You can create accounting entries for Payables accounting events in two ways:

• Submit the Create Accounting program. See: Submitting the Create Accounting Program .

• Create online accounting entries for a single transaction or batch. See: Creating Accounting Entries From Transaction Windows.

In both cases, you can view the generated accounting entries in the following locations:

• View Accounting and View Accounting Entries windows. See: Viewing Accounting Entries.

• Subledger Accounting Program Report. This report is automatically generated when you create accounting entries. See: Subledger Accounting Program Report.

Prerequisites

• Define the Accounting Payables Options. See: Payables Options.

• Open the period in Payables. See: Controlling the Status of Payables Periods.

• If you use multiple currencies, then all foreign currency transactions require exchange rates. You can enter exchange rates manually, or submit AutoRate to automatically enter exchange rates for invoices and payments without exchange rates.

• If you use the bills payable (future dated payments) feature, update the status of matured bills payable to Negotiable. See: Update Matured Bills Payable Status Program.

• To account for invoices, they must be validated. See: Invoice Validation.

• To account for payments, the invoices must already be accounted.

• Submit and review the Unaccounted Transactions Report to identify and resolve issues with your transactions that will prevent accounting. See: Unaccounted Transactions Report.

Submitting the Create Accounting Program

Use the Create Accounting program to create accounting entries for multiple transactions. You can also use this program to generate detailed error reports if you could not successfully create accounting entries from the transaction windows.

Submit the Create Accounting program in Draft mode, if you want to view the accounting results before you create the final accounting, or Final mode.

See: Create Accounting Program.

This program generates the Subledger Accounting Program Report.

Creating Accounting Entries from Transaction Windows.

From a transaction window, you can create accounting entries for a selected invoice, payment, invoice batch, or payment batch. For a single invoice or payment, the accounting completes online. For batches, the accounting process is submitted as a request, and you can view its completion status in the Requests window.

To create accounting entries for an invoice, payment, or payment batch:

1. Query and select the invoice, payment, or payment batch in the Invoices, Payments, or Payment Batches window. Choose the Actions button.

2. The actions window for the transaction opens. Choose the Create Accounting check box.

   Choose one of the following options:

   • Draft

   • Final

   • Final and Post

3. Choose OK.

To create accounting entries for an invoice batch:

1. In the Invoice Batches window, query the invoice batch.

2. Choose the Create Accounting button.