Input Accounts Payable Balance - Documentation Acosys

Used By

purchasing, warehouse, or finance staff

Data Type

transaction

Search Keys

Invoice, Counter Account, Date

When to Use This Form

When the opening payable balance from the old system needs to be brought into Acosys.
When finance needs to record existing supplier payables before new purchase transactions start.
When the payable balance per supplier needs to match the opening report.

Before You Start

Make sure the division, counter account, and supplier data are available.
Prepare the list of opening payable balances per supplier, including document numbers and dates if available.
Make sure the counter account has been approved by finance because it affects the opening journal.

Workflow

Open Procurement / Related Masters / Input Accounts Payable Balance.
Fill in the division, invoice, date, time, counter account, and an opening note if needed.
Enter the Supplier Payables details according to the opening balance per supplier.
Match the detail total with the opening payable report.
Save once the amounts and suppliers are correct.

Key Fields

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that owns the opening payable balance.	Required
Invoice `id`	Invoice is the document number of the opening payable balance.	Required
Date `transdate`	Date determines the opening period of the payable balance.	Required
Time `transtime`	Time helps distinguish opening balance entries made on the same date.	Required
Counter Account `accountid`	Counter Account is the opening account used to balance the opening payable entry.	Required
Supplier Payables `supplierbalance`	Supplier Payables contains the opening balance details per supplier, which must match the opening report.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Supplier Payables needs to be checked line by line because every line affects the supplier's payable balance.

What Happens After Saving

The opening payable balance is saved as the basis of supplier payable reports.
The supplier details affect the payable balance paid in subsequent processes.
The counter account becomes the reference for the opening payable journal.
If any required data or balance details are not valid, the application rejects the save and shows a validation message.

Common Problems

Opening balance cannot be saved: check the division, invoice, date, counter account, and supplier payable details.
Supplier balance is wrong: match the details again with the opening payable report.
Opening journal is wrong: check the selected counter account.
Data is hard to find: make sure the invoice number and opening date are clear.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that owns the opening payable balance.	Required
Invoice `id`	Invoice is the document number of the opening payable balance.	Required
Date `transdate`	Date determines the transaction period and affects report filters.	Required
Time `transtime`	Time determines the transaction period and affects report filters.	Required
Counter Account `accountid`	Counter Account is the opening account used to balance the opening payable entry.	Required
Supplier Payables `supplierbalance`	Supplier Payables contains the opening balance details per supplier, which must match the opening report.	Required
Note `memo`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Division, invoice, date, and time of the opening balance are correct. The counter account follows finance's instructions. Supplier payable details match the opening report. The opening note is clear enough for audit.

Menu Location

Procurement / Related Masters / Input Accounts Payable Balance
/form/inputpayablebal

Quick Add from the Search Field

If the icon + appears next to a search field, you can set up the opening payable balance account directly from this form without interrupting the opening balance entry.

Account

Available on the account field for opening payable balance. If the counter account or the opening payable account does not exist in the COA yet, click + to create it, then continue the same opening payable balance entry.