User Manual

Accounts Payable

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Table of Contents
General: Most Commonly used icons within SPUR100............................................................................... 3
Accounts Payable ......................................................................................................................................... 4
1.1) Masters ................................................................................................................................... 4
a) Supplier Category ........................................................................................................................... 4
b) Supplier Master .............................................................................................................................. 6
1.2) Transactions ............................................................................................................................ 8
a) Supplier Invoice .............................................................................................................................. 8
b) Debit Note .................................................................................................................................... 18
c) Payment Voucher ......................................................................................................................... 24
d) Payment Matching ....................................................................................................................... 34
e) Payment Reversal ......................................................................................................................... 37
1.3) Reports ................................................................................................................................. 39
a) Vendor Ledger .............................................................................................................................. 39
b) Vendor Statement ........................................................................................................................ 41
c) Vendor Aging Summary................................................................................................................ 43
d) Vendor Aging Detail...................................................................................................................... 45
e) Vendor Balance ............................................................................................................................ 46

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 General: Most Commonly used icons with in SPUR 100

Indicates that a document is not confirmed or approved.

Indicates that a document is confirmed or active

Indicates that a document is approved.

Indicates that a document is closed for approval.

Indicates that a document is referred back for editing.

Click to attach supporting evidences to a particular document.

Click to edit a document.

Click to view a document.

Click to view the breakdown of invoices relating to a particular quotation or

contract.

Click to close the partially received Purchase Orders.

Click to print a document.

Click to mail a document.

Click to trace the related documents.

Click to delete a document.

Click to refer back a document to edit once confirmed.

Click to confirm or approve a document.

Indicates that the goods are received partially.

Indicates that the goods are received completely.

Indicates that the goods are not received at all.

Click to generate the document in a PDF format.

Click to generate the document in an excel format.

Click for filtering options.

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 1. Accounts Payable
Accounts Payable process is very important since it involves nearly all of a company’s payments
outside of payroll. Regardless of the company’s size, the mission of accounts payable is to pay
only the company’s bills and invoices that are accurate.

1.1) Masters
a. Supplier Category

- To add or edit Supplier Category types;

Navigate to Select “Master” Click “Supplier

“Accounts Payable” Category”
menu

- Upon clicking, the user will be viewing the following window;

- To create a new supplier category click button on the top right corner.

- Upon clicking the above button, a new window will pop up as follows;

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 Type a relevant category
name.

- Upon successfully filling the field, click to save changes.

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b. Supplier Master

The user need to complete the Masters section in the Finance Module before
creating the Supplier Master.

- To add or edit Supplier Details;

Navigate to Select “Master” Click “Supplier

“Accounts Payable” Master”

- Upon clicking, the user will be viewing the following window;

- To create a new supplier click button on the top right corner.

- Upon clicking the above button, a new window will pop up as follows;

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 1 2 3

4 5 6

1 Secondary Code – A unique code to be updated for the relevant supplier.

2 Company Name / Name – This field requires the user to type the company’s name or the individual’s
name.

3 Name on Cheque – This field requires the user to type the name which has to be included when a cheque
is raised for settlement purposes.

4 Category – Requires the user to mention as to which category of supplier.

5 Liability Account – This requires the user to identify which liability account does the double entry has to
be passed.

6 Currency – This requires the user to select the currency of the supplier.

7 Country – This requires the user to select the country of the supplier.

- Upon successfully filling the fields, click to save changes.

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1.2) Transactions

The user need to complete the Masters section in the Tax Module, Finance Module,
Treasury Module and Inventory Module in order to successfully carryout
Transactions in this module.

a. Supplier Invoice
- To create a Supplier Invoice to proceed with a payment for a supplier;

Navigate to Select “Transaction” Click “Supplier

“Accounts Payable” Invoice”
menu

- Upon clicking, all created documents will be listed.

- To create a new document click button on the top right corner.

