Adding System Accounts for Accounts Payable

Overview

Use this job aid to add system accounts for Accounts Payable. System account codes for the Agris Accounts Payable System (ACP) are maintained by using this job aid. System account (transaction) codes defined under Accounts Payable are indicated on the audit reports of other packages by *P. If none of the optional boxes are specified, the transaction code's source is considered to be "generic". Each transaction is matched with a specific source. Any transaction without a specific source uses the generic source. For example: the generic AP transaction code is usually set to update the ledger account for Accounts Payable Trade and if used with a voucher type for notes payable is usually set to update the ledger account for Notes Payable.

To add system accounts for accounts payable:

1. From the Toolbar, click SJI for System Journal Interface.

2. Select System Accounts, and then select Accounts Payable.

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3. In the optional Name Id Type box, click Lookup or type * and press Enter, and then select the name id type, or type the name id type. The name id type is used in conjunction with most transaction codes to direct the G/L distribution to a special ledger account. For example: a name ID type for intra-company may be used with the AP transaction code to update intra-company payables.

4. In the optional Voucher Type box, click Lookup or type * and press Enter, and then select the voucher type, or type the voucher type. The voucher type distinguishes various types of accounts payable transactions in Accounts Payable and may be used with most of the Accounts Payable transaction codes to direct the G/L distribution to a specific general ledger account. For example, if the Agris Commodity Accounting System is integrated to the Agris Accounts Payable System for updating Accounts Payable for freight or hauling expenses, the voucher type may indicate a hauling expense voucher.

5. Click OK.

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6. In the Transaction Code box, click Lookup or type * and press Enter, and then select the transaction code associated with the system accounts, or type the transaction code associated with the system accounts. Click OK.

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7. In the Account Code box, click Lookup or type * and press Enter, and then select the general ledger account associated with the transaction code, or type the general ledger code associated with the transaction code.

8. In the Detail Code and Profit Center boxes, type the detail code and profit center associated with the Account box.

9. In the Track Quantity box, type 0 for no tracking, 1 for G/L only, 2 for Execution Id Only, or 3 for Both. Quantity tracking can be specified on certain transaction codes. If used, the quantity is updated to the general ledger and/or execution work file based on the ledger unit of measure for the product category.

10. Click OK.

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11. At the Is This Correct? prompt, click Yes.

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Learn more about System Accounts feature: