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Using the District Accounting System

Using the District Accounting System. Part 3: Managing Accounts Payable. Objectives. At the end of this session you will: Understand the accounts payable workflow Be able to create vendors in the district accounting system Be able to create a bill and select bills to pay

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Using the District Accounting System

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  1. Using the District Accounting System Part 3: Managing Accounts Payable

  2. Objectives • At the end of this session you will: • Understand the accounts payable workflow • Be able to create vendors in the district accounting system • Be able to create a bill and select bills to pay • Recognize the AP reports available in the district accounting system

  3. Accounts Payable Terminology • Vendor Represents an individual or organization that requires payment or expense reimbursement

  4. System Demonstration • Create a vendor record

  5. Create a Vendor Record • Navigation • Accounts Payable Application • Vendors

  6. Accounts Payable Terminology • Bill transaction used to record expenses • Bill Payment transaction used to record disbursement of cash • Supporting Document document that allows you to attach multiple files to a transaction

  7. Accounts Payable Workflow

  8. Accounts Payable Workflow Payment #2 Payment #3 Payment #1 OR Payment #1

  9. State of a Bill

  10. AP Dimensions • Account Label Registration & Ticket Revenue • Reporting Code 150--Conferences • Cost Center 001--District 1 • Event Period* 2012-11--November • District Order Flag** 100--District Orders - Purchased from TI *If related to an event **Unique to AP

  11. Create a Bill • Navigation • Accounts Payable Application • Enter a Bill

  12. System Demonstration • Enter a bill • view Bills Register • view Vendor Aging • Pay a bill • select to pay • view Check Register • reverse a payment

  13. Resources District Finance Corner website: http://www.toastmasters.org/financecorner On this site you will find the following: • The district accounting system user guide http://www.toastmasters.org/userguide • The recordings of the district accounting software training webinars http://www.toastmasters.org/accountingsoftwarewebinars • The Annual Budget Template http://www.toastmasters.org/AnnualBudgetTemplate Or email your questions to: districtfinancialreports@toastmasters.org

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