:
i. One Time
ii. Regular
iii. Permanent
iv. Single Pay
Main Menu > Vendors > Vendor Information > Add/Update > Vendor
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Accounts Payable Process
Now Persistence field value is with default value Regular. ClickAdd button so that the entire
panel opens with all the fields that are to be filled.
Main Menu > Vendors > Vendor Information > Add/Update > Vendor
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Now clickAddress tab and fill the required fields.
Now clickLocation tab.
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Now vendor is in Unapproved status.
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This vendor summary page is read only.
we see that the Status of the vendor in Unapproved state.
Generally, vendor approving step is done by higher priorities i.e. the resource who has higher
authority than us.
Here we will open the vendor panel and change the Status from Unapproved to Approved. Sothat the existing row is updated to approved status only no new row is created.
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Main Menu > Vendors > Vendor Information > Add/Update > Vendor
Below figure is a summary page in which vendorStatus is in Approved state.
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Tables:-
Action Table
Vendor Creation
vendor
vendor_addr
vendor_loc
vendor_cnct
Regular Entry (Voucher Creation):
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In this step we create a new Regular voucher.
By default when click the content reference Regular Entry automatically Add a newvalue panel opens instead of Search Page.
These can be changed at Component properties.
By default when Add a New Value panel appears then these are the default values to
the fields
i. Business Unit: FRA001
ii. Voucher ID: NEXT
iii. Voucher Style: Regular Voucher
iv. Estimated No. of Invoice Lines: 1
Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry
In below, Invoice Date should be less than or equal to current date.
Invoice Number should be manually entered.
When the voucher is saved then automatically Voucher ID will be generated.
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Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry
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Click on the Magnifying glass symbol which is a Vendor prompt table grouped by SetID
and Vendor ID.
Below figures shows the list of vendors filtered using %61 in Vendor ID field and click
LookUp.
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Click on the Vendor ID that was created so that the Vendor, Name, Location and Addressfields are automatically generated.
Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry
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In the summary page below there are voucher details like voucher ID, Approval status,
Post Status etc. Here the Post Status is Unposted. So voucher must be posted.
Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry
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In below figure Approval field is an translate field with translate values:
i. Pre-Approved
ii. Default from Higher Level
iii. Specify at this Level
This voucher approval is also done by higher authorities. But here Finance was Setup in
such a way that when voucher is saved automatically the voucher is Pre-Approved.
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Tables:-
Action Tables
Voucher Save
voucher
voucher_line
distrib_line
pymnt_vchr_xref
Voucher Posting:
Main Menu > Account Payables > Batch Processes > Vouchers > Voucher
Posting
We can use the existing Run Control ID or you may also create new Run Control ID.
Now enter the value and clickAdd button so that the Voucher Posting Request windowopens.
After filling the required fields clickSave and then to run the process clickRun button.
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In below Process Scheduler Request window, can view the process name which isrunning with few parameters related to process.
Now clickOKbutton so that Process Instance is developed for the process and VoucherPosting Request panel is displayed.
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Go through the Process Monitor to view the status of the process.
Initially the Run Status is Processing and Distribution Status is N/A.
when the process execution is success then the Run Status is Success and after few
seconds by clicking the Refresh button the Distribution Status changes from Posting to
Posted
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There is a chance to check whether Voucher is posted or not in PIA by going through
below navigation.
Main Menu > Accounts Payable > Review Accounts Payable Info > Vouchers >
Accounting Entries
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Accounts Payable Process
Process:-
Instance: 12662
Process Type: Application Engine
Process Name: AP_PSTVCHR
Emplid: VP2
Runstatus: Success
Distribution Status: Posted
Tables:-
Action Tables
Voucher Posted
voucher
distrib_line
vchr_acctg_line
Payment Creation:
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Main Menu > Accounts Payable > Payments > Pay Cycle Processing > Payment Selection
Criteria
Click on Source/BU tab and enter the Business Unit field.
Based on the Business Unit that was selected, Bankand Account field must be selected
in Bank/Method tab.
