Chapter 21: Payables
Contents
1. Reports Payables search By C 5 Date C 8 Fund amp Account C 6 Vendor 9 Amount i Search by ID Number amp 7 1D Number foon To i O05 gt 01 01 2041 1002 Wendy Thompson Salary 1 300 00 No 12 31 20 1001 Johns Office Supply Office Supplies 100 00 Mo 12 31 2011 i 1003 Wendy Thompson Salary 1 100 00 Mo 12 31 2011 1004 Minnesota Power amp Liq December Electric Bill 450 00 Mo D Add 2 Edit 3 Void fres Noi rs 4 Delete 5 Reports 4 7 Accounting Payroll Investments Indebtedness Accrual To search by ID number 5 e Click the ID Number radis button on the Payables screen The screen will then display the Search by ID Number fields e Enter the lowest payable number in the range of payables you want to search in the first fie d under the Search by ID Number heading e Enter the highest payable number in range you want to search in the second field e Click the Search button e All of the payable numbers within the selected range will be displayed Office of the State Auditor dne202 CTAS User Manual 21 11 Payables Using the Search Feature continued You can also search for information on payables by Fund and Account Number w CTAS Accrual Module Fille Accounting Payroll Investments Indebtedness Accrual Help IN ae Le Payables B Recervable Payables 52. C E Vendor a Amount C AID Number 14 31 2011 1001 Johns Office Supply Office Supplies 100 00 No 12 91 2011 1004 Minesota Power amp Lig December Electric Bill 450 00 Mo i VY Add 2 Edit 31 Vaid presio d Delete 5 Reports Accounting Payroll C Investments Te Accrual f Cad To search by amount Koi e Click the A radio button on Lie Payables screen The screen will then display the Seatch by Amount fields e If you want to search for a payable or a number of payables with one specific amount check the Exact Amount box e Enter the specific amount in the first search field You do not need to fill in the second field when the Exact Amount box is checked e To search for payables within a range of amounts uncheck the Exact Amount box Next enter the beginning amount in the range you want to search in the first search field e Enter the ending amount in the range you want to search in the second field e After entering the amount s you want to search for click the Search button e All of the payables with your selected amount s will be displayed Office of the State Auditor June 2012 CTAS User Manual 21 13 Payables Adding Notes to a Payable When you are adding pg 21 2 or changing pg 21 4 a payable you can insert comments concerning this transaction by clicking the Add Notes button found both on the New Payabl
3. x search By 5 Date 9 Fund amp Account b C vendor C S Amount Search by Fund and FID Number fion General Fund 41400 Clerk x J 01 01 2011 1002 Wendy Thompson salary 1 300 00 No 12 31 2011 1001 Johns Office Supply Office Supplies 100 00 No 12 31 2011 1003 Wendy Thompson Salary 1 100 00 No Z 7 D Add 2 Edit 3 Void res Mo le 4 Delete 5 Reports Accounting C Payroll Investments C Indebtedness K Accrual To search by fund and account e Click the Fund amp Account radio button on the Payables screen The screen will then display the Search by Fund and Account Number fields Fi e Enter the fund number n the first field or click on the down arrow to choose a fund number e Enter the account rumber in the second field or click on the down arrow to choose an account number Note You must enter both a fund number and an account number e Click the Search button e All of the payables with the specified fund and account number will be displayed s Office of the State Auditor dne2012 CTAS User Manual 21 12 Payables Using the Search Feature continued The last search option is to search for payables by amount w CTAS Accrual Module File Accounting Paproll Investments Indebtedness Accrual Help e que Receivable Favables Payables search By 5 Date 8 Fund amp Account
4. or 12 31 by clicking the down arrow at the end i of the first field Select the fiscal year by clicking the down arrow at the end of the i second field on the Date line e Enter the name of the vendor in the Pay to the order of field If the vendor has i been recorded in the Vendor section see Chapter 9 the complete name of the i vendor will appear when you begin to type the name of the vendor To enter a one time vendor type in the full vendor name A vendor can also be added to the vendor i list by clicking on the New button adjacent to the Pay to the order of field e Type a brief explanation of the payment to the vendor in the Description field e In the Summary section on