ACCOUNTS PAYABLE TO GENERAL LEDGER
All entries made in the APE ("Invoice Entry"), APRE ("Post Recurring Entries"), and APCP ("Print Checks") programs go to a holding file, awaiting transfer to the General Ledger via GLAP ("Accounts Payable Transfer").
A. Invoices to General Ledger
When invoices are entered into APE to be paid, the General Ledger disbursement accounts entered for the invoice are debited and the Accounts Payable Trade account is credited. Invoices are transferred to the General Ledger by invoice date via GLAP.
When an unpaid invoice is deleted, the adjusting General Ledger entries are made. The General Ledger disbursement accounts entered for the invoice are credited and the Accounts Payable Trade account is debited.
B. Credit Memos to General Ledger
When credit memos are entered into APE to be taken, the General Ledger disbursement accounts entered for the credit memo are credited and the Account Payable Trade account is debited. Credit Memos are transferred to the General Ledger by credit memo date via GLAP.
When an untaken credit memo is deleted, the adjusting General Ledger entries are made. The General Ledger disbursement accounts entered for the credit memo are debited and the Accounts Payable Trade account is credited.
C. Computer Checks to General Ledger
When invoices/credit memos are paid with computer checks, the Accounts Payable Trade account is debited for the total of all invoices/credit memos and the Cash Checking account is credited for the net amount of the checks. If discounts are taken, the Discounts Earned account is credited. Check totals are transferred to the General Ledger by check date via GLAP.
When a check is voided, the adjusting General Ledger entries are made. The Accounts Payable Trade account is credited and the Cash Checking Account and the Discounts Earned account debited. The adjusting entries are made in GLAP automatically when a check is voided, even if you did not send information to the General Ledger when checks were written. Voided checks go to the General Ledger at the time they are voided.
D. Office Checks to General Ledger
Office checks may be handled three different ways:
1. If the office check is paying an invoice already on the computer, you may mark the invoice as paid.
2. If the office check is paying a new invoice that you put on the computer at the time you enter the office check, the entries are automatically made as a debit to the accounts entered on the distribution of the invoice and as a credit to the Cash Checking account.
3. Office checks that are not paying an existing invoice may be entered directly into the General Ledger using the GLE program and as a debit to what was paid and a credit to the Cash Checking account.
E. Voided Checks to General Ledger
Accounts Payable checks written on the computer may be voided. The entry will be sent to the General Ledger by the date the check was voided. The invoice is left as an unpaid invoice.
Accounts Payable office checks put on the computer as a "new" invoice may also be voided. They will be sent to the General Ledger by the date the check was voided.
Note: The invoice is left on the computer as an unpaid invoice, ready for future payment.
F. Accounts Payable Holding File - GLAP
All of the entries made on the Accounts Payable programs go to the GLAP holding file. You may go into GLAP and choose the "Print A/P Jrnl. Contents" option to view what is in the file. The report will show the General Ledger account number that is debited/credited, the journal where the entry came from, the invoice/credit memo number, the date of invoice/credit memo or the check run, the amount to be debited or credited, the vendor name or "Cash Disbursement," the date to be sent to the General Ledger, and the vendor number you have assigned the vendor.
Running the GLAP program gives you the option of transferring ALL entries, or transferring by date. If transferring entries by date, enter the oldest date to send in entries through the end of the month you are closing on the General Ledger. This will leave the entries for later months in the GLAP file. Make sure all invoices/credit memos are entered into the APE program for the month you are closing.