Accounts Payable FAQs

This topic contains a list of questions frequently asked by STORIS users about the Accounts Payable module. If you click on a question, the answer appears. Please note that more than one solution may exist for a given situation. Read the answers completely to determine which method best suits your company's needs.

You should use the Void Payment routine to void the payment and re-open the bill. You can then re-pay the bill, posting the correct payment amount on the bill.

You can use the Import Bank Transactions with Automatic Reconciliation to automatically reconcile your transaction data with a spreadsheet provided by your bank. You can also reconcile manually via the Reconcile Bank Transactions Manually routine.

When you use the refund check option, an AP bill is created and you can issue a payable check to the customer. When you apply the refund amount to a check payment type, no AP Bill is created and no check is issued.

If you are refunding the customer via payable check, you select the Issue Refund Check (Adjust Dollars on a Completed Order) or Check (Enter a Customer Payment/Refund/Gift Certificate) option. This creates an AP Bill, for which you issue a check.

If you are not refunding the customer via payable check, you indicate the refund amount and check payment type (Check Payment Settings) via the Payment Summary Window. For example, use this option if you remove the check from the cash drawer and return it to the customer.

Create an AP bill to pay the purchase order created during the Enter a Sales Order process. Use the Check Information tab and enter a manual check payment on the AP bill. No receiving is required for the direct ship PO.

The bills may have been purged from the history file. Check the Days to Keep Invoice History field in the Payables Control Settings. This field determines how long STORIS retains AP bills in the system before purging.

STORIS allows you to create and pay for an AP bill for merchandise on a purchase order that has not yet been received into STORIS. You must be using STORIS Accounting and you must have specific settings enabled on your system in order to use this feature. See the following topics for detail.

Payables Control Settings - Allow Payment of Pending Bills field on the General tab must be enabled. Also use the Paid Pending Bill Reimbursement Method to determine the default method by which vendors reimburse you for merchandise that was paid for but was not received.
General Ledger Assigned Account Settings - Designate the Recorded Not Received account on the Accounts Payable tab.
The Allow Payment of Pending Bills and Paid Pending Bill Reimbursement Method fields also appear in Vendor Settings and Vendor Ship-From Settings. Use those screens to permit or deny the payment of pending bills at the vendor and vendor ship from level.
Enter a Purchase Order - Pay Before Receipt Setting must be checked in order to pay for merchandise on the order that has not been received.
Purchasing Security - Use Change Purchase Order Pay Before Receipt Setting to allow or deny user access to change the Pay Prior to Receipt field on the Totals tab of Enter a Purchase Order.
Enter/Update Individual Vendor Invoice - Pay Prior to Receipt field on the General tab.

Use the Report Reconciliation of Inventory to GL Values routine.

To delete a recurring journal entry, access the Create a Recurring Journal Entry screen. At the Recurring Journal Number field, click the Action button and select the journal number to be deleted. Review the fields on the screen to verify that this is the correct journal number. Click the Delete button in the command bar. Use Post/Update a Journal Entry to reverse any unwanted entries already posted as a result of the recurring journal entry process.