- Upon clicking the above button, a new window will pop up. This window will consist of three (3)
steps of creating a Supplier Invoice as follows;

Step 1: Invoice Step 2: Invoice Step 3: Invoice

Header Detail Confirmation

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 - The header section of the Supplier Invoice would look like follows;

1 2
1

3 4
1
1

6 5
4
4
1

7
1

4
4
1

4
4
4
1

4
4
1
1

4
1

- Header details should be completed to proceed to the second step of adding additional details
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to the Supplier Invoice.

- Each field has to be filled as appropriate. Those with red colored star marks are mandatory fields
to be filled to process to the next step. Each field is looked in detail as follows;

1 Invoice Type – This refers to the type of Invoice. If the Supplier Invoice is to be made from the Goods
Received Voucher which has been already created, then “GRV Base” has to be selected from the drop
down bar. If the user needs to create a Invoice for which a GRV has not been created, then “Direct” has
to be selected.

2 Document Date – This field requires the user to enter the Supplier Invoice raised date.
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3 Supplier - This refers to the supplier of the goods.

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4 Supplier Currency – This refers to the currency of the supplier.

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1

5 Supplier Invoice Date – This requires the user to enter the Supplier Invoice raised date.
4
1

4
1

4
1

4
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1
6 Supplier Invoice due date – This field requires the user to enter the date as to when the payment is due
to the supplier (Credit Period).
4
1

4
1

7
4
1
Segment – This refers to which department or segment does this invoice is relevant.
4

4
1

4
1
- Upon successfully filling the Invoice Header Section, to proceed to the step 2 you shall need to
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1
click button which is in the bottom right corner.
1

- If the user had selected “GRV Base” in the drop down menu appearing in the Invoice Type
field under the Invoice Header Section, the Invoice Detail section would look like follows;

- button has to be clicked to add items for the Invoice. As a result the following
popup window would appear;

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- All relevant GRV’s related to the selected supplier for which payments are outstanding will be
viewed as shown above.
- The user has to mention the payment value relevant to each GRV.

- Upon successfully filling the values as appropriate, click button on the right
bottom corner.

- If the user had selected “Direct” in the drop down menu appearing in the Invoice Type field
under the Invoice Header Section, the Invoice Detail section would look like follows;

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 Discount value or percentage
can be inputted here.

- When the user has selected “Direct”, the user could add in details for the supplier invoice based
on an already created PO, or directly based on the items, or could even directly link the relevant
GL account.
- If the supplier invoice is to be created based on the PO, tab has to be selected and the
invoice detail section would like the above;

- button has to be clicked to drag in details to the Supplier Invoice based on the
created PO. The following pop up window can be viewed;

All relevant PO’s can be

viewed and selected.

- The user has to select the PO’s as appropriate and click button in the bottom
right corner to proceed further.

- If the supplier invoice is to be created based on the items directly, tab has to be
selected and the invoice detail section would like follows;

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 Discount value or percentage
can be inputted here.

- button has to be clicked to drag in details to the Supplier Invoice based on the
created Items directly. The following pop up window can be viewed;

- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- If the supplier invoice is to be created by linking directly to the GL account, tab has to be
selected and the invoice detail section would like follows;

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 Discount value or percentage
can be inputted here.

- button has to be clicked to drag in details to the Supplier Invoice based on the GL
Accounts directly. The following pop up window can be viewed;

- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- Upon successfully completing the Invoice detail section, click

to proceed to the last step of creating a Supplier Invoice.

- The final step of creating a supplier invoice would look like follows;

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 Click to view the double
entry.

If you are done with the

Supplier Invoice and would
like to send it for approval.

If you would need to

edit it later before
sending it for approval.

- Before confirming a Supplier Invoice, you will see the below icons after each transaction;

- When a document is not confirmed or approved, the user can edit and delete a document

- When a document is confirmed and not approved, the user has to click the refer back option to
edit or delete a document.

