Accounts Payable to General Ledger

All entries made in the APE, APRE, & APCP programs go to a file GLAP to be sent to the General Ledger when you are ready.

Invoices to General Ledger

When invoices are put in APE to be paid, the G/L disbursement accounts entered for the invoice are debited and the Accounts Payable Trade account is credited. Invoices go to the G/L by invoice date.

When an unpaid invoice is deleted, the adjusting G/L entries are made. The G/L disbursement accounts entered for the invoice are credited and the Accounts Payable Trade account is debited. The adjusting entries go to the G/L by the day the adjustments are made.

 

Credit Memos to General Ledger

When credit memos are put in APE to be taken, the G/L disbursement accounts entered for the credit memo are credited and the Account Payable Trade account is debited. Credit Memos go to the G/L by Credit Memo date.

When an untaken credit memo is deleted, the adjusting G/L entries are made. The G/L disbursement accounts entered for the credit memo are debited and the Accounts Payable Trade account is credited. The adjusting entries go to the G/L by the day the adjustments are made.

 

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. These entries are only made if you choose Yes to send to the G/L. Checks go to the G/L by the date checks were written.

When a check is voided, the adjusting G/L entries are made. The Accounts Payable Trade account is credited, and the Cash Checking Account, and the Discounts Earned account is debited. The adjusting entries are made in GLAP automatically when a check is voided even if you did not send information to G/L when checks were written. Voided checks go to the G/L by the date they are voided.

 

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. This makes no entry to the G/L. You will need to enter the office check manually to the G/L and code to Accounts Payable Trade as a debit and a credit to Cash Checking Account.

2. If the office check is paying an 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. These entries go to the G/L by the date of the invoice.

3. Office checks that are not paying an existing invoice may be entered directly into the G/L using the GLE program and as a debit to what was paid and a credit to the Cash Checking Account. These entries should be entered into the G/L when the month the checks were written is open.

 

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: When entered, Accounts Payable Trade is skipped, but when voided the invoice is left on the computer as an unpaid invoice and Accounts Payable Trade is credited.

 

Accounts Payable Holding File - GLAP

All of the entries made on the A/P programs go to the holding file GLAP.
You may go into GLAP and choose option #1 to view what is in the file. It will show the G/L 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, if check run and you answered Yes to send to General Ledger, the date to be sent to the G/L, 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 thru the end of the month you are closing on the G/L.
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.