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Goto Dates tab and click on Pay Cycle Manager link
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Accounts Payable Process
Select the server as PSNT and clickProcess button.
Initially the Pay Cycle Status will be Running and Schedule Payments Selected is 0
On clicking Refresh button after few seconds the Pay Cycle Status changes to Selectedand Schedule Payments Selected becomes 2.
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Select the server as PSNT and clickProcess button.
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Initially the Pay Cycle Status will be Running and later changes to Approved
Now the Trial Register link gets activated in Pay Cycle Manager. (Grey color turns into
blue)
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Click on Trial Register link so that check can be developed and viewed.
We can use existing Run Control ID or can create new Run Control ID.
Here Iam using the existing Run Control ID : US001
ClickSave and to run the process by clicking Run button.
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Click on OKbutton so that new instance will be created for the process.
ClickProcess Monitor to view the status of the running process.
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Accounts Payable Process
To view the output of process clickDetails link
Click on View Log/Trace link which is in active state in Actions Pane in the above figure.
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Click on APY2030- 12673.PDF link to view the generated check in the browser.
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Process:-
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Accounts Payable Process
Instance 12673
Process Type Crystal
Process Name APY2030-
Emplid VP2
Run Status Success
Distribution Status Posted
Tables:-
Action Tables
Payment Selection
(APY2005)
pymnt_vchr_xref
pycycl_stat
pycycl_data
Action Tables
Payment Creation
(APY2010)
pymnt_vchr_xref
pycycl_data
pycycl_stat
pymnt_advice
payment_tbl
Payment Posting:
Main Menu > Accounts Payable >Batch Processes > Payment > Payment Posting
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Accounts Payable Process
ClickSave and single click on Run button to run the process.
Process Scheduler Request panel opens in which we can view Process related data withfew parameters.
Click Ok button so that the instance will be developed for the running
process.
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Click the Process Monitor link which is in active state to view the status of the running
process.
The Run Status will be processing and Distribution Status is N/A in process Monitor.
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The process executed successfully can be known by Run Status field.
Here the Run Status is Success and Distribution Status is Posted.
To check the payment related details through the below navigation.
Main Menu > Accounts Payable > Review Accounts Payable Info > Payments >
Payment
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Click on Payment Reference ID to open Vouchers For a Payment summary page.
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Process:-
Instance 12682
Process Type Application Engine
Process Name AP_PSTPYMNT
Emplid VP2
Run Status Success
Distribution Status Posted
Tables:-
Action Tables
Payment Posting
pymnt_vchr_xref
payment_tbl
vchr_acctg_line
General Ledger:
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Accounts Payable Process
General Ledger is a Book or Registry where all the transaction related to every module is
stored.
This is done by running Journal Generator.
Main Menu > General Ledger > Journals > Subsystem Journals > Generate Journals
Select the Post checkbox in Journal Processing Options.
Fill the required fields and clickSave.
To run the process clickRun button then Process Scheduler Request window opens and
displays the process name which is running with some parameters
Parameters like Server Name, Run Date, Emplid, Run Control ID, Type, Format, etc.
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ClickOKbutton so that the Process Instance is developed for the process.
Now clickProcess Monitor to view the status of the running process.
Initially Run Status is Processing and Distribution Status is N/A.
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Now the Run Status changes from Processing to Success and Distribution Status is
Posted.
Click on Details link which is active in Process Monitor panel to view Process Detail.
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Click on View Log/Trace link in Process Detail panel to view the list files that are
generated as outputs.
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Click on AE_FS_JGEN_12691.stdout link which is generated and active to see whether
the journal is created or not.
The file is opened in new window so that we can view whether journal is generated witherrors or ended normally.
We can view that generated journal in PIA by navigating below:
Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
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In the above journal summary page we can view the journal related data and fields.
With P alphabet symbol in Journal Status field indicated that Journal is Posted.
Process:-
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Accounts Payable Process
Instance 12683
Process Type Application Engine
Process Name FS_JGEN
Emplid VP2
Run Status Success
Distribution Status Posted
Tables:-
Action Tables
Journal Generated
jrnl_header
jrnl_ln