- When a document is confirmed and approved, the user cannot edit or delete a document.

 As the Supplier Invoice is made, it has to be approved to process further.

- The Supplier Invoice approval process is as follows;

Navigate to “Account Select “Approval” Click “Supplier

Payable” menu Invoice”

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- Upon clicking, all Supplier Invoices which are sent for approval can be viewed;

- By clicking the button, a new popup window would appear as follows;

- You can also view the Supplier Invoice and the related attachments and double entry from
here.

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- To approve the Supplier Invoice, the approver needs to select Status filed.

- To approve the Supplier Invoice “Approved” has to be selected. If the user wants to amend
the Supplier Invoice, you have to select “Referred-back”.
- Further, if the approver wishes to include any comments pertaining to the Supplier Invoice, he
can mention it in the comments field.
- Once approval is done, please click to proceed further.

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 b. Debit Note
Debit note is document created by a buyer when returning goods received on credit. The debit
note can provide information regarding an upcoming invoice, or may serve as a remainder for
funds currently due. For items being returned, the total anticipated credit amount may be
included, along with an inventory of the returned items and the reason for the return.

- To create a Debit Note for a purchase or expense;

Navigate to “Account Select “Transaction” Click “Debit Note”

Payable”

- Upon clicking, all created documents will be listed.

- To create a new document click button on the top right corner.

- Upon clicking the above button, a new window will pop up. This window will consist of three
(3) steps of creating a Debit Note as follows;

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 Step 1: DN Step 2: DN Detail Step 3: DN
Header Confirmation

- The header section of the Debit Note would look like follows;

1 2
1

3 1

1
1

1
1

1 Supplier - This refers the user to select the supplier.

1

2
1
Supplier Currency – This refers to the supplier currency.
1

Date - This refers to the date as to when the debit note was raised.
1

3
1

- Upon successfully filling the Debit Note Header Section, to proceed to the step 2 you shall need
1

1
to click button which is in the bottom right corner.

- The Debit Note Detail section would look like follows;

- The user could add in details for the Debit Note based on an already created invoice, or could
even directly link to the relevant GL account.
- If the Debit Note is to be created based on the Invoice, tab has to be selected and the
Debit Note detail section would like the above;

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- button has to be clicked to drag in details to the Debit Note based on the created
Invoice. The following pop up window can be viewed;

- All relevant Invoice’s relating to the selected supplier for which payments are outstanding will
be viewed as shown above.
- The user has to mention the Debit Note value relevant to each Invoice as appropriate.

- Upon successfully filling the values as appropriate, click button on the right
bottom corner.

- If the debit note is to be created by linking directly to the GL account, tab has to be
selected and the DN detail section would like follows;

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- button has to be clicked to drag in details to the Debit Note based on the GL Accounts
directly. The following pop up window can be viewed;

- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- Upon successfully completing the DN detail section, click to

proceed to the last step of creating a Debit Note.

- The final step of creating a Debit Note would look like follows;

If you would need to

edit it later before
sending it for approval.

If you are done with the

Debit Note and would like to
send it for approval.

- Before confirming a Debit Note, you will see the below icons after each transaction;

- When a document is not confirmed or approved, the user can edit and delete a document

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- When a document is confirmed and not approved, the user has to click the refer back option to
edit or delete a document.

- When a document is confirmed and approved, the user cannot edit or delete a document.

 As the Debit Note is made, it has to be approved to process further.

- The Debit Note approval process is as follows;

Navigate to Select “Approval” Click “Debit Note”

-
“Accounts Payable”

- Upon clicking, all Debit Notes which are sent for approval can be viewed;

- By clicking the button in the right corner, a new popup window would appear as follows;
- You can also view the Debit Note and the relevant attachments and double entries from
here.

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- To approve the Debit Note, the approver needs to select Status filed.

