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User Guide: AP Clerk ​

For: Accounts Payable Clerks and Accountants Role: AP Clerk Last Updated: January 27, 2026

Table of Contents ​

  1. Role Overview
  2. Daily Checklist
  3. Bill Management
  4. Payment Processing
  5. Vendor Management
  6. Reports & Aging
  7. Troubleshooting

Role Overview ​

As an AP Clerk, you manage the "Money Out" process. Your goal is to pay vendors accurately, on time, and only for authorized goods/services. You are the gatekeeper preventing unauthorized spending.

Key Responsibilities ​

  • Recording Bills: Entering invoices from suppliers (Food, Utilities, Maintenance).
  • Payments: Preparing checks/transfers for approval.
  • Reconciliation: Ensuring Vendor Statements match our system.
  • Terms: Taking advantage of early payment discounts.

Module Access ​

  • ✅ Accounts Payable (AP) - Full access.
  • ✅ Inventory - View Purchase Orders for matching.
  • ✅ Accounting - View Expense Journals.

Daily Checklist ​

Morning ​

  • [ ] Inbox: Check email/tray for new vendor invoices.
  • [ ] Urgent Payments: Check for "Due Today" bills to avoid penalties.

Mid-Day ​

  • [ ] 3-Way Match: Match new Bills against POs and GRNs (Goods Receipt Notes).
  • [ ] Data Entry: Key in verified bills.

End of Day ​

  • [ ] Filing: Archive processed bills.
  • [ ] Payment Run: Prepare tomorrow's payment batch for Controller approval.

Bill Management ​

Entering a New Vendor Bill ​

  1. Navigate to AP > Bills.
  2. Click + Create Bill.
  3. Vendor Details:
    • Vendor: Select Supplier (e.g., "Mogadishu Power Co").
    • Bill #: Crucial - Enter the Vendor's Invoice Number (e.g., INV-9988) to prevent duplicates.
  4. Dates:
    • Bill Date: Date printed on the invoice.
    • Due Date: Auto-calculated from terms (e.g., Net 30), but verify.
  5. Line Items:
    • Account: Select Expense Account (e.g., "5020 - Utilities").
    • Description: "April Electricity".
    • Amount: Enter value.
    • (Inventory): If buying stack, do this via Inventory > Receive Stock instead.
  6. Review: Check Total & Tax.
  7. Submit:
    • Save as Draft (if needing approval).
    • Post (if authorized).
    • System Action: Dr Expense, Cr Accounts Payable.

IMPORTANT

Duplicate Check: The system will warn you if you enter the same Bill # for the same Vendor. Never ignore this warning!

Payment Processing ​

1. Simple Payment (One Bill) ​

  1. Open the Bill.
  2. Click Record Payment.
  3. Method: Select "Bank Transfer" or "Check".
  4. Account: Select Source (e.g., "Main Equity Bank").
  5. Reference: Enter Check # or Transaction ID.
  6. Confirm.
    • System Action: Dr AP, Cr Bank. Bill marked PAID.

2. Batch Payment (Multiple Bills) ​

Paying a vendor for 10 invoices at once.

  1. Navigate to AP > Payments > Create.
  2. Vendor: Select Vendor.
  3. Amount: Enter Total Payment (e.g., $5,000).
  4. Allocations:
    • System lists all Open Bills.
    • Tick the bills being paid.
    • Ensure Sum of Allocations == Payment Amount.
  5. Post.

3. Voiding a Payment ​

If a check is lost or printed wrong.

  1. Open Payment.
  2. Click Void.
  3. Reason: "Printer Jam" or "Lost in Mail".
  4. Confirm.
    • System Action: Reverses GL entry. Re-opens the original Bills (Unpaid).

Vendor Management ​

Creating a Vendor ​

  1. Navigate to AP > Vendors > Create.
  2. Name: Legal Company Name.
  3. Tax ID: Required for tax reporting.
  4. Payment Terms: Default days to pay (e.g., 30 Days).
  5. Default Expense: (Optional) e.g., "Food Cost" for a vegetable supplier.

Reconciling a Statement ​

Monthly, vendors send a "Statement of Account".

  1. Open Vendor > Ledger.
  2. Compare their list of invoices vs. yours.
  3. Identify missing bills.

Reports & Aging ​

AP Aging Summary ​

Use this to plan cash flow. "Who do we owe?"

  • Current: Owed but not due.
  • 1-30 Days: Overdue by a month.
  • 30-60 Days: Seriously overdue. Call vendor to explain.
  • 60+ Days: Critical. Service may be cut.

Due Bills Report ​

Run this on Monday to plan the week's payments.

Troubleshooting ​

IssueSolution
Duplicate BillSystem blocks it. Check if it was already entered. If it's a re-issue, append "A" to number.
Wrong AccountIf posted to "Repairs" instead of "Assets", create a Journal Entry to reclass.
Paid TwiceRecord the second payment. It becomes a "Vendor Credit". Apply it to the next bill.
Check Print FailVoid the payment in system. Create new payment with new Check #.

TIP

3-Way Match: Never pay an invoice unless you have 1) The PO, 2) The GRN (Signed delivery note), and 3) The Invoice. All three must match.