the left of the screen enter the total amount of the payable in the Total Payable field 1________ In the Account Distribution section enter the fund number in the first column to indicate which fund will expend the money e Next enter the account number in the Account Number column to indicate which category to allocate the expenditure e Enter the object code in the third column This defines the type of expenditures such as wages supplies gravel electricity etc e Inthe Amount column enter the amount of the payables allocated to this fund and account e Continue to enter Account Distribution lines until the payable is allocated to all of the funds expending money Note the difference shown in the Summary section must be zero i
5. CTAS Accrual Module File Accounting Payroll Investments Indebtedrless Accrual Help Receivable Payables Search By i f 5 Date 8 Fund amp Account I 6 Vendor C 9 Amount Search by Date Search I C DID Number A 01 01 2011 F E Ta haszon H EE i Date ID Number 1 Vendor Description He Amount Yoid 01 01 2011 1002 i Wendy Thompson Salary A 1 300 00 No 12 31 2011 1001 i Johns Office Supply Office Supplies 100 00 No 12 31 2011 1003 Wendy Thompson salary 1 100 00 No 12 31 2011 J 450 00 No Accounting C Payroll C Investments C Indebtedness Accrual After the Edit option is selected the Updating Payable screen will appear shown below On the Updating Payable screen you can change any field Once you ve entered your changes click Save and Add to change other payables When you ve completed your changes click Save and Exit Updating Payable ID Number 004 Add Notes Date 12 31 2011 Summary New Total Payable 450 00 Pay to the order of Minnesota Power and Light z S Edit Distributed 450 00 Description December Electric Bill Difference 0 00 Account Distribution Fund Number Account Number Object Code Amount 100 General Fund ai340 Town Hall Building 381 Electric Service 175 00 210 Road and Bridge 43100 Highway Streets and 381 Electric Service 150 00 100 Ge
6. Chapter 21 Payables June 2012 This Page Left Blank Intentionally June 2012 CTAS User Manual Payables Introduction 21 1 Payables are for bills that have been received or salary that has been earned but not yet paid The Payables section of CTAS is provided as an option for users who would like to print modified accrual or accrual financial statements Payables are entered in a manner similar to receivables Accessing the Payables Section To access the Payables section from within the Accrual Module of CTAS click on the Payables icon The Payables screen as shown below will appear a CTAS Accrual Module File Accounting Payroll Investments Indebtedness Accrual Help Payables Search By 5 Date C 8 Fund amp Account C 6 Vendor C 9 Amount Search by Date Search C AID Number Gorzor E To i 2 31 2011 E ID Number Vendor Desciipton Amoma 01 01 2011 1002 Wendy Thompson Salary 1 300 00 No 12 31 2011 1001 Johns Office Supply Offfice Supplies 100 00 No 12 31 2011 1003 Wendy Thompson Salary 1 100 00 No Date 1 Add 2 Edit 3 Void Yes No 4 Delete 5 Reports r a yo Cd r C Accounting 2 IT Payroll 4 C Investments 7 Indebtedness Accrual s I 7 I l I I I You can Add Edit Void or Delete a payable from the Payables Main Menu screen In addition by clicking on the Reports button you can print a Financial Report by Account N
7. User Manual 21 9 Payables Using the Search Feature continued The second option is to search by Vendor i CTAS Accrual Module File Accounting Investments Indebtedness Accrual Help Payables Payables search By 5 Date C 8 Fund amp Account Ei Vendor 9 Amount Search by Yendor ID Number Ite 0101 2011 1002 Wendy Thompson salary 1 500 00 Mo 12 31 2010 1005 Wendy Thompson Solar 1 100 00 Mo 1 Add 2 Edit 3 Void res No i 4 Delete 5 Reports Le Accounting Payroll Investments Indebtedness Accrual To search by vendor e Click on the Vendor radio button on the Payables screen The screen will then display the Search by Vendor field ik e Enter all or part of the ame of the Vendor in the field under Search by Vendor In the example above w was typed in e Click the Search button e Vendor names matching the selected criteria will then be displayed In the example above all remitters beginning with W are displayed Office of the State Auditor dne202 CTAS User Manual 21 10 Payables Using the Search Feature continued Another option is to search by payables ID Number for more information about ID numbers see page 21 3 ig CTAS Accrual Module JON gt Fille Accounting Payroll Investments Indebtedness Accrual Help Sel Receivable Payables
