How to Enter Open Accounts Payable (AP) into Vantaca

This article outlines how to enter open accounts payable (AP) into Vantaca for clients converting from a previous software system or importing a new association that used different software.

To enter prior invoices that have not yet been paid into Vantaca:

1. Navigate to Association > GL Accounts.
2. Click the UnUsed GL tab.
3. Create a placeholder Liability GL code by clicking New GL Account and providing the appropriate information. 
   Note: You can name this code as you wish, but we recommend to enter "Accrued Expenses" in the description. 
   OR
   You can use an existing unused code by clicking Use and the code will move to the Association GL tab.
4. Map the full balance of your AP GL from your prior software to the placeholder Accrued Expenses GL code that you created. For more information see the "GL Entry" article.
5. Enter your prior open invoices into Vantaca either individually or using the Create Invoices import. You can find the Create Invoices template in the “Import Templates” article.
6. Code each invoice with the placeholder Accrued Expenses GL code. For instructions see the “Invoice Processing: Coding Invoices” article. 
   After you complete this step, the placeholder Accrued Expenses GL should have a zero balance and the open AP balance in Vantaca will match the open AP from your previous software.
7. Click Unused next to the placeholder Accrued Expenses GL code to save for future use.
8. Pay the invoices as you normally do. Follow the instructions in the “Invoice processing: Paying Invoices” article.