Accpac - Guide - Manual For AP User Guide PDF
Accpac - Guide - Manual For AP User Guide PDF
Accpac - Guide - Manual For AP User Guide PDF
SAGE ACCPAC
Accounts Payable
User Guide
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Contents
User Guide v
User Guide ix
Chapter 7: Reports
Using Personal Report Settings .................................................. 72
Account Sets ................................................................... 73
Aged Cash Requirements ....................................................... 74
Aged Payables ................................................................. 78
Aged Retainage ............................................................... 713
Batch Listing .................................................................. 716
Batch Status .................................................................. 721
User Guide xi
Index
Introducing
A/P
Chapter 1
Introducing the User Guide
This chapter introduces you to the Accounts Payable User Guide. The
User Guide contains an overview of Accounts Payable processing as
well as detailed information about the day-to-day and periodic
operations of Accounts Payable.
User Guide 11
Where To Now?
If you have just purchased the System Manager and Accounts
Payable programs, install them on your computer, following the
Introducing
Where To Now?
A/P
instructions in the System Manager Administrator Guide. If you have
already installed System Manager, you should install Accounts
Payable, following the instructions in the System Manager
Administrator Guide.
Once you have created your own Accounts Payable ledger, and are
ready to begin using Accounts Payable for your day-to-day
operations, read Chapter 2 in this guide, What You Need to Know
Before Using Accounts Payable, for an overview of Accounts
Payable processing.
Before working with your own data, you may want to practice using
the sample data that comes with the System Manager. The Sage
Accpac Workbook contains tutorial lessons that will help you learn to
use Accounts Payable.
User Guide 13
Chapter 2
What You Need to Know
Before Using
A/P
Before Using Accounts Payable
Overview of Accounts Payable Processing ....................................... 22
Processing Accounts Payable Batches ............................................ 23
Creating, Editing, and Tracking Accounts Payable Batches ..................... 24
Editing and Deleting Batches ............................................ 26
Listing Batches ......................................................... 27
Tracking Batches ....................................................... 28
Posting Batches ............................................................ 29
Posting Procedures .................................................... 211
Printing Audit Trail Reports of Batches...................................... 212
Journal Entries Generated from Posting Transactions ......................... 213
Processing Invoices, Credit Notes, and Debit Notes .............................. 217
Changing Document Header Information ................................... 221
Changing On Hold Status .............................................. 222
General Steps for Entering and Distributing Invoice and Tax Amounts ......... 222
Entering Tax Information and Calculating Taxes ............................. 223
Tax Services Stores Tax Information and Tracks Taxes .................... 225
Changing the Tax Class for Individual Distributions for Tax Calculation .... 227
Calculating and Distributing Self-Assessed Taxes ........................ 227
Calculating Tax Reporting Amounts .................................... 229
Entering Distribution Information .......................................... 229
Distribution Example .................................................. 230
Calculating the Document Total from the Total Net-of-Tax ................ 231
Calculating Discounts and Entering Payment Schedules ...................... 232
Assigning Multiple Payment Schedules to Invoices ....................... 233
Entering Rate Information on Invoices, Credit Notes, and Debit Notes ......... 234
Entering Optional Fields on Invoices ........................................ 235
User Guide 2i
Before Using
Check Register ........................................................ 268
A/P
Using the Create Payment Batch Form .......................................... 268
Overview of the Batch Creation Process ..................................... 268
Selecting Invoices for Payment ............................................. 271
Controlling Payments ..................................................... 273
Payment Selection Codes............................................... 274
Payment Controls ..................................................... 275
Payment Limits ....................................................... 277
Control Payment for a Range of Vendors and Range of Documents ........ 279
Assigning Prepayments and Credit Notes a Forced or On Hold Status ...... 280
Pre-Check Register ........................................................ 281
Assigning Optional Fields to a Generated Payment Batch ..................... 281
Printing Checks from Accounts Payable......................................... 283
Using the Print Checks Button in the Payment Entry Form .................... 283
Using the Print/Post Button on the Payment Batch List........................ 285
Canceling the Printing and Posting Process .................................. 287
Reprinting Checks ........................................................ 288
Reprinting Checks Immediately ........................................ 288
Closing the Print Checks Form and Assigning Void Status
to Printed Checks .................................................. 289
Reprinting Checks from the Payment Batch List Form .................... 289
Previously Printed Checks Are Assigned Void Status
When You Reprint ................................................. 291
Resetting Batch Status from Check Creation In Progress ................... 291
Voiding Printed Checks that You Accepted as Correct .................... 292
Printing Checks and Advices Separately..................................... 292
Printing Advices Only ..................................................... 293
Check Stock and Check and Advice Layout .................................. 293
Posting Payments ............................................................. 294
Importing Payment Batches .................................................... 295
Before Using
Adjusting Job-Related Payments ....................................... 2128
A/P
Entering Job-Related Vendor Payments................................. 2128
Posting Job-Related Transactions in Accounts Payable ................... 2131
Integrating with Purchase Orders .......................................... 2132
Where To Now? ............................................................. 2132
User Guide 2v
Chapter 2
What You Need to Know
Before Using
A/P
Before Using Accounts Payable
This chapter contains conceptual information about how Accounts
Payable processes invoice, payment, and adjustment transactions. It
describes how you:
Carry out the periodic tasks and procedures that are part of your
normal routine.
Chapter 7, Reports.
The chart on the next page outlines the steps in a normal Accounts
Payable processing cycle.
User Guide 21
Enter manual checks Create payment batches and record manual checks
Print and file batch listings
Check data integrity and make a backup copy of the data
Print checks and post payment batches
Print and file posting journals
Update Accounts
As needed:
Payable records
Add new records and update existing records
Assign Inactive status to records you plan to delete
Clear history for fully paid transactions
Clear outdated vendor comments, deleted and posted batches, and
outdated statistics for vendors and vendor groups
Delete inactive records for vendors, vendor groups, and remit-to
locations
Do year-end Post all outstanding batches and print the posting journals
processing tasks Create outstanding general ledger batches
Print the G/L Transactions report
Post the G/L batches
Use the Year End form to run year-end processing
Before Using
means that you enter groups of transactions invoices, credit notes,
A/P
debit notes, payments, and adjustments to files called batches,
then post these batches to record the transactions in vendor accounts
and in general ledger accounts.
This section outlines the types of Accounts Payable batches and tells
you how to create, maintain, post, and report them.
No
User Guide 23
Editing open Unposted batches are called open batches. You can add to batches,
batches
change entries, or delete entries while a batch is open. Note,
however, that you must select the following options on the Options
form to change certain batches:
Before Using
Allow Edit Of System Generated Batches lets you edit
automatically generated payment batches.
A/P
Allow Edit Of Imported Batches lets you edit batches that you
import from non-Sage Accpac programs.
Allow Edit Of External Batches lets you edit batches that you
create in Purchase Orders and send to Accounts Payable.
You can have as many open batches as you want. This ability to use
several open batches means you can group transactions by location,
date, purchase type, or any other criteria you find useful.
Assigning and Accounts Payable automatically assigns a number to each batch, and
using batch
to each entry (transaction) you add to a batch, starting with 1. You
numbers and entry
numbers must use the assigned numbers.
The batch and entry numbers are a permanent part of each transaction
record. They appear with the transactions on Accounts Payable
reports such as posting journals and the G/L Transactions report.
Batch and entry You can use the batch numbers and entry numbers to trace the
numbers let you
progress of transactions through the Accounts Payable system and
trace transactions
(if you use the numbers as the descriptions or references for G/L
transactions) into your general ledger.
User Guide 25
Consolidation Note, however, that you lose batch and transaction entry numbers if
removes numbers
you consolidate transactions during posting. Also, consolidation
and prevents
drilldown prevents you from drilling down from General Ledger to view
Accounts Payable transactions, even if you have selected the Keep
History option.
You can edit or delete open batches, depending on your choices for
the Allow Edit Of System Generated Batches, Allow Edit Of
Imported Batches, and Allow Edit Of External Batches options.
Editing batches You can change most batch header information, regardless of the
restrictions you may place on batch editing (unless the Ready To
Post box is selected).
For example, you can always change dates and descriptions of all
unposted batches, whether you created them in Accounts Payable, in
another Sage Accpac application, or in a non-Sage Accpac program.
In payment batches, you can also change the bank code until you
add a transaction to the batch.
Batch Information In addition, all Accounts Payable transaction entry forms provide a
form
Batch Information form that lets you view additional information for
the batch, such as the batch type and batch status. (To view batch
information, you click the Zoom button beside the Batch Number
field on any transaction entry form.)
Multicurrency If you use multicurrency accounting, you can change the exchange
ledgers
rate, rate date, and rate type for individual documents when the
vendor currency differs from the functional currency (unless you use
the euro as your functional currency and the vendor currency is the
national currency of a European Economic and Monetary Union
(EMU) member).
Until you add a transaction to a batch, you can change the bank code
for a payment batch only to another bank code that uses the same
currency as the batch. Once you add a transaction to the batch, you
cannot edit the Bank Code field.
Deleting entries
Before Using
When you delete a batch or an entry in a batch, you cannot reuse its
and batches
number. Deleted batches and entries are reported on the Batch
A/P
Listing report and Posting Journal for the batch. Deleted batches are
also reported on the Batch Status report.
If you delete a check that has been printed from the Payment Entry
form, Accounts Payable voids the check.
Changing If you use Sage Accpac Purchase Orders with Accounts Payable, you
purchase order
should never delete or change amounts in purchase order batches. If
batches
you do, your Accounts Payable vendor records will not match your
Purchase Orders records.
Editing imported If you want to change information you imported from another
batches
program, the most reliable way is to make the changes in the source
program not in Accounts Payable. In other words, if you import a
batch into Accounts Payable that contains errors (such as incorrect
amounts), you should:
Or
Listing Batches
Once you have created a batch and added transactions to it, you
should print the batch listing and check it for errors. You should
then edit the batch to correct any errors you find before you post it.
User Guide 27
Using the Force If you select Force Listing Of Batches on the A/P Options form, you
Listing Of Batches
must print batch listings for batches before you can set them Ready To
option
Post. You must also print new listings for any open batches you edit.
To print the listings for all types of batches, choose the Batch Listing
form from the A/P Transaction Reports folder, or use the File, Print
Batch Listing Report command in any transaction-entry form to print
listings for that type of batch. You can also click the Print button on
the Batch List form to print individual batches.
Note that Accounts Payable treats all printing destinations the same
way. As a result, printing to Preview satisfies the Force Listing Of
Batches option, so make sure you obtain a hard copy for your audit
trail. (You can obtain a printout easily in the Preview form by
clicking the Printer icon on the toolbar.)
Tracking Batches
Print the Batch Status report and print batch listings for the type of
batches you want to review. You can choose the Batch Status icon
from the A/P Transaction Reports folder, or you can click Print Batch
Status Report on the File menu in a Batch List form to print a listing
for a selected batch.
You can also view statuses for each type of batch on your screen
using the Invoice Batch List, Payment Batch List, and Adjustment
Batch List forms.
Batch statuses Batches are categorized by their statuses (Open, Deleted, Ready To
Post, Posted, Post In Progress, or Check Creation In Progress) and
types (Entered, Imported, Generated, Recurring, External, or
Retainage).
Generated batches Generated batches include payment batches that you create using
the Create Payment Batch form, and error batches created
Before Using
Recurring batches Recurring batches are batches that you create using the Create
Recurring Payables form.
A/P
External batches External batches are those that you create in other Sage Accpac
programs (such as Purchase Orders) and send to Accounts Payable.
Retainage batches Retainage batches are created when you run Create Retainage
Batch.
Posting Batches
When you have listed your transaction batches and checked them for
accuracy, you can post them.
Posting error Creates a new batch during posting for any unposted
batches
transactions, and produces a posting error report that explains
why transactions were rejected, if a batch contains transactions
that cannot be posted.
User Guide 29
You can use posting sequence numbers to check that you have
up-to-date copies of posting journals and the G/L Transactions
report, and to trace transactions back to particular posting
journals.
Using the Keep If you keep history, the program does not delete batches when you
History option
post them, so you can view and print listings for posted batches until
you clear the batches using the Clear History function. You can also
drill down to an Accounts Payable batch and to each transaction
from General Ledger. If you do not keep history, you cannot drill
down from General Ledger.
Also, when you keep history, Accounts Payable retains all entries in
a batch, not just those that were posted successfully, so that the batch
total reflects all entries in the batch. If you do not keep history, batch
Before Using
totals reflect only those entries successfully posted.
A/P
Correcting posted Note that you must enter an adjustment using the Adjustment Entry
transactions
form to correct a posted transaction.
Delete files you Also note that if you import batches from CSV files (or other file
imported after
formats), posting does not delete the original file. You should delete
posting
the files from which you imported transactions after posting them in
Posting Procedures
Using the Force If you use the Force Listing Of Batches option, you cannot post a
Listing Of Batches
batch until you print its batch listing. You must also print a new
option
listing for the batch if you edit it.
2. Print checks for payment batches. You can print checks from two
different places:
You must select the Print Checks option when entering the
payment in order to print a check from Accounts Payable.
Deleting printed checks You can delete printed checks but you cannot edit them. If you
delete a check, it is marked Void by Bank Services.
You must print checks before you post the payment transactions.
Select Ready to 3. Choose the Invoice Batch List, Payment Batch List, or
Post
Adjustment Batch List form from the A/P Transactions folder,
then select the Ready To Post option for each batch you want to
post.
If you try to post a single batch from the Invoice Batch List,
Payment Batch List, or Adjustment Batch List form without
setting a batch ready to post, the program asks whether you
want to set the batch to Ready To Post.
Note that you can post batches from the Post Batches forms only
if you have first set them Ready To Post. Consequently, you can
post a range of batches from the Post Invoice Batches form
without accidentally posting any incomplete batches that may be
in the range.
You can trace any transaction from the general ledger back to the
source entry if you:
Print and file all batch listings and batch status reports.
Print and file the check register after posting payment batches.
Before Using
Posting journals Each time you post, Accounts Payable creates a journal of the entries
from the batches you posted together. These posting journals
A/P
provide a record of all posted details and of the general ledger
distributions they generated.
Although you must print posting journals and the G/L Transactions
report before you close the year, you should print and file them
more often as part of your period-end procedures.
The first example below records the purchase of items for resale; the
second records the purchase of office supplies.
Before Using
assigned the source code AP-ED (for earned discount).
A/P
General Ledger Account Debit Credit
Payables control X
Bank X
Payment discounts X
Unrealized exchange gains and losses are not real gains or losses,
because the invoice has not yet been paid. These transactions are
created by the Revaluation form, and are sent to the general ledger
as reversing transactions (which means that they are automatically
reversed at the beginning of the next fiscal period).
Before Using
changed by the posting, and creates gain or loss transactions for the
general ledger accounts.
A/P
The following transaction registers a gain because the exchange rate
on settling reduced the value of the vendor invoice.
Note that credit notes and debit notes do not affect gains or losses if
they are issued at the exchange rate of the original invoice. However,
they do generate gains or losses if they are issued at a different rate.
Do the lessons in If you have not used Accounts Payable before, you should do the
the Sage Accpac
Accounts Payable lessons in the Sage Accpac Workbook. The Workbook
Workbook
introduces you to all the features of the Invoice Entry form.
For more information on each field while using the form, press F1 to
display online help, then click the Field List button in the Accounts
Payable Help window.
You use the Invoice Entry form to create new batches for invoices,
credit notes, debit notes, and interest charges. If you use retainage
Quick Mode The Settings menu on the Invoice Entry form provides a Quick Mode
setting that can save you time during data entry. It lets you identify
fields to copy to new entries and to new details. When you start a
new entry or detail, fields from the previous transaction or detail are
copied to the new transaction or detail, so you do not have to
re-enter them.
With each invoice, credit note, debit note, and interest charge, you:
Date (for statistics and aging credit notes and debit notes).
Description.
On hold status.
Before Using
Enter tax information.
A/P
The tax group determines the tax authorities to which the
document is subject. The tax group assigned to the vendor is
used as the default for new invoices, debit notes, and credit
notes, but you can change the tax group for a particular
document.
Note that if you change the tax group to one that uses a different
currency than the vendor, the document includes tax amounts in
the tax reporting currency, as well as in the vendors currency.
To enter tax amounts and tax bases for each tax authority, you
can:
Manually enter the tax amounts and/or the tax base for the
document. Then, enter the tax amounts and/or the tax base
for each distribution line.
Note that you can select the tax entry method independently for
the tax amount, tax base, and tax reporting currency.
Tax distribution You can distribute tax amounts to the same accounts as you
distributed the invoice amounts or allocate them separately.
Default information comes from the vendor record if you use the
same field names and optional tables in both places.
Multicurrency Edit the exchange rate for the document if the rate in effect is
ledgers
different from the rate displayed on the Rates tab. (Note that the
Rates tab appears only in multicurrency ledgers and only if the
vendor does not use the functional currency.)
Editing invoices You also use the Invoice Entry form to correct invoices, credit notes,
and debit notes before you post them.
Use the Allow Edit Of Imported Batches option if you want to edit
batches that were imported from other accounting programs. Use the
Allow Edit Of External Batches option if you want to edit batches
Before Using
that were created by other Sage Accpac applications (such as
Purchase Orders).
A/P
Do not edit job- Note: We recommend that you do not edit job-related invoices
related invoices
created in Purchase Orders. Posting these invoices in Accounts
generated in
Purchase Orders Payable does not update Project and Job Costing. (Project and Job
Costing is updated when you post the invoices in Purchase Orders.)
Document date
Document number
Document total
Description
Purchase order number
Sales order number
Remit-to address
On hold status
1099/CPRS code and amount
Retainage
Document type
Vendor number
Job-related status
Invoice Entry lets you put an invoice, debit note, or credit note on
hold when you enter it. Note, however, that Accounts Payable does
not apply any matching prepayments when you post an invoice
batch if either the prepayment or the invoice has an On Hold status.
In addition, you cannot post credit notes or debit notes if either the
credit (or debit) note or the specified Apply-To document is on hold.
The general steps for entering the total invoice amount and
distributing the item and tax amounts from an invoice are as follows:
Check the tax group and tax classes for the vendor.
Before Using
Enter tax amounts, tax bases, and tax reporting amounts (if
required), if entering taxes manually, or click Calculate
A/P
Taxes.
Change the tax included status, tax bases, and tax amounts,
if necessary and only if you are entering tax information
manually.
For detailed invoice entry steps, see Entering Tax Information and
Calculating Tax on Invoices, in Chapter 4 of this guide.
If you change the tax group for a particular document to one that
uses a different currency than the vendors tax group, you can also
select a tax entry method for the tax reporting amount.
Enter then manually enter total tax amounts, tax bases, or tax
reporting amounts on the Taxes tab, and enter taxes for each
detail on the Accounts/Taxes form using the information from
the invoice.
The main reasons for having the program calculate tax are:
Before Using
To track a tax that is hidden in the invoice total.
A/P
If Accounts Payable is set to distribute tax amounts or tax bases, you
cannot edit the tax amounts or tax bases for the details.
You also specify on the Taxes tab whether the distribution amounts
are net of taxes or include taxes.
If you choose to enter the tax amount, the tax base, or tax reporting
amounts manually, ensure that the sums of the amounts you entered
for the distribution lines (on the Detail Accounts/Taxes form) equal
the totals for each tax authority on the Taxes tab.
Accounts Payable gets all its tax rates and tax account information
from Tax Services, which is part of Sage Accpacs Common Services.
Checks the Taxes tab to see which taxes apply to the vendor and
the tax entry method you selected (Enter, Calculate, or
Distribute).
Note that Tax Services performs the tax calculations when you
complete each distribution line if automatic tax calculation is
selected on the Taxes tab, or when you click the Calculate Tax button
on the Taxes tab.
Whether you let the program calculate taxes or enter them manually,
Accounts Payable sends all the appropriate tax information to Tax
Services for tax reporting purposes.
Tax authorities, tax Regardless of the tax entry method you select, you can change the
rates, and tax
tax rates for an invoice, credit note, or debit note by:
classes
Changing the tax authorities (by changing the tax group).
You can also change the tax classes for particular distribution lines
using the Detail Accounts/Taxes form. (See the next section for more
information.)
Before Using
Exempt tax class Note that if a tax class is identified as tax exempt in Tax Services, the
A/P
tax amount and tax base for a tax authority using the tax class are
zero on an invoice, credit note, or debit note, and the Tax Included
option are set to No. Note that you cannot distribute tax to a tax
authority for an invoice detail that uses an exempt tax class.
Changing the Tax Class for Individual Distributions for Tax Calculation
You can change the tax classes (tax status) for single invoice
distributions by selecting the distribution line, clicking the
Accounts/Taxes button (or pressing F9), then choosing a different tax
class.
Note that to be able to edit tax allocations for details, you must select
Enter in the Tax Amount and/or Tax Base field on the Taxes tab. Also
note that you must select the different tax class before you distribute
taxes.
If you know the tax amounts for each distribution, you can also enter
the taxes manually on this form. (To be able to enter taxes manually,
select Enter in the Tax Amount field on the Taxes tab.)
A self-assessed tax is one that you must pay, even though the vendor
does not collect it. These taxes commonly arise when you order
goods from another state or province, but you are still subject to local
sales taxes.
Accounts Payable does not have a self-assessing tax type, but you
can use the program to calculate self-assessing taxes and distribute
them to expense and tax payable accounts. The trick is to create two
tax authorities.
2. Create Purchases tax classes for vendors and items for both tax
authorities.
For authority 1 specify the tax rate as you would for any
other tax.
The two taxes cancel each other and not add to the value of the
invoice.
4. Add both taxes to the tax group you want to use for the vendor.
6. Make sure that you are using the same tax class for both taxes.
7. If you are entering tax manually, enter a positive tax amount for
authority 1 and a corresponding negative amount for authority 2
on the Taxes tab.
Before Using
source currency, the invoice must show tax amounts in the tax
reporting currency (the currency used on the document), along with
A/P
the exchange rate used for the conversion.
Deriving an implicit If you select Enter or Distribute for the Tax Reporting entry method,
exchange rate
rather Calculate, you can use the Derive Rates button to calculate the
implicit exchange rate for the tax reporting currency based on the
total tax amounts and tax reporting amounts entered manually.
You also enter exchange information for the tax reporting currency
on the Taxes tab.
Distribution Example
One or more distribution sets and the amount that you want
allocated to each set.
Or
Or
6. Once you have distributed all amounts except the tax amounts
that are not included in invoice amounts, on the Taxes tab, click
one of the following buttons:
Before Using
Calculate Taxes. The Calculate Taxes button calculates tax,
A/P
then allocates it to each distribution line.
Multicurrency Note that you distribute all invoice and tax amounts in the vendors
ledgers
currency. Accounts Payable calculates the functional-currency
equivalent to the invoice amount using exchange rates maintained in
the Currency forms in Common Services.
You can change the exchange rate, rate type, and rate date for an
invoice using the Rates tab when the vendor currency differs from
the functional currency. You cannot change exchange rate
information between European Economic and Monetary Union
(EMU) member currencies.
Invoices, debit Although this guide often refers to invoice distributions and invoice
notes, and credit
amounts, keep in mind that distributions are the same for credit
notes all work the
same way notes and debit notes.
If you are entering an invoice for which the tax has not yet been
calculated, you can calculate the document total including tax on the
Taxes tab of the Invoice Entry form.
1. On the Document tab of the Invoice Entry form, enter the net-of-
tax amount of the invoice in the Document Total field.
2. If you are using a distribution set, also enter the amount in the
Distribution Amount field, then click the Create Distribution
button to create the distribution and distribute the net-of-tax
invoice total that you entered.
If you are not using a distribution set, enter the distribution lines
manually on the Document tab.
3. On the Taxes tab, select Calculate as the tax entry method in the
Tax Amount and Tax Base fields, and specify that taxes are not
included in the distributions.
Accounts Payable uses the terms code you specify for an invoice on
the Terms tab to calculate the discount period and amount for the
document. If you use a terms code that includes more than one
payment, Accounts Payable sets up a payment schedule that
includes separate discount information for each payment.
Before Using
either on the detail-entry grid or on the Detail Accounts/Taxes form.
A/P
You can change the terms code, discount date, amount, and rate at
any time until you post the invoice. You can also override the
discount base or the discount amount calculated for an invoice on
the Terms tab of the Invoice Entry form.
You can recalculate the payment schedule with a new starting date,
and you can change any of the due dates, discount dates, or payment
amounts. However, you cannot change the number of payments
(except by reducing later payments to zero).
