Accounts Payable 101

Where do I start?

Accounts payable can seem like a daunting task at first glance. However, with a little practice and some organization, you can make quick work of it in no time.

Here at Reedsport School District, we are currently using the iVisions suite to do our accounting. You can access this by visiting the following site:

https://scesdorweb.tdr.tylerhosting.cloud/reedsportsd105orEIW/login.aspx

To make it easier to access, use the Microsoft Edge browser to visit this site, then you can turn the site into an app, and pin it to your taskbar by following the directions here.

• The first step should be to familiarize yourself with the layout of the accounting files. You can access them via the SharePoint drive in File Explorer:
  
  In this top level folder, you will find copies of commonly used templates and documents. In the folder for each year, you will find a "Scanned & Attached" folder as well as a "Payables" folder. Any requisitions or invoices you scan or download, should be placed under the company name in the "Scanned & Attached" folder.  Keep copies of the payables lists you send to ESD in the "Payables" folder.
  
  As a good rule of thumb, when scanning or downloading documents, you should always rename them with the following scheme to make finding them easier:
  
  CompanyName_DocumentType_DocumentNumber_Location_Date
  
  For example, I have invoice number 12345 from company ABC, and the work was performed at RCCS on April 1st 2023. I would name the file:  ABC_Invoice_12345_RCCS_4.1.23
  
  **Always have two copies of ALL your documents. One paper, and one digital copy.
  
  
  
• Now that you know how to access iVisions, and know where all the files are located, you may follow one of the guides below for more information on the processes.
  
  Epson Scan - Scanning a Document to your PC
  
  iVisions - Requisitions: Start to Finish
  
  iVisions - Invoices: Start to Finish
  
  Microsoft Excel - Working with the Payables Template