The purpose of this chapter is to introduce you to the Accounts Payable module of Microsoft Dynamics SL product and training course. This chapter introduces the windows and processes that are used to complete the accounting cycle in Accounts Payable.

Also, it is important to note that this chapter is optional and can be skipped at the instructor's discretion. If the instructor feels that each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Course Description.
• Module Overview.
• Accounts Payable Process Flow.
• Other Features.

After completing this chapter, students will be able to:

• Understand the goals of this course.
• See how the Accounts Payable module fits into the suite of available modules for the Microsoft Dynamics SL system.
• Follow the flow of transactions through Accounts Payable.

This chapter examines the core processes that are used in the Accounts Payable module. The purpose of this chapter is to introduce each step in the accounting cycle, briefly discuss its purpose and primary features, and focus on its function in the accounting cycle. Please note that this chapter is not intended to provide you with a detailed primer on each of these topics.

This chapter is optional and can be skipped at the instructor's discretion. If the instructor feels that each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Transaction Flowchart.
• Voucher Entry.
• Payment Selection.
• Check Printing.
• Viewing Results.

After completing this chapter, students will be able to:

• Identify the basic processes required to enter and pay a vendor invoice.
• Understand the purpose of the Payment Selection process.
• Understand the process for printing a check.
• View the results of transactions.

This chapter examines the setup of vendors. The purpose of this chapter is to describe the information required to define a vendor in the system. A vendor must be defined before Accounts Payable documents can be entered.

Main Topics

• Procedures for Maintaining Vendors.
• Vendor Maintenance window.
• Vendor Class Maintenance window.
• Vendor History window.

Lab: Vendor Maintenance

• Create new vendors.

Lab: Initialize 1099 Amount (Optional exercise, US Government reporting)

• Use Initialize Mode to enter an already reported 1099 amount.

After completing this chapter, students will be able to:

• Establish identification codes for vendors.
• Create and maintain vendors and vendor information.
• Understand the uses of the vendor classes.
• View vendor balances.

This chapter discusses the concept of batch entry. The fields and features of the Voucher and Adjustment Entry window are also discussed. This chapter examines the types of documents that can be entered in the Voucher and Adjustment Entry window and the processes required to update vendor balances. Execute reports to verify information entered.

Main Topics

• Procedures for Entering Vouchers.
• Voucher and Adjustment Entry window.
• Adjustment Debit and Credit documents.
• Releasing Accounts Payable documents.
• Accounts Payable batch reports.

Lab: Voucher Entry

• Enter documents for vendor invoices received.

After completing this chapter, students will be able to:

• Enter voucher and adjustment documents for vendor invoices.
• Edit voucher and adjustment data.
• View vendor document information on reports.

The objective of this chapter is to examine the series of windows available for viewing vendor balances and drilling down to the transaction details. The Inquiry windows allow you to view vendor balances and documents without having to print reports. Learn to view balances and drill down to the details of the transactions.

Main Topics

• Vendor Inquiry Window.
• Vendor Documents Report.
• Vendor History.

Lab: Vendor Inquiry

• Use the Vendor Inquiry window to view Accounts Payable data.

After completing this chapter, students will be able to:

• Perform vendor inquiries.
• Locate vendor documents.
• Drill down to document details.

Use the recurring voucher feature to make repetitive documents more efficient. This chapter shows you how to define a recurring item and execute the process to create the voucher each period.

Main Topics

• Procedures for using Recurring Vouchers.
• Recurring Voucher Maintenance.
• Generate Recurring Vouchers.

Lab: Create a Recurring Voucher

• Create a recurring item for a monthly service contract.
• Generate the recurring voucher.

Lab: Recurring Vouchers

• Create a recurring voucher for a quarterly payment to a vendor.

After completing this chapter, students will be able to:

• Determine which vouchers should be defined as Recurring Vouchers.
• Set up recurring items.
• Process Recurring Vouchers to generate a batch.
• Create a recurring voucher for a quarterly payment to a vendor.

The objective of this chapter is to examine the reports that help determine which vouchers to pay. We show you how to select the right vouchers for payment by date, vendor, number, or a custom query. Learn which options to use to take advantage of vendor discounts and pay invoices at the right time. Learn to create multiple check printing batches.

Main Topics

• AP Check Diagram.
• Procedures for Processing Checks.
• Cash Requirements Report.
• Aged Accounts Payable Report.
• Payment Selection.
• Editing Payment Selections.

Lab: Payment Selection

• Print the Cash Requirements report and select documents for check processing.

Lab: Edit/Select Documents for Payment

• Make changes to a Payment Selection batch.

Lab: Clearing Payment Selections

• Clear all items from a Payment Selection batch.

After completing this chapter, students will be able to:

• Decide which documents should be paid.
• Determine the best method to use for payment selection.
• Edit amounts, discounts, and items selected for payment.
• Clear Payment Selections.

This chapter explores the check printing process and the various options available for processing checks after printing. Learn how to handle situations such as check forms that are loaded incorrectly or not at all. View the check preview to understand how checks display as a result of processing options.

Main Topics

• Check Printing.
• Accounts Payable Check Update.
• Manual Check Entry.

Lab: Check Printing

• Working knowledge of Microsoft Windows 2000, Windows 2003, or Windows XP. General knowledge of database applications is helpful but not required.