When you use the Payment Entry form, you specify the particular
transaction to which you are applying a payment.
To change the exchange rate, use the Rates tab (it appears only with
multicurrency transactions). You can change the rate type, rate date,
and exchange rate for the document, unless the vendor uses the
Before Using
functional currency or your functional currency is the euro and the
vendor is a member of the EMU.
A/P
Accounts Payable lets you mix vendor currencies within an invoice
and adjustment batch, but you may want to restrict batches to
vendors of the same currency.
Note that the statistical amounts displayed in the vendor record are
also in the vendors currency, as well as in the functional currency.
Two kinds of Accounts Payable handles optional fields you assign to document
optional fields for
headers separately from optional fields you assign to document
invoices
details.
Invoice You use the Optional Fields tab on the Invoice Entry form to assign
optional fields
optional fields to a document. The program displays as defaults any
invoice optional fields marked for automatic insertion, but you can
change them or add any other invoice optional fields.
If you assigned the same optional fields to the vendor and remit-
to location records as you defined for invoices, the optional field
values for the remit-to location appear on the Optional Fields tab.
Invoice details The Invoice Entry form also lets you assign optional fields to
optional fields
document details.
Optional fields On the detail-entry grid and on the Detail Accounts/Taxes form, an
indicator
Optional Fields indicator (a field or a check box, depending on the
location) shows whether a selected detail uses optional fields. Note
that the program sets this indicator you cannot select or clear it. If
you delete all the optional fields associated with the detail, the
program resets the Optional Fields indicator.
Zoom To check or to change the optional fields that are used for the detail,
select the detail, then click the Zoom button beside the field, or press
Shift+F9. The Optional Fields form appears, where you can add or
delete optional fields for the detail. You can add any optional fields
that are defined for invoice details.
Note that any changes you make to optional fields in the Optional
Fields setup form are not reflected in existing batches. To update the
Processing Adjustments
Before Using
You add optional fields to the Invoice Entry form as described in the
Setting Up Optional Fields section of Chapter 2 in the Getting
A/P
Started guide.
Processing Adjustments
Accounts Payable provides two principal methods for adjusting
transactions and account balances.
You can:
A debit adjustment debits the vendor account and credits the general
ledger account you specify when you enter the adjustment. (See the
transaction examples at the beginning of this chapter.)
Adjustments do not Note that Accounts Payable adjustments are not sent to Bank
affect Bank
Services even if you are adjusting the amount of a check.
Services
This means that if you make any adjustments to change the amount
of a payment, that adjustment does not appear in Bank Services. You
must make a second adjustment in Bank Services, as described in
Chapter 6 of the Tax and Bank Services User Guide.
Processing Adjustments
Use this feature, for example, when you want to write off the
difference between a payment amount and the outstanding balance
on the invoice that the payment settled. (If you need to adjust
retainage, however, you must use the Adjustment Entry form.)
You must apply a You can adjust an invoice in the Payment Entry form if you are
payment to enter
applying a payment or a posted document to that invoice. If you
an adjustment
want to enter an adjustment for an invoice to which you are not
applying a document, use the Adjustment Entry form.
The Adjustment Entry form lets you easily write off small amounts
when you adjust payments. For example, suppose that you post a
prepayment of $250.00 for a vendor. Later, you receive an invoice
that totals only $248.60. When you apply the prepayment to the
invoice, you end up with an overpayment of $1.40 in your system.
Using Adjustment Entry, you can write off the $1.40 amount.
Processing Adjustments
You can also adjust documents that have been completed and
cleared from Accounts Payable or enter a general adjustment to an
account balance. You enter this type of adjustment as a credit note or
Before Using
debit note in the Invoice Entry form.
A/P
When you add an adjustment in the Adjustment Entry form,
Accounts Payable automatically assigns a sequential document
number using the prefix and beginning with the next number
specified for adjustments on the Options form.
Reference
Description
Distribution Code or G/L Account Number
Amount
Processing Adjustments
An adjustment
entered from the
Payment Entry form
The Adjustment Entry form has more data entry fields than the
Miscellaneous Adjustment Entry form in Payment Entry because
you must specify the document to which the adjustment applies.
An adjustment
entered on the
Adjustment Entry
form
Batch number.
Processing Adjustments
Entry number.
Entry description.
Before Using
Adjustment number (display-only count of all adjustments
A/P
entered to date including those entered with payments).
Vendor number.
Reference.
Document balance.
Optional fields.
Processing Adjustments
Types of Adjustments
Some common adjustments you can make using the Adjustment
Entry form are to:
The vendor balance is not affected, because the net change to the
Payables Control account is zero.
Processing Adjustments
Before Using
wrote manually, you must enter an adjustment to correct the mistake.
A/P
If you do not discover the error until you reconcile the bank
statement, you can post small amounts to the Clearing Errors
account in Bank Services.
Processing Adjustments
If you have vendors who also buy from you, you may want to enter
an adjustment to deduct an amount Payable from an amount
payable (or deduct an amount payable from an amount Payable).
For example, suppose you owe a vendor $500 and the vendor owes
you $50. Here is how you apply the amount Payable against the
amount payable, so you can issue a check for the net amount owing:
Processing Adjustments
Before Using
If you marked any adjustment optional fields for automatic
insertion, they are assigned, along with their default values, to new
A/P
transactions you add in Adjustment Entry.
You click the Zoom button beside the Optional Fields indicator field
to display or change the optional fields assigned to an adjustment
transaction.
You can add any optional fields that are defined for adjustments,
and you can change the default values that appear.
Note that any changes you make to optional fields in the Optional
Fields setup form are not reflected in existing batches. To update the
optional fields in an existing batch, you must correct each entry in
the batch.
Processing Payments
Processing Payments
Accounts Payable provides two ways to enter payments:
Once you generate payment entries, you can list them, edit them
using the Payment Entry form, print the checks, and post the
transactions to vendor accounts.
You can use the Payment tab on the Vendor Activity form to
display the payments you have made to a single vendor.
For detailed information about using the Payment Entry form, see
the next section.
See Chapter 5 for For step-by-step instructions on processing payments, see Chapter 5
instructions
of this guide.
Before Using
describes the information you enter for each payment, and discusses
A/P
how to print checks and advices.
Print checks.
If you have not used Accounts Payable before, you should do the
lessons on Accounts Payable in the Sage Accpac Workbook. The lessons
introduce you to all the features of the Payment Entry form.
If you are using the Payment Entry form and need more information
on a data entry field, press F1 to display online help, then click the
Field List button in the Accounts Payable Help window.
The bank.
Editing batch You can change all the information for an existing batch except the
header information
batch number, bank code, and the currency code that appears if you
use multicurrency accounting.
European For information about using the euro as your functional currency,
transactions
see the chapter Entering Currency Information, in the System
Manager User Guide.
The Payment Entry form lets you enter four types of transactions:
Before Using
The program displays the vendors outstanding transactions
(invoices, credit notes, debit notes, adjustments, and
A/P
prepayments), and you select the transactions you want to
partially or fully pay.
You can print a check from Payment Entry or enter the number
of a previously written check. You can also record cash, credit
card, and other types of prepayments.
For each type of transaction (except Apply Document) you can print
checks immediately after entry or you can print them when you post
the payment batch.
Only one bank All payments in the batch must be drawn on the same bank
per batch
account. (You specify the bank when you create the payment
batch.)
Multicurrency All payments in the batch must use the same currency. You also
ledgers
specify a exchange rate for the bank (batch) currency and the
functional currency, if they are different. Accounts Payable uses
the exchange rate you set for the batch as the default for
payments you add to the batch.
You specify the bank, the batch currency, and the default rate
when you create the batch. You can change the rate type, rate
date, and the exchange rate for the batch, later, but you cannot
change the bank or the currency once you add the batch.
Payment currency, Note that the currency you specify for a payment batch is the
not vendor
payment currency not the currency of the vendors paid in the
currency
batch. Accounts Payable lets you pay vendors in any currency you
choose.
Before Using
A description for the batch (optional).
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Batch Date.
Bank Code.
Bank Rate (set by the rate date and type, or you can specify the
rate).
General payment You enter the following general payment information on the
information
Payment Entry form:
Description.
Date (the payment date or, if you are applying a document, the
transaction date).
Print Check (select if you are using a check payment type and
you want the program to print the check).
Payment detail You enter the following payment detail information on the Payment
Entry form:
Activation date for prepayments (usually the date you expect the
invoice).
Before Using
For payment transaction types, you cannot change the payment
amount directly. However, you can change the amount
A/P
indirectly by changing the applied amount (in the vendor
currency) for a specific document as shown:
Retainage If you use retainage accounting, the Payment Entry form also
information
displays the original document number associated with any
retainage invoices you are paying.
Exchange rates If either the bank or the vendor currency is not the functional
currency, enter rate information for the payment on the Rate Override
form by clicking the Rates button on the Payment Entry form.
You can change the following information for the bank and for the
vendor (depending on whether the bank and your vendor use a
foreign currency):
Rate Date (date for establishing the rate of exchange between the
payment currency and the functional currency if you have a
multicurrency ledger).
There are a few additional points about payment entry that do not
appear in the diagram:
If the bank does not use the functional currency, you can specify
the bank rate type, bank exchange rate, and bank rate date for a
multicurrency batch before adding entries to a batch, or you can
accept the rate provided by Common Services. You can override
this information for individual entries, if necessary.
You cannot print a check for a payment unless you select the
Print Check option on the Payment Entry form.
Before Using
Rate type Bank rate
A/P
Enter header Enter or select:
information Entry description Transaction type (payment, prepayment,
Vendor number apply document, or misc. payment)
Remit-To code (or vendor Check date, fiscal year and period
information) Check number (if not printing check)
Print check (select to print the Check language
checks from Accounts Payable)
Select Enter
Yes No
Print the check Print the check for the payment you just entered?
Yes
No
Select Mode Select Mode lists vendor documents in the order you choose.
You can then scroll through the document list to select items for
payment basing your choice on the information displayed for
each document.
Before Using
Entering the If you do not use Select Mode, you enter the number of the
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document number
document to which you want to apply payment (or select it from
directly
the Finder listed in document number order).
You do not know the number of the document to which you are
applying the payment.
Or
Posted information The posted information that Select Mode displays for each
transaction is as follows:
Discount available.
Other identifying Other information that Select Mode provides can help you identify
information
documents that you want to pay:
Document number.
Document date.
Due date.
Discount date.
Or
Before Using
Accounts Payable provides the following information about vendor
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documents when you enter document numbers directly:
Document number.
Discount available.
You must also specify the payment number to which you are
applying this payment. The payment number is always 1 unless you
are applying a payment to an invoice with a multiple payment
schedule.
overpay a document, the program sends the second entry you try to
post to an error batch.
To edit batches created with Create Payment Batch, you must select
the option Allow Edit Of System Generated Batches in the Options
form.
If you want to edit batches that were imported from other programs,
you must select the option Allow Edit Of Imported Batches.
Before Using
See also Importing Payment Batches, later in this chapter.
A/P
Editing and Deleting Checks
You can delete printed checks until they are posted. This allows
you to void a check that is printed incorrectly.
Voided checks Accounts Payable does not list deleted (voided) checks on the check
appear on the
register. To list all printed checks and their statuses, print the Check
Check Status
Report Status Report from Bank Services.
To enter a cash invoice for an existing vendor, you enter the payment
using the Miscellaneous Payment transaction type. If you use an
existing vendor number, you must also enter an invoice number.
Accounts Payable automatically creates an invoice using this invoice
number when you post the miscellaneous payment.
Accounts Payable updates the Tax Tracking report when you post
the miscellaneous payment.
You can view the invoice and payment documents on the Vendor
Activity form.
Processing Prepayments
A prepayment is a payment to a vendor that is normally not applied
to a posted invoice or debit note. Accounts Payable lets you enter a
Posting
Before Using
If you later post a document with the number you specified with a
prepayments and
prepayment, Accounts Payable applies the prepayment, as follows:
unapplied cash
A/P
1. To the invoice number, if any, included with the prepayment
transaction.
Generally, the activation date you enter for prepayments is the date
you expect to receive the invoice.
Entry any payment optional fields that you set up for automatic
insertion.
Optional Fields
Before Using
The Optional Fields check box on the Payment Entry form indicates
indicator
whether a particular payment uses optional fields. (The program
A/P
sets this indicator you cannot change it yourself.)
You can accept the optional fields and values displayed, or you can
change them. You can also add any optional fields that are defined
for payments.
Note that changes you make to optional fields in the Optional Fields
setup form are not reflected in existing batches. To update the
optional fields in an existing batch, you must correct each entry in
the batch.
You can enter invoices for vendors that are on hold, but the program
warns you of the vendor status.
You select the On Hold status and the Inactive status for a vendor on
the Vendors form.
Batch listings let you review all payment batches added with the
Payment Entry form or created with the Create Payment Batch form.
They include all payment types.
Before Using
Check registers list all valid checks that have been printed by
A/P
Accounts Payable.
Check Status To list all checks, including leading checks, continuation checks, and
report in Bank
voided checks, print the Bank Check Status report from Bank
Services
Services.
Batch Listing
If necessary, edit the batch, and then reprint the batch listing. You
must select Allow Edit Of System Generated Batches on the
A/P Options form to edit payments created with the Create Payment
Batch form.
Print and post from When you are satisfied that the batch is complete and correct, and
the Payment Batch
you are ready to print checks, run Print/Post Checks from the
List form
Payment Batch List form.
Check Register
Only one bank per You must create a separate payment batch for each bank account on
batch
which you want to write checks.
Once you create a batch of payments, you can edit them the same
way you edit batches created with the Payment Entry form. (You
must first select the option Allow Edit Of System Generated Batches
from the Options form.)
Before Using
Update vendor records Post all invoice, payment, and adjustment
batches so vendor records are up to date
A/P
Review Vendor and
Print the Vendor Transactions report or the Aged
Transaction records Payables report to review outstanding accounts
If necessary:
Put transactions on hold or remove on-hold status
Force payments
Specify maximum payments
Adjust discount bases
Generate separate checks for each invoice
Print the batch listing Print the Payment Batch Listing and
edit payment transactions if necessary
Control payments Use the Control Payments form to set payment limits or to hold
payments on individual invoices.
Print the Pre-Check Print the Pre-Check Register and review it before you generate
Register
the payment batch.
The Pre-Check Register lists the details and totals of checks that
the program will produce, using the criteria you specified. After
reviewing the Pre-Check Register, you may decide not to pay
certain transactions, or you may want to force payment on
certain transactions or to pay only a portion of a transaction.
Create batch When you are satisfied with the transactions listed for payment on
the Pre-Check Register, you can use the Create Payment Batch form
to create the payment batch.
Print batch listings Print the payment batch listing after you create the batch and before
you print checks. You can edit payments and delete transactions
before you print checks. Once you print checks, you cannot edit the
transactions, but you can delete them.
Print checks Print the checks and payment advices together or separately using
the Print/Post button on the Payment Batch List form. Once you
indicate that the printed checks are acceptable, the checks are posted
Before Using
to the vendor accounts.
A/P
If the checks are not acceptable, you can reprint them as often as
necessary. They are not posted until you indicate that they are
acceptable.
Print Check Normally, you print the Check Register immediately after you have
Register
printed and posted checks and advices.
The Check Register provides a list of all valid checks issued by the
check-printing program.
Due Date. Select this option if you want the program to select
transactions only on the basis of due dates, not considering
discount dates. (The program ignores discount dates when
selecting transactions, but still takes the discounts that are
available when paying the transactions.)
You must also enter the date on or before which the invoice must
be due in order to be paid.
You must also enter a range of dates during which the discount
must be paid in order for the invoice to qualify.
Due Date And Discount Date. Select this option when you want
to pay all transactions that are due on or before a certain date, or
that may not be due, but which have a discount available on or
before the same date. (The program looks at both due dates and
discount dates when selecting transactions.)
Vendor groups.
Vendor numbers.
Account sets.
Selection criteria Remember that you define these selection criteria in the Payment
are defined, then
Selection Codes form, then use them when you create the payment
reused often
batch.
Before Using
Only one bank per You must create a separate payment batch for each bank account on
A/P
batch
which you want to write checks.
Note that the Pre-Check Register lists transactions that have a Forced
status only if the amounts of the checks that would include the
forced payments are within the minimum and maximum check
amounts specified for the check run.
The Pre-Check Register can also include all payables that were
bypassed in the check run. Bypassed transactions include
transactions placed on hold (using the Control Payments form or in
Invoice Entry), transactions being withheld from payment because
the vendors have been placed on hold in the Vendors form, and
forced transactions for amounts outside the specified range of check
amounts.
Controlling Payments
You control which checks are generated in three ways:
Once you have created a batch of payment entries, you can list the
batch, then edit it using the Payment Entry form. When you are
ready to print checks and post the batch, use the Print/Post button on
the Payment Batch List form.
You must create at least one payment selection code before you can
create a payment batch. When you create a payment batch, the
payment selection code provides default criteria for creating the
payment batch. You can override these criteria when you create the
batch.
The bank and currency for the payment batch and (optionally)
for the vendor:
The document date you want to use for selection. You must
choose one of the following:
Before Using
By due date.
A/P
By discount date.
Vendor groups.
Vendor numbers.
Account sets.
Optional fields (if you use them) that you want to assign to the
payments in the batch.
You can create as many payment selection codes as you want, using
the Payment Selection Codes form, then choose the one you need for
a check run. For example, you might have separate selection code for
processing US, Canadian, and Mexican payments.
Payment Controls
Set a vendor On If you set a vendors status to On Hold in the Vendors form,
Hold
transactions for that vendor are not processed. This restriction
applies only to the Create Payment Batch form. You can continue to
process payments for On Hold vendors using the Payment Entry
form.
Set an invoice On Invoices that you place on hold cannot be paid using the Create
Hold
Payment Batch process. However, placing an invoice on hold does
not prevent you from applying or paying the document manually
using the Payment Entry form.
Use Control At the transaction level, you can use the Control Payments form to:
Payments
Control payments for a specific vendor, range of vendors,
document, and a particular payment of a multiple payment
schedule payment.
Before Using
changing due dates or discount dates.
A/P
Prepayment Create Payment Batch does not take prepayments into
activation
account unless they are activated, so bringing forward or
delaying the activation date of a prepayment can also affect
payments. (Prepayments are described earlier in this
chapter.)
Normally, you use the Control Payments form after printing the
Pre-Check Register and reviewing the current payables to select the
transactions you want to pay.
Payment Limits
The Control Payments form lets you set a maximum limit that you
can pay out for an invoice when you use the Create Payment Batch
form to generate payments automatically. You might want to set a
You use the Select tab on the Control Payments form to select the
particular invoice to which to apply the limit, and then you specify
the payment limit for the invoice in the Payment Limit field.
Before Using
If a payment limit causes an invoice to be only partially paid,
A/P
Accounts Payable uses zero as the discount taken, even if a
discount is available, deferring the discount until the invoice is
fully paid.
You can then choose a range of document numbers for the selected
vendors.
Finally, you can choose whether the change in status (for example, to
Forced or On Hold) will apply to invoices, credit notes, debit notes,
and/or prepayments.
You can force Create Payment Batch to apply or exclude credit note
and prepayment amounts from vendor checks by assigning them a
forced status or placing them on hold.
Note that even if you assign a forced status to all credit notes and
prepayments, a transaction may still be excluded from the payment
calculation for the following reasons:
Pre-Check Register
Print the Pre-Check Register before you generate checks to see which
Before Using
transactions will be included in the payment batch.
A/P
You print the Pre-Check Register from the Create Payment Batch
form, after specifying the payment selection criteria for the batch.
Include Bypassed You can have the Pre-Check Register include invoices that are not
Payables On
being paid so you can see which transactions are being missed
Register
because they are on hold.
For information on using the Create Payment Batch form and for
printing the Pre-Check Register, see Chapter 5, Processing
Payments and Adjustments.
The Optional Fields tab of the Create Payment Batch form initially
displays the optional fields assigned to the specified payment
selection code. You can accept or change the optional fields and
entries that appear, or you can delete them. You can also add any
optional fields that are defined for payments on the Optional Fields
setup form.
Before Using
program:
A/P
Open the Payment Entry form, add a payment or open an
existing one, then click the Print Check button to print the check
for the payment.
Or
Open the Payment Batch List form, select a payment batch, and
then click the Print/Post button to print checks for all the
payments in a batch.
1. Enter all details of the payment, making sure to select the Print
Check option on the first tab of the form.
5. Click Print.
If the check was not printed correctly, click No, then reset the
print status by clicking the print status column or by choosing
the Select Reprint Range button and specifying the number of
the check you just printed.
Click Yes to print the advice form, then click Yes again when it
asks whether the advice was printed correctly.
When you accept the check and the payment advice, if you printed
one, Accounts Payable posts the check information to Bank Services,
and closes the Print Checks form.
When you delete Note also that you cannot reprint the check once the check
a payment, the
information has been posted to Bank Services. However, if you
check becomes
Void delete the payment from the payment batch after you print the
check, Accounts Payable changes the status of the check to Void in
Bank Services.
You can delete payments (void checks) until you post the batch.
Deleted checks do not appear on the Accounts Payable Check
Register.
Reversing posted If you need to put a stop-payment on a check for which you have
payments
posted the payment to vendor accounts, you can reverse the check
Before Using
Accounts Payable does not detect certain kinds of errors, such as
A/P
duplicate checks in the same batch, until you post the payment
batch.
Makes sure that the batch has been listed if you selected the
option Force Listing Of Batches (in the Options form).
If you use the option and the batch has not been listed, you
must list it before you can print and post the checks.
4. Review the settings in the Print Checks form before you proceed,
and review the list of checks the program is ready to print.
If you choose No, click the Select Reprint Range button and
specify a range of checks for reprinting, then click the Reprint
button.
If you are printing advices after the checks, the program starts to
print advices as soon as you click Yes to confirm the check
printing.
Before Using
When printing is After you click Yes to accept the check run (or the advice run
A/P
finished, Accounts
if printing advices), Accounts Payable displays the Payment Batch
Payable posts the
payment batch List form once again, and proceeds immediately to post the payment
batch to vendor accounts.
Once the check data has been posted, you cannot reprint the checks
or advices.
Checks are posted If you confirm that checks and advices were printed correctly (and
once they are
you selected Print/Post on the Payment Batch List form), Accounts
printed
successfully Payable posts the payment batch immediately.
You cannot cancel posting after you accept the checks and/or
advices.
If the checks were not printed properly (and you cannot reprint them
at this time), you can cancel the print run by:
The status for the batch is then set to Check Creation In Progress.
You must complete check printing before posting can proceed.
Reprinting Checks
The simple rule is that you cannot reprint checks if you accept them
as correctly printed and leave the Print Checks form.
If your checks are not printed correctly, and you need to reprint
them, you must click No when Accounts Payable asks you whether
the checks were printed correctly.
Once you reject printed checks, you can reprint them immediately,
or you can reprint them later. If you decide to reprint them later, you
can click the Close button to leave the Print Checks form.
Void printed If you change the status to Not Printed before you close the Print
checks
Checks form, you can choose to void all printed checks. If you
choose not to void the checks, Accounts Payable sets the batch status
to Check Creation In Progress (preventing you from editing this
batch until you complete check processing).
Reset the check If the checks are not correct, and you have not closed the Print
status, and click
Checks form, you can:
the Reprint button
1. Reject the check run by selecting No when asked whether the
checks were printed correctly.
3. Click the Reprint button in the Print Checks form to reprint the
checks.
Previous checks are set to void, and new checks are printed with
new check numbers.
Closing the Print Checks Form and Assigning Void Status to Printed
Checks
Before Using
the batch later (for example, if you are entering and printing single
A/P
checks from the Payment Entry form), make sure you void the
checks when you close the Print Checks form (by setting the check
status to Not Printed).
If you do not void printed checks, Accounts Payable sets the batch
status to Check Creation In Progress, and you must reset the batch
status in order to open the batch later. (See Resetting Batch Status
from Check Creation In Progress, later in this section.)
Reprinting later If you were printing from the Payment Batch List form, and the
checks were not printed correctly, but you cannot immediately
reprint them, you can:
1. Reject the check run. If you want to void the checks, you must
reset the status of the checks to Not Printed (see above).
2. Click the Close button to leave the Print Checks form, then again
confirm that checks were not printed correctly.
If you void all If you do not want to keep any of the checks, click Yes. Accounts
checks
Payable:
If you do not void If you do not choose Yes to void all the checks, Accounts
all checks
Payable:
3. When you are ready to reprint checks, open the Payment Batch
List form, select the batch, and then click the Print/Post button. If
you chose to void the checks earlier, Accounts Payable opens the
Print Checks form so you can proceed.
