[AP] AP Transaction Entry Directions

Created by Jess Miller, Modified on Mon, 17 Feb at 2:48 PM by Anya Erkstam

Accounts Payable> Programs> AP Transaction Entry

APT1. Create a new batch and the current month

If you're at the end of the month, pay close attention to your batch month.
**Example if it's the beginning of December you'll be entering batches in November & December until the previous month has been closed
If there is an existing batch you started you can select the "Use an existing batch" and continue your work

Create a new batch and the current month

Info Tab

APT2. In the #seq tab type "n" or "+" and enter for a new sequence (invoice)

In the #seq tab type "n" or "+" and enter for a new sequence (invoice)

APT3. Go into the "Vendor" tab and press F4 to to pull up the AP Vendors

Go into the "Vendor" tab and press F4 to to pull up the AP Vendors

APT4. Press f4 and select the correct vendor on your invoice.

Select the applicable vendor on your invoice and then press the OK button

**TIP: "*" and typing the key words can help you pull up a vendor quicker**

Some accounts will have two vendor accounts, 9000+ indicates credit card vendor.

TIP: "*" and typing the key words can help you pull up a vendor quicker

APT5. AP reference to enter the invoice number. Go into your invoice and review the invoice number to pull this information.

If there is no invoice number use the invoice date or date of entry YYYYMMDD

Next go into your AP reference to enter the invoice number. Go into your invoice and review the invoice number to pull this information.

APT6. Enter your invoice date

Once the AP Reference is entered go into the invoice date

APT7. The due date will auto populate once it is entered based on AP Vendor net terms set up

If this is not accurate you can manually enter and make a correction in AP Vendor net terms.

**Discount Date is only to be input if it clarifies on the invoice for a discount date or by Vendor (this is usually referenced on the invoice or set up in AP Vendor)

The due date will auto populate once it is entered based on AP Vendor net terms set up

APT8. Enter the description, this is a summary of what the invoice is.

If you can't find a description summarize the invoice.

Is there a PO?
What is it for?

Next we will be going through the description, this is a summary of what the invoice is.

APT9. Enter in the gross amount on your invoice (we will break apart any tax on the bottom section of the program)

Next you'll enter in the gross amount on your invoice (we will break apart any tax on the bottom section of the program)

ℹ️ We have completed the top of the AP Transaction Entry

APT10. On the Line field type n or + to create a new line entry below

You'll create multiple lines if you need to break apart sections of an invoice.

Example Insurance:
Medical Benefits

Dental Benefits

Next on the Line field type n or + to create a new line entry below

APT11. Select your expense type.

1-Job (Is this going to a job, phase, and cost type)

3-Expense (Does this need to be expensed to a GL Account?)

4-Equip (Is this for a piece of equipment in EM, equipment, cost code, cost type)

Select your expense type.

APT12. Once you have selected expense move to GL Account tab and select F4

This could auto populate if this is connected to a piece of equipment or job. That will be the GL you want.

Once you have selected expense move to GL Account tab and select F4

APT13. If there is tax, enter the Gross amount to reflect BEFORE tax

APT14. Code is where you'll input your tax code - press F4 and select the correct code

This varies by location

https://dor.wa.gov/taxes-rates/sales-use-tax-rates/local-sales-use-tax

This website is helpful as you can refer to their excel that lists codes based on locations for Washington State (other states vary)

Our Washington tax codes are input with WA first

Example

WA-0605 is going to be what you use in Vancouver
WA-0605E is what you select if they are exempt for tax at that specified vendor

WA-0605PR is if it's Public Road

Code is where you'll input your tax code - press F4 and select the correct code

APT15. Once your have your information complete, select the floppy disc icon again to save all of your work

Once your have your information complete, select the floppy disc icon again to save all of your work

APT16. Click into the vendor tab

Click into the vendor tab

APT17. Drag the invoice into the top part of AP Unapproved Invoice Entry

It's important to make sure you're in the top portion or it won't attach to the correct spot

Drag the invoice into the top part of AP Unapproved Invoice Entry

APT18. Close

Click into the Sequence number to re-load to verify your attachment saved

APT19. Check the paperclip symbol to see if there is a blue circle, this shows us it attached correctly

Check the paperclip symbol to see if there is a blue circle, this shows us it attached correctly

APT20. Now select File

Now select File

APT21. Select Process Batch

Select Process Batch

APT22. Next press Validate

Next press Validate

APT23. Select Post

Select Post

APT24.Select Close

Select Close

APT25. You should receive to process in prepaid, hit yes

APT26. AP Prepaid Process program will open

APT27. Select Update

APT28. Verify entries and select Post

APT29. Post Batch