This video will walk you through the Accounts Payable Module
Mastering Accounts Payable in SurePoint: From Vendor Setup to Check Printing
Effective accounts payable management is essential to maintaining accurate financial records, paying vendors on time, and ensuring client-related expenses are tracked correctly. SurePoint's Accounts Payable module streamlines this process by bringing vendor management, invoice processing, payment handling, and check printing into a single workflow.
This article serves as a companion guide to the Accounts Payable training video and walks through the complete lifecycle of a vendor invoice, from setting up a vendor to printing the final check.
Understanding the Accounts Payable Workflow
At a high level, the Accounts Payable process follows a straightforward sequence:
Set up the vendor
Enter the vendor invoice
Allocate invoice lines and record expenses
Review and save the invoice
Process payment
Generate and print checks
Review or reprint checks if necessary
Vendor invoices can enter the system in three different ways:
Manual entry through Accounts Payable
Automatic creation from a Client Expense
Automatic generation through a Recurring Vendor Invoice
Understanding how these components work together will help ensure invoices are properly recorded, approved, and paid.
Setting Up a Vendor
Before invoices can be entered and paid, the vendor must exist in SurePoint.
Navigation
Username → Firm Settings → Settings Tab → Vendors → Add Vendor
Required Information
The only required field is:
Vendor Name
Additional Vendor Information
Although optional, providing additional details helps maintain accurate records and supports payment processing.
You can enter:
Name to Print on Check
Email Address
Phone Number
Website
Internal Notes
Default Invoice Term Days
Tax Box Number
Tax ID
1099 Tracking Information
Vendor Address
Attachments such as W-9 forms or contracts
If the vendor is a tax authority, select Is Tax Agency. If 1099 reporting is required, select Track Payments for 1099.
Once all information has been entered, select Save.
Important
After a vendor is saved, it immediately becomes available for use when entering vendor invoices.
Entering Vendor Invoices
Vendor invoices are typically entered when a bill is received from a supplier, consultant, or service provider.
Navigation
Accounts Payable → Vendor Invoices
The Vendor Invoices tab allows users to:
Add invoices
Review invoices
Import invoices
Export invoice data
Process payments
Select Add Vendor Invoice to create a new invoice.
Completing Invoice Information
Fields marked with a red bar are required.
Key fields include:
Field | Purpose |
Number | Vendor's invoice number |
Vendor | Vendor being paid |
Invoice Date | Date on the vendor invoice |
Term Days | Payment terms, such as 30 days |
Due Date | Calculated automatically based on terms |
Description | Brief description of the charge |
Helpful Tip
If the vendor has not yet been created, a new vendor can be added directly from the Vendor dropdown while entering the invoice.
Using Vendor Invoice Lines
Vendor Invoice Lines determine how an invoice is recorded in the General Ledger.
Each line contains:
Field | Purpose |
Debit Account | GL account receiving the charge |
Bill Amount | Amount assigned to the account |
Location | Optional allocation field |
Division | Optional allocation field |
Description | Explanation of the line item |
Depending on firm settings, Location and Division fields may be optional or required. Required fields are identified by red bars.
Posting to a Single GL Account
If the entire invoice should be charged to one account:
Enter the invoice line.
Select Save.
Allocating Across Multiple GL Accounts
Many invoices contain expenses that need to be divided between multiple accounts.
Examples include:
Utilities allocated between departments
Charges split across operating and administrative expenses
Costs attributed to multiple locations
To allocate an invoice:
Select Add Vendor Invoice Line.
Enter the account and amount.
Repeat as necessary.
Multiple lines can also be used to assign different Locations or Divisions.
Adding Client Expenses to Vendor Invoices
Sometimes a vendor invoice contains costs that should be charged back to a client.
Rather than treating the entire invoice as a firm expense, SurePoint allows client expenses to be recorded directly from the invoice line.
To Add a Client Expense
On the appropriate Vendor Invoice Line, select Add Expense.
Complete the required expense information.
Attach supporting documentation if necessary.
Select Save.
Complete the remainder of the invoice line.
This process separates billable client costs from ordinary firm expenses while maintaining accurate accounting records.
Supporting Documents
Documents attached to the expense can also be included with the client's invoice, providing additional transparency and backup documentation.
Reviewing Before Saving
Before saving a vendor invoice, verify that:
All required fields are completed.
Invoice allocations are accurate.
Client expenses have been properly assigned.
The Total at the bottom of the form matches the vendor's bill.
This final review helps prevent posting errors and payment discrepancies.
Reviewing Saved Vendor Invoices
After an invoice is saved, it appears in the Vendor Invoices grid with an Invoiced status.
The grid provides visibility into:
Invoice Number
Vendor
Invoice Date
Due Date
Status
Description
Transaction Details
Bill Amount
Payments Applied
Remaining Balance
Debit Account
Location and Division
User Who Created the Invoice
Understanding Invoice Statuses
Invoiced
The invoice has been entered and is ready for payment.
Paid
The payment has been processed in the system.
Partially Paid
A portion of the invoice balance has been paid.
Remember that a Paid or Partially Paid invoice does not necessarily mean a physical check has been printed.
Editing Vendor Invoices
Unpaid invoices can be edited as needed.
To edit:
Select the Pencil Icon on an invoice with an Invoiced status.
Most invoice information can be changed directly within Accounts Payable.
