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Accounts Payable Voucher Entry
By MIS Department
Glossary of Training Terms
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• The following terms will be used throughout this
training program:
– Field: A box on the screen into which you enter
information
– Value: The information (data) being entered in the
field. Example: Division number, FGPO number
– Icon: An image you may click to perform a function
such as select, submit or exit
– (Single-)Click: Also “Select.” Hitting the left mouse
button once. This will activate an icon or select a row
in a list of values
– Double-click: Hitting the left mouse button twice o
the same part of the screen. Used only to select and
return a value from a list.
Using the RLM System
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• These are the primary RLM icons you will use:
–
–
–
–
–
Search: Located next to entry fields. Clicking this
icon brings up a pop-up window with a list of all
possible values for the field (for example, the next
to the Division field will show a list of all divisions)
(Shift-F9 keys or F21 key)
Select: Located on the Search pop-up windows.
You may click on a line and click Select to return its
value to the main screen
OK (Submit): Located in the bottom right corner of
each screen. Processes the information on screen
and brings you to the next screen
Return (Back): Located at the top of each screen.
Click this icon to go back one screen (F2 key)
Exit: Located at the top of each screen. Click this
icon to return to the menu or close a pop-up (F3 key)
Sign On
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Enter your User
ID and
Password here
Note: User ID and Password are initially
assigned by MIS. You will be prompted
to change it the first time you login. The
password field IS case-sensitive.
Click OK
Welcome
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Click the check
Click here to
(or hit the Enter
proceed
key) to proceed
(Enter key)
Select Application
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Enter the Company
number
Click the Accounts
Payable button in the
menu (position # may
vary)
If you don’t enter a
Company or enter
the wrong number,
you will receive this
error: Click OK
AP Main Menu
Select A/P Entry or
Payment
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AP Entry / Payment Menu
Select Enter / edit
vendor invoices
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Select AP Company
Select the
Company
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Voucher Batch Header Entry
Enter the Batch #
as today’s date
(MM/DD/YY) plus a
batch number
Note: In general, when an amount field
is shown with “00000000” as a default,
the last two places represent the
decimals (cents)
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Make sure that the
current period is the
current month. If not,
contact MIS
Enter the batch
amount. Decimals
are the last two
places so enter
$1000 as 100000
AP Voucher Batch Entry
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Enter the Quantity
(the number of
invoices in the
Batch)
Click OK
AP Voucher Header Entry
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Enter the Vendor #
here or click the
icon to select from
a list…
Type in the start of the
Vendor Name and hit the
Enter key to search the list
Double-click on a
row, or single-click
and click the
icon
AP Voucher Header Entry
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Enter the Invoice
Date or click the
Calendar icon
to select
Enter the
Invoice Number
Enter the
Invoice Amount
Click OK
AP Voucher Detail Entry: GL Numbers
Enter the
Company here
(JEI = 01, DS =
04)
Enter the GL
Number here or
click the
icon to
select from a list…
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Enter the amount
for this invoice
Note: For inventory related vouchers (FOB, Freight,
Duty, etc.) the GL number is ALWAYS the Clearing
Account. For other vouchers the amount may be divided
among multiple GL numbers
AP Voucher Detail Entry: Select a GL Number
Type in the start of the GL
Number and hit the Enter
key to search the list
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Double-click on a
row, or single-click
and click the
icon
Note: For inventory related vouchers (FOB, Freight,
Duty, etc.) the GL number is ALWAYS the Clearing
Account. For other vouchers the amount may be divided
among multiple GL numbers
Review GL Numbers
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Review your GL entries for this Voucher
You may edit the
description(s)
here
Click Return
(F2) to exit
Balance the Batch
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You have returned to the Voucher Entry screen.
You may enter another voucher in the same batch
by updating the information on this screen and
clicking OK. See slides 13-14.
When you are
finished with all
invoices for the
Batch, click here
to Balance
Batch Balancing
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Type the bank
number here
Click Update
to finish the
Batch
Batch Out of Balance
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If you are out of balance you will
be notified here.
Click
Continue to
return to edit
Edit Out of Balance Batch
Click Review to
see the vouchers.
See slide 14
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AP Entry / Payment Menu
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When all Batches
are finished, return
to the AP Entry /
Payment Menu
(click Return)
Click here (option 5)
to update the
Batches and post to
the AP sub-ledger