ERP practice: Process comment-Accounts Payable process)

For ERP projects, the core is the enterprise management process. The first process I will introduce here is the Account Payable process.
The Account Payable process is a process. In fact, according to different forms of accounts payable, it can be divided into several procedures. Such as the one-by-one carry-over process of accounts payable, the monthly settlement process of accounts payable, and the temporary estimation process of accounts payable. Due to space limitations, I will describe the one-by-one transfer-over process for accounts payable and the monthly settlement process for accounts payable. Due to the special process of temporary account payable assessment, I will explain it separately.
Let's take the monthly settlement of accounts payable as an example.
Assume that a supplier of an enterprise has a total of four transaction records in the current month. The details are as follows:
1. In May 4, the supplier delivered 0.2 million of the goods, and the enterprise opened a warehouse receiving ticket.
2. In May 10, the supplier delivered 0.15 million deliveries, and the enterprise opened a warehouse receiving ticket B.
3. In May 26, the supplier delivered 0.1 million deliveries, and the enterprise opened the warehouse receiving ticket C.
4. In May 31, the supplier delivered 0.2 million deliveries, and the enterprise opened a warehouse receiving ticket D.
By the end of May and the beginning of June, enterprises must carry out accounts payable operations. In combination with the ERP system, how should enterprise users perform relevant work?

Step 1: The buyer asks for accounts payable.
At the end of the month, the purchase must be reconciled with the supplier. Reconciliation is a headache, because it is cumbersome and does not have much technical content, as long as people are careful. In fact, there are still some skills in reconciliation.
I used to have a customer. Most of the reconciliation work is done by the enterprise itself. Specifically, at the end of the month, the supplier sent a shipment schedule. Then, the company's purchasers checked the purchase records and purchase records one by one based on the table. In this way, the reconciliation work is obviously pushed to the Enterprise. In fact, if we adopt the ERP system, we can turn it back. At the end of each month, we can export a month's purchase record from the system, and then send the record to the supplier for verification. We only need to review items that disagree with the supplier. In this way, the workload is much easier for enterprises. When reconciliation, pay attention to two issues.
The first is the time of the month. Most of the customers I meet are settled on a calendar month basis. That is to say, they reconciliation with the supplier on a calendar month basis. However, there are also many customers who do not adopt the calendar month, but manually divide the end time of the month. If I have a customer, the specified End Time of the month is 25 days, and the goods delivered on the 26 th are all imported in the next month. Therefore, if this problem occurs, we should select a specific date when exporting the purchase list in the system, for example, from April 25 to April 25, which is the purchase record that should be checked out in April. That is to say, if we follow the requirements of this customer, in the above example, only the first and second records can be used as the basis for the payment for the month.
Second, the invoice issue. In most production enterprises, there are management requirements for VAT invoices, because they can be used to deduct the sales tax. Generally, there are two invoice management methods. One is invoicing one by one. That is to say, an invoice is issued every time a product arrives. This kind of invoice management is relatively simple, because it corresponds to the purchase order and warehouse receiving order one by one, but the workload is relatively large. It is difficult to issue invoices from suppliers or enterprises. In addition, an invoice is issued once a month. That is to say, after the account is settled with the supplier, the supplier issues an invoice. The invoice amount is the total amount generated in the current month. Both are supported by the ERP system. The former is the one-by-one checkout process, and the latter is the monthly settlement process. Due to the value-added tax invoice, it is also an enterprise's asset to a certain extent. Therefore, ERP also imposes restrictions on supplier material warehouse receiving orders. When the buyer receives the invoice, the buyer must specify the invoice number on the warehouse receiving ticket to indicate that the supplier has issued the invoice. If there is no invoice information, the system can control it. The warehouse receiving ticket cannot generate Account Payable information.
After reconciliation, the buyer submits the relevant documents to the finance personnel and asks them to check the relevant content again.
Step 2: check by financial personnel
After the buyer reconciliation is correct, fill in the payment application form to the Finance Department, and the finance department will re-check the relevant information.
