2.1 Input

The Accounts Payable (AP) module has two main functions:

· Input

· Reports

2.1 Input

2.1.1 Supplier Invoice

Invoices related to inventory movements are entered in the Inventory Management module. When processed, they will be linked to the Accounts Payable module.

Invoices for materials, supplies, and other service expenses (such as electricity, water, telephone, or rent) that generate payables are entered directly in the Accounts Payable module.

Vendor Invoice Data Entry Details

Select New to open the data entry interface

· General Information

o Voucher No: Enter the voucher number or let the system auto-generate it.

o PO Date: Must fall within the accounting period.

o Period: Automatically generated by the system based on the voucher date

o Invoice No/ Serial No/ Invoice Date: Enter the information as shown on the invoice

o Vendor ID: Press F3 to select the vendor or enter the vendor code manually (the system will automatically validate the code)

o AR Account: Press F3 to select or enter the detailed account number

o Currency ID: Select the foreign currency and enter the exchange rate

o Payment term: Press F3 to select

o Pay Date: Select the payment date

o Description (VN - EN): Enter the description

· Detail Information

Each invoice detail is entered as a separate line in the data grid:

o Account: Press F3 to select or enter the account number (the system will automatically validate it; if the account is invalid, the system will not allow moving to the next field)

o Currency: Select the payment currency (the system defaults to the currency from the general information section)

o Cury Rate: Enter the exchange rate of the payment currency against VND (the system defaults to the rate from the general information section)

o Sub Total: Enter the pre-tax or foreign currency amount.

o Domestic Amount: The amount after applying the exchange rate

o Tax ID: Press F3 to select the corresponding tax rate.

o Tax amount: the actual tax incurred.

o Domestic Amount: the tax amount converted based on the exchange rate (if applicable)

o Description (VN - EN): Automatically filled in from the description entered in the summary section above.

o Invoice No./ Serial No./ Invoice Date: Invoice information

2.1.2 Voucher Released

This function is used to lock the recorded payable entries and post them to the ledger

· Released a single voucher

o Select the voucher to be Released from the voucher list.

o Click Released

· Released multiple vouchers

o In the voucher list, filter vouchers that have not yet been Released (status: Hold).

o Select the vouchers to be Released.

o Click Released