4. When the Print Checks form appears, click Print to reprint the
checks.
Previously Printed Checks Are Assigned Void Status When You Reprint
Before Using
printing them. This means that if you did not cancel the previous
check run, the program must void the old check numbers and issue
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new ones when you reprint checks.
Accounts Payable:
To void the checks you previously printed, and reset the batch
status, follow these steps:
2. Select the batch with the Check Creation In Progress status, and
click the Print/Post button.
3. If you see a message stating that a restart record for this batch
exists, click OK. The Print Checks form opens.
When the Payment Batch List appears again, you will see that the
batch status has been reset. If you want to open the batch and edit it
further, change the Ready to Post column to No.
To reissue a check that you printed from the Payment Entry form
and accepted as correct, you must delete the unposted payment
entry to void the check, and then add a new payment. (If you posted
the payment batch, follow the instructions in the next paragraph.)
To reissue a check if you printed it from the Payment Batch List form
and posted the payment batch, you must reverse the check using the
Reverse Payments form or the Reconcile Statements form in Bank
Services, then enter a new payment. See the Tax and Bank Services
User Guide for more information on reversing checks.
You can select from four check and advice printing stock types when
you set up bank records using the Banks form in Bank Services:
Using checks then If you choose Checks Then Advices as the check stock, Accounts
advices for labels
Payable performs two separate print runs when you print checks:
or letters
one for checks and one for advices, allowing you to mount different
Before Using
forms in your printer for the second run.
A/P
If you want, you could use a combined check and advice for the
check run, then print labels or letters for the separate advice run.
When you print the advices, Accounts Payable asks you whether
they printed correctly. If you respond with Yes, the program posts
the check information to Bank Services.
Posting Payments
Posting Payments
Printing checks, You use the Print/Post button on the Payment Batch List form to
then posting
post payment batches immediately after printing the checks they
batches using the
Payment Batch List contain.
form
Print/Post is a two-stage process. Accounts Payable first prints any
checks in the batch that have not been printed using the Payment
Entry form and posts the check information to Bank Services if the
print run was successful. See the previous section, Printing Checks
from Accounts Payable, for a description of the process Accounts
Payable goes through when printing the payments.
You cannot print Once the check data has been posted to Bank Services (this happens
posted checks
when you leave the Print Checks form), the program proceeds to the
payment posting stage.
If all checks in the batch have been printed or if the payment batch
did not contain any checks for printing, Print/Post skips the printing
step, and proceeds directly to post the payment information to
vendor accounts.
You can also use the Post Batches form to post a range of payment
batches, provided that the batches are first set Ready To Post (using
the Payment Batch List form) and they do not contain any unprinted
checks.
Numbers assigned to leading and voided checks are not listed on the
Check Register. For a full list of all check numbers issued by Sage
Accpac, print the Check Status report in Bank Services.
Posting errors and If errors are found in a payment batch during posting, the data for
error batch
the incorrect checks is not posted, and the transactions are placed in
a new payment batch that uses the next available batch number.
Before Using
Posting errors The details of the incorrect transactions are printed in an error
A/P
report
report, which you print separately from the posting journal. If
checks were printed for any of the incorrect entries, the word
Printed appears with the transaction on the error report.
You can import only one batch at a time, and you must specify the
format in which the file was created. Data in the outside program
must be set up in such a way that Accounts Payable can read it.
During the import process, Accounts Payable ensures that the data
in the external file is valid, and cancels the import process if certain
types of errors are found. Consult Appendix A of this guide to find
out how to get help if you receive an error message during
importation.
You should always print the batch listing and check it carefully
against your original documents. If you selected the option to allow
editing of imported batches in the Options form, you can edit
imported batches just as you do other batches, using the Payment
Entry form.
One-Time Vendors
For information on using the Import and Export commands, see the
chapter on importing and exporting data in the System Manager User
Guide.
One-Time Vendors
You can also enter payments to one-time vendors using the Payment
Entry form either by entering a Miscellaneous Payment, or by
defining a specific vendor account for this purpose, for example,
number 9999.
Before Using
Payable system to use retainage accounting by:
A/P
Selecting the option to use retainage accounting in Accounts
Payable.
Specify default Selecting default settings for each vendor, including the
retainage settings
retainage percentage, retention period, and retainage terms.
for vendors
For more information about choosing the Retainage Accounting
option and other retainage settings for your system, see Chapter 2 in
the Getting Started guide.
A two-step process Note that there are two steps in processing retainage, as follows:
You enter original documents using the Invoice Entry form, as you
would any invoice, debit note, or credit note. To indicate that
retainage applies to the document, however, you also select the
Retainage option. (Note that this option appears in Invoice Entry
only if you selected the Retainage Accounting option for your
Accounts Payable system.)
The Retainage tab also displays the total retainage calculated for the
document in the Retainage Amount field. (This retainage amount is
deducted from the document total on the Totals tab.)
A/P displays The program displays the retainage terms and the retainage rate
default retainage
from the vendor record, as defaults. If the vendor record does not
information from
the vendor record include a retainage terms code, the vendors usual terms code
appears, instead.
Specify retainage You enter other retainage information separately for each detail on
for each detail
the detail-entry grid or on the Detail Accounts/Taxes form.
Posting original When you post the original document, the program deducts the
invoices, debit
retainage from the document total, and posts the retainage amount
notes, and credit
notes to the retainage control account.
For example, if you enter an invoice for $10,000 with 10% retainage,
an invoice is posted for $9,000 with retainage outstanding of $1,000.
Before Using
The general ledger entry to record this transaction is:
A/P
General Ledger Account Debit Credit
Expense 10,000
Payables Control 9,000
Retainage Control 1,000
You can add retainage for an original document that did not
include retainage.
You can enter the retainage due date, retainage terms, and the
retainage exchange rate, as well as the retainage amount if you
are adding retainage to a document for the first time.
Note that you can both adjust the retainage amount and add or
change document details on the same adjustment document, for an
original document.
Entering negative Note that if you enter a negative retainage debit, the program moves
amounts
the amount to the retainage credit field; if you enter a negative
retainage credit, the program moves the amount to the retainage
debit field.
When you post an adjustment for retainage, the program adjusts the
outstanding retainage account. For example, the program creates the
following entry:
To decrease retainage:
Before Using
process documents to clear the outstanding retainage amounts, as
holdbacks
outlined in this section.
A/P
You can either use the Invoice Entry form to process outstanding
retainage amounts manually, or you can use the Create Retainage
Batch form to clear retainage amounts automatically. You can also
process outstanding retainage automatically from the Reminder List.
You can use the Create Retainage Batch form periodically to create a
batches of retainage invoices, debit notes, and credit notes for the
vendors, documents number, or vendor groups that you select.
Users can then process the retainage transactions directly from the
Reminder List in Common Services, rather than from the Create
Retainage Batch form. (For more information about using schedules
and reminders, see the System Manager User Guide.)
Document Accounts Payable assigns the next available invoice, credit note, or
numbers assigned
debit note number when you post a retainage document.
to retainage
When you post the retainage documents (invoices, credit notes, or
debit notes), the program transfers outstanding retainage amounts
from the retainage control account to the payables control account.
For example, the general ledger entry for a retainage invoice or
retainage debit note might be:
Accounts Payable For job-related documents, the program updates affected projects in
updates Project
Project and Job Costing, decreasing the retainage payable amount
and Job Costing
for projects used on a retainage invoice or a retainage debit note, and
increasing retainage payable for projects used on a retainage credit
note.
You enter information for the retainage invoice, credit note, or debit
note, as usual. However, when you invoice for retainage, you must:
Identify the original Use the Original Document field to specify the original
document
document for which you are processing the outstanding
retainage amount.
Accounts Payable For job-related documents, the program also updates affected
updates Project
projects in Project and Job Costing, decreasing the retainage payable
and Job Costing
amount for projects used on a retainage invoice or a retainage debit
Before Using
note and increasing retainage payable for projects used on a
retainage credit note.
A/P
Viewing Retainage You can view retainage information on:
Information
The Vendor Activity form, which lets you review the
relationships between retainage documents.
You must enter the full 1099/CPRS amount (invoice plus retainage)
on the original document. Accounts Payable does not let you enter
1099/CPRS amounts on retainage documents.
When you post the payment for the original document, Accounts
Payable updates the 1099/CPRS amounts up to the value of the
invoiced amount less retainage.
Before Using
Original invoice = 900
Retainage = 100
A/P
1099/CPRS amount = 950
If you do not discover the error until you reconcile the bank
statement, you can post small amounts to the Clearing Errors
account in Bank Services.
1. If you posted less than the true check amount, enter a payment
transaction for the difference, and apply it to the relevant invoice
or other document in the vendors account. For example, if you
recorded and posted a $100 check as $10, post a new payment
transaction for $90.
Before Using
2. If you posted more than the true check amount (for example,
A/P
you recorded and posted a $10 check as $100), enter an
adjustment to the invoice or other document to which you
applied the incorrect check amount.
Adjustments do not Accounts Payable does not send adjustment transactions to Bank
affect Bank
Services. This is why you must enter adjustments that affect bank
Services
accounts both in Accounts Payable and in Bank Services, using a
general ledger clearing account to avoid creating duplicate entries
for your general ledger.
To make sure invoices and debit notes are still available to reinstate
when checks are returned, you cannot clear paid invoices from
Accounts Payable for 45 days after you clear the checks that paid
them in Bank Services.
Unrealized versus Gains or losses on outstanding invoices are unrealized gains or losses
realized gains or
because the transactions are not yet completed. You realize gains or
losses
losses when you pay an invoice in full. A realized gain or loss is
Before Using
permanent.
A/P
When you revalue transactions, Accounts Payable produces
automatically reversing entries for the G/L unrealized exchange gain
and loss accounts in the specified account sets.
Creating To see the effects of a revaluation before you process it, select the
provisional
Provisional Revaluation option in the Revaluation form.
revaluation
transactions
This option produces a listing of the transactions that would be
created if you processed a real revaluation using the same criteria as
you used in the provisional run.
At the beginning the next fiscal period, you post this reversing entry
to your general ledger:
When you print the Vendor Transactions report for the period in
which you post the reversing revaluation transaction, both
transactions appear for the vendor. Their net effect on the account
Before Using
balance is zero.
A/P
Calculating Realized Exchange Gains or Losses
Realized exchange gains or losses are also calculated when you post
credit notes or adjustments that reduce the balance on an invoice or
debit note to zero. (Because once the invoice has a zero balance, it is
settled, and Accounts Payable evaluates any gains or losses due to
exchange when you run period-end processing.)
Printing Reports
There are five ways you can print reports in Accounts Payable. You
can:
Setup Reports
Use the Setup Reports folder to print reports showing the
information entered to define each of the records you create when
setting up or updating your Accounts Payable system. These reports
print your selected setup options, account sets, 1099/CPRS codes,
distribution codes, distribution sets, terms, and payment selection
codes.
Any time you add, delete, or change any of these records, you
should print and file the corresponding reports, to keep your printed
records up to date.
Vendor Reports
Use the Vendor Reports folder to print reports detailing the
information entered to define vendor records. For each vendor, you
can print remit-to locations, recurring payables, letters and labels,
and 1099/CPRS forms.
The Vendors and Vendor Groups icons let you print both lists and
statistical reports for your vendors and vendor groups.
Before Using
Any time you add, delete, or change any of these records, you
should print and file the corresponding reports, to keep your printed
A/P
records up to date.
Transaction Reports
Accounts Payable produces a complete range of reports of the
transactions you enter and post. These reports include batch listings,
batch status reports, posting journals, check registers, G/L
transactions, and posting error reports.
You should print these reports regularly, check them, and file them
in a secure place. They are all important parts of your audit trail of
Accounts Payable transactions.
For more information about how these reports fit into a normal
transaction processing cycle, refer to the section, Processing
Accounts Payable Batches, at the beginning of this chapter.
To print the reports, choose icons from the A/P Transaction Reports
folder.
Vendor Transactions
Multicurrency If you use multicurrency accounting, you can also print the report in
ledgers
functional currency or in the vendors currencies.
Aged Payables
You can print the report with full transaction details or limit it to
vendor account balances. It can show you the amounts that were
outstanding or overdue on past dates, as well as what will be
outstanding or overdue on future dates.
Use this report to determine how seriously overdue the accounts are,
and to help you decide what action and cash is required to settle
these debts.
Multicurrency If you use multicurrency accounting, you can also print the report in
ledgers
functional currency or in the vendors currencies.
Before Using
payables coming due in the future. It highlights the amount of cash
that is required to meet all obligations as they become due. Use this
A/P
report for cash flow analysis and projections.
The report contains the total payable for each vendor. It lists overdue
payables, current payables, and future payables, aged by payment
due date, in the aging categories you define.
To print checks and advices, use the Payment Batch form (in the
A/P Transactions folder). To print 1099 and CPRS reports and letters
and labels, use the forms in the A/P Vendor Reports folder.
Periodic Processing
Periodic Processing
There are several Accounts Payable forms you can use to complete
the types of processing you do at specified intervals, such as at
month end or period end, and to clear out obsolete data and records.
This section outlines periodic procedures you might follow, and tells
you how to use Accounts Payable to accomplish these tasks. Read
Chapter 6, Periodic Processing, for more detailed information.
Update records 1. Update Accounts Payable records, such as vendor records and
recurring payable records, or select the Inactive option for
records you plan to delete.
Use the icons in the Vendors and Setup folders to revise these
records. Refer to Chapter 3, Maintaining Vendor Records and
Setup Information, in this guide for information about making
changes to specific types of records.
Create recurring 2. When your recurring payable records are up to date, create
payable batches
recurring payable batches using the Create Recurring Payable
Batch form.
Update account 3. Post transactions that apply to the period. Print and file the
balances
posting journals.
Print analytical 4. Print the Vendor Transactions and Aged Payables reports to
reports
identify payments that should be held or that require other
action.
Use the Vendor Transactions and Aged Payables icons from the
A/P Transaction Reports folder to print the reports.
Periodic Processing
Create checks
Before Using
5. Create check batches using the Create Payment Batch form.
A/P
Print batch listings before printing and posting checks.
Use the Adjustment Entry icon from the A/P Transactions folder.
Process general 8. Print the G/L Transactions report, then create general ledger
ledger transactions
transactions (if you do not use the option to create general
ledger transactions during posting). Process the batches in Sage
Accpac General Ledger, if you use it, or post them manually to
your other general ledger.
Use the Create G/L Batch icon in the Periodic Processing folder if
you need to create the general ledger transactions. Choose the
G/L Transactions icon from the Processing Reports folder to
print the report.
Periodic Processing
Remove old data 9. Clear the paid transactions, posting journals, and statistics that
you no longer need, and delete records that you classed as
inactive and prepared for deletion.
Year-End Processing
At the end of each fiscal year, use the Year End form to transfer
current-year activity statistics for vendor groups and vendors to the
previous year, in preparation for a new year.
You may also want to follow the same procedures you use at the end
of each period (see the previous section, Periodic Processing).
Close all other Accounts Payable forms, and ask other users to
leave Accounts Payable.
The Year End form warns you if any of these tasks are not completed.
If you select the Reset All Batch Numbers option, resets the next
batch number to 1 for all batch types, and deletes the posted and
deleted batches, so they no longer appear on the Batch Status
report.
Note that if batch numbers are reset, you can no longer drill
down from General Ledger to view transactions in Accounts
Before Using
Moves average days and total days to pay this year to both
average days and total days to pay last year.
A/P
Clears activity statistics, if you select the Clear Activity Statistics
option. This step moves year-to-date activity statistics to last-
year activity statistics, and sets year-to-date totals to zero. It also
sets the largest invoice this year and the highest balance this year
to zero.
The G/L Transactions report and the summary at the end of each
Accounts Payable posting journal lists the general ledger accounts to
be debited and credited with payables transactions when you post
the Accounts Payable batch of general ledger entries in General
Ledger.
You use the G/L Integration form to specify the type of reference and
description that is included with each General Ledger transaction.
General ledger Accounts Payable uses the following general ledger accounts:
accounts used in
Payables Control, Purchases Discounts, Prepayments, and the
Accounts Payable
accounts you assign to distribution codes or enter with transactions.
Note that all General Ledger transactions from Accounts Payable are
placed in the same CSV file, and that each time Accounts Payable
creates transactions it appends them to the CSV file.
When you are ready to transfer the batch to your general ledger,
copy the file to the computer or directory or where your general
ledger is located, and delete the original CSV file. Then make a
backup copy of the CSV file.
Before Using
lets you:
A/P
Enter and post job-related invoices, credit notes, and debit notes
that update contracts in Project and Job Costing.
This section describes how you use Accounts Payable to process job-
related documents.
You can enter and post invoices, credit notes, and debit notes in
A/P Invoice Entry that updates contracts in Project and Job Costing.
You can enter invoices in that are either job-related or not
job-related. You cannot enter a mixed invoice.
Select the Job To indicate that the invoice, credit note, or debit note you are
Related option to
entering is for a contract that you manage using Sage Accpac Project
display additional
fields and Job Costing, you select the Job Related option on the Invoice
Entry form. Invoice Entry then displays additional columns (or
Fields, on the Detail Accounts/Taxes form), where you enter job-
related details.
Set the Distribute Note: To prevent the program from inserting a default distribution
By option to None
line on the Invoice Entry form, select None as the Distribute By
Contract and You must specify a contract, project, and category for each detail.
Project are
required for all You can specify only contracts or projects that have an Open or On
details
Hold status. (You cannot process transactions to contract or project
that is On Hold, however, if it has never been opened.)
Also, you can specify only projects that are assigned to the specified
contract and that are not closed to costs.
Job details vary The remaining job-related fields become available according to the
according to the
contract style and project type. You fill in these fields, as follows:
type of project
Category. Select or enter a category that you have assigned to the
specified project in Project and Job Costing. You do not enter a
category for Fixed Price projects.
If you specified a basic contract, you can enter anything you want in
this field, or you can leave it blank.
Billing Type. The billing type is required only for time and materials
projects, and indicates to Project and Job Costing whether to bill the
cost to the vendor.
Accounts Payable displays the default billing type from the contract.
You can change this field only as follows:
Before Using
whether you can change the billing type for the detail:
A/P
If the specified category is billable, the detail is billable
as the default. In this case, you can change the billing
type.
A/P Item No. This field is also used only for time and materials
projects. The program displays the A/P item number used for the
contract in Project and Job Costing. You can select a different A/P
item number, as follows:
If you change the A/P item number, the item number must be a
valid item number in Accounts Payable, and the unit of measure
must be a valid unit of measure both for the new item number
and the vendors currency.
Unit Of Measure. You must enter a unit of measure that is valid both
for the specified item number and for the contract vendors currency.
Unit Cost (optional). You can enter a unit cost and let the program
calculate the extended cost for you.
G/L Account. For most projects, the program displays the Work In
Progress account for the specified category. For projects using
Accrual Basis as the accounting method, however, the program
displays the Cost Of Sales account.
Date. This is the date the expense was incurred. Accounts Payable
Before Using
displays the invoice date as the default for this field, but you can
A/P
change it.
Billing Rate. Accounts Payable displays the billing rate for the
specified resource (for standard contracts) or category (for basic
contracts). You can change the billing rate only for time and
materials projects. Note that the billing rate cannot be negative.
Apply job-related Note: You do not use Invoice Entry to apply a job-related debit note
credit notes and
or credit note to another (apply-to) document. You use the Payment
debit notes in
Payment Entry Entry form to pay job-related debit notes, and to pay or apply
job-related credit notes.
Note: Tax that will be posted when you post the retainage
document is shown in Project and Job Costing as a
committed cost.
You adjust posted job-related invoices, credit notes, and debit notes
in the A/P Adjustment Entry form.
Select the When you select a job-related document for adjustment, additional
document, as for
fields and a Select Detail button appear, letting you enter job-related
any adjustment
information for the adjustment.
Click Select Detail To select an existing detail for adjustment, click the Select Detail
to view existing
button, then select the detail you want to change using the
entries
Finder.
Adjust retainage If you use retainage accounting, you can add or edit retainage
information for specific project categories. If the original document
did not include retainage, you can add retainage terms and specify
which exchange rate to use when clearing outstanding retainage for
the document.
Before Using
For more information on entering adjustments to retainage, see
A/P
Adjusting Retainage for Original Documents, earlier in this
chapter.
Additional job- The following additional fields appear in the Adjustment Entry grid
related fields
when you adjust a job-related invoice, credit note, or debit note:
Changing the Unit Unit Cost. Accounts Payable uses this field to calculate a default
Cost
debit or credit amount. You can change the unit cost whether you
are adding a new detail or adjusting an existing detail.
A/P Item Number (for time and materials projects). This is the A/P
item number used for the contract in Project and Job Costing. You
cannot change this field for existing details.
Unit of Measure. You must enter a unit of measure that is valid both
for the specified item number and for the contract vendors currency.
You cannot edit this field for existing details.
bill the cost to the vendor. You cannot edit this field for existing
details.
Date. This is the date of the adjustment. You cannot edit this field
for existing details.
Partial invoice If you are fully paying a job-related invoice, you enter the payment
payments
the same way as for any other invoice. However, if you are partially
paying an invoice, you need to identify how to allocate the payment
amount among different projects and categories. Accounts Payable
lets you allocate partial payments using an Apply Method, described
next.
When you apply an amount that is less than the current balance for a
job-related invoice, you need to specify which particular details you
are paying, as well as the amount you are paying for each detail.
The Apply Method field in the Payment Entry form lets you specify
how to apply partial payments to invoices that use different
contracts, projects, and categories.
Default Apply The Payment Entry form lets you choose a default apply method for
Method for a
the payment entry, as follows:
payment entry
Top Down to apply payments automatically to invoice details
Before Using
beginning with the first detail on an invoice until the payment is
A/P
fully applied.
Note that the Apply Method affects only job-related invoices for
which the applied amount is less than the current balance.
If the Applied Amount is less than the current balance, and you
want to select particular details to which to apply the partial
payment or to use a different Apply Method for this invoice:
a. Click the Jobs button to open the Project And Job Costing
Apply Details form.
d. Specify the amount that you are paying for each detail.
5. Click Add.
Before Using
Accounts Payable, the program creates general ledger journal entries
debit notes
to update the Work-In-Progress and Payables Control accounts
A/P
using the default information specified for the contract in Project and
Job Costing (for example, the Work-In-Progress account to charge).
The program also updates the contract in Project and Job Costing.
Posting payments When you post vendor payments, prepayments, and unapplied cash
to vendors
for contracts you are tracking in Project and Job Costing, Accounts
Payable updates the total paid for the contract in Project and Job
Costing.
Where To Now?
You can add new vendor records to Accounts Payable from the
Vendor Number field in Purchase Orders.
Where To Now?
If you have not yet set up your Accounts Payable system, refer to
Chapter 3 in the Getting Started guide, Setting Up Your Accounts
Payable System.
If you are new to using Accounts Payable, you should do the lessons
in the chapter on Accounts Payable in the Sage Accpac Workbook for
practice in using the program before you begin to work with your
own data.
Chapter 3
Maintaining Vendor Records
and Setup Information
Icons for Maintaining Vendor Records and Setup Information...................... 32
Maintaining
Vendor Maintenance ....................................................... 32
Records
Setup Maintenance ......................................................... 33
Vendor and Setup Reports .................................................. 34
Adding, Editing, and Deleting Vendor Groups ................................... 35
Adding Vendor Groups .................................................... 36
Editing Vendor Groups ..................................................... 37
Effects of Changes ...................................................... 38
Deleting Vendor Groups .................................................... 38
After Changing Vendor Groups ............................................. 39
Adding, Editing, and Deleting Vendors .......................................... 39
Adding Vendors .......................................................... 310
Editing Vendor Records ................................................... 311
Effects of Changes ..................................................... 313
Deleting Vendors ......................................................... 313
After Changing Vendor Records ............................................ 315
Adding, Editing, and Deleting Remit-To Locations ............................... 315
Adding Remit-To Locations ................................................ 316
Editing Remit-To Locations ................................................ 316
Effects of Changes ..................................................... 317
Deleting Remit-To Locations ............................................... 318
After Changing Remit-To Locations......................................... 318
Adding, Editing, and Deleting Recurring-Payable Records ........................ 318
Adding a Recurring-Payable Record ........................................ 319
Editing a Recurring-Payable Record ........................................ 320
Deleting a Recurring-Payable Record ....................................... 320
User Guide 3i
Maintaining
Records
After Changing Terms Codes............................................... 355
Adding, Editing, and Deleting Payment Codes .................................. 355
Adding a Payment Code ................................................... 355
Editing a Payment Code ................................................... 356
Deleting Payment Codes ................................................... 356
After Changing Payment Codes ............................................ 357
Adding, Editing, and Deleting E-Mail Messages ................................. 357
Adding an E-Mail Message ................................................ 357
Editing an E-Mail Message ................................................. 358
Deleting an E-Mail Message ................................................ 358
After Changing E-Mail Messages ........................................... 358
Adding, Editing, and Deleting Payment Selection Codes .......................... 359
Adding a Payment Selection Code .......................................... 360
Editing a Payment Selection Code .......................................... 361
Deleting Payment Selection Codes .......................................... 362
Adding, Editing, and Deleting Optional Fields ................................... 362
Adding Optional Fields .................................................... 362
Editing Optional Fields .................................................... 363
Deleting Optional Fields ................................................... 364
After Changing Optional Fields ............................................ 364
Printing Setup Record Reports ................................................. 364
Importing and Exporting Record Information ................................... 365
Chapter 3
Maintaining Vendor Records
and Setup Information
The following topics are discussed in this chapter:
Maintaining
Records
Maintaining vendor records
User Guide 31
Press the F1 For specific information about a field in a form, press the F1 key, and
key
then click the Field List button from the Help form.
