1. Using the District Accounting System
Part 3:
Managing Accounts Payable

2. Objectives At the end of this session you will:
Understand the accounts payable workflow
Be able to create vendors in the district accounting system
Be able to create a bill and select bills to pay
Recognize the AP reports available in the district accounting system

3. Accounts Payable Terminology
Vendor
Represents an individual or organization that requires payment or expense reimbursement

4. System Demonstration
Create a vendor record

5. Create a Vendor Record
Navigation
Accounts Payable Application
Vendors

6. Accounts Payable Terminology
Bill
transaction used to record expenses
Bill Payment
transaction used to record disbursement of cash
Supporting Document
document that allows you to attach multiple files to a transaction

7. Accounts Payable Workflow
Enter a Bill
Select Bills to Pay

8. Accounts Payable Workflow
Bill #1
Payment #1
Accounts Payable Workflow
Bill #1
Bill #2
Bill #3
Payment #1
Bill #2
Payment #2 OR
Bill #3
Payment #3

9. State of a Bill State Definition Approved
Identifies a new bill that has not been paid yet. A bill in this state can still be changed or deleted.
Partially Paid
Indicates that one or more payments have been made, but there is still some amount outstanding.
Paid
Indicates that the full amount of a bill has been paid. This is the final state for most bills.
Reversed
Indicates that a bill and any payments have been reversed. No changes can be made nor payments can be made in this state. A separate (new) bill must be created.
Reversal
Identifies the corresponding transaction to a reversed bill. A reversal is system-generated to back out or effectively “cancel” a reversed bill, while still retaining the history of the original bill.

10. AP Dimensions Account Label Registration & Ticket Revenue
Reporting Code 150--Conferences
Cost Center 001--District 1
Event Period* November
District Order Flag** 100--District Orders - Purchased from TI
*If related to an event
**Unique to AP

11. Create a Bill
Navigation
Accounts Payable Application
Enter a Bill

12. System Demonstration Enter a bill Pay a bill view Bills Register
view Vendor Aging
Pay a bill
select to pay
view Check Register
reverse a payment

13. Resources
District Finance Corner website:
On this site you will find the following:
The district accounting system user guide
The recordings of the district accounting software training webinars
The Annual Budget Template
Or your questions to: