The general PtoP process entails several different data stores. The accounts payable master data contain all unpaid vendor invoices. The design of the accounts payable master data should consider how data are processed when the cash manager is deciding what payments to make. For example, the manager may want to merge vendor invoices so that the total amount due each vendor can be accumulated. Alternatively, the manager might want to select specific invoices for payment.
The vendor master data contain a record of each vendor from whom the organization is authorized to make purchases. Purchasing personnel when selecting an appropriate vendor usually accesses the data. During processing, vendor data are retrieved to prepare purchase orders and to issue payments. In addition to storing identification data, vendor data are used by management to evaluate vendor performance and to make various ordering decisions.
The purchase order master data are a compilation of open purchase orders and include the status of each item on order. To keep track of a purchase, the purchasing department generally creates an entry in the purchase order master data. The data are a compilation of open purchase orders, including information about the status of each item on order. The order is closed only on receipt and acceptance of all goods detailed on the order.
Other data stores appearing in the data flow diagrams are the:
- Inventory master data, which contain a record of each inventory item that is stocked in the warehouse or is regularly ordered from a vendor. These records are used to manage the inventory and to support the inventory balance in the general ledger.
- Receiving report data, which contain a record of each receipt. These data combine purchase order data with the quantity received and date goods were received.
- Cash disbursements event data, which show, in chronological sequence, the details of each cash payment made.