8. ctric Service f 8175 00 210 Road and Bridge 43100 Highways Streets amp 361 Electric Service 150 00 100 General Fund 45200 Parks 381 Electric Service 50 00 220 Fire 42200 Fire 361 Electric Service 75 00N 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Fe Note To delete an account distribution detail item enter 0 00 for the amount Save and Add Save and Exit Cancel When you click the Edit Notes button the Transaction Notes screen appears shown below allowing you to enter a comment regarding this payable You can enter up to 255 characters for each note After editing the note click the OK button to save the changes to the transaction note w Transaction Notes Flease enter any notes aboutthis transaction below This is a sample of the notes section Ok Cancel Office of the State Auditor dne2012 CTAS User Manual 21 15 Payables Printing Reports There are four reports that you can create and print from the Payables section When clicking on the Reports button on the Payables screen page 21 1 you will be brought to a Screen with four reports you can print Instructions on printing those reports are found in Chapter 22 Accrual Reports Office of the State Auditor dne2012
9. e that indicates the payable was voided below right Click the OK button to complete the process Void Payables ES CTAS DS o S Are you sure you want to void this payable A The payable was successtully updated LA Office of the State Auditor Jue2012 CTAS User Manual 21 7 Payables Deleting a Payable The need to delete a payable could result if an error was made when the payable was entered CTAS Accrual Module File Accounting Payroll Investments Indebtedness Accrual Help Payables Search By 5 Date 8 Fund amp Account C 6 Vendor C 9 Amount Search by Date Search C DID Number 01 01 2011 To 12 31 2011 Date ID Number Yendor Description Amount Void 01 01 2011 1002 Wendy Thompson salary 1 300 00 No 12 31 2011 1001 Johns Office Supply Office Supplies 100 00 No 12 31 2011 1003 Wendy Thompson Salary 1 100 00 No 12 31 2011 1004 Minnesota Power amp Liq December Electric Bill 450 00 No 12 31 2011 Faith Avery Reimbursement 125 00 Yes 1 Add 2 Edit 3 Void Yes No 4 Delete 5 Reports C Accounting Payroll C Investments C Indebtedness Accrual N e To delete a payable highlight the payable and click the Delete Button e After the delete option is selected the Confirm Payable Delete screen will appear below left Click on the Yes button to delete the payable e You will then receive a screen message that indicates the
10. es and Updating Payables screens Updating Payable om sf fon Johns Office Supply Office Supplies 100 General Fund General Fund 41400 Clerk Clerk 200 Office Supplies Office Supplies FU 100 00 p ET 00 When you click the Add Notes button the Transaction Notes screen appears shown below allowing you to enter a comment regarding this payable You can enter up to 255 characters for each note Enter your comments and then click the OK button to save the information entered regarding this payable w Transaction Notes s m Office of the State Auditor 0 Jue2012 CTAS User Manual 21 14 Payables Changing Notes to a Payable You can also change edit the information entered in the notes If a comment has been entered for a specific payable the notes box changes from Add Notes to Edit Notes By clicking the Edit Notes button you can change the content of the note _ _ _ Updating Payable _ _ _ _ _ _ _ _ _ _ _ ID Number gt Edit Notes Date 12 31 2011 na New Total Payable 450 00 Pay to the order of Minnesota Power amp Light x REP Edit Distributed 450 00 Description December Electric Bill Dierance 000 Account Distribution Fund Number Account Number Object Code Amount 100 General Fund 41940 Town Hall Building 381 Ele
11. n order to save the transaction e Click the Save and Add button to continue to enter payables When all the payables have been entered click the Save and Exit button Office of the State Auditor dne2012 CTAS User Manual 21 4 Payables Adding or Changing Vendor Information The Vendor file allows CTAS to automatically fill in populate information for a vendor when you either begin typing the vendor s name or choose the vendor s name by clicking on the down arrow at the end of the Pay to the order of field The New and Edit buttons on the New Payable screen allow you to access a Vendor file Clicking on the New button opens a New Vendor screen clicking on the Edit button opens an Update Vendor screen Instructions for these screens can be found in Chapter 9 Vendors New Payable 1004 12 31 42011 450 00 Minnesota Power amp Light m December Electric Bill FurdNunber Accoumtumbe onead EE EE 210 Pod end Bdge 100 Highways Sress amp 307 Elche Senice 10 Gereral Fund EAP Eee ORE EleatieSevcs cel Fire 42200 Fire NOTE The fields that are populated are Pay to the order of Description Fund Number Account Number and Object Code The fields are populated from the Vendor s most recent transaction Office of the State Auditor ne2012 CTAS User Manual 21 5 Payables Changing a Payable To change a payable highlight the payable and click the Edit Button ia