In the Finance Department, the finance personnel mainly checks whether the documents are complete. Different enterprises have different requirements on the documents required for payment application. Most of my customers are four-in-one, that is, the purchase order, supplier delivery order, raw material warehouse receiving order and invoice application form are consistent. In order to facilitate financial personnel to check, the system provides "four single reports ". Based on the warehouse receiving ticket, this report finds the corresponding supplier warehouse receiving ticket number (if any), purchase order number, and invoice number. The financial personnel of this report can clearly check whether the documents are complete. If the documents are incomplete, the finance personnel can return the payment application form to the purchase and re-organize it until the documents are complete.
Under normal circumstances, after the basic information such as the quantity and price of the imported goods has been reconciliation by the buyer, there will be very few errors. However, sometimes the invoice amount may produce errors. For example, when a supplier returns a product in the current month, it should have opened a red-letter invoice to hedge the product. However, this process is troublesome. Therefore, the return amount may be deducted directly from the current month's invoice. Therefore, the invoice amount for the current month may be different from the amount payable for the current month. The system will prompt related alarm information. If you think this is correct, you can ignore this alarm information.
Step 3: generate documents payable automatically.
After the financial personnel check the correctness, they can automatically generate the documents payable. The main purpose of this assignment is to convert the "raw material warehouse receiving ticket" into a "payable" document.
In this conversion process, there are many background commands to process. For example:
1. price and tax separation. Most enterprise suppliers currently offer prices that include tax. That is to say, the purchase price includes 17% of the value-added tax. However, the charge tax is separated during account payable. Therefore, when the job automatically generates a payable document, it determines whether the document contains tax and the corresponding tax rate based on the relevant information, and then executes the price Tax separation action. However, different ERP software may run at different time points for price Tax separation. For example, some ERP software will perform Price Tax separation during procurement ticket review.
2. Calculation of the expected payment date. Most enterprises generally do not adopt an immediate payment strategy for cash flow. A similar payment condition will be adopted, for example, one month after arrival or one month after checkout. The system calculates the expected payment date based on the customer's corresponding payment conditions and other information. As an implementation consultant or system administrator, pay attention to the meanings of different payment conditions. In the above example, if the customer adopts the payment condition for the payment within a few days after arrival, multiple bills payable may be generated based on different payment dates; if the customer pays for the bill within a few days after the bill is settled, only one payable ticket is generated for the current month. Therefore, the setting of payment conditions also affects the generation of accounts payable.
3. Update the import ticket information. There is a checkout field on the import ticket. If this field is selected, it indicates that the import ticket has been settled and cannot be modified, including deletion. This is a very important feature. This ensures that the warehouse receiving ticket is consistent with the Account Payable document. When an account payable document is deleted for some reason, this field is also updated and not selected. In this way, you can change the relevant warehouse receiving ticket, and we can check the bill again.
Step 4: Modify the ticket payable errors.
In general, voucher payable will not produce any errors. If any error occurs, it is also caused by the wrong warehouse receiving ticket or other basic information. If the supplier's payment conditions are incorrect or the purchase date on the import ticket is incorrect, the expected payment date on the payable account may be incorrect. The price or quantity on the import ticket is incorrect, it will also affect the amount on accounts payable, and so on.
What should I do if an error occurs during voucher payable?
Generally, we do not recommend that you modify the vouchers directly. This may cause inconsistency with the original documents, which may cause problems in future audits. Therefore, we recommend that you delete or invalidate the vouchers if any problem is found on the vouchers payable. Then, modify the original documents such as the warehouse receiving ticket. After modification, re-checkout. In doing so, it is a little more troublesome, but it can ensure that the Account Payable creden。 are consistent with the original documents, so as to facilitate future management. This is not only a system requirement, but also a requirement of enterprise management practices. Of course, if the user does not think it is necessary to start the change, the user can also directly change it on the vouchers payable. However, it is difficult for users to remember why they want to change. Otherwise, it is difficult to query the reasons for the change in the future. When the time passes, some people may not remember it.
The preceding section describes the monthly settlement process of accounts payable. In fact, the monthly closing process is similar to the one-to-one checkout process, but it is only a one-to-one relationship. Here we will not repeat it.