Lab: Using Check Update

• Print Checks, update the system and view the Check Register report.

After completing this chapter, students will be able to:

• Print Checks.
• Evaluate the printed check forms.
• Update check documents in the system.

In this lesson you learn how to void a check after it has been issued, view the reinstated voucher, and understand the steps to issue a new check.

Main Topics

• Procedures for Voiding Checks.
• Void Check Entry.

Lab: Void Check

• Void an issued check and view the resulting documents.

After completing this chapter, students will be able to:

• Void a check that has been printed and processed.
• Decide if the voucher is to be re-paid.

This chapter explores the check reconciliation function within Accounts Payable. Comparisons are made to the Cash Manager module so students using Cash Manager understand the differences. Use the Check Reconciliation report to evaluate outstanding items.

Main Topics

• Procedures to Reconcile Checks.
• Check Reconciliation Report.
• Check Reconciliation Window.

Lab: Reconcile Checks

• Use the Reconciliation process in Accounts Payable to mark checks as "Cleared".

After completing this chapter, students will be able to:

• Clear checks issued to vendors.
• Evaluate the Check Reconciliation Report.

The objective of this chapter is to introduce the various ways that checks can be printed. Learn to manage pre-payment checks, print checks quickly, enter voucher information, and immediately print a check. Apply pre-payment checks to vouchers when the invoice is received from the vendor.

Main Topics

• Overview of Quick Voucher and Prepayments.
• Quick Voucher and Prepayment Window.
• Apply Prepayments to Vouchers.

Lab: PrePayments

• Issue a check to pay a deposit prior to receiving an invoice.

Lab: Quick Voucher and Check

• Enter a voucher and print a check in one step.

Lab: Applying Prepayments

• Associate a prepayment with the vendor invoice.

After completing this chapter, students will be able to:

• Understand when to use the Quick Voucher and Prepayment options.
• Issue a check while and enter a voucher in one step.
• Issue prepayments and apply them to vendor invoices.

Create a closing checklist to ensure all transactions and activities have been completed for the accounting period. Produce appropriate audit trail reports and lean to correct an out of balance condition. Close only Accounts Payable, or all modules for the period. This chapter also discusses the detail retention and deletion options.

Main Topics

• Balance the Accounts Payable module to the General Ledger.
• Correct an Out of Balance Condition.
• Close for the Month or Year.
• Delete Accounts Payable Detail.
• Perform Accounts Payable Integrity Check.

After completing this chapter, students will be able to:

• Understand Month-End processes and procedures.
• Balance Accounts Payable to General Ledger.
• Decide when to close Accounts Payable for the period.
• Execute the Closing process.
• Delete detail for Accounts Payable..
• Understand the AP Integrity Check and when to use it.

This chapter discusses the 1099 reporting process. We show you how to enter vouchers that reference a 1099 box and explain how 1099 boxes are updated as checks are issued and voided. Learn to print 1099 Miscellaneous forms.

Main Topics

• Procedures for preparing 1099s.
• 1099 Preview Report.
• 1099 Preview Report.
• 1099 Forms.
• 1099 Magnetic Media.
• 1099 Calendar Year Control.

After completing this chapter, students will be able to:

• Understand how 1099 boxes are updated.
• Print 1099 Forms.

Appendix A: Accounts Payable Setup

Understand the defaults and user options defined in the Accounts Payable Setup window. Even though these options are typically not changed after the product is implemented, you will gain understanding of default values and processes through the settings in this window.

Also, it is important to note that this chapter is optional and can be skipped at the instructor's discretion. If the instructor feels that each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Accounts Payable Setup Checklist.
• Accounts Payable Implementation Worksheet.
• Procedures for entering initial documents and history.
• Initializing Existing Activity.

After completing this chapter, students will be able to:

• Understand the options in the Accounts Payable setup window.
• Understand how the Accounts Payable setup options impact the Accounts Payable module.
• Initialize existing history.

Appendix B: Sales Tax Maintenance

This chapter discusses the options for tracking Sales Tax. Learn to define taxes and enter updated tax rates. Set default tax ID's for customers/vendors and use taxes in data entry.

This chapter is optional and can be skipped at the instructor's discretion. If the instructor feels that each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Sales Tax Procedures.
• Tax Maintenance.
• Tax Categories.
• Tax Groups.
• Assigning Taxes to Vendors.
• Using Taxes in Data Entry.
• Tax Reporting.

After completing this chapter, students will be able to:

• Define Sales Taxes.
• Understand Tax Groups.
• Understand Tax Categories.
• Use taxes in data entry.

Appendix C: Terms Maintenance

Define payment terms for customers/vendors. Learn to set up terms with discount options. Multiple installments can be defined using standard frequencies or user defined payment dates and amounts.

This chapter is optional and can be skipped at the instructor's discretion. If the instructor feels that each student's background provides sufficient experience in these topic areas, then the instructor reserves the right to skip this chapter.

Main Topics

• Shared Information Terms Maintenance.
• Multiple Installments.
• Using Multiple Installment Terms.

After completing this chapter, students will be able to:

• Define Terms for use in Data Entry.
• Create Multiple Installment Terms.
• Use multiple installment Terms.