Accounts Payable Submodule

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Overview

The Accounting → Accounts Payable submodule provides comprehensive tools for managing vendor invoices, payments, and accounts payable operations within DASH. The system integrates with purchase orders and receiving records to create complete audit trails from purchase request through payment. This submodule is used by accounting personnel, finance managers, and operations staff who need to process vendor invoices, track payments, manage payment workflows, and maintain accurate accounts payable records. The Accounts Payable (A/P) submodule provides several tabs for managing A/P operations:

• Dashboard: Overview of current A/P status and key metrics.
• Open A/P: View and manage outstanding payables.
• Invoices: Process and manage vendor invoices with PDF upload capability.
• Debit/Credit Memos: Handle adjustments and corrections.
• Payments: Process payment batches and manage payment methods.
• A/P Aging: Monitor aging of outstanding payables.
• A/P Payment Forecast: Plan future payment requirements.
• PO Receipts no Invoice: Track received goods awaiting invoices.
• Payment History: Review completed payment transactions.
• Prepayments: Manage advance payments to vendors.

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Dashboard

The Dashboard provides a high-level overview of your accounts payable status and key performance metrics. Available Actions:

• Click Screenshot Dashboard to capture the current dashboard view for reporting or documentation purposes.

This view is useful for: Finance managers to quickly assess A/P status and identify areas requiring attention.

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Open A/P

The Open A/P tab displays all current outstanding payables regardless of the month they were created. Available Actions:

• Click Close A/P to mark selected payables as closed.
• Click Show Late Only to filter and display only overdue payables.

This view is useful for: Daily A/P management and identifying overdue payments that require immediate attention.

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Invoices

The Invoices tab is where you process vendor invoices and manage the invoice workflow. Available Actions:

• Click + Add New Invoices to begin processing a new vendor invoice.
• Click Post All Available Invoices to process all ready invoices in batch.
• Select invoices using checkboxes, then click Download Files For Selected Invoices to retrieve associated documents.
• Use Connect to Zoho Expense link for integration with expense management systems.

This process is useful for: Accounting staff to efficiently process multiple invoices and maintain proper documentation with PDF uploads correlated to DASH purchase orders.

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Debit / Credit Memos

Handle vendor adjustments, returns, and corrections through the Debit/Credit Memos tab. Available Actions:

• Click + Add New Memo to create adjustments for vendor accounts.
• Click Post All Available Memos to process all ready memos in batch.
• Select memos using checkboxes, then click Download Files For Selected Memos to retrieve supporting documentation

This function is useful for: Handling vendor credits, returns, and account adjustments while maintaining proper audit trails.

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Payments

The Payments tab manages payment processing and vendor payment methods. Available Actions:

• Click + Add New Payment Batch to initiate payment processing for selected vendors.

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Payment Actions

The Actions column provides several payment management options:

• Reprint Checks: Generate replacement checks for lost or damaged payments.
• Download Nacha File: Retrieve ACH payment files for electronic transfers.
• Redeliver Nacha File: Resend ACH files to banking systems.
• Send Remittance Details: Transmit payment details to vendors.

This process is useful for: Managing various payment methods including checks and electronic transfers while maintaining proper vendor communication.

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A/P Aging

The A/P Aging tab provides visibility into the age of outstanding payables, helping prioritize payments and manage cash flow. This report is useful for: Finance managers to monitor payment timing, identify overdue accounts, and manage vendor relationships effectively.

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A/P Payment Forecast

The A/P Payment Forecast tab helps plan future cash flow requirements by projecting upcoming payment obligations. This forecast is useful for: Cash flow planning and ensuring adequate funds are available for upcoming vendor payments.

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PO Receipts no Invoice

This tab tracks goods that have been received but for which vendor invoices have not yet been processed. Available Actions:

• Click New Accrual JE to create journal entries for accrual purposes. First, select items in the datatable using the checkbox or by clicking on a row.

This view is useful for: Month-end accruals and ensuring all received goods are properly accounted for in financial statements.

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Payment History

The Payment History tab provides a complete record of all processed payments.

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Payment History Actions

The Actions column provides options for payment corrections:

• Void Payment: Cancel a payment that was processed in error
• Un-Clear Payment: Reverse the clearing status of a payment

This history is useful for: Auditing payment activity, resolving vendor disputes, and maintaining accurate payment records.

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Prepayments

The Prepayments tab manages advance payments made to vendors before goods or services are received. This function is useful for: Managing deposits, advance payments, and ensuring proper accounting treatment of prepaid expenses.