- To approve the Debit Note, “Approved” has to be selected. If the user wants to amend the
Debit Note, you have to select “Referred-back”.
- Further, if the approver wishes to include any comments pertaining to the Debit Note he can
mention it in the comments field.
- Once approval is done, please click to proceed further.

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c. Payment Voucher
Payment Voucher is a document which can be used as a proof that monetary transaction has
occurred between two parties. It also indicates that an invoice has been approved for payment.

- To create a Payment Voucher to make a payment;

Navigate to Select “Transaction” Click “Payment

“Accounts Payable” Voucher”
menu

- Upon clicking, all created documents will be listed.

 To create a new document click button on the top right corner.

- Upon clicking the above button, a new window will pop up. This window will consist of three
(3) steps of creating a Payment Voucher as follows;

Step 1: Payment Step 2: Detail Step 3: Payment

Voucher Header Voucher Confirmation

- The header section of the Payment Voucher would look like follows;

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 1 2 3

4 5

1 Voucher Type – This refers to the type of Payment Voucher. It can either be one of the following;
- Direct Payment – If the user is processing any direct payments.
- Supplier Payment – If the user is processing payments for the suppliers.
- Employee Payment – If the user is processing payments for the employees.
- Purchase Request – If the user is processing payments based on a created Purchase Request.

2 Segment – This requires the user to pick whether this payments is relevant to which department or
segment.

3 Payment Voucher Date – This refers to the Payment Voucher raised date.

4 Payee Name – This refers to the name of the individual, Supplier or Employee as to whom the payment
is being made.

5 Payment Currency – This refers to the currency of the bank account used to process the payment.

6 Bank or Cash – This requires the user to select as to whether the payment is made through cash or
bank account. If a Bank account is selected, the following fields would appear;

- Payment type can either be made from cheque or a bank transfer. If the user selects “Cheque”
as the payment type, then he shall need to complete the remaining fields as above.
- If the user selects “Bank Transfer” as the payment type, the user shall need to complete the
following details pertaining to the bank transfer as appropriate;

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- Upon successfully filling the Payment Voucher Header Section, to proceed to the step 2 you shall
need to click button which is in the bottom right corner.

- If the user had selected “Direct Payment” from the drop down menu in the Voucher Type field
under Payment Voucher Header Section, the Payment Voucher Detail section would look like
follows;

- The user could add in details for the Payment Voucher based on items or could even directly link
the relevant GL account.
- If the Payment Voucher is to be created based on the Items, tab has to be selected
and the Payment Voucher detail section would like the above;
- button has to be clicked to drag in details to the Payment Voucher based on the
Items. The following pop up window can be viewed;

- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- If the Payment Voucher is to be created by linking directly to the GL account, tab has
to be selected and the Payment voucher detail section would like follows;

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- button has to be clicked to drag in details to the Payment Voucher by directly linking
it to General Ledger. The following pop up window can be viewed;

- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- If the user had selected “Supplier Payment” from the drop down menu in the Voucher Type field
under Payment Voucher Header Section, the Payment Voucher Detail section would look like
follows;

- The user could add in details for the Payment Voucher by linking the advance payment already
made to a supplier, based on the debit note or purchase returns to a supplier, based on an
already created invoice, or based on items or could even directly link the relevant GL account.

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- If the Payment Voucher is to be created by linking the advance payment already made to a

supplier, tab has to be selected and the Payment Voucher detail section would like the
above;

- button has to be clicked to drag in details to the Payment Voucher linking the
advance payments. The following pop up window can be viewed;

- All PO’s relevant to the selected supplier will be shown in the drop down menu in the PO code
field. The PO has to be selected at appropriate and as result, the PO amount, Advanced Amount
and the Balance amount will be updated.
- The user can then update the amount field which has to be paid with a short description and
press button to save the changes.

