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Using the District Accounting System

Learn the accounts payable workflow, vendor creation, bill management, and AP reports in the district accounting system. Understand terminology, system navigation, bill creation, payment selection, and reporting. Access resources for effective financial management.

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Using the District Accounting System

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  1. Using the District Accounting System Part 3: Managing Accounts Payable

  2. Objectives • At the end of this session you will: • Understand the accounts payable workflow • Be able to create vendors in the district accounting system • Be able to create a bill and select bills to pay • Recognize the AP reports available in the district accounting system

  3. Accounts Payable Terminology • Vendor Represents an individual or organization that requires payment or expense reimbursement

  4. System Demonstration • Create a vendor record

  5. Create a Vendor Record • Navigation • Accounts Payable Application • Vendors

  6. Accounts Payable Terminology • Bill transaction used to record expenses • Bill Payment transaction used to record disbursement of cash • Supporting Document document that allows you to attach multiple files to a transaction

  7. Accounts Payable Workflow

  8. Accounts Payable Workflow Payment #2 Payment #3 Payment #1 OR Payment #1

  9. State of a Bill

  10. AP Dimensions • Account Label Registration & Ticket Revenue • Reporting Code 150--Conferences • Cost Center 001--District 1 • Event Period* 2012-11--November • District Order Flag** 100--District Orders - Purchased from TI *If related to an event **Unique to AP

  11. Create a Bill • Navigation • Accounts Payable Application • Enter a Bill

  12. System Demonstration • Enter a bill • view Bills Register • view Vendor Aging • Pay a bill • select to pay • view Check Register • reverse a payment

  13. Resources District Finance Corner website: http://www.toastmasters.org/financecorner On this site you will find the following: • The district accounting system user guide http://www.toastmasters.org/userguide • The recordings of the district accounting software training webinars http://www.toastmasters.org/accountingsoftwarewebinars • The Annual Budget Template http://www.toastmasters.org/AnnualBudgetTemplate Or email your questions to: districtfinancialreports@toastmasters.org

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