Standard Payables Overview

When you enter a standard payable record, the system performs the same payment and budget monitoring as when you add a record with the Post Accounts Payable option. It also classifies records for EFT processing based on your entry of vendor or alternate vendor address.

When you post standard payable records to Fund Accounting, the system creates ledger and transaction records in the same way as when you complete online payable entry. If you use an approval process for payables, the system creates approval records at this point as well.

For a complete description of the system processing associated with payable entry and posting, refer to Post Accounts Payable.

Using the Standard Payables Option

Following is a general outline of how to create a standard payable template, add records to the template, review and update those records, and post them to the live database. Detailed procedures for the steps involved appear in the Procedures section below and are provided in the sections describing the Standard Payables pages.

For this sample procedure, suppose you have four separate payments each month for the same vendors at roughly the same time. This procedure describes how to create a single template containing a record for each of the payments.

Creating a Single Template for Vendor Payments

1. Select Fund Accounting > Entry & Processing > Payable Entry > Standard Payables.

2. Click Add New to display the Template Entry page.

3. In the Template Entry page's Payment Type section, select a payment option for the template's first standard payable:

   • Use the Purchase Order Payment option if the payable references a purchase order or encumbrance.

   • Use the Non-Purchase Order Payment option to create a payable that does not reference an existing PO or encumbrance.

4. In the Control Number field, enter a number to identify the template you are creating. Character/8

   • Using this control number, you can add more records to the template and, as needed, you can post the template records to Fund Accounting.

   • If a payable is routed for approval processing, the control number is used for storing the record in the Batch Accounts Payable option as well.

5. Add the first record to the template. For detailed steps, refer to the Template Entry Page.

6. Add standard payable records to the same template for the other payment records.

7. To review the template's payables, print the Template Payables Edit List using the procedure in the Template Payable Page.

8. Assume that this month, only three of the four payments are due. Before you can post the standard payables, you need to update the template records. To change information for a payable record, follow the steps in the Template Payable Page.
   In particular, you need to use each standard payable record's Hold field to determine whether it can be posted to Fund Accounting:

   • For the payment that is not due, make sure the standard payable record has its Hold field selected. This places a posting hold on the payment.

   • For the payments that are due, make sure each standard payable record has its Hold field clear. This is the default setting when you add a standard payable to a template.

   For a detailed description of the Hold field, refer to the Template Payable Page.

9. To post template records to Fund Accounting, select the template in the Payable Templates page, and then click Post.

10. Enter the due date to use for the payables that you are posting from the selected template, and then click OK.
    A message displays, asking you to confirm that you want to post payable records for the template.

11. Click OK to confirm your selection. The system displays the Template Post Results page which shows you the payable records that posted, those that were sent into the approval process, and those that were kept on hold due to a data conflict.

12. Click OK to close the Post Results page and return to the main Payable Templates page.

    • You can access standard payables routed for approval by selecting the Batch Accounts Payable option. The system stores the record in a batch file identified by the control number from the standard payable.

    • You can use the template's control number to search for and view the posted records in the Fund Accounting > Entry & Processing > Payable Entry > Change Accounts Payable.

    • You can also include the posted records in Fund Accounting > Entry & Processing > Vendor Checks > Vendor Checks.