Module Implementation and Setup

Learn about the tasks for implementing and setting up the Accounts Payable module.

Define and Analyse Current Business Requirements

Review your current business processes for AP functions. Analyse your requirements to determine how Greentree Desktop should be set up to support your business needs.

You should also review your existing reports to determine how Greentree Desktop reports will meet your needs.

Your Greentree consultant can help you prepare your business requirements definition, and help you to understand how Greentree Desktop satisfies your process requirements.

Determine Data Conversion Method

You must determine how you will transfer data (primarily supplier masterfiles, opening balances, and/or historical transactions) from your current system into the system. There are three ways to do this:

Enter data into Greentree Desktop (for example, suppliers, opening balances).
Convert data from your current system into Greentree Desktop. If you select this method, you must map fields from your old system to Greentree Desktop and develop a conversion form.
Upload data into Greentree Desktop from Excel, using the FREE functions. If this method is selected, the data must be extracted from your current system, and manipulated within Excel, before applying formulas to load data into Greentree Desktop.

The method you choose depend on the volume of your data, and your requirements in terms of historical data that must be retained when transitioning to Greentree Desktop.

Review and Define System Setup Parameters

This task involves reviewing the system setup options, and determining which codes/parameters must be set up to support your business processes. These should be completed in this order:

Pre-requisites to defining Accounts Payable Module Control Parameters

These codes must be setup before defaults can be assigned on the Accounts Payable Module Control form. They may not all be relevant, it will depend on your business requirements.

Define Currency Code. All companies use these codes.
Define Payment Terms. These are system-wide.
Define Branches.
Define Calendars. These are system-wide.
Define Cash Analysis Codes.
Set up Taxation parameters.
Define Inventory Transaction Types (if Inventory is in use).
Define Interface Code. Use this code if you intend to pay your suppliers by direct credit.

Define Accounts Payable Module Control Parameters

When you have set up codes, you can define the Accounts Payable Module Control defaults and parameters.

Define Other AP Parameters

Set up these AP parameters, to support your business processes:

Country Code(s). These are system-wide.
GL Accounts (AP Control, Tax Accounts, Expense Accounts, and Purchase Order Clearing and Variance accounts if the Purchase Order module is in use).
Supplier Trees *
Non-stock Codes
Posting Periods *
Standing Invoices *

Note: Parameters marked with an asterisk indicate that one or more suppliers must be set up.

Assign AP Integration GL Accounts in General Ledger Module Control - Integration

Assign the AP Control, Discount Received, and Tax GL Accounts on the General Ledger Module Control form. These defaults to all new suppliers as they are setup.

Set up Suppliers

Set up suppliers, and assign parameters to masterfiles. Some parameters is taken from the Accounts Payable Module Control and General Ledger Module Control. The method for loading suppliers into Greentree Desktop may be manual, or automated using a conversion form, or Greentree Desktop's FREE Create Suppliers function.

Once suppliers have been created, you can set up supplier trees and standing invoices . You can also go back to the Accounts Payable Module Control form and update the Supplier Team default if you are using the Advanced Security module.

Create & Reconcile Opening Balances

There are three main ways to load supplier balances into Greentree:

Use the Opening Balance Entry form (if open transactions are not being converted).
Use Excel FREE functions to create invoice transactions to represent opening balances.
Manually enter invoices to represent opening balances.

Once the supplier balances have been created, you should reconcile them with your old system balances.

Develop Procedures Documentation & Train Users

When you have set up the Accounts Payable module to meet your business needs, you should update your process and procedures documentation as required, if the process or function differs from your existing system.