For instructions on how to use Help, click Using Help on the Help
menu.
Vendor Maintenance
Vendor Groups Use the Vendor Groups form to classify your vendor records
according to similar characteristics, such as currency, country, or
type of purchase.
Because all vendors must belong to a group, you must add at least
one vendor group before you can add vendor records.
Vendors Use the Vendors form to add, edit, and delete vendor records.
Remit-To Locations Add, edit, and delete remit-to addresses if the address for payments
is different from the address in the vendor record. A primary remit-to
address will appear by default when you enter an invoice. You can
also use the Remit-To Locations form to view a list of remit-to
locations for a vendor.
Vendor Activity Look up vendor statistics, aging, and transaction information in the
Vendor Activity form.
Maintaining
1099/CPRS
Records
Enter and view amounts paid by vendors subject to 1099/CPRS
Amounts
reporting according to code, year, and month.
Recurring Use the Recurring Payables form to add the records you need to
Payables
create batches of recurring payables for standard invoices that your
vendors send you periodically.
Setup Maintenance
If you intend to change Accounts Payable options or setup records,
you should refer to the Accounts Payable Getting Started guide to
make sure you understand the impact of the changes on your ledger.
Options Use the A/P Options form to update address and contact information
for your company or to change options.
Account Sets Account sets identify the general ledger accounts that Accounts
Payable uses when you post transactions entered for your vendors.
1099/CPRS Codes 1099/CPRS codes specify the box numbers on the US 1099 or
Canadian CPRS form into which you enter the amounts of payments
made to vendors subject to 1099 or CPRS reporting. We recommend
that Canadian companies use code 3, Other Income, for vendors
subject to CPRS reporting.
Distribution Codes Distribution codes are used to identify general ledger accounts to
which vendor transactions are distributed. A distribution code is
simply an easy-to-remember name for an account number.
User Guide 33
Distribution Sets Distribution sets are standard groups of distribution codes used to
distribute vendor invoices.
Terms Accounts Payable uses terms codes during invoice entry to calculate
the due dates, discount dates, and discount amounts of invoices.
Payment Codes Use payment codes to identify the methods by which you pay your
vendors, such as by cash and check.
E-mail Messages Use the E-mail Messages form to create messages to send with
e-mailed letters.
G/L Integration Use the G/L Integration form to change options for creating batches
for your general ledger, and to specify information to use as the
reference, description, and comment in general ledger transactions.
Payment Selection Use the Payment Selection Codes form to define codes for specifying
Codes
how to select vendors and invoices for payment.
Optional Fields Use the Optional Fields form to define optional fields that you want
to assign to vendor records and transactions. Optional fields let you
store and track additional information for vendors and all types of
transactions. (You must have purchased and activated Sage Accpac
Transaction Analysis and Optional Field Creator to use optional
fields.)
Maintaining
Adding, Editing, and Deleting Vendor Groups
Records
Choose the Vendor Groups icon from the Vendors folder to add,
edit, or delete vendor groups.
Vendor groups serve four main purposes. They allow you to:
Specify default entries for some of the fields you need to fill in
when you add new vendor records. Classify vendors by
common characteristics.
Select and sort vendor records for processing and for printing
reports.
All vendor records must belong to a vendor group. This means that:
You must add at least one vendor group before you can add
vendor records. You can have an unlimited number of vendor
groups.
User Guide 35
vendor groups and information about all the fields in the vendor
group records, see Chapter 3 of the Getting Started guide.
Before you start Print the Vendor Groups report, including the information you
want to change.
If you are deleting the vendor group, you must first reassign all
vendors to other groups.
Starting a 1. Click the New button next to the Group Code field, then type
new record
the code for the new vendor group you want to define.
Copying an To define a new vendor group that uses some of the information
existing record into
entered in the record for another vendor group, you can copy
a new vendor
group the information into the new record, as follows:
3. In the Group Code field, type the code for the vendor group you
want to copy, or choose it from the Finder.
4. When the group record is displayed, type the new code over the
existing code in the Group Code field.
6. Edit any of the fields requiring changes for the new group.
Finding detailed For information about all the fields in the Vendor Groups form and
instructions
step-by-step instructions for adding vendor groups, see Add
Vendor Groups in Chapter 3 of the Getting Started guide.
Press the F1 You can also press F1 to display Help information while working in
key
the Vendor Groups form.
Maintaining
Before you start If you plan to edit vendor group statistics, you must first select the
Records
Allow Edit Of Statistics option on the A/P Options form.
Restrictions on You can change most of the information in a vendor group record at
changing records
any time, with the exception of the vendor group code. If you need
to change a code:
Transfer all group statistics to the new group (by editing the
statistics in the new group).
Delete the group that has the code you no longer want.
Multicurrency You cannot change the account set for a group to a set that uses a
ledgers
different currency (in a multicurrency ledger).
Changing optional If you use Sage Accpac Transaction Analysis and Optional Field
fields
Creator, you can assign optional fields to vendor groups and specify
default entries for the assigned fields.
Use macros If you need to make the same change to a number of vendor groups,
use Sage Accpacs macro facility, as described in the System Manager
User Guide.
1. Type the code for the vendor group you want to edit, or select it
from the Finder.
User Guide 37
For information about the fields in the Vendor Groups form and
step-by-step instructions, see Chapters 2 and 3 in the Getting
Started guide.
Effects of Changes
Most changes you make to a vendor group affect only the vendor
records you add to the group after making the changes.
The only change you can make to a vendor group that will affect
existing vendor records is to assign Inactive status to the group. If
you assign Inactive status to the group, you cannot:
Moving vendors You can move vendors from one group to another, but if you do,
between groups
you will invalidate statistical comparisons between fiscal periods or
between vendor groups (unless you update the vendor group
statistics).
1. Type the code for the vendor group you want to delete, or
choose it from the Finder.
Maintaining
Records
terms code in the vendor group and want to assign it to all vendors
in the group, you must also edit all of the vendor records to select
the new terms code.
Tip: Use macros The best tool for performing global updates to vendor records is
for mass record
Sage Accpacs macro facility. For example, you can use a macro to
updates
change the vendor group code for a set of vendors or to change the
default entries in optional fields. Refer to the System Manager User
Guide for more information on macros and how to use them.
Before you start Print the vendor reports that include the information you want
to change for the vendors.
User Guide 39
Adding Vendors
Before adding vendors you must add the vendor groups to which
you plan to assign the vendors.
Copying an To define a new vendor record that uses some of the information
existing record
entered in the record for another vendor, you can copy the
information into the new record, as follows:
1. In the Vendor Number field, type the code for the vendor record
you want to copy, or choose it from the Finder.
2. When the vendor record is displayed, type the new number over
the existing number in the Vendor Number field.
4. Edit any of the fields requiring changes for the new record.
Finding detailed For information about all the fields in the Vendors form and step-by-
instructions
step instructions for adding vendor records, see Add Vendors in
Chapter 3 of the Getting Started guide.
Get help You can also press F1 to display Help information while working in
the Vendors form.
Maintaining
Records
You cannot post transactions to a vendor that is inactive, and
you cannot set a vendor inactive if there are unposted
transactions for the vendor.
Changing the You cannot directly change a vendor number. However, if you
vendor number
accidentally add an incorrect vendor number, you can create a
new record with the correct number, then delete the incorrect
record.
You can also create a new record and delete the old one if the
vendor record has a zero balance, and you have deleted paid
transactions.
However, you must edit the vendor statistics in the new record if
you want to keep statistical data and, if you assigned the new
vendor number to a different vendor group, you must also
transfer the statistics to the new vendor group.
Multicurrency You can change the vendor group, account set, and tax group
ledgers
assigned to a vendor, but only to another vendor group, account
set, or tax group that uses the same currency.
Changing vendor We do not recommend that you change the vendor group or account
groups or account
set assigned to a vendor record to which you have posted
sets
transactions.
If you do change the vendor group, you should be aware that the
statistics for the affected vendor groups will be incorrect. You can
If you are changing the vendors account set, check the vendors
account balances. If the vendor account has outstanding amounts,
you will need to transfer the control account balances to the new
control accounts in the general ledger after updating the vendor
record with the new account set code; otherwise, you will have old
balances that are never reconciled.
Changing optional You can assign different vendor optional fields, and you can change
fields
the optional field entries in a vendor record. Note that if an optional
field requires validation, you can select only a value that is assigned
to the optional field in Common Services. (If the optional field allows
blanks, you can leave the default value field blank.)
Before you start If you plan to edit vendor statistics, you must first select the Allow
Edit Of Statistics option on the A/P Options form.
Use macros If you need to make the same change to a number of vendor records,
use Sage Accpacs macro facility, as described in the System Manager
User Guide.
For example, you can use a macro to change the default entries in
optional fields.
1. Type the code for the vendor record you want to edit, or choose
it from the Finder.
For information about the fields in the Vendors form and step-
by-step instructions for filling out the form, see Chapters 2 and 3
in the Getting Started guide.
Effects of Changes
Moving vendors You can move vendors from one group to another, but if you do,
between groups
you will invalidate statistical comparisons between fiscal
periods or between vendor groups (unless you update the
vendor group statistics).
Maintaining
Records
You can enter invoices and payments for a vendor who is on
hold, but the program will warn you of the vendors status.
Changing control If you move vendors from one payables control account to
accounts
another, check the unpaid balance of the vendor account. You
will have to transfer that balance from the original control
account to the new account.
Deleting Vendors
Before deleting If you plan to delete a vendor, you must first:
vendor records
Post all outstanding transactions for the vendor. You cannot
delete a vendor for which there are unposted transactions.
Wait until payments posted to the account have cleared the bank
and have been reconciled to the bank statement.
Use the Clear History and Clear Statistics forms to clear all
history for the vendor (fully paid documents, vendor comments,
1099/CPRS information, and vendor statistics).
You can delete a vendor record if the account has a zero balance, no
outstanding transactions, and all payments posted to the account
have cleared the bank account and been reconciled for at least
45 days.
Use this method to delete a vendor for which you have been posting
transactions. The method keeps the vendor statistics in balance with
the statistics in the vendors group.
1. Type the number for the vendor you want to delete or choose it
from the Finder.
1. Type the number for the vendor you want to delete, or choose it
from the Finder.
Maintaining
Print the reports by vendor group if you changed the groups to
Records
which the vendors belong.
You can have as many remit-to locations per vendor as you need,
and you can change or delete a remit-to location at any time.
Finding detailed For information about all the fields in the Remit-To Locations form
instructions
and step-by-step instructions for adding locations, see Add Remit-
To Locations in Chapter 3 of the Getting Started guide.
Multicurrency You can change the language in which the amounts are printed on
ledgers
checks. If you want to change the language for other items on the
check or advice form, you must modify the check form. See the
appendix on customizing forms in the System Manager User Guide
for more information.
Maintaining
location or highlight the line that you want to edit, and then click
Records
the Open button.
If you have already opened a record for this vendor, replace the
code in the Remit-To Location field with the one you need by
typing it or by selecting it using the navigation buttons or the
Finder.
Changing optional If you use Sage Accpac Transaction Analysis and Optional Field
fields
Creator, you can assign different remit-to location optional fields,
and you can change the optional field entries for a remit-to location.
However, if an optional field requires validation, you can select only
a value that is assigned to the optional field in Common Services. (If
the optional field allows blanks, you can leave the default value field
blank.)
Effects of Changes
If you have already opened a record for this vendor, replace the
code in the Remit-To Location field with the one you need by
typing it or by selecting it using the navigation buttons or the
Finder
Before you start Print the Vendor List, selecting the Recurring Payables option, for
the vendors whose recurring-payable records you want to change.
Maintaining
Records
Use macros If you need to add the same recurring-payable for several vendors or
make the same change to a number of recurring-payable records, use
Sage Accpacs macro facility, as described in the System Manager User
Guide.
Importing records You can also export the records, create the additional records you
need, then import them back into the Recurring Payables setup form.
(If recurring payable records already exist, Accounts Payable
replaces the existing recurring payable details with imported
information.)
Finding detailed 3. For information about all the fields in the Recurring Payables
instructions
setup form and step-by-step instructions for adding locations,
see Add Recurring Payables in Chapter 3 in the Getting Started
guide.
Using Help For specific information about a field on a form, press the F1 key,
then click the Field List button in the Help window.
Multicurrency Note that if you assign to a recurring payable record a tax group that
tax groups
uses a different currency than the vendor, Accounts Payable
calculates a separate tax reporting amount when you create an
invoice for the recurring payable.
1. Enter the code for the recurring payable, select it from the
Finder, or use the navigation buttons to display it.
Effects of changes If you make a recurring payable inactive, you can no longer create
invoices for it.
Changing optional You can assign different optional fields that you have set up for
fields
invoices and invoice details, and you can change the optional field
values. However, if an optional field requires validation, you can
select only a value that is assigned to the optional field in Common
Services. (If the optional field allows blanks, you can leave the
default value field blank.)
1. Enter the code for the recurring payable, select it from the
Finder, or use the navigation buttons to display it.
Maintaining
Records
Print the Recurring Payables report to check the new record
information and to update your printed records.
Looking up You can also use the navigation buttons beside the Vendor
statistics for other
Number field to move quickly through the list of vendors to
vendors
display the one you need.
Aging tab
Age As Of. Type the date from which to age (count back) to
determine the balance to display in each aging period.
Maintaining
Records
posted to the vendors account on or before that date.
Select:
Click Go 6. Click the Go button or press F7 to list the vendors aged balances
for the dates you chose.
Transactions tab
Maintaining
Records
invoices and debit notes that have zero balances.
Click Go 10. Click the Go button or press F7 to list the selected transactions.
An example of
details that appear
when you click the
Open button
Multicurrency 13. If you use multicurrency accounting, use the Amounts In field to
payments
specify whether to display amounts in the functional currency,
the vendors currency, or the bank currency.
14. In the Starting Check Number field, enter the check number with
which you want to start the display, or select it from the Finder,
and then click the Go button. You can also just click Go to
display receipts, beginning with the lowest number.
15. To display the details for a payment, select the payment line,
and then click the Open button, or double-click the document
Maintaining
Records
line.
Applied payments
You can see the document number, payment number (to identify
payments in a multiple payment schedule), vendor amount,
vendor number, transaction type, transaction description, and
transaction date.
You can also select the transaction on the Payments tab, and
then click the Document button to view the original transaction
Drill down to
source document in the Payment Entry form.
2. In the Vendor No. field, type the vendor number or select it from
the Finder.
Maintaining
The application also calculates and displays the total days to
Records
pay and average days to pay for the vendor.
Vendor Period Statistics. Lists for each fiscal period that you
specify the amount and number of invoices, payments,
discounts, credit notes, debit notes and adjustments, and the
number of paid invoices.
You can select and sort all reports by the vendor group,
vendor number, or a number of other vendor record fields.
Letters/Labels. These are not vendor reports, but they allow you
to extract information from vendor records to produce letters for
vendors. You could also use the report to print mailing lists or
vendor lists with just the name and telephone number.
Or
Maintaining
Records
Vendor Reports to print the Vendor, Vendor Groups,
Remit-To Locations, Recurring Payables, Letters/Labels,
and 1099/CPRS Amounts reports.
purpose of each option, and Chapter 3 guides you through the steps
for choosing options and setting up a new Accounts Payable system.
Before you start Make sure no one else is using Accounts Payable when you change
options. You can update some information while others are using
Accounts Payable (such as the payables department phone number
and contact person), but most options can be changed only if no one
else is using the system.
Tips See Chapter 3 of the Getting Started guide for full instructions on
using the A/P Options form.
Get help Press F1 to display Help when you need information about
fields or tasks.
Click the Field List button at the top of the help page for
information on specific data entry fields.
Click Using Help from the Help menu to find out how to
use Help.
Maintaining
Keep History. Allows you to store details of all posted
Records
transactions in your company database. This option can be
turned on or off at any time. You must choose this option in
order to drill down from general ledger accounts to originating
transactions.
Include Tax In Statistics. You should change your choice for this
option only at the end of a reporting period. If you change before
the end of a period, statistics for the period may include taxes in
some amounts, but not in others, so that you cannot make
meaningful comparisons within a period or with other periods.
Even if you wait until period end, changes to this setting will
make comparisons to earlier periods misleading.
Aging Periods. Use these fields to set the default time periods
into which Accounts Payable groups outstanding transactions or
balances in the Vendor Activity form and on Aged Payables and
Aged Cash Requirements reports. You can change these periods
when you print the reports or inquire about vendor activity.
Maintaining
Records
totals as default 1099/CRPS amounts on invoices, credit notes,
and debit notes.
Payment options The Transactions tab also contains the following options that
determine Accounts Payable will process payments in your system:
Default Bank Code. This is the code for the bank account on
which you most often write checks. A new setting will appear as
the default the next time you create a new payment batch.
You must use one of the bank codes defined in the Banks form in
Bank Services.
Length Length. You can set the length of these document numbers
using a maximum of 22 characters, including prefixes, in
document numbers.
Prefix and Next Prefix and Next Number. If you change the next number to
Number
assign to a particular document type to a lower number, you
should also change the prefix for the document type to prevent
Accounts Payable from assigning the same document number
Next Batch and The Numbering tab also lists the next batch numbers and posting
Processing
sequence numbers. There are no options that you can select on this
Sequence
section of the tab.
Maintaining
Numbers
Records
Full descriptions of all numbering options are contained in Chapter 3
in the Getting Started guide. You can also press F1 while in the
A/P Options form, and then click Field List on the Help screen that is
displayed to read about the options on this tab.
Default Retention Period (optional). This option lets you specify the
number of days from the original document date that you can
withhold a retained amount. The program determines the default
retainage due date by adding the retention period to the original
document date.
exchange rate used on the original document will be the default for
retainage documents.
Report Tax. Use this option to specify when to post tax on retainage
and update Tax Services. You can report tax on retainage when you
post original documents, or you can report it according to the
selection for the Report Tax On Retainage Document option for the
tax authority in Tax Services.
You choose the G/L Integration icon from the A/P Setup folder.
Options include:
Maintaining
Records
batch for the General Ledger.
Consolidation Note that if you consolidate batches, you will lose the ability to
disables drilldown
drill down to Accounts Payable transactions from General
Ledger.
When you are finished changing options, click the Save button to
record the changes.
Tips See Chapter 3 in the Getting Started guide for full instructions on
using the A/P Options form. See Chapter 2 in the Getting Started
guide for background information about Accounts Payable options.
Choose the Account Sets icon from the A/P Setup folder to add, edit,
or delete account sets. For a description of account sets and how
they work, see Chapter 2 in the Getting Started guide.
For information about using the Account Sets form and descriptions
of all the fields, see Chapter 3 in the Getting Started guide.
Before you start Print the Account Sets report for the records you want to edit or
delete. Choose the Account Sets icon from the Setup Reports
folder.
Maintaining
Records
Payables Control
Purchase Discounts
Prepayments
Retainage Control (if you use retainage accounting)
2. Fill in the fields and add the record as described in the section,
Add Account Sets, in Chapter 3 in the Getting Started guide.
Finding detailed For background information about account sets, see Chapter 2 in the
instructions
Getting Started guide.
Get help The instructions in Chapter 3 in the Getting Started guide describe all
the fields in an account set record. You can also press F1 to display
Help information while working in the form.
1. Enter the code for the account set or select it from the Finder.
Effects of Changes
You cannot edit and save a vendor group or vendor record that
uses the inactive account set.
You cannot add an invoice for a vendor who uses the inactive
account set. (However, you can post the invoice if you made the
account set inactive after you entered the invoice.)
Maintaining
Records
1. Enter the code for the account set or select it from the Finder.
Changing vendors You can move vendors from one account set to another, but if you
account sets
do, you must either move them when the vendors balances are zero,
or transfer the vendors balances from the old control accounts to the
new accounts in your general ledger.
Starting a 1. Click the New button next to the 1099/CPRS Code field, and
new record
then type the new code.
Maintaining
Records
As long as the 1099/CPRS code is stored in the vendor record,
Accounts Payable accumulates 1099/CPRS statistics each time you
post payments for the vendor.
Choose the Distribution Codes icon from the Setup folder to add,
edit, or delete records for distribution codes.
You can group If you always use a group of distribution codes to distribute vendor
distribution codes
invoices, you can identify the group with a distribution set code.
into sets
(See Adding, Editing, and Deleting Distribution Sets, later in this
chapter.)
Before you start Print the Distribution Codes report from the Setup Reports
folder.
Starting a 1. Click the New button next to the Distribution Code field, and
new record
then type the new code.
Finding detailed For information about all the fields in the Distribution Codes form
instructions
and step-by-step instructions for adding distribution codes, see
Add Distribution Codes in Chapter 3 of the Getting Started guide.
Get help You can also press F1 to display Help information while working in
the form.
Maintaining
Records
Editing a Distribution Code
You can change the description, the general ledger account number,
and the discountable status. You cannot change the distribution
code.
Effects of Changes
You cannot edit and save a vendor group or vendor record that
lists the inactive distribution code.
You cannot use the inactive distribution code when you add an
invoice. (You can print and post the invoice if you made the
distribution code inactive after you entered the invoice.)
Note that Accounts Payable does not stop you from deleting a code
that is part of a set or a code that is assigned to a vendor record.
However, if you delete a distribution code, that code will be rejected
when you try to distribute an invoice using the code (even if you are
using the code in a distribution set).
Deleting a code after adding an invoice (but before posting it) has no
effect on posting. However, you will have to change the code if you
edit the invoice, because you cannot save an invoice with an invalid
code.
Before you start Assign a different distribution code to vendor groups and
vendor records that use the code you want to delete.
Post batches that use the code you want to delete, or edit the
batches to enter the new code to use.
Edit vendor groups and vendor records that were assigned the code.
You should also print new copies of the Vendor Group list and
Vendor List for the records you changed.
Maintaining
Records
On any unposted transactions that use the distribution code you
changed or deleted, enter the new distribution code or general
ledger account numbers to which you want to post the transaction.
You do not have to add distribution sets, but they are more efficient
than single distribution codes when distributing vendor invoices.
Before you start Print the Distribution Sets report from the Setup Reports folder.
Print the Vendor Group list and the Vendor List with profile
information to see which vendor groups and vendors use the
distribution sets you want to change.
Finding detailed For information about all the fields in the Distribution Sets form and
instructions
step-by-step instructions for adding distribution sets, see Add
Distribution Sets in Chapter 3 of the Getting Started guide.
Get help You can also press F1 to display Help information while working in
the form.
1. Enter the code for the distribution set or select it from the Finder.
Effects of Changes
Maintaining
You cannot edit and save a vendor group or vendor record that
Records
lists the inactive distribution set.
You cannot use the inactive distribution set when you add an
invoice. (You can print and post the invoice if you made the
distribution set inactive after you entered the invoice.)
Accounts Payable does not stop you from deleting a set that is
assigned to a vendor record, but you will have to choose another set
when you distribute an invoice for the vendor.
Deleting a set after adding an invoice (but before posting it) has no
effect on posting. However, you will have to change the set if you
edit the invoice.
Before you start Assign a different distribution set to vendor groups and vendor
records that use the set you want to delete.
1. Enter the code for the distribution set or select it from the Finder.
Edit vendor groups and vendor records that were assigned the set.
