Working with the Accounts Payable tab

Your company regularly receives bills from vendors that must be paid. The Accounts Payable tab in Vision enables you to take care of the payment of these bills and account for your expenses in a smooth and efficient manner. It also enables you to check the costs of what a vendor charged you against what you were expecting to pay when you activated a purchase order for the vendor; this allows you to investigate notable variances before paying the vendor's invoice.

Following are descriptions of the screens available on the Accounts Payable tab.

Screen name

Purpose

Vendor Profile

This screen helps you quickly:

Search for a vendor.
View a profile of the vendor that includes contact information; dollar amount totals for your open balance, month-to-date purchases, and year-to-date purchases; discount information; and other vendor-related information.

Note: To access the Vendor Profile screen on the Accounts Payable tab, you must have the proper security privileges. The Accounts Payable job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

Receivers

This screen helps you quickly:

View receiver information such as date received, vendor order number, and dollar amount for freight. Receivers are records of products that you've received from your vendors in your warehouse.
View a listing of all of the PO line items for a receiver.
Add receivers to the voucher you are creating.
Generate the Voucher Cost-Check Worksheet for the voucher associated with a specific receiver. This worksheet summarizes any variances for the voucher. It lists each of the PO numbers, the products, the quantities, and all costs.

Note: To access the Receivers screen on the Accounts Payable tab, you must have the proper security privileges. The Accounts Payable job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

Current Voucher

This screen helps you quickly:

Create new vouchers that are linked to purchase orders you've received from your vendors.
Allocate dollar amounts for freight, miscellaneous, and tax to products being paid on a voucher.
Examine vouchers to check costs. You can compare vendor invoices with the corresponding Vision receivers to see if they match.
For a given line item on the voucher, you can change the product's quantity if you need to voucher a portion of the line item at a later time.
Put a voucher on hold if, for example, you are disputing the invoice with the vendor.
Generate the Voucher Cost-Check Worksheet for a specific voucher. This worksheet summarizes any variances for the voucher. It lists each of the PO numbers, the products, the quantities, and all costs.

Note: To access the Current Voucher screen on the Accounts Payable tab, you must have the proper security privileges. The Accounts Payable job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.

Approve Vouchers

This screen is where you review vouchers and approve them for payment. Accounts payable managers typically are the individuals who approve vouchers.

Once a voucher has been approved, the system distributes the voucher amount to the appropriate general ledger account number(s).

Note: To access the Approve Vouchers screen on the Accounts Payable tab, you must have the proper security privileges. The Voucher Approval job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab. For more information, refer to About roles and job functions.