Page 1 Accounts Payable Voucher Entry By MIS Department.

Page 1

Accounts Payable Voucher Entry

By MIS Department

Page 2Glossary of Training Terms

• The following terms will be used throughout this training program:– Field: A box on the screen into which you enter

information– Value: The information (data) being entered in the

field. Example: Division number, FGPO number– Icon: An image you may click to perform a function

such as select, submit or exit– (Single-)Click: Also “Select.” Hitting the left mouse

button once. This will activate an icon or select a row in a list of values

– Double-click: Hitting the left mouse button twice o the same part of the screen. Used only to select and return a value from a list.

Page 3Using the RLM System

• These are the primary RLM icons you will use:– Search: Located next to entry fields. Clicking this

icon brings up a pop-up window with a list of all possible values for the field (for example, the next to the Division field will show a list of all divisions) (Shift-F9 keys or F21 key)

– Select: Located on the Search pop-up windows. You may click on a line and click Select to return its value to the main screen

– OK (Submit): Located in the bottom right corner of each screen. Processes the information on screen and brings you to the next screen

– Return (Back): Located at the top of each screen. Click this icon to go back one screen (F2 key)

– Exit: Located at the top of each screen. Click this icon to return to the menu or close a pop-up (F3 key)

Page 4

Enter your User ID and

Password here

Note: User ID and Password are initially assigned by MIS. You will be prompted to change it the first time you login. The password field IS case-sensitive.

Sign On

Click OK

Page 5

Click the check (or hit the Enter key) to proceed

Welcome

Click here to proceed

(Enter key)

Page 6

Enter the Company number

If you don’t enter a Company or enter the wrong number, you will receive this

error: Click OK

Select Application

Click the Accounts Payable button in the menu (position # may

vary)

Page 7AP Main Menu

Select A/P Entry or Payment

Page 8AP Entry / Payment Menu

Select Enter / edit vendor invoices

Page 9Select AP Company

Select the Company

Page 10Voucher Batch Header Entry

Enter the Batch # as today’s date

(MM/DD/YY) plus a batch number

Make sure that the current period is the current month. If not,

contact MIS

Note: In general, when an amount field is shown with “00000000” as a default,

the last two places represent the decimals (cents)

Enter the batch amount. Decimals

are the last two places so enter

$1000 as 100000

Page 11AP Voucher Batch Entry

Enter the Quantity (the number of invoices in the

Batch)

Click OK

Page 12AP Voucher Header Entry

Enter the Vendor # here or click the icon to select from

a list…

Type in the start of the Vendor Name and hit the

Enter key to search the listDouble-click on a

row, or single-click and click the

icon

Page 13AP Voucher Header Entry

Enter the Invoice Date or click the

Calendar icon to select

Enter the Invoice Number

Enter the Invoice Amount

Click OK

Page 14AP Voucher Detail Entry: GL Numbers

Enter the amount for this invoice

Note: For inventory related vouchers (FOB, Freight, Duty, etc.) the GL number is ALWAYS the Clearing

Account. For other vouchers the amount may be divided among multiple GL numbers

Enter the GL Number here or

click the icon to select from a list…Enter the

Company here (JEI = 01, DS =

04)

Page 15AP Voucher Detail Entry: Select a GL Number

Type in the start of the GL Number and hit the Enter

key to search the list

Double-click on a row, or single-click

and click the icon

Note: For inventory related vouchers (FOB, Freight, Duty, etc.) the GL number is ALWAYS the Clearing

Account. For other vouchers the amount may be divided among multiple GL numbers

Page 16Review GL Numbers

Review your GL entries for this Voucher

You may edit the description(s)

here

Click Return (F2) to exit

Page 17Balance the Batch

When you are finished with all invoices for the

Batch, click here to Balance

You have returned to the Voucher Entry screen. You may enter another voucher in the same batch

by updating the information on this screen and clicking OK. See slides 13-14.

Page 18Batch Balancing

Type the bank number here

Click Update to finish the

Batch

Page 19Batch Out of Balance

If you are out of balance you will be notified here.

Click Continue to return to edit

Page 20Edit Out of Balance Batch

Click Review to see the vouchers.

See slide 14

Page 21AP Entry / Payment Menu

When all Batches are finished, return to the AP Entry / Payment Menu (click Return)

Click here (option 5) to update the

Batches and post to the AP sub-ledger