Accounts Payable Month-End Processing

Month-end date:________________________

Transaction cut-off date:_______________________

Responsible person:_____________________

Date reconciled:_____________________________

Confirm the Processing Date is set for the month you are closing.

Update

Confirm the following daily processes have been completed:

  • Accounts Payable |Data Entry | Vendor Invoices – Confirm that all A/P invoices have been updated to the Vendor file and General Ledger. (Click the Totals button to confirm that no unposted batches exist.)

  • Accounts Payable |Data Entry | Manual Checks – Confirm that all manual checks have been updated to the vendor file. (Click the Update button and select Preview. Make sure the display is blank, indicating that all items have been updated for the month.)

  • Accounts Payable |Data Entry | Void Checks – Confirm that all void checks have been updated to the vendor file. (Click on the Update button and select Preview. Make sure the display is blank, indicating that all items have been updated for the month.)

  • Accounts Payable |Data Entry | Payment Processing | Check Register – Verify that all checks have been posted to the vendor file and there are no payment batches in process. (Press F4 in the Processing Group field to make sure there are no batches.)

  • Accounts Payable |Data Entry | Payments GL Detail Report/Update – Confirm that all check processing has been updated to the General Ledger. (Click the Preview button. Make sure the display is blank, indicating that all items have updated for the month.)

  • Accounts Payable |Reports | Check Register History Report - Print to account for all checks. This will be a manual process to verify all check sequence numbers.

  • Accounts Payable |Reports | Unapproved Invoices – Verify that all invoices for the current month have been approved and/or confirmed. (This step is necessary only for those sites using A/P invoice approval.)

Reconcile

  • Accounts Payable |Period End | Trial Balance - Confirm that no exceptions display on this report. (Accept the screen defaults when running the report.)

  • General Leger | Reports | Trial Balance

    • Select the applicable fiscal year and fiscal period.

    • Select the Trade Payable Account and Retention Payable Account to obtain the total for both accounts.

    • Print the Trial Balance for Accounts Payable

  • Accounts Payable |Reports | Aged Payables

    • Enter the period cut-off date.

    • Select the Include paid Invoices check box.

    • Run by Vendor and Summary to obtain the total.

    • Print the A/P Aged Payables Report

Verify the totals for General Ledger and Accounts Payable reconcile

  • Trade Payables Accounts: ____________

  • Retention Payable: ____________

  • Total: ____________

  • Aged Payables Report Total: ____________

Month End Accounting Reports to Print and Retain

  • Aged Payable Report – Print the detailed version

  • A/P G/L Distribution Report – Print a Summary version (sort by Vendor)

  • Check Register History Report

If applicable:

  • Subcontract Detail Payment Report

  • Subcontract Analysis Report

  • Subcontract Status Report

Change Processing Dates

  • System Administration | Change Processing Dates - Change the processing dates to reflect the new period.