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 ID in 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. ii. iii. iv. One Time Regular Permanent 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. Click Add button so that the entire panel opens with all the fields that are to be filled.

Main Menu > Vendors > Vendor Information > Add/Update > Vendor

Accounts Payable Process

Accounts Payable Process

Now click Address tab and fill the required fields.

Now click Location tab. 4

Accounts Payable Process

Now vendor is in Unapproved status.

Accounts Payable Process

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. So that the existing row is updated to approved status only no new row is created.

Accounts Payable Process

Main Menu > Vendors > Vendor Information > Add/Update > Vendor

Below figure is a summary page in which vendor Status is in Approved state.

Accounts Payable Process

Tables:-

Action

Table vendor vendor_addr

Vendor Creation

vendor_loc vendor_cnct

Regular Entry (Voucher Creation):

Accounts Payable Process

In this step we create a new Regular voucher. By default when click the content reference Regular Entry automatically Add a new value 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. ii. iii.

Business Unit: Voucher ID: Voucher Style:

FRA001 NEXT 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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Accounts Payable Process

Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

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Accounts Payable Process

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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Accounts Payable Process

Click on the Vendor ID that was created so that the Vendor, Name, Location and Address fields are automatically generated.

Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

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Accounts Payable Process

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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Accounts Payable Process

In below figure Approval field is an translate field with translate values: i. ii. iii. Pre-Approved Default from Higher Level 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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Accounts Payable Process

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Accounts Payable Process

Tables:-

Action

Tables voucher voucher_line

Voucher Save

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 click Add button so that the Voucher Posting Request window opens. After filling the required fields click Save and then to run the process click Run button.
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Accounts Payable Process

In below Process Scheduler Request window, can view the process name which is running with few parameters related to process.

Now click OK button so that Process Instance is developed for the process and Voucher Posting Request panel is displayed.

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Accounts Payable Process

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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Accounts Payable Process

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: Process Type: Process Name: Emplid: Runstatus: Distribution Status:

12662 Application Engine AP_PSTVCHR VP2 Success Posted

Tables:-

Action

Tables voucher

Voucher Posted

distrib_line vchr_acctg_line

Payment Creation:

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Accounts Payable Process

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, Bank and Account field must be selected in Bank/Method tab.
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Accounts Payable Process

Goto Dates tab and click on Pay Cycle Manager link

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Accounts Payable Process

Select the server as PSNT and click Process 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 Selected and Schedule Payments Selected becomes 2.

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Accounts Payable Process

Select the server as PSNT and click Process button.

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Accounts Payable Process

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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Accounts Payable Process

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

Click Save and to run the process by clicking Run button.

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Accounts Payable Process

Click on OK button so that new instance will be created for the process.

Click Process Monitor to view the status of the running process.

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Accounts Payable Process

To view the output of process click Details link

Click on View Log/Trace link which is in active state in Actions Pane in the above figure.

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Accounts Payable Process

Click on APY2030- 12673.PDF link to view the generated check in the browser.

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Accounts Payable Process

Process:30

Accounts Payable Process

Instance Process Type Process Name Emplid Run Status Distribution Status

12673 Crystal APY2030VP2 Success Posted

Tables:Action Tables pymnt_vchr_xref Payment Selection (APY2005) pycycl_stat pycycl_data

Action

Tables pymnt_vchr_xref pycycl_data

Payment Creation (APY2010)

pycycl_stat pymnt_advice payment_tbl

Payment Posting:

Main Menu > Accounts Payable >Batch Processes > Payment > Payment Posting
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Accounts Payable Process

Click Save and single click on Run button to run the process. Process Scheduler Request panel opens in which we can view Process related data with few parameters.

Click Ok button so that the instance will be developed for the running process.

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Accounts Payable Process

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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Accounts Payable Process

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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Accounts Payable Process

Click on Payment Reference ID to open Vouchers For a Payment summary page.

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Accounts Payable Process

Process:Instance Process Type Process Name Emplid Run Status Distribution Status 12682 Application Engine AP_PSTPYMNT VP2 Success Posted

Tables:Action Tables pymnt_vchr_xref Payment Posting 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 click Save. To run the process click Run 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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Accounts Payable Process

Click OK button so that the Process Instance is developed for the process.

Now click Process Monitor to view the status of the running process. Initially Run Status is Processing and Distribution Status is N/A.

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Accounts Payable Process

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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Accounts Payable Process

Click on View Log/Trace link in Process Detail panel to view the list files that are generated as outputs.

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Accounts Payable Process

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 with errors 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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Accounts Payable Process

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:42

Accounts Payable Process

Instance Process Type Process Name Emplid Run Status Distribution Status

12683 Application Engine FS_JGEN VP2 Success Posted

Tables:Action Tables jrnl_header Journal Generated jrnl_ln

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