Choose the Terms icon from the Setup folder to add, edit, or delete
terms records.
You must add at least one terms record before you can enter vendor
groups or vendor records.
Payment If you use multiple payment schedules, you must define at least one
schedules
multiple payment terms code with the number of payments you
require. Keep in mind that you can use fewer than the full number of
payments in a schedule when adding an invoice, but you cannot
insert additional payments.
You cannot remove payments from a schedule, but you can zero the
amounts of the later payments and adjust the amounts of the earlier
ones, which achieves the same effect.
Before you start Print the Terms report from the Setup Reports folder.
Maintaining
To add a terms code:
Records
Starting a 1. Click the New button next to the Terms Code field, and then
new record
type the new code.
Finding detailed For information about all the fields in the Terms form, see Add
instructions
Payment Terms in Chapter 3 of the Getting Started guide.
Get help You can also press F1 to display Help information while working in
the form.
1. Enter the code for the terms or select it from the Finder.
Effects of Changes
You cannot edit and save a vendor group or vendor record that
uses the inactive terms code.
You cannot use the inactive terms code when you add an
invoice. (You can print and post the invoice if you made the code
inactive after you entered the invoice.)
Maintaining
Records
Adding, Editing, and Deleting Payment Codes
Choose Payment Codes from the Setup folder to add, edit, or delete
payment codes.
You use payment codes to identify the methods by which you pay
your vendors. Payment codes include cash, checks, credit cards, and
other payment methods (such as electronic transfers).
Before you start Print the Payment Codes report for the records you want to edit or
delete. Choose Payment Codes from the Setup Reports folder.
Finding detailed For information about all the fields in the Payment Codes form and
instructions
step-by-step instructions for adding payment codes, see Add
Payment Codes in Chapter 3 of the Getting Started manual.
Using Help You can also press F1 to display screens of Help information while
working in the form.
Effects of changes If you make a payment code inactive, you can no longer assign it to
payment transactions. You should also edit unposted payment
transactions that use the inactive payment code to assign another
payment code.
Effect on unposted When you select a different payment method (cash, check, credit
transactions
card, or other) for payment code, the change is not made in any
existing, unposted transactions. You must edit and save unposted
transactions to register changes in payment methods, so that the
transactions are correctly recorded on deposit slips.
Maintaining
Print the Payment Codes report to check the new record
Records
information and to update your printed records.
3. Click Add or Save when you are satisfied with your message.
Effects of changes If you make a message code inactive, you can no longer use it when
you send letters to your vendors.
Use the 1. Enter the messages code, or select it from the Finder.
Finder
2. Click the Delete button. If a message appears asking you to
confirm the deletion, click Yes.
Choose the Payment Selection Codes icon from the Setup folder to
add, edit, or delete payment selection codes.
Maintaining
Records
You cannot use the Create Payment Batch form to generate checks
unless you have defined at least one payment selection code.
You can change the payment selection criteria after you enter the
payment selection code in the Create Payment Batch form. If your
payment selection needs are fairly simple you may define only one
code and modify the criteria when you generate a special check run
(for example, if you use only one bank and have a small number of
vendors).
The vendor bank code (if you choose Select Vendors With This
Bank Code Only).
How you select invoices (by due date, discount date, or due date
and discount date).
Payment code.
Multicurrency If you have a multicurrency ledger, you also need to specify the:
ledgers
Bank currency.
Vendor currency.
Optional fields If you use optional fields, you also specify the optional field entries
to use as defaults when you create a payment batch.
For a description of payment selection codes and how they work, see
Chapter 2 of the Getting Started guide.
Before you start Print the Payment Selection Codes report from the Setup
Reports folder.
Starting a 2. Click the New button next to the Selection Code field, and then
new record
type the new code.
3. Fill in the information for the code and add the record as
described in Chapter 3 in the Getting Started guide.
Finding detailed
Maintaining
For information about all the fields in the Payment Selection Codes
Records
instructions
form and step-by-step instructions for adding payment selection
codes, see Create Payment Selection Criteria for Processing
Payments Automatically in Chapter 3 of the Getting Started guide.
Using Help You can also press F1 to display screens of Help information while
adding payment selection codes.
You must, however, have at least one code in order to use the Create
Payment Batch form.
Choose Optional Fields from the Setup folder to add, edit, or delete
optional fields that you use in your Accounts Payable system.
3. Use the Finder to select the optional field codes you want to use
for each type, then enter the values to use as defaults for the
codes, and indicate whether the field will be automatically
inserted on new records or transactions that you enter.
4. For an optional field you are defining for a transaction, click the
Settings button, then select the type of General Ledger accounts
to which optional field entries can be passed. Also, indicate
whether optional field information can be passed to Project and
Job Costing (if you use that program).
Maintaining
Records
5. Click Add (or Save) to add the optional field.
2. Select the type of optional field you are editing form the
Optional Field For field.
Effects of changes Any change you make affects records or transactions added after
you make the change.
1. Select the type of optional field in the Optional Fields For field,
then select (highlight) the optional field that you want to remove
on the grid.
2. Click the Delete button, or press the Delete key on the keyboard.
If a message appears asking you to confirm the deletion, click
Yes.
You should print new reports and file them each time you change
the Accounts Payable records.
Or
Choose the icon for the report you need from the Setup Reports
folder.
2. Select the range of records for which you want to print the
report, and select the information that you want to include.
3. Click Print.
Maintaining
mentioned in this section.
Records
Importing and Exporting Record Information
Use the Import and Export commands on the File menu in the
vendor and setup forms to transfer information between your
Accounts Payable system and nonSage Accpac programs.
You can import and export all setup records except the contents of
the A/P Options form.
You can import and export all vendor and vendor group records
with only one restriction: you must select the Allow Edit Of Statistics
option in order to import vendor and vendor group statistics.
Use the Import and Export commands on the File menus in the
following forms: Vendor Groups, Vendors, Remit-To Locations,
Recurring Payables, Account Sets, 1099/CPRS Codes, Distribution
Codes, Distribution Sets, Terms, Payment Codes, and Payment
Selection Codes.
Chapter 4
Processing Invoices,
Credit Notes, and Debit Notes
Icons for Processing Invoices, Credit Notes, and Debit Notes ....................... 42
Using the Invoice Entry Form ................................................... 43
Creating a New Invoice Batch ............................................... 45
Editing an Existing Invoice, Credit Note, Debit Note, or Interest Charge ......... 46
Adding Invoices, Credit Notes, Debit Notes, and Interest Charges .............. 47
Entering Tax Information and Calculating Tax on Invoices .................... 420
Changing Tax Settings for a Distribution Line ............................ 426
Processing
Recoverable and Separately Expensed Taxes ............................. 427
Invoices
Tax-Only Invoices ..................................................... 428
Changing Invoice Distributions and Tax Distributions ........................ 428
Assigning Multiple Payment Schedules to Invoices ........................... 430
Entering Optional Field Information ........................................ 431
Assigning Invoice Optional Fields to a Document ........................ 432
Assigning Optional Fields to Details .................................... 433
Editing Exchange Rate Information on Invoices .............................. 434
Entering Prepayments with Invoices ........................................ 435
Listing Invoice Batches ........................................................ 438
Posting Invoice Batches........................................................ 441
Printing the Invoice Posting Journal ............................................ 444
Printing the Invoice Posting Errors Report ...................................... 445
Checking Batch Status ......................................................... 446
Importing and Exporting Batches............................................... 449
User Guide 4i
Chapter 4
Processing Invoices,
Credit Notes, and Debit Notes
This chapter contains instructions for entering vendor invoices,
credit notes, debit notes and interest charges to your Accounts
Payable ledger. The following topics are discussed in this chapter:
Processing
interest charges, and edit existing batches and entries.
Invoices
Enter tax information.
Listing batches.
Posting batches.
User Guide 41
Press the F1 For specific information about any fields in the Invoice Entry form,
key
press the F1 key, then click the Field List button from the Accounts
Payable Help form that appears.
For instructions on how to use Help, click Using Help on the Help
menu.
Invoice Batch List The Invoice Batch List form provides an overview of all invoice
batches entered, imported, generated, recurring, retainage,
external, ready to post, and, if you choose to show them, deleted and
posted.
The form also shows the status of each batch, as well as batch totals
and numbers of entries. You can also choose batches for editing,
create new batches, delete batches, set batches ready to post, or post
batches from this form.
Invoice Entry The Invoice Entry form lets you enter and edit invoices, debit notes,
credit notes, and interest charges, and import and export them from
non-Sage Accpac files.
Post Invoice You can post one batch or a range of invoice batches using the Post
Batches
Invoice Batches form.
If you are posting a single batch, you can also use the Invoice Batch
List form.
Select the Force Listing Of All Batches option on the Options form to
ensure that all batches are listed before you post invoices.
Processing
Invoices
Batch Status The Batch Status report lists the status of each batch in the Accounts
Payable system, together with its batch totals. You can also print this
report by choosing File, Print when you are using the Invoice Batch
List form.
Posting Journals The Posting Journals report lists all invoices that have been posted to
vendor accounts, and all general ledger transactions arising from
those invoices.
Posting Errors The Posting Errors report lists all documents that were not posted
due to errors. For example, Accounts Payable does not post invoices
that have not been completely distributed to general ledger accounts.
If you try to post invoices with errors, Accounts Payable creates a
new batch for the rejected entries, and produces an error report.
User Guide 43
You also use the Invoice Entry form to edit existing invoices before
posting, to enter prepayments with invoices, and to delete invoices
from unposted batches.
You can open the Invoice Entry form by choosing the Invoice Entry
icon from the A/P Transactions folder, or by clicking the Open
button or the New button on the Invoice Batch List form.
Before you start Before creating new batches of invoices, you must define the
following Accounts Payable information:
Account sets.
Terms codes.
Vendor groups.
Vendors.
Choose other Use the Transactions tab on the Options form to select the
invoicing options
options you want to use when entering documents in the Invoice
Entry form.
Define optional If you use optional fields, use the Optional Fields setup form to
fields for invoices
define any optional fields that you want to use on the Invoice
and invoice details
Entry form. (Transaction Analysis and Optional Field Creator is
a separately licensed package you can use with Sage Accpac.)
You must also define the following information in Tax Services and
Bank Services:
Bank codes.
You can use the sample data while doing the lessons to avoid
affecting your own data.
Press the F1 Press F1 to display Help when you need information about
key
fields or tasks.
Click the Field List button at the top of the Help page for
information on specific data entry fields.
Processing
Invoices
Read the Processing Accounts Payable Batches and
Processing Invoices, Credit Notes, and Debit Notes sections in
Chapter 2 for background information on using the Invoice
Entry form.
1. Choose the Invoice Entry icon from the A/P Transactions folder.
New batch 2. Click the New button beside the Batch Number field to create a
new batch. Accounts Payable assigns a new batch number.
User Guide 45
4. To change the batch date, type over the date in the Batch Date
field, or select a date using the calendar for the field.
Accounts Payable displays the session date (the date you entered
when you started Sage Accpac).
For information about adding invoices, credit notes, debit notes, and
interest charges to an invoice batch, see Adding Invoices, Credit
Notes, Debit Notes, and Interest Charges, later in this chapter.
Batch Information The Batch Information form displays additional information about
form
the batch that is not included on the Invoice Entry form, such as the
batch status, whether the batch listing has been printed, and the
number of entries in the batch and their total amount.
Zoom button Click the Zoom button beside the Batch Number field.
1. Choose Invoice Entry from the A/P Transactions folder (or select
Open from the Invoice Batch List form).
Type the number of the batch you want to edit, then press
Enter or Tab.
3. Use the Entry field to select the document that you want to edit.
You can:
Processing
Invoices
you can use separate batches for each type.
Adding job-related If you use Sage Accpac Project and Job Costing, note that a
documents
document can either be job-related or not; you cannot mix
job-related and non-job-related details on the same document.
Tip You can use Invoice Entrys Quick Mode setting to save time during
data entry. When you use this setting, Accounts Payable copies
selected fields from the previous transaction or detail to the new
transaction or detail, so you dont have to re-enter them.
1. On the Invoice Entry form, click the Settings menu, then click
Quick Mode to display the Quick Mode form.
User Guide 47
3. If you want to copy fields from previous detail line to new detail
lines, select Quick Mode For Lines, then, in the Line Fields
section, specify the fields you want to copy to new details.
To add a document:
3. Type the number of the batch you want to add to or edit, then
press Enter or Tab.
4. Use the Entry field to select the entry number. You can:
Processing
Invoices
Type the number of the entry you want to edit, then press
Enter or Tab.
Description.
Additional fields When you select the Job Related option, additional fields
appear when you
appear on the detail-entry grid and on the Detail
select the Job
Related option Accounts/Taxes form, letting you enter job-related
information.
User Guide 49
Note that you cannot select the option if a detail that is not
job-related appears on the detail-entry grid. To prevent the
insertion of a default distribution line, select None as the
Distribute By option in vendor records.
A Retainage tab When you select the Retainage option, a Retainage tab
appears when you
appears that lets you specify the retainage terms for the
select the
Retainage option document.
Detail retainage Retainage fields also appear in the detail-entry grid where
information
you specify the retainage percentage or retainage amount,
retention period, and retainage due date for each detail.
Distributing by 6. Enter distribution details for the document in the grid at the
distribution set
bottom of the document tab, as follows.
Processing
Invoices
distribution grid as described in this step. If you are not using a
distribution set (for example, if you are entering a job-related
invoice), leave this field blank and go to step 7.
This total does not have to be the full invoice amount you have
to distribute. For example, after creating distribution details
from a distribution set, you may need to add distribution lines
for general ledger accounts that are not included in the
distribution set, as described in Step 7.
Note: If more than one tax applies to the document, and one tax
is included while another is not included, you distribute the
document total net only of the tax amount that is not included.
Job-related fields Billing Type. This field appears on job-related invoices. You can
change the billing type only for time and materials projects
where the specified project, category, or resource is billable,
depending on the project type and accounting method. (See
Billing Rate and Billing Currency. These fields are available only
for job-related details that specify a time and materials project.
You can change the billing rate, but it cannot be negative. The
program displays the vendors currency specified on the
contract, and you cannot change it.
Processing
documents. Accounts Payable displays the default unit of
Invoices
measure for the specified resource (for standard contracts) or
category (for basic contracts), but you can change the unit for a
particular distribution line. The unit of measure must be a valid
unit of measure both for the new item number and the vendors
currency.
Quantity and Unit Cost (optional). These fields appear only for
job-related documents.
Enter tax 9. Click the Taxes tab if you need to check or to change tax
information on the
information, or to calculate or distribute taxes.
Taxes tab
Tax is calculated Note: The Taxes tab is not available for retainage invoices,
on original
retainage debit notes, retainage credit notes, or interest charges.
documents
Accounts Payable updates tax services and creates the general
ledger entries for taxes only when you post original documents.
Multicurrency If the tax group you select uses a different currency than the
ledgers
vendor, the program displays the Calculate Tax Reporting
field and fields that let you change the rate for converting
the tax amount to the tax reporting currency.
Tax entry methods Change the entry method for the Tax Amount, Tax Base, and
Tax Reporting amount, if necessary. (The methods you
specified on the Transactions tab of the A/P Options form
appear as defaults.)
Enter a tax base, If you select Calculate as the entry method for the tax
and calculate the
amount and select Distribute or Enter for the tax base, the
tax amount
automatically program uses the tax base you enter to calculate the tax
amount automatically.
Processing
included or excluded in the amounts you distribute on the
Invoices
Document tab.
Note that you can choose to include tax only if this option is
selected for the Tax Authority.
Check the tax classes. If they are incorrect, use the Finder to
select the correct classes.
Tax on retainage Note that for original documents from which retainage is
withheld, Accounts Payable updates tax services and creates the
general ledger entries for tax on retainage depending on your
choice for the Report Tax option on the A/P Options form.
If you need more help with taxes, see the next section, Entering
Tax Information and Calculating Tax on Invoices.
Distribute taxes 11. Ensure that you have distributed all document amounts before
you calculate tax.
12. Click the Distribute Taxes button to allocate the tax amount to
each of the distributions in the list. The amounts are displayed in
the Allocated Tax column on the Document tab.
You can edit the tax amount allocated to each distribution detail
if you did not select Calculate or Distribute as the tax entry
method. (Select the detail on the Document tab, then press F9 or
click the Account/Tax... button to make changes.)
Processing
Invoices
On this tab, specify the terms to use for the retainage document.
Multicurrency If you have a multicurrency ledger, you also use the Retainage
ledgers
Rate field on this tab to specify whether to use the same rate
used on the original document or the current rate in effect when
you process the retainage document.
Terms tab 14. Click the Terms tab to enter discount information or to change
payment terms for the document.
Optional fields 15. If the Invoice Entry form includes an Optional Fields tab:
Exchange rates 16. If this document is not in the functional currency and you need
to edit the exchange rates, click the Rates tab.
17. When you finish, click the Add button to add the document to
the batch.
After adding To print the Batch Listing report, do one of the following:
documents
On the Batch List form, click Print on the File menu.
Processing
Choose the Batch Listing icon from the Transaction
Invoices
Reports folder.
You must print the Batch Listing report before posting if you
select the Force Listing Of All Batches option on the
Processing tab of the Options form.
File the reports as Make corrections, if needed, then reprint the listing for each
part of your audit
corrected batch. Once the batches are correct, file the reports.
trail
You can reuse batches using the Export and Import
commands on the File menu. See Importing and Exporting
Batches in this chapter.
Before you can post batches, you must set them Ready To
Post using the Invoice Batch List form.
Post the batches. If you try to post a batch from the Invoice
Batch List form before setting it Ready To Post, the program
asks whether you really want to post it.
You must also assign a tax group to each vendor record. The tax
group determines the taxes that appear as defaults for transactions
you enter for a vendor. However, you can change the tax group for a
particular document during transaction entry.
Changing tax rates You cannot change the tax rates or add or remove tax authorities for
a document except by changing tax classes.
Multicurrency If the tax group you specify uses a different currency than your
ledger
vendor, you can use the Calculate Tax Reporting option on the Taxes
tab to let Accounts Payable calculate the tax reporting amounts
automatically for you.
Manually enter all tax amounts from the invoice, including taxes
for the details.
Manually enter total tax amounts from the invoice on the Taxes
tab, and then allocate tax amounts to details using the Distribute
button on the Taxes tab.
Default tax You choose default methods for calculating and distributing taxes on
entry methods
the Transactions tab of the A/P Options form. The default methods
you choose for tax amounts, tax bases, and tax reporting amounts
appear on the Taxes tab in Invoice Entry, but you can change the
method for particular invoices.
Using the Tax The Tax Amount field determines how Accounts Payable processes
Amount and Tax
tax amounts. The Tax Base field determines how to report the tax
Base fields
base for the document. Accounts Payable does not use the tax base
to calculate the tax amounts for the document. The Tax Reporting
Processing
Invoices
Amount field determines how the tax amounts are reported to the
tax authority.
Line 1 gets the If you are not letting Accounts Payable calculate tax automatically,
extra tax amounts
any tax differences due to rounding are allocated to the first
in manual tax
mode distribution. If you distribute tax before you distribute the entire
invoice amount, the tax amount for the undistributed portion
appears on the first distribution line.
Automatic If Accounts Payable calculates and allocates the tax, it distributes the
calculation
rounding difference as evenly as possible, and spreads any rounding
difference throughout the distributions.
Tax on retainage If the document includes retainage, Accounts Payable processes tax
on the retainage as specified by the Report Tax option on the
A/P Options form.
Assume that you enter taxes manually and the bottom lines of your
invoice look like this:
Federal tax
280.00
256.80
Enter the invoice amount as
a document total on the Total 4,536.80
Document tab.
1. Enter the total amount of the invoice in the Document Total field
on the Document tab of the Invoice Entry form. (Make sure you
fill in all other information on the tab.)
Distribute invoice 2. Distribute the document amount net of taxes using a distribution
amount (net of
set or by entering individual distribution codes or general ledger
taxes)
account numbers manually.
4. Make sure that Enter is selected in the Tax Amount and Tax base
fields, and in the Tax.
6. Check the tax classes. If they are incorrect, use the Finder to
select the correct classes.
7. If you are entering tax reporting amounts manually, you can use
Processing
Invoices
the Derive Rates button to calculate the implicit exchange rate
for the tax reporting currency based on the tax reporting
amounts you enter manually on the Taxes tab.
Assume that you let Accounts Payable calculate all taxes and the
bottom lines of your invoice look like this:
T a x a m o u n t s a re n o t lis te d S u b to ta l
s e p a r a te ly o n th e in v o ic e .
S e le c t C a lc u la t e in th e T a x
A m o u n t a n d T a x B a s e fie ld s
o n t h e T a x e s ta b .
{ L o c a l ta x
F e d e ra l ta x
E n te r th is to ta l in th e D o c u m e n t
T o ta l fie ld a n d d is trib u te it o n
T o ta l * 4 , 5 3 6 .8 0
th e D o c u m e n t ta b .
* T o t a l in c lu d e s lo c a l a n d f e d e r a l s a le s t a x
Distribute total 2. Distribute the total document amount. If some taxes are not
invoice amount
included in the invoice total, distribute the document amount
net of these taxes (deduct the tax amount from the document
total).
Calculate is selected for the Tax Amount and Tax Base fields.
The tax classes are correct. If they are incorrect, use the
Finder to select the correct classes.
For each tax hidden in the document total, the Tax Included
column is set to Yes. (You can change the setting by
pressing the Spacebar or clicking in the column.) You can
select Yes only if you selected the Allow Tax In Price option
for the Tax Authority.
The Tax Class and Tax Included settings on this tab are the
default settings for all distribution lines on the Document
tab. (You can change the setting for an individual line by
selecting the line on the Document tab, then clicking the
Account/Tax... button or pressing F9. Make any changes you
need in the Detail Accounts/Taxes form that appears.)
Recalculate taxes, 4. If any changes are required on the Taxes tab, make them, then
if necessary
click the Calculate Taxes button.
Change taxes for 5. If you need to change the tax settings of a single distribution:
single distributions
a. Highlight the distribution line on the Document tab.
d. Click Save.
See the next example for more information about editing single
lines.
Note: You can also edit tax allocations by selecting Enter for the Tax
Amount field on the Taxes tab, then changing the Allocated Tax
amount on each distribution line.
Processing
Assume that you let Accounts Payable calculate all taxes and the
Invoices
bottom lines of your invoice look like this:
Distribute amount before
taxes on the Document tab. Subtotal 4,000.00
{
Select Calculate for the Tax
Amount and Tax Base fields; Local tax 280.00
select No for Tax Included on
the Taxes tab. Federal tax 256.80
Enter the invoice amount in
the Document Total field on Total 4,536.80
the Document tab.
Distribute invoice 2. Distribute the amount of the document net of taxes. (Using a
amount
distribution set or entering distribution lines manually.)
Calculate is the tax Calculate is selected for the Tax Amount and Tax Base fields.
entry method
The tax classes are correct. If they are incorrect, use the
Finder to select the correct classes.
Recalculate taxes, 4. If any changes are required on the Taxes tab, make them, then
if necessary
click the Calculate Taxes button.
Change tax class 5. If you need to change the tax settings of a single distribution:
or tax included for
single distributions a. Select the distribution line, then click the Accounts/Tax
button or press F9.
c. Click Close.
You use the Account/Tax button (or the F9 key) to change tax
settings for a single line before using the Calculate Taxes or the
Distribute Taxes button if:
4. Click Close.
Using Tax Services, you can specify that taxes are recoverable or are
expensed separately. For example, the GST in Canada and VAT in
many other countries are recoverable taxes and are not distributed
with invoice totals.
Automatic tax When you click the Calculate Taxes or the Distribute Taxes button,
Processing
distribution
Invoices
Accounts Payable automatically:
Totals tab Look at the tax summary information on the Totals tab to see the
amount of recoverable tax, separately expensed tax, and allocated
tax.
See the Tax and Bank Services User Guide for details on setting up
taxes.
Tax-Only Invoices
2. For each tax authority enter the total tax amount and tax base
amount manually for each tax authority.
Note that you can enter tax amounts for individual details
only if Enter is selected for the Tax Amount field on the
Taxes tab.
4. Click Add.
Changing invoice Instead, you can use any of the following methods to change
distributions
distributions you entered incorrectly:
To delete a distribution line, select it, and then press the Delete
key. To insert a distribution line, press the Insert key.
You must select Enter in the Tax Amount field (on the Taxes tab)
to edit taxes. Click the Totals tab to check unallocated tax
amounts.
