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Account Payable

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Setting up Checks to Pay

When you received notice from guys in back stating order has been received (there will be a Received notice stapled to the top of the order you placed in the back file), match up order received with the order in the “Tickler Files.” Be sure that everything received is correct and that order is completed. If we have already received the invoice for the order, the order will be in the blue folder on desk. Match up order received to invoice and set up to pay. Do not set up order to pay until we actually receive product and you get Receiving Record note from Receiver. If it has been a week since you received invoice and it has still not been checked in, ask if it has been received; if not, contact Supplier and get tracking information.

 

Setting Check up to Pay in LT

  • Open Label Traxx, Accounting Tab, AP Invoices
  • If we placed order, there should be our Customer PO # on bill
    • Enter in our PO # in “From PO No” tab
    • Double click on order
    • Enter invoice #
    • Enter invoice date
    • Post to Date: today’s date
    • Discount Due Date: enter in date that we will pay bill if we use discount
    • Do NOT enter in discount amount yet
    • Due Date: within their terms
    • Invoice Amt: total due
    • Account # should come up automatically- if it does not, look at previous bill and see what we put
    • Under Debit (Credit) amount: enter amount we owe- separate freight and label charges
    • Discount should appear- if company charged us freight, discount cannot be taken from freight- only take discount from label pricing
    • Be sure to always double check terms on paper from Company; do not go by what’s in LT as it may be incorrect; also, be sure to read the fine print for most Shipping companies (e.g. UPS, Fed Ex, etc.) – They usually want payment within 2 weeks.
    • SAVE
    • File in alphabetical order

 

 

Printing Checks

  • Retrieve Invoices being paid today (Patrick will make a list)
  • Open Label Traxx, Accounting Tab
  • Print Checks, New Check Run
  • Description- (Date) check run
  • Checking Account: Main_2
  • Highlight all invoices to be paid today (Ctrl, click once)
  • Pay Selected Invoices
  • Done
  • Print Checks
  • MAKE SURE FIRST CHECK # IS CORRECT IN LABEL TRAXX
  • Print (Checks go in printer face down, top toward opening, first check on top)
    • There are 2 checks to be printed for same company (yellow one is our copy)- separate enough checks out for all invoices, then put one stack in printer at a time
  • Check “Try Printing Again”- put 2nd copy of checks in- Continue- make sure check # is correct- Print
  • Check “Checks Printed OK”- continue
  • SAVE
  • Give to Patrick to sign
  • Match check stubs to invoice and file. Also, make sure remit to address is correct on check.
  • Code yellow checks at the end of the month for Reese and Novelly.

 

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