Effect of Posting AP Payments

When you post accounts payable payments, DPS makes multiple entries to the General Ledger and Accounts Payable subledgers.

The posting process involves the following:

• Uses the payment amount to recalculate current, year-to-date, and vendor-to-date paid amounts for vendors.
• Updates voucher records and voucher line item records with the payment amount.
• Updates the check file to include a record for each check or vendor credit.
• Updates the bank transaction file for the payment.

The posting process also updates accrual and cash basis balances in General Ledger accounts with the payment amount, as summarized in the following table.

Accrual basis entries

A debit entry for the total voucher amount, to the AP liability account specified for the voucher. A credit entry to the bank account. A credit entry for any discount amount, to the discount account and to the project or task related to the voucher.

Cash basis entries

A debit entry for each expense account specified on the voucher. A credit entry to the bank account. When the Enable detailed subledgers for intercompany billing option is selected in Settings > Accounting > Posting Accounts: For each intercompany transaction, DPS posts a debit for the payment amount to the cash basis suspense account. When the intercompany voucher is paid, DPS debits the original transaction expense account. If the Maintain Separate Balance Sheets by Organization option is selected in Settings > Organization > General in the desktop application, and a discount is taken, DPS posts the payment file to the organization of the project assigned to the discount code, and not to the default organization.