Processing
b. Clicking the New button beside the Entry Number field to
Invoices
create a new entry.
Changing tax To correct tax amounts, just edit the distribution lines if you are
distribution
entering taxes manually. If you are letting Accounts Payable
amounts
calculate taxes automatically, use the Calculate Tax or the Distribute
Tax button to override tax amounts as follows:
You must fully distribute an invoice total before you can edit its
payment schedule.
You specify an As Of Date for the schedule when you enter the
invoice.
You can edit due dates, discount dates, and amounts, but you
cannot increase the number of payments.
2. On the Terms tab, select the terms code for the multiple payment
schedule. The schedule appears as soon as you enter the terms
code.
Changing number You cannot increase the number of payments. To decrease the
of payments
number, just make the final payments for zero amounts, then adjust
Processing
Invoices
the other payments so they add up to the invoice total.
If you want, you can print payment schedules on the Batch Listing
report.
Tip If the remit-to location you specify on a document uses the same
optional fields as the document and its details, the values from the
remit-to location record appear as default entries in Invoice Entry.
If the optional fields do not exist for the location, but they are used in
the vendor record, the values from the vendor record appear as the
default entries on documents for the vendor.
You can enter different values for the optional fields, if you
want. If an optional field requires validation, you must enter
a value that is specified for the optional field in Common
Services. (If the optional field allows a blank, you can leave
the field blank.) Otherwise, you can enter any combination
Processing
Invoices
Assigning Optional Fields to Details
You can override the exchange rate on the Rates tab, but you cannot
change the vendors currency.
1. Select the Rates tab at any time after selecting the vendor
number.
Processing
Invoices
2. Change the exchange rate by any of the following methods:
Finder Choose the number from the Finder beside the Batch
Number field.
b. To change the batch date, type over the date or select one
from the calendar for the Batch Date field.
Processing
Invoices
Year/Period (the year and period to which you want to post
payment).
Prepayment Amount.
You can use batch listings, as well as posting journals, as part of your
audit trail.
1. Open the Batch Listing Report form in one of the following ways:
Processing
Invoices
2. To specify the batches for which to print listings:
Show Tax Details. Select this option if you want to include tax
amounts with transactions details. If you do not select this
option, Accounts Payable prints only tax totals on the report.
After using Verify the information, then file the report. If you find errors, correct
them in the Invoice Entry form, then print a new listing for the
corrected batch.
Select the Ready To Post option for batches you want to post.
Processing
Invoices
Use the Post Batches form to post a range of invoice batches to
vendor accounts, or use the Post button on the Invoice Batch List
form to post single batches.
Before you start Print batch listings if you selected the Force Listing Of All Batches
option on the Options form.
Select the Ready To Post option for batches you want to post.
1. Choose the Invoice Batch List icon from the A/P Transactions
folder.
If the list is long and the batch you need does not appear, enter
the batch number in the Batch Number field. You can also
shorten the list by clearing the option that shows posted and
deleted batches, if you do not need to see them.
2. Select the batch you want to post, then double-click in the Ready
To Post column to change the status to Yes.
3. To post the selected batch, choose Post. If you select Post and the
batch is not set Ready To Post, you see this message:
4. Click Yes to set the batch to Ready To Post and to post it.
1. Set all the batches you want to post Ready To Post using the
Invoice Batch List form.
2. Choose the Post Batches icon from the A/P Transactions folder.
4. Select All Batches to post all open invoice batches for which you
have selected the Ready To Post option.
5. Click Post.
Processing
Invoices
Posting sequence Accounts Payable assigns a unique posting sequence number to
number
each posting run. (Because a posting run can include a number
of batches, several batches can share the same posting sequence
number.) The number appears on the Posting Journal and with
the batch in the Batch List form, letting you track data and select
posting journals to print.
After using Choose the Posting Journals icon from the Transaction Reports
folder to print an audit trail report of posted transactions.
Batch errors If the batch you post contains entries that cannot be posted due
to errors, Accounts Payable places the entries it cannot post into
an error batch and posts the error-free entries.
Before you start Select printing options in the Print Destination form.
Normally, you would accept the default range of all journals (to
print all journals that you have not yet printed).
To print only the journal from the last posting sequence, enter
the posting sequence number in both the To Posting Sequence
and From Posting Sequence fields.
6. Choose Print.
Processing
Invoices
After using If you want to clear the posting journals you printed, use the Clear
History form.
You can print the error report at any time, but you must print it
before you can perform year-end processing.
You will erase the information in the Posting Errors reports when
you clear the corresponding posting journals. (Use the Clear History
form from the Periodic Processing folder to clear posting journals.)
2. Select Invoice.
3. Enter the range of posting sequences for which you want to print
the report. Normally, you would accept the default range of all
posting sequences.
To print only the report from the last posting sequence, enter the
posting sequence number in both the From Posting Sequence
and To Posting Sequence fields.
4. Click Print.
After using In the Invoice Entry form, correct the transactions in the error batch,
and then post the batch.
You can print the Batch Status Report by choosing Print Batch Status
Report from the File menu of the Invoice Batch List or by choosing
the Batch Status icon from the Transaction Reports folder.
1. Choose the Invoice Batch List icon from the A/P Transactions
folder.
Processing
Invoices
Recurring created in the Create Recurring Charge Batch form
(this type is available for invoice batch listings only).
Ready To Post you select this status for the batch. Batches
must have Ready To Post status before you can post them.
Post in Progress posting has started for this batch. You cannot
edit or print listings of the batch.
3. Select the range of batches for which you want to print the
status.
You can import from the same file any number of times. The original
import file is not affected by importing, and it remains unchanged
until you delete it.
Some fields are Note that when you import invoices, the following items are
recalculated
recalculated when they are added to the invoice batch:
Taxes recalculated with the current tax rates unless either the
Tax Base entry method or the Tax Amount method is set to
Enter.
Processing
according to the current terms code definition, even if they are
Invoices
not specified in the import file (depending on the value in the
Terms Override field).
Exporting batches Choose Export to export batches to another program whenever you
want. You can also export a batch to use as a model when creating
an import file. Export all the fields you plan to import, using the file
format you plan to use.
If you use security, The Import/Export menu choices may be disabled, or not available,
you must have
if you use password security with Sage Accpac and you do not have
rights to import or
export rights to these tasks.
Create a new batch in the Invoice Entry form for the invoices
you are going to import.
You can also select an existing invoice batch and import the
transactions into it. If you import into an existing batch,
Accounts Payable appends (adds) the imported transactions to
the other transactions in the batch, and changes batch type to
Imported.
Note that you can import several files into the same batch in
Sage Accpac Accounts Payable. While the import files may
contain different batch dates and descriptions, all batch dates
and descriptions from the import file will be replaced by the
batch date and description you specify for the batch in Sage
Accpac Accounts Payable.
Before exporting, create or select the batch in the Invoice Entry form.
1. Choose the Invoice Entry icon from the A/P Transactions folder.
The tax amount entry method should be set to Enter and tax
amounts included in the import file to avoid recalculation.
Processing
Invoices
If you are on a network, you must have access rights to the
file and the directory you are importing or to which you are
exporting.
After using Import Print the Batch Listing to verify the data.
After using Export Verify that the batch was exported properly before posting or
deleting the batch you exported.
Chapter 5
Processing Payments and
Adjustments
Icons Used to Process Payment and Adjustment Batches ........................... 5-2
Creating, Editing, and Posting Payment and Adjustment Batches ............... 5-2
Reporting Payment and Adjustment Batches .............................. 5-3
Using the Payment Entry Form.................................................. 5-4
Creating a New Payment Batch .............................................. 5-6
Editing an Existing Payment ................................................ 5-7
Types of Payment Transactions .............................................. 5-8
Adding Payment Transactions .............................................. 5-9
Adding Prepayment Transactions .......................................... 5-18
Adding Apply Document Transactions...................................... 5-24
Adding Miscellaneous Payment Transactions ................................ 5-31
Applying Partial Payments to Job-Related Invoices ........................... 5-38
Printing Single Checks from Payment Entry ................................. 5-40
Adjustments
Payments &
Viewing Payment History from Payment Entry .............................. 5-45
Adjusting Documents in the Payment Entry Form ............................ 5-46
Editing Exchange Rate Information ......................................... 5-49
Using the Control Payments Form .............................................. 5-52
Using the Create Payment Batch Form .......................................... 5-56
Printing Checks and Posting Payment Batches ................................... 5-64
Viewing Payment Information ................................................. 5-70
Using the Vendor Activity Form to View Payments to a Vendor ............... 5-70
Using Payment Inquiry to View Payment Information ........................ 5-72
Using the Adjustment Entry Form .............................................. 5-74
Creating or Selecting an Adjustment Batch .................................. 5-75
Adding and Editing Adjustments ........................................... 5-76
Listing Payment and Adjustment Batches ....................................... 5-80
User Guide 5i
Chapter 5
Processing Payments and
Adjustments
This chapter contains instructions for entering, posting, and
reporting payments to vendors and making adjustments to
documents in vendor accounts.
Adjustments
Payments &
Checking batch status.
Importing and exporting payment and adjustment batches.
Press F1 for For specific information about a field in an Accounts Payable form,
Help
press the F1 key, then click the Field List button on the Help screen
that appears. For instructions on how to use Help, click Using Help
on the Help menu.
User Guide 51
You choose icons for processing payments and adjustments from the
A/P Transactions folder:
Icons for
processing
payment and
adjustment
batches
You also use the Batch List forms to set batches Ready To Post, to
print checks, to post batches, and to print batch listings, batch status
reports, posting journals, and posting error reports.
Payment Entry Use the Payment Entry form to enter and edit payments, print
checks, and adjust specific open documents.
Create Payment Use the Create Payment Batch form to create a batch of vendor
Batch
payments automatically.
Control Payments Use Control Payments to review and change the status of
transactions. You can put holds on invoices and force payments.
Adjustment Entry Use the Adjustment Entry form to enter and edit adjustments to
posted documents.
Post Batches Use the Post Batches form to post one or a range of adjustment or
payment batches.
Batch Listing This report lists all payments or adjustments in your Accounts
Payable system.
Batch Status This report lists the type and current status of each batch in the
Accounts Payable system, together with batch totals.
Posting Journals This report lists all payments or adjustments that were posted
together to vendor accounts.
Posting Errors This report lists all payments or adjustments that were not posted
due to errors in the documents.
Adjustments
Payments &
Check Register This report lists all valid checks that were printed from Accounts
Payable.
Payment Inquiry In addition to these reports, the Payment Inquiry form, available in
the A/P Transactions folder, lets you display payments made to a
vendor or a range of vendors using various criteria. For example,
you can look up all the checks written on a selected bank, or you can
display information for a payment for which you have only the
payment number.
User Guide 53
Enter cash, check, credit card, and other types of payments for
outstanding invoices, and optionally print checks for vendors.
Enter cash, check, credit card, and other types of payments for
vendors and others, and optionally print checks.
You can open the Payment Entry form in either of the following ways:
Choose the Payment Entry icon from the A/P Transactions folder.
Click the Open or New button on the Payment Batch List form.
Choose payment Enter the prefixes and next numbers you want Accounts Payable
and adjustment
to assign to prepayments, payments, and adjustments using the
options
Numbering tab on the Options form.
Adjustments
Payments &
form.
User Guide 55
Practice with the Use the sample data to do Accounts Payable Lessons 5 and 6 in
lessons in the
the Sage Accpac Workbook to practice using the Payment Entry
Workbook
form without affecting your own data.
Press F1 for Press F1 to display Help when you need information about fields or
Help
tasks. To find out how to use Help, click Using Help on the Help
menu.
New batch 2. Click the New button. Accounts Payable assigns a new batch
number.
4. Type over the batch date if you want to change it. (Accounts
Payable displays the session date by default.)
5. Select a bank code. This is the bank on which you are drawing
payments for this batch. The code that appears is for the default
bank specified on the Options form.
Zoom a. Click the Zoom button beside the Batch Number field.
b. Select the rate date and the rate type, or directly enter a bank
Adjustments
Payments &
rate, if you do not want to use the displayed rate.
User Guide 57
1. Choose the Payment Entry icon from the A/P Transactions folder.
2. Use the Batch Number field to select the number of the batch
containing the payment you want to edit. You can:
Find an 3. With the insertion point in the Entry Number field, click the
existing
Finder or press F5 to select an existing payment entry, or click
payment
entry the navigation buttons to display the payment you want to edit.
However, the Payment Entry form actually lets you enter four types
of transactions:
Invoice Entry form, and post it. The prepayment can then be
applied against the invoice.
The following sections list steps for adding each of these transactions.
Adjustments
Payments &
vendor invoice.
The Payment Entry form lets you enter and print single checks for
vendors. If you want to enter and print checks for a large number of
vendors, use Create Payment Batch, as described later in this chapter.
Multicurrency Note that all payment entries in a batch are in the same currency and
ledgers
are drawn from the same bank.
User Guide 59
Find a batch Click the Finder or press F5 to select an existing batch from a
list.
New entry 4. Click the New button beside the Entry Number field to start a
new payment entry.
Find an entry Click the Finder to select an existing payment for editing.
Adjustments
Payments &
7. Fill in or select the following remittance information:
Vendor number.
b. In the Card Type field, type the credit card type, then tab out
of the field, or use the Finder to select the credit card type.
(You must first set up credit cards in Bank Services to use
them in Payment Entry.)
If you leave the account blank, Accounts Payable uses the bank
account associated with the bank code you specified for the
batch.
Or
b. Select the check language (for printing the amount only; edit
the check form to change other aspects of the check).
11. If you use optional fields and you want to check or change any
optional fields automatically assigned to the payment, click the
Optional Fields Zoom button to open the Optional Fields form,
where you can change or delete the optional field entries
automatically assigned by the program, or add different
payment optional fields.
Adjustments
Payments &
For more information about assigning optional fields to
payments, see the section Assigning Optional Fields in
Payment Entry, in Chapter 2 in this manual.
Select an apply 12. If you are entering a partial payment for a job-related document,
method for partial,
an apply method for allocating the payment to job-related
job-related
payments details. (For information on apply methods and their effects, see
Selecting an Apply Method for Job-Related Payments, in
Chapter 2 in this guide.)
Do not use Select Mode if you already know the number of the
document to which you are applying the invoice, or if you have
a lot of vendor documents. (It is faster to look up documents
using the Finder than to scroll through all the items in the Select
Mode document list.)
Including pending If you use the option to include pending transactions during
transactions
payment entry (on the A/P Options form), you see Pend
beside documents to which a payment or debit note has already
been applied but not yet posted. If necessary, you can change
Pend to Yes by double-clicking or typing a keyboard
character.
Adjustments
Payments &
pending Pending columns in the applied detail list. If applying two
transactions payments would overpay a document, the program sends the
second entry you try to post to an error batch.
Payment limit If there is a payment limit for the invoice you selected, Accounts
Payable applies an amount that is consistent with the payment
limit, but you can change the amount if you want to override the
payment limit.
Applying job- If the document you are paying is for a contract that you manage
related payments
in Sage Accpac Project and Job Costing, the Jobs button is
available, letting you apply amounts to specific job-related
contracts, projects, categories, and resources included on the
invoice.
14. Tab to the Applied Amount column and change the amount, if
you are not paying the entire invoice.
15. If you are not using Select Mode, tab to the Discount taken field,
and type the amount of the discount that you are taking for this
document.
Taking a discount, You can take a discount for a document without applying an
only
amount to the document.
Note: To use the Adjust button, you must use the Allow
Adjustments In Payment Batches option (on the Options form)
and you must first add the payment. For more information, see
Adjusting Documents in the Payment Entry Form, later in this
chapter.
Multicurrency 17. If the bank or vendor does not use the functional currency and
ledgers
you need to change the exchange rate information for the
payment, click the Rates button, then for each type of rate (bank
and vendor):
Note that the rates are for converting the bank currency or the
vendor currency to your functional currency. If either of these
currencies is the functional currency, its rate is 1.0000000 (and
you cannot change it).
Adjustments
Payments &
later in this chapter.
If you use the Force Listing Of Batches option (on the Processing
tab of the Options form), you must print batch listings before
you can post batches. Once batches are correct, file the reports.
Select the Ready To Post option for each batch in the Payment
Batch List form, then print and post payment batches, as
described in Printing Checks and Posting Payment Batches,
later in this chapter.
Note: You can also use the Invoice Entry form to enter prepayments
at the same time as you enter invoices. For detailed instructions, see
Entering Prepayments with Invoices in Chapter 4.
Activation date Prepayments have a payment activation date. Until they reach the
activation date, they are not used to calculate amounts due to
vendors when you use the Create Payment Batch form.
You can see the conversion from the vendor currency to the
functional currency, and from the bank currency to the
functional currency on the Rate Override form.
To add a prepayment:
2. Select the batch number. Use the Batch Number field to create a
new batch or select an existing batch, as follows:
Adjustments
Payments &
New batch Click the New button to create a new batch.
Vendor number.
b. In the Card Type field, type the credit card type, then tab out
of the field, or use the Finder to select the credit card type.
(You must first set up credit cards in Bank Services to use
them in Payment Entry.)
Adjustments
Payments &
and your authorization code for this transaction.
If you selected a cash payment code, use the Cash Account field
to enter the number of the cash account you want to credit for
the payment.
If you leave the account blank, Accounts Payable uses the bank
account associated with the bank code you specified for the
batch.
Or
11. If you use optional fields and you want to check or change any
optional fields automatically assigned to the payment, click the
Optional Fields Zoom button to open the Optional Fields form,
where you can change or delete the optional field entries
automatically assigned by the program, or add different
payment optional fields.
The Project and Job Costing Apply Details form appears, letting
you specify the particular contracts, projects, categories, and
resources to which the prepayment applies.
The Job Related option is available only if you use Sage Accpac
Project and Job Costing.
Multicurrency If the bank or vendor does not use the functional currency and
ledgers
you need to change the exchange rate information for the
prepayment, click the Rates button, then for each type of rate
(bank and vendor):
Note that the rates are for converting the bank currency or the
vendor currency to your functional currency. If either of these
currencies is the functional currency, the rate for that currency
is 1.0000000.
Adjustments
Payments &
14. In the Apply By field, select how you want to identify the
document for which you are entering the prepayment. You can
identify it by its document (invoice) number, if you know it, by
the purchase order number, or by the sales order number.
15. In the Apply-To field, enter the number of the document you
selected above. You can use the Finder to look up an existing
document number. You can also leave this field blank, if you do
not have this information.
16. Enter the date on which you want the payment activated.
You must print batch listings before posting if you selected the
Force Listing Of Batches option on the Processing tab of the
Options form. Once batches are correct, file the reports.
Select the Ready To Post option for each batch from the Payment
Batch List form.
New batch Click the New button beside the Batch Number field to
create a new batch.
Adjustments
Payments &
Click the navigation buttons to display the batch you need.
date, or bank rate for the batch, click the Zoom button beside
the Batch Number field to display the Batch Information
form. Edit the exchange information, and then click Close to
return to the Payment Entry form.
New entry Click the New button beside the Entry Number field to start
a new payment entry.
Existing entry Click the Finder to select an existing payment for editing.
Vendor number.
Do not use Select Mode if you want to type the document numbers
yourself or select them from the Finder. It is faster to type the
document numbers yourself, if you know the number of the
document to which you are applying the invoice, or if you have
a lot of vendor documents. (It is faster to look up the numbers in
the Finder than to scroll through all the items in the document
Adjustments
Payments &
list.)
Including pending If you use the option to include pending transactions during
transactions
payment entry (on the A/P Options form), you see Pend
beside documents to which a payment or debit note has already
been applied but not yet posted. If necessary, you can change
Applying job- If selected document is for a contract that you manage in Sage
related payments
Accpac Project and Job Costing, the Jobs button becomes
available, letting you apply amounts to particular job-related
contracts, projects, categories, and resources used on the
document.
Adjustments
Payments &
9. Tab to the Applied Amount column, and change the amount if
you are not paying the entire invoice.
10. If you are not using Select Mode, tab to the Discount taken field,
and then type the amount of the discount that you are taking for
this document.
Taking a discount, Note that you can take a discount for a document without
only
applying an amount to the document. (You can also enter an
amount that exceeds the discount specified on the invoice.)
Note: To use the Adjust button, you must have selected the
Allow Adjustments In Payment Batches option on the Options
form. For more information, see Adjusting Documents in the
Payment Entry Form, later in this chapter.
Multicurrency 12. If the bank or vendor does not use the functional currency, the
ledgers
Rates button becomes available to let you adjust the exchange
rate, if necessary.
Generally, you should not change the exchange rate because you
are dealing with transactions that have already been posted with
an exchange rate.
After using Print the batch listing. Correct entries, if necessary, then reprint
the listing for each corrected batch.
You must print batch listings before posting if you select the
Force Listing Of Batches option on the Processing tab of the
Options form. Once batches are correct, file the reports.
Select the Ready To Post option for each batch from the Payment
Batch List form.
You can also use this transaction type to create a cash invoice for
an Accounts Payable vendor, so you do not have to create the
invoice separately using the Invoice Entry form. For example, if you
pay for a purchase immediately, you can create a cash invoice
automatically when you post a miscellaneous payment.
You enter the payee name and address in the Remit-To field and
pop-up form. You enter detail distributions for a payment as you do
for an invoice.
Adjustments
Payments &
The distributions debit the general ledger accounts you specify and
credit either the bank account you chose for the batch or the cash
account (if you are entering a cash payment).
Tip: Add a If you have a large number of one-time vendors, you should add a
miscellaneous
miscellaneous vendor record, so you can process payments using the
vendor record
Create Payment Batch form and keep statistical data for this class of
vendor.
New batch Click the New button to start a new payment batch.
4. Use the Entry Number field to select the entry number, as follows:
New entry Click the New button to start a new payment entry.
5. In the field beside the entry number, type a description for the
payment (such as Payment for camera).
Adjustments
Payments &
vendor, leave the field blank.
b. In the Card Type field, type the credit card type, then tab out
of the field, or use the Finder to select the credit card type.
(You must first set up credit cards in Bank Services to use
them in Payment Entry.)
If you selected a cash payment code, use the Cash Account field
to enter the number of the cash account you want to credit for
the payment.
If you leave the account blank, Accounts Payable uses the bank
account associated with the bank code you specified for the
batch.
Or
10. Enter an optional reference for the entry (such as the EFT
number, if you are recording an electronic transaction).
11. If you use optional fields, click the Optional Fields Zoom button
to open a separate Optional Fields form, where you can check or
change any optional fields that are automatically assigned to the
miscellaneous payment.
12. If you are making this payment for a project you manage using
Sage Accpac Project and Job Costing, select the Job Related
option. Accounts Payable displays job-related columns in the
payment application grid.
13. In the Invoice Number field, type the vendors invoice number.
Adjustments
Payments &
14. Accept or change the displayed tax group.
You can assign a different tax group, and you can change tax
information for the document as follows:
15. To check or change the tax entry method for the invoice
(including the tax reporting amount), click the Document Taxes
button.
16. Use the application grid at the bottom of the form to distribute
the miscellaneous payment.
Job related
payment Note: If the miscellaneous payment is job related, you
distribute detail amounts to particular contracts, projects,
categories, and resources, rather than to distribution codes
and accounts.
You can also change the tax class and the Tax Included status for
Adjustments
Payments &
the detail (if the tax authority permits included taxes).
Multicurrency 18. If this is a multicurrency batch, click the Rates button to ensure
ledgers
that the exchange rate used in the transaction is correct. Make
any required changes, as described in the section Editing
Exchange Rate Information, later in this chapter. Then close the
Rate Override form.
When you post a miscellaneous payment for a vendor you have set
up in Accounts Payable, the program automatically creates an
You must print batch listings before posting if you select the
Force Listing Of Batches option on the Processing tab of the
Options form. Once batches are correct, file the reports.
Select the Ready To Post option for each batch from the Payment
Batch List form.
If you do not want to use the default apply method for all the
invoices on a payment, or if you want to apply an amount to specific
invoice details, you can select a different method for an individual
job-related invoice, and you can select the invoice details that are
being paid.
You can select one of the following methods as the default apply
method for a payment:
Adjustments
Payments &
the unpaid invoices for the selected vendor, then select Yes
in the apply column for each invoice.
If you are not using Select Mode, enter each invoice number
in the Document field (in the detail grid), or use the Finder
to choose the invoice.
If the applied amount is less than the current balance, and you
want to select particular details to which to apply the partial
payment or use a different apply method for the selected
invoice:
a. Click the Jobs button to open the Project And Job Costing
Apply Detail form. (The Jobs button becomes available only
when you select a job-related document.)
d. Specify the amount that you are paying for each detail.