Exception
Client expense lines must be edited from the related matter record rather than from the vendor invoice.
Recording Client Expenses
Not every vendor invoice needs to be entered manually.
When a Client Expense is created, SurePoint automatically generates the corresponding vendor invoice.
Navigation
Quick Add → Expense
Complete the expense information and select Save.
What Happens Automatically?
After saving:
The expense appears on the client's invoice.
A vendor invoice is created in Accounts Payable.
Attached documentation carries over.
No duplicate data entry is required.
This automation reduces administrative effort and minimizes the risk of duplicate entries.
Managing Recurring Vendor Invoices
Many business expenses occur on predictable schedules. Recurring Vendor Invoices eliminate the need to manually enter these invoices each cycle.
Common examples include:
Office rent
Utilities
Software subscriptions
Other recurring operating expenses
Navigation
Accounts Payable → Recurring Vendor Invoices
Creating a Recurring Vendor Invoice
The setup process mirrors a standard vendor invoice with two additional fields:
Start Date
Schedule
Available schedules include:
Daily
Weekly
Monthly
After completing the Vendor Invoice Lines, select Save.
Automatic Invoice Generation
Recurring invoices generate automatically overnight according to their schedule.
The newly created invoices appear in the Vendor Invoices tab the following morning, ready for review and payment.
Processing Vendor Payments
Once invoices have been entered and approved, they can be paid through Accounts Payable.
Navigation
Accounts Payable → Vendor Invoices
Paying a Single Invoice
From the Vendor Invoices grid:
Ellipsis (...) → Pay Vendor Invoice
Paying Multiple Invoices
For greater efficiency, multiple invoices can be paid simultaneously.
Filter the List
When paying invoices for a specific vendor:
Open All Filters.
Select the Vendor.
Set Status to Invoiced.
Select Apply Filters.
The grid displays the outstanding invoices available for payment.
Select and Pay
Select the invoices.
Open Bulk Actions.
Choose Pay Vendor Invoices.
Reviewing Payment Details
Before finalizing payment, verify:
Payment Date
Bank Account
Total Payment Amount
The total updates automatically as invoices are added or removed.
Making Changes
You can:
Remove invoices using the trash can icon.
Enter partial payment amounts.
Adjust payment information before submission.
Once complete, select Pay Vendor Invoices.
The invoice status updates to Paid or Partially Paid.
Important Reminder
Processing payment updates the accounting records, but checks still must be generated and printed.
Printing Vendor Checks
Payments become available for check generation within Vendor Payments.
Navigation
Accounts Payable → Vendor Payments
This section displays both:
Payments awaiting check printing
Previously printed payments
Printing a Single Check
Locate the payment.
Select the Ellipsis (...) menu.
Choose Add Check.
Printing Multiple Checks
Select the payments.
Open Bulk Actions.
Choose Print Checks.
Completing Check Information
Enter:
Check Date
Location (if applicable)
Memo (optional)
Select Save.
SurePoint generates a PDF containing the checks.
Use the Print icon to print them.
Choosing a Check Format
The format dropdown controls how:
Checks appear
Payment stubs are displayed
Supporting information is printed
Users can customize which details appear on the printed document.
Handling Print Issues
If a check fails to print successfully:
Select No when prompted.
Navigate to the Checks tab.
View and reprint the check as needed.
Paying Multiple Invoices with One Check
Sometimes a vendor has several outstanding invoices that should be paid with a single check.
Navigation
Accounts Payable → Vendor Payments → Add Vendor Payment
Payment Setup
Enter:
Payment Date
Bank Account
Vendor
After selecting the vendor, the invoice list automatically filters to show only that vendor's unpaid invoices.
Select Invoices
Choose the invoices to include and:
Enter a payment amount manually, or
Select Pay Total Due
After saving:
The invoices are grouped into a single payment.
One check is generated for the combined amount.
Reviewing and Reprinting Checks
The Checks tab provides complete visibility into generated checks.
Navigation
Checks
Reprinting a Check
Locate the check.
Select the Eye Icon to view it.
Select the Print Icon.
Checks that have not successfully printed display a Generated status.
After a successful print, the status updates to Printed.
Key Takeaways
As you work through the Accounts Payable process in SurePoint, remember these best practices:
Vendor Setup
Vendor Name is required.
Tax information and 1099 tracking can be maintained during setup.
W-9s and contracts can be attached to vendor records.
Vendor Invoices
Red bars indicate required fields.
Vendor Invoice Lines drive General Ledger posting.
Multiple lines can distribute costs across accounts, locations, divisions, or client expenses.
Verify the invoice total before saving.
Client Expenses
Automatically create vendor invoices.
Eliminate duplicate entry.
Carry supporting documentation through the billing process.
Must be edited from the matter record.
Recurring Invoices
Support Daily, Weekly, and Monthly schedules.
Generate automatically overnight.
Appear on the Vendor Invoices tab the next day.
Payments
Filter by Vendor and Invoiced status when preparing payments.
Partial payments are supported.
Multiple invoices for the same vendor can be paid with one check.
Checks
Payment processing and check printing are separate steps.
Checks are generated as PDFs before printing.
Generated checks can always be reviewed and reprinted.
Status changes from Generated to Printed after successful printing.
By understanding these workflows and leveraging SurePoint's automation features, firms can reduce manual data entry, improve payment accuracy, and maintain a clear audit trail from vendor invoice through final payment.