- If the Payment Voucher is to be created based on the Debit Note or Purchase Return made to a

supplier, tab has to be selected and the Payment Voucher detail section
would like follows;

- Button has to be clicked to drag in details to the Payment Voucher based on

the Debit Note or Purchase Return. The following pop up window can be viewed;

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- All the relevant Debit Notes and Purchase Returns relevant to the selected Supplier will be
viewed here. The User can select as appropriate and include the PV value as required.
- Upon filling, button has to be clicked to save changes.

- If the Payment Voucher is to be created based on an invoice, tab has to be selected

and the Payment Voucher detail section would like follows;

- Button has to be clicked to drag in details to the Payment Voucher based on the
invoice. The following pop up window can be viewed;

- All the invoices relevant to the selected supplier can be viewed here. The user can manually fill
the amount field as appropriate and click button to save the changes made.

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- If the Payment Voucher is to be created based on the items, tab has to be selected and
the Payment Voucher detail section would like follows;

- Button has to be clicked to drag in details to the Payment Voucher based on the items.
The following pop up window can be viewed;

- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- If the Payment Voucher is to be created by linking directly to the GL account, tab has
to be selected and the Payment voucher detail section would like follows;

- Button has to be clicked to drag in details to the Payment Voucher by linking the GL
accounts. The following pop up window can be viewed;

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- The user has to manually input details as appropriate and click button in the
bottom right corner to proceed further.

- As the Detail step is completed, click Button on the

left top corner to proceed to the next step.

- The final step of creating a PV would look like follows;

Click to view the

double entry.

If you would need to

If you are done with the PV
edit it later before
and would like to send it for
sending it for approval.
approval.

- Before confirming a PV, you will see the below icons after each transaction;

- When a document is not confirmed or approved, the user can edit and delete a document.

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- When a document is confirmed and not approved, the user has to click the refer back option to
edit or delete a document.

- When a document is confirmed and approved, the user cannot edit or delete a document. By
default the when the document is approved, sign would appear. Upon the payment
being collected, the user can click the above, and select the collected option.

 As the PV is made, it has to be approved to process further.

- The PV approval process is as follows;

Navigate to Select “Approval” Click “Payment

“Accounts Payable” Voucher”

- Upon clicking, all PV which are sent for approval can be viewed;

- By clicking the button, a new pop up window would appear as follows;

- You can also view the PV and the relevant attachments from here.

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- To approve the Material Request, the approver needs to select Status filed.

- To approve the Material Request “Approved” has to be selected. If the user wants to amend
the Material Request, you have to select “Referred-back”.
- Further, if the approver wishes to include any comments pertaining to the Material Request he
can mention it in the comments field.
- Once approval is done, please click to proceed further.

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d. Payment Matching

- To create a Payment Matching;

-
Navigate to Select “Transaction” Click “Payment
“Accounts Payable” Matching”

- Upon clicking, all created documents will be listed.

 To create a new document click button on the top right corner.

- Upon clicking the above button, a new window will pop up. This window will consist of three
(3) steps of creating a Payment Match as follows;

Step 1: Payment Step 2: Payment Step 3: Payment

Matching Header Matching Detail Matching Confirmation

- The header section of the Payment Matching would look like follows;

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 1 2
1

3 1

1 Payment Matching Date – This refers to the date as to when the payment matching transaction happens.
1

2
1

Supplier – This refers to the supplier name.

1

Payment Currency – This refers to the supplier currency.

1

3 1

- Upon successfully filling the Payment Matching Header Section, to proceed to the step 2 you
1
shall need to click button which is in the bottom right corner.
1

- The Payment Matching Detail section would look like follows;

- button has to be clicked to add the matching details. As a result the following
popup window would appear;

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- The PV Code and the PO Code with the values of the selected Supplier will be shown.
- The user shall need to match the relevant invoices by selecting the invoices from the drop down
bar as appropriate.
- Upon selecting the invoices, the user shall need to fill value to pay based on the outstanding
amount.

- Upon successfully completing the fields, click to save changes.