5. Click Add.
Note: Once you print a check, you cannot edit it. If you delete a
check before it is posted, Accounts Payable voids the check in Bank
Services.
Before you start Adapt the layout of the check forms shipped with Accounts
Payable to match your checks. For information on customizing
printed forms, refer to the documentation that comes with
Crystal Reports.
Select the check form and enter the next check number for the
payment bank in Bank Services. See the Tax and Bank Services
User Guide.
Add the check you want to print in the Payment Entry form.
To print a check:
2. Click the Print Check button to open the Print Checks form. (The
Print Check button is available once you add the transaction.)
Adjustments
Payments &
The advice file name
appears only if you are
printing separate
payment advices.
Note that the check status is Not Printed. When a check (and
advice, if printed) is printed successfully, the status changes to
Printed. If the check is printed, but you have not yet printed the
advice, the status is Advice Not Printed.
If you are not If you are not ready to print this check, click the Close button.
ready to print
When the following warning appears, click Yes to leave the Print
Checks form.
4. Click the Print button to print the current check. When the check
has been printed, the following message appears:
Reprinting a check If you need to reprint the check, click No. Then reset the status
of the check to Not Printed. You can change the status in one of
two ways:
Or
Adjustments
Payments &
button again. (Unless you are printing Checks Then Advices,
the button changes to Reprint.)
Print Advices 6. If you are also printing payment advices after printing checks
(you chose the stock type Checks Then Advices for the check in
the Banks form), this message appears when the check is
successfully printed:
Once the advice has been printed, the program asks you to
confirm that it was printed properly as you did with the
check.
Reprinting an If you need to reprint the advice, click No. Then reset the
advice
status of the check to Advice Not Printed. You can change
the status in one of two ways:
Or
If you cannot 7. If the check was not printed properly, but you cannot reprint it
reprint now
at this time:
d. Click Yes to cancel the print run and void the current check
number. (The number is otherwise assigned a Void status
when you reprint the check.)
If you do not cancel the check run, Accounts Payable sets the batch
status to Check Creation In Progress, and you cannot edit the batch
until you print or void the check. See Reprinting Checks in
Chapter 2 for more information.
After using Print the batch listing and print the Check Register.
Adjustments
Payments &
vendor, use the Payment tab on the Vendor Activity form.
Choosing a
document to view
history
2. To see how that $20.00 was applied, click the History button.
The Document History form appears.
The Document History form shows you that a credit note was
issued for $21.65.
Use the Tab or right or left arrow keys to scroll through the
columns.
The adjustments you enter in a payment batch are reported with the
payment transactions on the batch listing and other reports for the
batch. They are not placed in a separate adjustment batch.
Note that you can use Payment Entry to adjust only documents to
which you are applying payments (including apply document
transactions).
Note that you must use the Adjustment Entry form to adjust
retainage amounts for posted documents. You cannot adjust
retainage using Payment Entry.
3. Click Add. You cannot adjust the invoice or debit note until you
add the payment.
Adjustments
Payments &
4. Make sure the document you want to adjust is selected, then
click the Adjust button to open the Miscellaneous Adjustment
Entry form.
The Miscellaneous
Adjustment Entry
form
Click the Select Detail button to select particular details from the
posted transaction using the Open Document Details Finder.
You can also choose the code from the Finder or leave this field
blank, then type the general ledger account number in the next
field.
G/L Account. If you did not select a distribution code, type the
general ledger account number for the detail. If you use Sage
Accpac General Ledger with Accounts Payable, you can also
choose the general ledger account number from the Finder.
Adjustments
Payments &
Editing Exchange Rate Information
Multicurrency You use the information in this section only if you have a
ledgers
multicurrency Accounts Payable system.
Exchange rates are always between the functional currency and the
bank or vendor currency not between the bank and the vendor
currency.
Batch listings show transactions both in the bank currency and in the
vendors currency, with summaries of grand totals by vendor
currency and functional currency.
Before you start Keep currency information up-to-date by entering new rates in the
Currency forms in Common Services.
Make sure all the payments that you are entering in the payment
batch use the same currency.
Zoom 1. In the Payment Entry form, click the Zoom button beside the
button
Batch Number field.
2. Make the changes you need using the Rate Type, Rate Date, and
Bank Rate fields in the Currency Information section of the Batch
Information form.
To edit the bank 2. To change the bank rate information, make the changes you
Adjustments
Payments &
rate
need in the Rate Type and Exchange Rate fields for the Bank
Rate.
To edit a vendors 3. To change the vendors rate information, make the changes you
currency rate
need in the Rate Type field or in the Exchange Rate field for the
Vendor Rate.
4. When you complete the entry, click the Add or the Save button
(depending on whether you are adding a new payment or
editing an existing one).
You can also use Control Payments to change the status or to clear
any invoice payment limits of groups of transactions for a vendor or
for a range of vendors.
Forced status Forced status has no effect on payments you enter with the Payment
affects only system-
Entry form. Changing the Forced status has an effect only when
generated checks
generating batches with the Create Payment Batch form.
Forced documents Invoices and debit notes that are assigned a Forced status are paid
when you next generate a payment batch, unless:
The invoice or debit note does not meet the selection criteria you
specified.
Documents that Documents that are not forced are also not paid for these reasons. In
are not forced
addition, they are not paid if the vendor is on hold.
Due date and Changes to the due date, discount date, discount percent, and
discount
discount amount are permanent changes you would make to the
information
document after renegotiating terms or if the original document was
incorrect.
Before you start Post all invoice, payment, and adjustment batches so your
vendor records are up to date.
Adjustments
Payments &
Print and review the Vendor Transactions report to see which
payments you want to control. (See Chapter 7, Reports, for
instructions on printing the report.)
Single Document click this tab to change the status, due date,
discount date, discount percent, or discount amount for a single
document. In addition:
The Control
Payment form,
showing the data
you can change
on the Single
Document tab
The Range Of
Documents tab
Vendor Number.
Invoice fields Payment Limit. (This is the maximum you can pay for
the document using the Create Payment Batch form.)
Due Date.
Discount Date.
Discount Percent.
Discount Amount.
Adjustments
Payments &
Document Status (Normal, Forced, or On Hold).
Prepayment field Activation Date (the date after which the prepayment is
considered when calculating the amount due for
payment).
Changing a range If you selected the Range Of Documents tab, fill in the following
of documents
ranges:
Vendor Group.
Vendor Number.
3. Click the Process button when you have selected the document
or range of documents and specified the change.
After using 4. Choose Create Payment Batch, set your payment criteria, and
print a Pre-Check Register to review payments.
Create Payment Batch produces checks only for vendors that use a
check-type payment code. If a vendor record does not include a
default payment code, Accounts Payable uses the payment code
specified for your system on the A/P Options form.
Pre-Check Register The Create Payment Batch form also provides a Pre-Check Register
to let you preview the payment transactions that will be created by
the current payment criteria when you generate a payment batch.
You open the Create Payment Batch form by choosing the Create
Payment Batch icon from the A/P Transactions folder.
To print checks for all the payments in a batch, click the Print/Post
button on the Payment Batch List form.
To print a single check before processing all other checks, use the
Payment Entry form.
Multicurrency All payment entries in a batch are in the same currency and are
ledgers
drawn from the same bank.
All vendors being paid must have the same source currency;
however, payments do not have to match the vendors currency. For
example, you can create a batch of checks in US dollars to pay
vendors whose source currency is the yen.
Adjustments
Payments &
Discounts If you take discounts, you must specify a range of discount dates on
the Criteria tab of the Create Payment Batch form. Accounts Payable
reviews all documents with a discount date within the range you
specify (that meet other criteria), and takes discounts if they are
available as of the check date you specify on the Select tab of the form.
Payment limits If an invoice has a payment limit, only a portion (perhaps none) of its
balance may be paid. If only a portion of the outstanding balance is
paid, none of the discount is applied. The discount remains until you
clear the payment limit and pay the full balance of the document,
when you can take the discount available at that time.
Optional fields If you use optional fields, ensure that you have set up any optional
fields that you plan to assign to payment entries. Any payment
optional fields that you set up for automatic insertion are assigned to
the generated entries.
Credit Notes and Create Payment Batch automatically applies credit notes and
Prepayments
prepayments to invoices, debit notes and interest invoices in a batch.
Any unallocated credit note or prepayment amounts remain in your
system for application in subsequent payment batches.
Remit-To Locations If you have not selected the option Generate Separate Payments For
Each Invoice in the Vendors form, Create Payment Batch generates a
single payment for documents that share the same remit-to location.
Define bank codes Define the bank codes you want to use in payment batches using
and payment
the Bank Services forms.
selection codes
Define a payment selection code to set criteria for batch creation.
Post all batches Post all invoice, payment, and adjustment batches so your
vendor records are up to date.
A message appears at
the bottom of the tab if
you have not posted
all payment batches.
Edit all the fields in the Create Payment Batch form to select
the records you want.
Adjustments
Payments &
Use the Clear button to erase all criteria, then enter the code
you want, and modify the payment criteria as necessary.
(When you use the Clear button, the Selection Code field
becomes available again.)
Batch Date.
Pay From Bank (the bank from which the checks are drawn).
Include Bypassed Include Bypassed Payables On Register (so you can see
Payables On
which due payments are not being paid because of payment
Register
limits, pending transactions, or a hold on the vendor when
you print the Pre-Check Register).
Transactions must meet all selection criteria on this tab and the
Select tab to be considered for payment.
Adjustments
Payments &
You can type the vendor numbers or select them from the Finder.
Note that you enter the rates for converting the bank currency or
the vendor currency to your functional currency. If either of
these currencies matches the functional currency, the rate for
that currency is 1.0000000.
9. If you use payment optional fields, click the Optional Fields tab.
10. Check all your criteria to make sure these are the vendors for
which you want to generate payments.
11. Make sure your printer is turned on and ready, then click the
Register button to print the Pre-Check Register.
12. Review the register and make whatever changes are necessary
for this check run.
Note that you can leave the Create Payment Batch form at any
time, and the program retains all the criteria you have specified.
13. When you are ready to create the payment batch, click the
Generate button.
After using Print the payment batch listing for the system-generated batch.
Correct entries using the Payment Entry form, if necessary, and
then reprint the listing.
Adjustments
Payments &
Create Payment Batch.
You must print batch listings before posting if you select the
Force Listing Of Batches option on the Processing tab of the
Options form. Once batches are correct, file the reports.
Select the Ready To Post option for each batch from the Payment
Batch List form.
You use the Payment Batch List icon to print checks and post
payment batches. To print a single check from Accounts Payable
(without posting the batch), see the earlier section, Printing Single
Checks from Payment Entry.
When you highlight a payment batch in the Payment Batch List form
and click the Print/Post button:
If the batch does not contain checks that need to be printed (or if
all the checks have already been printed), Accounts Payable
immediately proceeds to post the payment entries in the batch to
vendor accounts.
Before you start Adapt the layout of the check forms shipped with Accounts
Payable to match your check stock.
Select the check form and enter the next check number for the
payment bank in Bank Services. See the Tax and Bank Services
User Guide.
Add the checks you want to print using the Create Payment
Batch form, or enter them manually using the Payment Entry
form.
Print the Payment Batch Listing. If you selected the Force Listing
Of Batches option on the Options form, you must Print the batch
listing before you can print and post the payment batch.
Set the batch Ready To Post. (When you click the Print/Post
button on the Payment Batch List form, a message appears
asking if you want to set the batch Ready To Post, or reminding
you to Print the batch listing first.)
2. Select the batch you want to print checks for and post, then click
the Print/Post button.
Adjustments
Payments &
If the batch does not contain unprinted checks and it is set
Ready To Post, the batch is immediately posted. If it is not
set Ready To Post, this message appears:
Note that the status of each check is Not Printed. When a check
(or advice, if printed separately) is printed successfully, the
status changes to Printed. If the check is printed, but you have
not yet printed the advice, the status is Advice Not Printed.
4. Click the Print button to print the checks listed for the batch.
Reprinting a check If you need to reprint one or more checks and are ready to
print now, click No, then reset the status of the checks to Not
Printed. You can change the status in one of two ways:
Adjustments
Payments &
statuses by double-clicking.)
Or
Click Print again After resetting the status to Not Printed, click the Print button
again. (The button name changes to Reprint, unless you are
printing advices.)
Print advices 5. If you are printing payment advices after printing checks (the
choice of Checks Then Advices), the following message appears
if you said Yes when asked whether checks were successfully
printed:
As with checks, the program lets you confirm that you inserted
the payment advice forms in the printer.
Once the advices have been printed, you confirm that they were
printed successfully as you did with the checks.
Or
If you cannot 6. If checks were not printed correctly, but you cannot reprint them
reprint now
at this time:
d. Click Yes to cancel the print run and void the current check
numbers, or click No to void only the numbers of the checks
that you reprint later (the numbers are assigned a Void
status as you reprint the checks).
Check Creation In If you do not cancel the check run, Accounts Payable sets the
Progress batch
batch status to Check Creation In Progress and creates a restart
status
record for the batch. The next time you print any checks,
Adjustments
Payments &
Accounts Payable processes this print job first.
Note also that you cannot edit the batch unless you reset the status.
See Reprinting Checks in Chapter 2 for more information.
After using Print the posting journal, and print the Check Register.
The Vendor Activity form lets you view the payments made to a
single vendor.
The Payment Inquiry form lets you view payments for a range of
vendors using various criteria, such as the bank code, vendor
number, check status, check date, year and period, and check
number.
This section describes how to use the Vendor Activity form and the
Payment Inquiry form to display payment information.
Bank code.
You can open any listed payment to view the original entry in the
Payment Entry form (using the Document button), or you can
display the payment in the Payment Information form where you
can see summary details, such as:
Applied date.
Before you start Print and post any outstanding checks and payment batches.
To display payments:
Adjustments
Payments &
4. Select the status and the starting check number of the checks you
want to view.
You are not limited to viewing the payments for one vendor at a
time, as when using the Vendor Activity form.
Drill down to view You can also drill down from any line on the list to view the original
the original
payment in the Payment Entry form.
payment
To use the Payment Inquiry form to look up payments:
Adjustments
Payments &
A range of years and periods (to include only payments that
were posted within the specified year and period range).
Go button 3. Click the Go button to list the payments that meet the selected
criteria.
You can also adjust documents you are paying in the Payment Entry
form, if you chose the Allow Adjustments In Payment Batches
option on the Options form.
Adjustments that you enter in the Payment Entry form are listed
with the payment batch, not in an adjustment batch.
Adjusting If you use retainage accounting, note that you can adjust retainage
retainage
only in the Adjustment Entry form. See Adjusting Retainage for
Original Documents in Chapter 2 of this guide for important
information on adjusting invoices, debit notes, and credit notes to
which retainage applies.
Press F1 for Press F1 to display Help when you need information about
Help
fields or tasks. To find out how to use Help, click Using Help on
the Help menu.
You can also use the Adjustment Batch List form to open a batch or
create a new batch.
New batch 1. To create a batch, click the New button beside the Batch Number
field. Accounts Payable assigns a new batch number.
2. Type over the batch date or select a date from the calendar if you
want to change the batch date. (Accounts Payable automatically
displays the session date for new batches.)
Adjustments
Payments &
1. Click the batch number field, then do one of the following:
Find a batch Click the Finder or press F5 to list existing batches, and then
choose the batch you want.
Batch Information The Batch Information form displays additional information about
form
the batch that is not included on the Adjustment Entry form, such as
the batch status, whether the batch listing has been printed, and the
number of entries in the batch and their total amount.
Zoom button Click the Zoom button beside the Batch Number field.
The Adjustment
Entry form
Find an entry To select an existing entry for editing, click the Finder or
press the F5 key, then choose the document from the Finder,
or type the document number, then press Enter.
Enter the adjustment date (optionally used for aging and for
choosing the exchange rate in multicurrency ledgers).
Enter the fiscal year and period (to which the transaction is
posted).
Add new details To add a new detail for the posted document:
Adjustments
Payments &
i. Click the detail-entry grid, then press the Insert key on
your keyboard to create an adjustment detail line.
Or
Debiting and A debit adjustment credits the vendor account (increases the
crediting the
payables balance) and debits the general ledger account you
vendor account
specify when you enter the adjustment.
You can add a detail that did not exist on the original
invoice, debit note, or credit note by specifying a particular
contract, project, category, and (for a standard contract)
resource.
Discounts on If you are adding a new detail, note that the retainage
new details
document detail will inherit the Discountable status from
the distribution code used in the detail. If you do not use a
distribution code in the adjustment detail, the retainage
detail will be discountable by default.
7. If you are adjusting retainage, click the Retainage tab, then enter
the retainage terms, and (if you use multicurrency) the retainage
exchange rate.
Multicurrency 8. If you use multicurrency accounting and you need to edit the
exchange rate information for a transaction you are adjusting,
click the Rates tab.
Adjustments
Payments &
9. Make the changes you need in the Rate Type and Exchange Rate
fields.
Exchange Use the same exchange rate as the original document if you do
gain/loss
not want to register a gain or loss on exchange with this
adjustment.
10. Click Add to add the adjustment to the batch, or click Save to
save your changes.
After using Print the batch listing. Make corrections, if needed, then reprint
the listing for each corrected batch.
You must print batch listings before posting if you select the
Force Listing Of Batches option on the Processing tab of the
Options form. When the batches are correct, file the reports.
If you do not list batches before posting them, use the posting
journals as your audit listings for transaction entry.
To list batches:
2. Use the following fields to specify the batches for which to print
listings:
If you are printing from a Batch List form, the type of batch you
are working with is already selected.
Show Job Details. This option appears only if you use Sage
Accpac Project and Job Costing. Select this option to print the
contract, project, category, resource, applied amount, and
Adjustments
Payments &
discount taken for each job-related detail. The report will also
include a summary by contract.
Show Tax Details. This option appears when you are printing
payment batch listings. Select it if you want to include tax details
for miscellaneous payments.
Show Optional Fields. This option appears only if you use Sage
Accpac Transaction Analysis and Optional Field Creator. Select
the option if you want to include optional field information
posted with transactions.
Batch Date From / To. Enter the beginning and ending batch-
creation dates for the range of batches you want to list.
Status. Specify the batch types to print. You must select at least
one type and you may select them both.
Posted batches you have posted. Note that you can print
posted batches only if you keep history.
After using Verify the information, then file the report. If you find errors,
correct them in the Payment Entry form or the Adjustment Entry
form, then print a new listing for the corrected batch.
Select the Ready To Post option for batches you want to post.
Before you start Print batch listings if you selected the Force Listing Of Batches
option on the Options form.
Select the Ready To Post option for the batches you want to post
in the Adjustment Batch List form.
Adjustments
Payments &
If you click the Post button in the Adjustment Batch List form
before setting a batch Ready To Post, Accounts Payable asks
whether you want to post the batch.
1. Choose the Post Batches icon from the A/P Transactions folder.
2. Select All Batches to post all open adjustment batches for which
you have selected the Ready To Post option.
If the list is long and the batch you need does not appear in the
form, enter the desired batch number in the Batch Number field.
To restrict the display to batches that are open or ready to post,
clear the option to show posted and deleted batches.
2. Select the batch you want to post, then double-click in the Ready
To Post column to change the status to Ready To Post.
If the batch is not set Ready To Post before you click Post, you
see the following message:
4. Click Yes.
If you have not printed a batch listing and are required to list
batches before posting, you see the following message:
5. Click Close, then click Print to Print the batch listing before
posting the batch.
6. When posting is complete click Close, then close the Post Batches
form.
Posting sequence Accounts Payable assigns a unique posting sequence number to each
number
posting run. The number is printed on the posting journal and
appears with the batch on the Batch List form, allowing you to track
data and to specify which posting journals to print.
After using Choose the Posting Journals icon from the A/P Transaction
Reports folder to print s report of posted transactions for your
audit trail.
Adjustments
Payments &
If an error batch is created, correct and post the batch.
Batch errors If the batch you post contains entries that cannot be posted due
to errors, Accounts Payable places the entries it cannot post into
an error batch and posts the error-free entries.
You can print journals at any time after posting the batches, but you
must print them before you can perform year-end processing. You
select the printing destination from the Print Destination form (click
File, then Print Destination on the company desktop).
Before you start Select printing options in the Print Destination form.
6. Click Print.
After using If you want to clear the posting journals you printed, use the Clear
History form.
Adjustments
Payments &
Checking Batch Status
You can check the status of payment and adjustment batches by
looking them up in their respective Batch List forms, or by printing
the Batch Status report.
You can print the Batch Status report by clicking File, Print Batch
Status Report in the Payment or Adjustment Batch List form, or by
choosing the Batch Status icon from the Transaction Reports folder.
1. Choose the Payment or Adjustment Batch List icon from the A/P
Transactions folder.
2. To view an earlier batch listing (if the list is long), enter the
desired batch number and press the Enter key.
3. Click File, Print Batch Status Report to open the Batch Status
form. (You can view the same form when you choose the Batch
Status icon from the Transaction Reports folder.)
Open not printed (or not relisted after editing) and not set to
Ready To Post.
Ready To Post this status is selected for the batch. If you edit
the batch, its status reverts to Open.
Post In Progress posting has started for this batch. You cannot
edit or print the batch.
Adjustments
Payments &
Importing and Exporting Payment and Adjustment
Batches
Use the Import and Export commands on the File menu in the
Payment Entry or Adjustment Entry form to import and export the
respective type of batches.
Importing Batches
Use the Import command on the File menu in the Payment Entry or
Adjustment Entry form to transfer batches of transactions created in
non-Sage Accpac applications (or at a remote Accounts Payable site)
to Accounts Payable.
You must import into a batch that already exists. If you import into a
batch that already contains transactions, the imported transactions
are appended (added) to the batch of existing transactions.
You can import the same batch any number of times. The original
import batch file is retained until you delete it outside Sage Accpac.
Before you start Create the batch with the non-Sage Accpac application or export an
open Accounts Payable batch.
Also, make sure imported transactions use rate types and rate
dates that are entered on the Currency forms in Common
Services.
Adjustments
Payments &
Note that the file you specify for importing must exist and be
located on the drive and in the directory that you select. If you
are on a network, you must have access rights to the import file
and the directory.
If you do not use the option, you must delete the batch, correct
the errors in the external file, then reimport the batch.
Unless you need to use it again, delete the file from which you
imported the batch.
Exporting Batches
Use the Export command on the File menu of either the Payment
Entry or Adjustment Entry form to export batches of transactions.
You can export open batches at any time.
If you are on a network, you must have access rights to the export
file and the directory.
After using Make any changes you need in an exported batch you want to
reimport. For example, you may need to change document numbers,
dates, fiscal years, and fiscal periods.
Chapter 6
Periodic Processing
Icons Used in Periodic Processing ............................................... 61
Performing Periodic Processing ............................................. 62
Printing Periodic Reports ................................................... 63
Creating a Recurring Payable Batch.............................................. 64
Clearing History and Statistics .................................................. 66
Creating General Ledger Batches ............................................... 613
Creating Retainage Batches .................................................... 615
Processing Outstanding Retainage Manually ................................ 618
Filing 1099 Forms Electronically ................................................ 619
Deleting Inactive Records...................................................... 624
Revaluing Vendor Transactions ................................................ 626
Year-End Processing .......................................................... 630
Processing
Periodic
User Guide 6i
Chapter 6
Periodic Processing
This chapter contains instructions for using Accounts Payable icons
to perform the tasks that are part of your regular period-end and
year-end procedures.
Year-end processing.
Press F1 for For specific information about a field in a form, press the F1 key,
Help
then click the Field List button on the Help form that appears.
For instructions on how to use Help, click Using Help on the Help
menu.
Processing
Periodic
User Guide 61
The Periodic
Processing folder
contains the icons
you use to perform
periodic tasks
Create G/L Batch Use this form to produce batches of general ledger transactions (used
if you do not select the Create G/L Transactions During Posting
option on the Integration tab of the G/L Integration form).
Revaluation Use this form to revalue documents at new exchange rates, creating
entries for the unrealized exchange gain and loss accounts in your
general ledger (multicurrency ledgers).
Clear History Use this form to remove fully paid documents, 1099/CPRS summary
information, vendor comments, data for selected posting journals,
and posted batches.
Clear Statistics Use this form to remove obsolete vendor and vendor group
statistics.
Year End Run Year End to prepare Accounts Payable for processing in a new
fiscal year, reset batch numbers, clear amounts invoiced to date from
recurring payable records, and clear activity statistics.