12. neral Fund 45200 Parks 381 Electric Service 50 00 220 Fire 42200 Fire 381 Electric Service 75 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 ra Note To delete an account distribution detail item enter 0 00 for the amount Save and Add Save and Exit Cancel Office of the State Auditor dne2012 CTAS User Manual 21 6 Payables Voiding a Payable The need to void a Payable could result from a need to store the information but not have the payable included on the financial statements w CTAS Accrual Module Eie x File Accounting Payroll Investments Indebtedness Accrual Help Receivables Search By 00 5 Date C Fund amp Account ilies Search by Date C 6 Remitter C 9 Amount 7 1D Number forvory2ott g To 12 31 2011 g Date ID Number Remitter Description Amount Yoid 01 01 2011 1001 Washington County Tax Settlement 1 500 00 No 12 31 2011 1002 Washington County Tax Settlement 1 800 00 No Fenway Township Fire Contract 5 000 00 No 12 31 2011 1003 1 Add 2 Edit 3 Void Yes No 4 Delete 5 Reports C Accounting C Payroll Investments C Indebtedness Accrual J e To void a payable highlight the payable and click the Void Yes No Button e After the void option is selected the Void Payable screen will appear below left Click on the Yes button to void the payable e You will then receive a screen messag
13. payable was deleted below right Click the OK button to complete the process Confirm Payable Delete 2 ATE WOU sure you want to delete this payable Office of the State Auditor dne2012 CTAS User Manual 21 8 Payables Using the Search Feature In the Payables section you can choose from a number of options to search for payables The first and default option 1s to search by Date The default search dates are the current fiscal year a w CTAS Accrual Module Receivable Payablage Payables search By pfs Date 8 Fund amp Account 6 Vendor C 9 Amount i Search by Date Po aii 7 FID Number roro E To fresno E a 4 7 01701 2011 1002 wendy Thompson Salary 1 300 00 Mo 123172011 Johns Office Supply Office Supplies 100 00 Mo F 12 31 2011 Wendy Thompson salary 1 100 00 No 77 7 12 91 2011 Minnesota Power amp Lig December Electric Bill 450 00 No 7 Accounting Payroll C Investments C Mdebtedness w Accrual 7 7 To select a range of search dates e Click on the first date fie d and enter a new date or use the calendar by clicking on the down arrow atthe end of the field e Click on the second date field and enter a new date or use the calendar by clicking on the down arrow at the end of the field e Click the Seatch button e Transactions meeting the selected criteria will be displayed Office of the State Auditor Jue2012 CTAS
14. umber a Financial Report by Object Code a Payable Register or a Receivable Register Instructions on printing these reports can be found in Chapter 22 Accrual Reports Office of the State Auditor June 2012 CTAS User Manual 21 2 Payables Entering a Payable To begin entering payables click on the Add button on the bottom of the Payables screen w CTAS Accrual Module omen Ete fem E ID Number Vendor Description Amount Void 01 01 2011 1002 Wendy Thompson Salary 1 300 00 No 14 31 2011 1001 John Office Supply Office Supplies 100 00 No 12 31 2011 1003 ends Thompson Salary 1 100 00 No After the Add option is selected a New Payable screen will appear allowing you to enter the information from your payable An example of the New Payable screen is shown on the next page Office of the State Auditor ne2012 CTAS User Manual 21 3 Payables Entering a Payable 1004 mber ee Add Motes 450 00 4100 Higheamys Streets 43200 Perks 42700 Fine Hote To delete an account distnbution detail item enter 00 for the amount When the New Payable screen appears complete the following steps e Enter the payable number in the ID Number field at the top of the screen There is no pre determined numbering system for the ID Number you assign it The default ID Number will be the largest payable number previously entered plus one e On the Date line select either 01 01
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