- As the changes are saved, the Payment Matching detail section would look like follows;

- As the Payment Matching Detail step is completed, click

Button on the left top corner to proceed to the next step.

- Final step of creating a Payment Matching would look like follows;

If you would need to If you are done with the

edit it later before Payment Match and would
sending it for approval. like to confirm.

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e. Payment Reversal

Payment reversal is when a transaction is paid to someone is returned back. In this situation, it
is common to want to reverse the actions that a transaction triggered when it was originally
paid.

- To reverse a Payment;

Navigate to Select “Transaction” Click “Payment

“Accounts Payable” Reversal”

- Upon clicking, all approved and confirmed PV documents will be listed.

- To reverse a PV, the user needs to click the icon, as a result the following window will pop
up;

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 Click to view the
double entry.

Click to view the

attachments.

Click to view the

sub items.

- The user can mention the date as to when the Reversal transactions is incurred and any relevant
comments as appropriate.
- Upon completing, the user needs to click the button to proceed with
the reversal transaction.

- If the user needs to refer the PV documents which has been reversed, click the
tab in the top left corner from the fist popped up window.

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1.3) Reports
The main purpose of a report is to provide a summarized, high-level overview of the background
and identify important findings which would help the users for decision making.

a. Vendor Ledger
- To extract a ledger for the transaction of the supplier;

Navigate to Select “Report” Click “Vendor

“Accounts Payable” Ledger”
menu

- Upon clicking, the user will be viewing the following window;

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1 Date Range – The time period has to be selected.

2 Vendor – The user can select a particular Vendor to extract their ledger report.

3 Extra Columns – This field requires the user to define whether the report has to include the Transaction
currency, Local Currency or the Reporting Currency.

- Upon everything is defined, click button on the bottom right corner to extract the
Vendor Ledger report.

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 b. Vendor Statement
- To extract a more detailed vendor transaction ledger;

Navigate to Select “Report” Click “Vendor

“Accounts Payable” Statement”
menu

- Upon clicking, the user will be viewing the following window;

1 Date Range – The time period has to be selected

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2 Vendor – The user can select a particular Vendor to extract their ledger report.

3 Extra Columns – This field requires the user to define whether the report has to include the Transaction
currency, Local Currency or the Reporting Currency.

- Upon everything is defined, click button on the bottom right corner to extract the
detailed vendor statement report.

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 c. Vendor Aging Summary
- To extract an aging report for the vendors with age brackets;

Navigate to Select “Report” Click “Vendor Aging

“Accounts Payable” Summary”
menu

- Upon clicking, the user will be viewing the following window;

1 Date Range – The time period has to be selected

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2 Vendor – The user can select a particular Vendor to extract their aging report.

3 Days – This requires the user to select the age bracket days.

4 Extra Columns – This field requires the user to define whether the report has to include the Transaction
currency, Local Currency or the Reporting Currency.

- Upon everything is defined, click button on the bottom right corner to extract the
Vendor Aging Summary report.

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d. Vendor Aging Detail
- To extract a detailed invoice based aging report for the vendors with age brackets;

Navigate to Select “Report” Click “Vendor Aging

“Accounts Payable” Detail”
menu

- Upon clicking, the user will be viewing the window similar to the one viewed for Vendor Aging
Summary Report. The fields has to be filled as similar to those filled for Vendor Aging Summary
Report

- Upon everything is defined, click button on the bottom right corner to extract the
Vendor Aging Detail report.

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 e. Vendor Balance
- To extract a report which shows the outstanding payable balance to suppliers;

Navigate to Select “Report” Click “Vendor

“Accounts Payable” Balance”
menu

- Upon clicking, the user will be viewing the following window;

1 2 3

1 Currency – This field requires the user to define whether the report has to include the Transaction
currency, Local Currency or the Reporting Currency.

2 As of date – The time period has to be selected

3 Supplier – The user can select a particular Supplier to check there individual balances.

- Upon everything is defined, click button to extract the report.

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