Suppliers (Accounts Payable)

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This module facilitates the entry of supplier invoices, integrates with the stock receipting in the Inventory module, to ensure that stock received as part of the value of stock on hand reconciles to the amount of the supplier invoice.

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Non-stock creditors invoices are generated in this module.

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There is the facility to to hold amounts in dispute from payment and nominate payment dates.

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The module integrates through the End of Day Processing to the General Ledger.

Instructions

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ICE V2.30 Update:

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Suppliers - Inactive & Stop Orders:

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Suppliers can be made “Inactive” and this prevents them from being selected on any form that uses the Supplier Search Dialog

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Suppliers can be flagged as “Stop Orders” and this prevents them from being selected in either the Standard or Auto Orders forms.

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General Information

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Paying Accounts

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The regular aging and printing of the Aged Trial Balance report for Suppliers can be used to determine when Supplier Invoices are due for payment.

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The process for payment of the accounts is likened to entering the cheque butt details into the Accounts Payable module.

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The header of the transaction holds the cheque details, the lines of the transaction indicate what invoices are being paid.

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The purpose of processing these payments in the system allows a dynamic list of outstanding Supplier balances.

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As payments are processed, the Supplier balance is decreased. In addition to the effect in the Accounts Payable module, the payment when processed, is also reflected as a deduction from the bank account and is used for the reconciliation of the bank account to the bank statement.

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Retrieving Stock Receipts into the Accounts Payable Invoices

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Retrieving Stock Receipts into the Accounts Payable invoices provides two benefits:

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AP invoicing process is considerably more efficient. The key to efficient processing of stock receipts in AP invoicing is the accurate entry of stock receipts.

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Using the retrieval of stock receipts automatically flags the stock receipted as processed to AP to provide a reconciliation process between the stock that has been receipted into the Inventory system and the stock that has been paid for.

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It also highlights any discrepancies between the value of stock receipted and the value of stock invoiced. The purpose of processing these payments in the system allows a dynamic list of outstanding Supplier balances. As invoices are processed, the outstanding amount for each Supplier is increased.