Accounts Payable (Payments)

What You’ll Learn

In this module, you’ll explore how UTM pays its suppliers. From registering vendors to processing invoices to generating payment files for the bank - everything happens in Accounts Payable (AP).

Before You Begin: Key Terms Explained

Why This Module Matters

Accounts Payable is where UTM:

• Manages all suppliers - Keep track of who you buy from
• Processes invoices - Record what you owe
• Controls payments - Ensure you only pay for what you ordered and received
• Generates bank files - Create payment files for bank processing

Test Scenario 1: Register a New Supplier

Objective: Add a new supplier to the system

Time: 5 minutes

When You’d Do This

Before you can pay a supplier, they need to be registered in the system with their bank details, tax number, and other information.

Step-by-Step Instructions

1. Navigate to: Purchasing → Supplier Maintenance

2. Click “New Supplier”

3. Fill in the supplier details:

   Tab	Information to Enter
   Main	Company name, Registration no., TIN
   Contact	Contact person name, phone, email
   Address	Business address
   Bank	Bank name, account number
   Terms	Payment terms (30 days, 60 days, etc.)

4. Click “Save”

What to Verify

• The system checks for duplicate registrations
• A unique supplier code is generated automatically
• All required fields are marked clearly

Test Scenario 2: View Supplier Details

Objective: See all information about a supplier

Time: 3 minutes

Step-by-Step Instructions

1. Navigate to: Purchasing → Supplier Maintenance

2. Search for a supplier (try typing part of a name)

3. Click on the supplier to open their profile

4. Explore the tabs:

   • Main information
   • Contact persons
   • Multiple addresses
   • Bank accounts
   • Payment terms
   • Transaction history

What to Notice

• You can see all past transactions with this supplier
• Outstanding invoices are visible
• Payment history shows when they were paid

Test Scenario 3: Process a Purchase Invoice

Objective: Record a supplier invoice and understand three-way matching

Time: 7 minutes

The Three-Way Match Concept

Before paying a supplier, the system checks:

1. Purchase Order - Did we actually order this?
2. GRN - Did we receive it?
3. Invoice - Does the amount match what we ordered and received?

Step-by-Step Instructions

1. Navigate to: Purchasing → Purchase Invoice → New Invoice

2. Select the supplier from the dropdown

3. Link to PO/GRN:

   • Select the Purchase Order reference
   • The system auto-fills items from the PO
   • GRN information is validated

4. Enter invoice details:

   Field	Description
   Supplier Invoice No.	The invoice number from the supplier
   Invoice Date	Date on the supplier’s invoice
   Due Date	When payment is due
   Items	Pre-filled from PO, verify against invoice

5. Submit for approval

What to Notice

Test Scenario 4: Budget Check During Invoice Processing

Objective: See how the budget is validated when recording invoices

Time: 3 minutes

What Happens

When you process an invoice, the system automatically:

1. Checks available budget
2. Shows current allocation and spending
3. Warns if approaching limit
4. Blocks if over budget

Try This

During invoice processing, look for the budget panel that shows:

Test Scenario 5: Process Payments

Objective: See how payments are generated

Time: 5 minutes

Step-by-Step Instructions

1. Navigate to: Finance → Accounts Payable → Payment Processing

2. View the list of approved invoices due for payment

3. Select invoices to pay (checkboxes)

4. Choose payment method:

   Method	Use Case
   Bank Transfer (IBG)	Most common for suppliers
   Cheque	When required by supplier
   Online Banking	Direct bank integration

5. Generate the payment batch

What to Verify

• Payment file is generated in bank format
• Download is available for upload to bank
• Payment status is tracked
• Supplier balances update after payment

Test Scenario 6: View Supplier Aging

Objective: See how much is owed to suppliers and for how long

Time: 3 minutes

Step-by-Step Instructions

1. Navigate to: Finance → Accounts Payable → Reports → Aging Analysis

2. Generate the aging report

3. Review the aging buckets:

   Bucket	Meaning
   Current	Due within normal terms
   30 Days	1-30 days overdue
   60 Days	31-60 days overdue
   90+ Days	Seriously overdue

Try This

• Click on any supplier to see their individual invoices
• Export to Excel for further analysis
• Look for patterns in late payments

Your Progress Checklist

Mark off what you’ve completed:

Key Takeaways

After completing this module, you’ve seen that BigLedger:

Quick Reference: Navigation

What’s Next?

You’ve completed the Accounts Payable evaluation. Choose your next module:

Questions?

If anything wasn’t clear or you’d like a live demonstration:

• Demo Coordinator: fatimah@bigledger.com
• Technical Support: support@bigledger.com