Delete Inactive This form lets you remove selected inactive records for vendors,
Records
vendor groups, and remit-to locations.
Create Recurring Use this form to create batches of recurring-payable invoices for the
Payable Batch
vendors and payables you select.
Create Retainage This form lets you create retainage invoices, debit notes, and credit
Batch
notes to remove outstanding amounts from the Accounts Payable
retainage account.
Importing and
Exporting
1099 Electronic This form lets you create an electronic file to submit 1099 forms
Filing
electronically to the IRS.
Vendor reports
folder
Transaction reports
folder
Vendor Use the Vendor Transactions form to print audit trail reports of
Transactions
vendor transactions for any dates, document numbers, or fiscal years
and periods in your data.
Aged Payables The Aged Payables report shows the overdue portion of your
payables aged by due date or by document date.
User Guide 63
Aged Cash The Aged Cash Requirements report shows transactions that are
Requirements
coming due to highlight the amount of cash required to meet all
obligations. You can age transactions by due date or by document
date.
Aged Retainage The Aged Retainage report shows outstanding retainage aged by
due date. You also use the Aged Retainage form to print Overdue
Retainage and Future Retainage reports.
G/L Transactions The G/L Transactions report lists general ledger transactions that
were created from posted invoice, payment, adjustment, and
revaluation batches.
If you use optional fields, recurring payable batches use the optional
field entries specified in the recurring payable records. You can use
the Invoice Entry form to edit the optional fields on the generated
documents, if necessary.
To find out how to process batches from the Reminder List, refer to
the System Manager User Guide.
Importing and
Exporting
Run Date 2. Enter or accept the Run Date. Accounts Payable uses the session
date as the default.
The program processes all the recurring payables that are due
up to and including the specified run date.
Vendor Number
Vendor Group
From / To 4. In the From and To fields, enter the range of records for the
method you chose in the Select By field.
5. Click Process.
User Guide 65
Vendor comments.
Importing and
Exporting
Posting errors.
Clear Statistics Use the Clear Statistics form to remove obsolete vendor information:
Note that the Clear Statistics form clears period statistics, not activity
statistics. Activity statistics are kept only for the current year to date
and the previous year, and are cleared by the Year End form (with
the current-year statistics becoming the previous-year statistics).
Before you start Post all outstanding batches that could affect records you want
to clear.
Decide how long you want to keep posted batches. Once you
delete batches, you can no longer drill down from the General
Ledger.
User Guide 67
Use the From and To fields for the Year/Period option to specify
the year and period range you plan to clear.
Check the reports to be sure you are clearing the statistics you
intended to clear, and then file them as permanent records of the
information.
For information about vendor comments and the statistics you can
keep in Accounts Payable, see Accumulating Vendor and Group
Statistics and Processing Vendor Comments in Chapter 2 in the
Getting Started guide.
To clear history:
When you select all the options in the Clear History form, it
looks like the following:
Importing and
Exporting
2. To clear fully paid documents, select the Fully Paid Documents
option, then specify the range of documents to be cleared:
User Guide 69
Importing and
general ledger transaction batches. After clearing the journals,
Exporting
you can no longer print them, but the information in them is
retained in the vendor accounts.
Once you clear posted batches, you can no longer drill down
to the transaction from General Ledger.
9. Repeat the above steps for other ranges of records from which
you wish to clear history.
To clear statistics:
When you select all the options in the Clear Statistics form, it
looks like the following:
Tip Statistics are cleared not only for the period you specify, but also
for the previous periods in the specified year, and for all periods
in previous years.
After using Check that data was cleared properly. For example:
Importing and
Exporting
If you cleared 1099/CPRS information, print 1099 and CPRS
reports for several vendors to the screen to be sure you cleared
the information for the range of vendor numbers you wanted.
You use this form to create general ledger batches only if you did not
select the Create G/L Transactions During Posting option on the
Integration tab of the G/L Integration form.
You must create all outstanding general ledger batches before you
can use the Year End form.
Multicurrency If you use multicurrency accounting, you also use this form to
ledgers
produce general ledger batches containing revaluation transactions
that you created with the Revaluation form.
Note that all general ledger transactions are placed in the same
CSV file. Each time Accounts Payable creates transactions, it
appends them to the existing transaction file.
Before you start Select options on the Integration tab of the G/L Integration form.
1. Choose the Create G/L Batch icon from the Periodic Processing
folder.
The Revaluation
option appears only in
multicurrency ledgers.
2. Select the types of posted batches for which you want to create
general ledger batches.
3. For each type you select, type the posting sequence number
assigned to the latest posting run for which you want to create
general ledger batches, or accept the displayed numbers.
When you create the general ledger batches, the last posting
sequence number processed for each batch type is entered in the
G/L Transactions Generated Through box on the Integration tab
Importing and
of the G/L Integration form.
Exporting
4. Click Process to create the batches.
After using Print the G/L Transactions report, and then file it with your
Audit trail reports.
Post the batches in Sage Accpac General Ledger, if you use it.
Import the CSV batch file into your general ledger, then
delete the file.
Or
Invoicing If you assigned a schedule that uses a reminder on the Retainage tab
retainage from the
of the A/P Options form, Accounts Payable can remind you and
Reminder List
other users to process retainage transactions when they are
due. You can then process the retainage transactions directly from
the Reminder List in Common Services, rather than from the Create
Retainage Batch form.
For more information about using schedules and reminders, see the
System Manager User Guide.
Optional fields If you use optional fields, the program inserts the optional field
entries assigned to original documents when you create a retainage
batch.
Run Date 2. Specify the Run Date for this retainage batch. Accounts Payable
uses the session date as the default, but you can enter a different
date if you wish.
Specify the types of original documents for which you are now
processing outstanding retainage amounts. You can select
Invoice, Debit Note, and Credit Note.
Importing and
Vendor Number. Process outstanding retainage for all the
Exporting
vendors in the range of vendor numbers you specify.
4. Use the From and To fields to enter the range of records from
which to select, or select the records using the Finder. To specify
a single record, enter its number or code in both fields. To select
all records, leave the To field blank and the From field showing
Zs.
Number Of Days 5. In the Number Of Days In Advance field, specify the number of
In Advance
days in advance of the retainage due date that retainage
documents can be created. For example, if you specify 7 as the
number of days in advance, Accounts Payable processes
outstanding retainage that is due within seven days after the run
date.
After using Use the Invoice Entry form to make any changes to the retainage
invoices, debit notes, and credit notes.
Verify the information, then file the listing. If you need to make
corrections, reprint the listing after editing the batch.
Select the Ready To Post option for the batch on the Invoice
Batch List form.
Select Retainage
Invoice, Retainage
Debit Note, or
Retainage Credit Note
to clear retainage for a
corresponding original
invoice, debit note, or
credit note.
Importing and
Exporting
An invoice, you use a retainage invoice.
Identify the original Use the Original Document field to identify the original
document
document for which you are processing the outstanding
retainage amount.
Optional Fields If you use optional fields, any optional fields assigned to the original
document are assigned to the retainage document, also. You cannot
change the optional field entries for a retainage document.
You use the 1099 Electronic Filing form, available in the Periodic
Processing folder, to generate an electronic file that you can submit
to the IRS.
meet IRS standards, although Sage Accpac does not supply such
software.)
Payment Year. You can enter the current year or a prior year.
From / To Vendor No. Enter the range of vendors for which you
want to produce 1099 data for submission.
Original if this is the first time you have filed 1099s for the
specified year.
Importing and
When you select Replacement, the program displays the
Exporting
Previous Filing Method field. You can choose Electronic,
Diskette, and Cartridge. You do not have to select the same
method you used for the original submission.
Current Filing Method. You can select Electronic (to file using
your modem), Diskette, or Cartridge, depending on how you
plan to send this file.
Test File. If you are applying for electronic filing, or you are
filing electronically for the first time, or you are participating in
the Combined Federal/State Filing Program, select this option.
Name Line 1 and Line 2. Enter the normal business name of the
company that is transmitting this information on Line 1. Use
Line 2 to continue entering the business name, if you need more
room.
Note that if you select this option, you must enter the name of
the transfer agent in the (Name) Line 2.
Final Filing. Select this option only if you are not going to file
1099 forms under this name and tax number again.
Line 2. If you selected the Transfer Agent option, you must enter
the name of the transfer agent in this field. Otherwise, you may
continue your company name on this line, if you need more
room.
Importing and
agent) is a foreign entity.
Exporting
Phone. Enter a phone number for your company or for the
transfer agent, if you used one.
Enter the number that identifies to the IRS the media you are
using to file the 1099 form.
After using Be sure to record for future reference the name that the IRS
assigns to your file. You will need the name if you are required
to submit a replacement file.
Update records.
Clear all the vendors fully paid documents using the Clear
History form.
You can also use Clear History to clear vendor comments, and
Clear Statistics to clear vendor statistics, if you wish. However,
the Delete Inactive Records form automatically deletes the
comments and statistics in the vendor records it deletes.
The report shows which vendor records are inactive (on the first line
for each vendor) and when their status changed.
Deleting vendor To delete a vendor group, first assign its vendors to another group
groups
or delete them.
Note that when you delete a vendor group, you also delete the
vendor group statistics.
Importing and
Deleting remit-to Before you delete inactive remit-to locations, make sure there are no
Exporting
locations
unposted transactions that use them. (You cannot edit and save a
transaction with an inactive or deleted remit-to location; however,
you can post it without errors.)
From and To. Enter the range of codes or numbers to delete for
each record type you selected, or use the Finder.
If you do not want to delete all the records for the same range of
inactive dates, process each set of records separately.
After using Print new copies of the lists for the types of records you deleted, to
update your files with current information. Choose the Remit-To
Locations report, the Recurring Payables report, the Vendor Groups
report, and the Vendors report from the Vendor Reports folder.
Reversing entries The revaluation transactions that Accounts Payable creates for the
general ledger are reversing entries. This means that Sage Accpac
General Ledger automatically posts the reversing entries to the first
day of the fiscal period that follows the period in which the
revaluation transaction was created. In this way, revaluation has no
permanent effect on the general ledger.
Before you start Post all outstanding multicurrency transactions and update
currency information in Common Services.
Importing and
Choose Posting Journals from the Processing Reports folder, and
Exporting
print the Provisional Revaluation Listing to list the transactions that
would be created for the unrealized gain and loss general ledger
accounts. You can then make any necessary changes to your
selections and to currency rates before you create the general ledger
transactions.
Note that you cannot specify the same currency code more than
once for a single revaluation. If you want to revalue different
ranges of records for the same currency code, you must revalue
each range separately.
Rate Type. Type the rate type for selecting the currency table, or
select a rate type from the Finder.
From and To Account Set. Type the range of account set codes
to process, or select the codes from the Finder.
Through Date. Type the date of the most recent transactions you
want to revalue.
Rate Date. Type the date to use to select the exchange rate at
which to revalue transactions for the specified currency code.
Importing and
when you create the revaluation batch.
Exporting
For more information on revaluation optional fields and the
default entries used, see Chapter 2.
Create the general ledger batch for the revaluation, if you did
not select the Create G/L Transactions During Posting option on
the Integration tab of the G/L Integration form.
Year-End Processing
Year-End Processing
Use the Year End form to do the following tasks:
Reset batch numbers so that the next batches you create (of any
type) will use number 1.
Note that you do not need to reset batch numbers. If you do, you
will lose transaction history and you will not be able to drill
down to posted transactions from General Ledger.
Move vendor activity statistics for the current year into the
previous year, and zero the totals for the new year.
Year-End Processing
Importing and
Create all outstanding general ledger batches (if you do not use
Exporting
the option to create the batches during posting), then print the
G/L Transactions report.
Close all other Sage Accpac Accounts Payable forms, and ask
other users to leave Accounts Payable.
Tips You can use the Year End form at any time of year if you need to
reset batch numbers. However, you must first complete all the steps
listed in the preceding section, Before You Start.
To do year-end processing:
1. From the A/P Periodic Processing folder, choose the Year End
icon.
2. Select options:
Reset All Batch Numbers. Select this option when you want to
start batch numbers at 1 again.
The option resets the batch numbers for all types of batches.
Year-End Processing
When you select this option, the Clear Invoices Paid And Days
To Pay Counter option appears.
Clear Invoices Paid And Days To Pay Counter. Use this option
if you want to enter 0 (zero) in the Total Invoices Paid field and
in the Number Of Checks field in the Vendors form and in the
Total Days To Pay fields in the Vendors and Vendor Groups
forms. Do not use the option if you wish to include
previous-year documents in the calculation for the Average
Days To Pay field for vendor accounts.
You see this option only if you select the Clear Activity Statistics
option first. You cannot clear these figures if you do not also
clear the other activity statistics.
3. Click Process.
Chapter 7
Reports
Using Personal Report Settings .................................................. 72
Account Sets .................................................................. 73
Aged Cash Requirements ....................................................... 74
Aged Payables................................................................. 78
Aged Retainage............................................................... 713
Batch Listing ................................................................. 716
Batch Status .................................................................. 721
Check Register ............................................................... 722
Checks ....................................................................... 723
Distribution Codes ............................................................ 725
Distribution Sets .............................................................. 725
E-Mail Messages .............................................................. 726
G/L Transactions ............................................................. 726
Letters and Labels ............................................................ 728
Optional Fields ............................................................... 731
Options ...................................................................... 732
Overdue Payables ............................................................ 732
Payment Codes ............................................................... 733
Payment Selection Codes ...................................................... 733
Posting Errors ................................................................ 734
Posting Journal ............................................................... 734
Pre-Check Register ............................................................ 738
Recurring Payables ........................................................... 740
Remit-To Locations ........................................................... 740
Revaluation Posting Journal ................................................... 741
1099/CPRS Codes ............................................................. 742
1099/CPRS Amounts .......................................................... 742
Reports
User Guide 7i
Chapter 7
Reports
This chapter discusses the reports you can print from the Accounts
Payable program, listed in alphabetical order. For some reports, the
chapter provides information about selection options, features or
contents of the report, other reports you can print from the same
report window, or multicurrency information.
Report sizes and All the reports can print on an 8" by 11" or an A4-sized
printer
laser-printed page depending on the options you choose in the
requirements
System Manager. For more information about setting up printers
and selecting print options, see the chapter on printing in the System
Manager User Guide.
Print destination You can print reports to a printer or file, to your screen, or to an
e-mail message.
You specify the print destination using the File menu on the
company desktop. If your settings force you to print a report before
you can begin another action (such as a batch listing before posting),
note that the system will update the report status to printed after
printing to any print destination.
User Guide 71
To see a list of the data you can print on customized reports and
forms, see the online document Accounts Payable Customizing Forms.
(On the Windows Start menu, from the Sage Accpac program group,
click Online Documentation, Accounts Payable 5.x, Customizing
Forms, or choose the Forms.wri file from the /DOCS/AP5xa subfolder
in the folder that contains Sage Accpac (such as ACCPAC), using
Windows Explorer.)
A single set of Note that Sage Accpac requires a single set of reports for all
reports for all
supported databases and program editions. Reports written for
supported
databases Pervasive.SQL databases will also work with IBM DB2, MS SQL
Server, and Oracle.
For example, if you most often use the Aged Cash Requirements
form to print a detail report by due date, you can set as defaults the
print destination, aging periods, selection criteria, and other options
you normally use for printing this report. Because the settings are
associated with the user ID, each user can keep their own settings.
1. On the report form, choose the settings you most commonly use.
Account Sets
Next time you open the form, the saved settings will appear as
defaults.
You can clear your personal settings, and use the programs original
settings at any time.
1. On the report form, from the Settings menu, click Clear Saved
Settings.
The program settings will be used as defaults next time you open the
form.
Account Sets
The Account Sets report lists the descriptions and numbers of the
general ledger accounts used in the account sets in your Accounts
Payable system.
When to print Print the report when you add, change, or delete account sets.
How to print Choose Account Sets from the Setup Reports folder, then select a
range of account sets.
Contents For each account set, the report lists the account numbers for your
general ledger Payables Control, Purchases Discount, and
Prepayment accounts.
Multicurrency The currency code identifies the currency used by the vendors
information
assigned to this account set.
User Guide 73
You can print the report in detailed form, listing all outstanding
documents for each vendor, or summary form, printing one line for
each vendor number, including the overdue and current balances
and the balances in each aging period.
When to print Print the Aged Cash Requirements report when you need to see the
amounts owed and when they are due to help you with cash-flow
management, short-term planning, and budgeting.
How to print Choose Aged Cash Requirements from the A/P Transaction Reports
folder.
Age As Of. Specify the date on which to report the payables. The
program uses this date to assign transactions to aging periods. For
example, if you print the report aged by due date, the program
assigns each transaction to an aging period by calculating the
number of days between its due date and the Age As Of date.
Vendor Number
Vendor Group
Short Name
For the remaining three selection criteria, choose from the above,
and:
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Currency Code (multicurrency ledgers only)
Reports
User Guide 75
Start Date
Vendor optional fields, if any
If you do not specify selection criteria, the report includes all vendor
records.
Sort By. Specify up to four orders by which to sort records for the
report, choosing from:
Vendor Group
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers)
Vendor Name
Short Name
Currency Code (multicurrency ledgers only)
If you do not specify sorting criteria, the report orders the records by
vendor number.
Use Aging Periods. The aging periods entered in the Options form
appear, but you can assign different periods for individual reports, if
you wish. The aging periods are used to group transactions by the
future dates at which they will become due, rather than by the
amount of time they are overdue. All overdue amounts appear in the
Overdue column on the report.
Space For Comments. Select this option to leave blank space at the
end of each vendor record for your notes.
Take All Available Discounts. Select this option if you want the
program to calculate amounts owing by taking advantage of all
available discounts.
Paper Size. Choose whether to print the report on legal size paper or
letter/A4 size.
Multicurrency Print Amounts In. Use this option to select the currency for the
information
report. You can list transaction amounts in the vendor currency or
the functional currency.
The Current column contains documents that are not yet due.
Credit notes, debit notes, and prepayments appear in this
column if you select As Current for the Age Credit Notes And
Debit Notes and Age Prepayments options in the Options form.
User Guide 77
Aged Payables
Extra space between each vendor record if you select the Space
For Comments option.
The summary version of the report includes one line for each vendor
number, listing the overdue and current balance in the vendors
account, and the balance that will come due in each of four periods.
See Aged Payables for information about a similar summary report.
Aged Payables
The Aged Payables report groups outstanding transactions into a
current period and four aging periods by document date or due date.
Use the report to analyze your payables.
You can print the report in detailed form, listing all outstanding
documents for each vendor, or in summary form, printing one line
for each vendor number, including the current balance and the
balance in each aging period.
When to print Print the Aged Payables report when you need a listing of the status
of your payables on a given date, such as at the end of a fiscal year or
period, or when you want to identify documents or balances you
may need to write off.
How to print Choose Aged Payables from the A/P Transaction Reports folder.
Aged Payables
Age As Of. Specify the date on which to report the payables. The
program uses this date to assign transactions to aging periods. For
example, if you print the report aged by due date, the program
assigns each transaction to an aging period by calculating the
number of days between its due date and the Age As Of date.
Cutoff By. The report includes only those transactions that have a
document date that is on or before the cutoff date you specify. There
are two methods for selecting a cutoff date:
User Guide 79
Aged Payables
Vendor Number
Vendor Group
Short Name
For the remaining selection criteria, choose from the above, and:
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Currency Code (multicurrency ledgers only)
Start Date
Vendor optional fields, if any
If you do not specify selection criteria, the report includes all vendor
records that meet the other criteria you select on this form (for
example, all vendors that have transactions on or before the cutoff
date).
Sort By. Specify up to four orders by which to sort records for the
report, choosing from:
Vendor Group
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers)
Vendor Name
Short Name
Currency Code (multicurrency ledgers only)
If you select Vendor Group or Account Set as the primary sort order
the report will include subtotals (for a single currency company) or
subtotals by currency (for a multicurrency company).
If you do not specify sorting criteria, the report orders the records by
vendor number.
Aged Payables
Use Aging Periods. The aging periods entered in the Options form
appear, but you can assign different periods for individual reports, if
you wish.
Space For Comments. Select this option to leave blank space at the
end of each vendor record for your notes.
Print Vendors With A Zero Balance. Select this option if you wish to
include all active vendors on the report, including those with a zero
account balance.
Paper Size. Choose whether to print the report on legal size paper or
letter/A4 size.
Multicurrency Print Amounts In. Use this option to select the currency for the
information
report. You can list transaction amounts in the vendor currency or
the functional currency.
Reports
Aged Payables
Other reports You can also print the Overdue Payables By Due Date and the
Overdue Payables By Document Date reports from the Aged
Payables Report form. See Overdue Payables, later in this chapter,
for more information about this version of the report.
The Current column contains documents that are not yet due.
Credit notes, debit notes, and prepayments appear in this
column if you select As Current for the Age Credit Notes And
Debit Notes and Age Prepayments options in the Options form.
Applied details.
The summary version of the report includes one line for each vendor
number, listing the current balance in the vendors account and the
balance in each of four periods.
Aged Retainage
Aged Retainage
The Aged Retainage report lets you print reports of outstanding
retainage amounts. The report includes only amounts outstanding. It
does not include retainage that has been invoiced or processed as a
debit note or a credit note.
You can print the report in detailed form, listing all outstanding
documents for each vendor, or in summary form, printing one line
for each vendor number, including the current balance and the
balance in each aging period.
Aging periods The Aged Retainage By Due Date report includes six aging periods:
the five aging periods you specify for the report, including the
current period, plus a Future period.
Aging job-related For job-related documents, each detail has its own outstanding
outstanding
retainage amount and its own retainage due date. Therefore, the
retainage
retainage amount printed on the report for a job-related document
may be broken out across several aging periods, depending on the
retainage due dates of the document details.
You can print the report in your functional currency or in the vendor
currencies used in posted transactions.
Aged Retainage
Aged Retainage
For the remaining selection criteria you can choose from vendor
number, vendor group, account set, currency code, current
retainage outstanding, vendor name, and short name, as well as
vendor optional fields (if any).
Sort By. You can choose up to four orders by which to list (sort)
records for the report. You can sort by vendor group, account
set, currency code, current retainage outstanding, vendor name,
short name, and start date.
Batch Listing
Print Amounts In. Use this option to select the currency for the
report. You can list transaction amounts in the vendor currency
or the functional currency.
3. Click Print.
Batch Listing
A batch listing is the printed record of the transactions in an open
(unposted) batch.
You can print batch listings for unposted invoice, payment, and
adjustment batches that have been entered, imported, or created by
Batch Listing
This section describes the Batch Listing Report form and the choices
you make to specify the batch listings you want to print. The section
also describes the different contents of the payment batch listing and
adjustment batch listing.
When to print You should print batch listings after entering, importing, generating,
or editing batches at any time before the batches are posted
and then file them with your other audit trail records.
If you select the Force Listing Of Batches option in the Options form,
you must print all batch listings before you can post the batches.
How to print Set the print destination using the File menu on the company
desktop. Accounts Payable will set the batch status to Printed after
printing to any destination.
Choose the Batch Listing icon from the A/P Transaction Reports
folder.
Reports
Batch Listing
Batch Type. Select the type of batch listing to print: Invoice Batches,
Payment Batches, or Adjustment Batches. The invoice batch listing
includes credit note and debit note transactions, as well as interest
invoices.
Show Tax Details. Select this option to include the tax associated
with each invoice detail. If you do not select the option, Accounts
Payable prints only total tax amounts for documents. (Note that by
printing only the tax totals, you will save time and paper.)
Show Job Details. Select this option to include contract, project, and
category information used in job-related transactions on all listings.
Batch Listing
Status. Select the statuses of batches to include. The choices are Open
and Ready To Post. You must select at least one status to print the
report.
Features The following information can appear on the invoice batch listing:
The Type column lists the transaction type for the entry.
Invoice listings The invoice batch listing may contain the following transaction
types:
CR Credit Note
DB Debit Note
IN Invoice
IT Interest Charge
Reports
Batch Listing
Payment listings The payment batch listing may contain the following transaction
types:
AD Adjustment
CF Applied Credit (from)
CT Applied Credit (to)
DF Applied Debit (from)
DT Applied Debit (to)
ED Earned Discount Taken
GL Gain or Loss (multicurrency ledgers)
PI Prepayment
PY Payment
Payment terms and due date for the invoice. (Note that this
information appears only on invoice batch listings.)
The payment batch listing also lists the general ledger account
debits and credits for adjustments entered in the batch.
Batch Status
The adjustment batch listing summary page lists the total debits
and credits for the batch.
The currency, rate type, exchange rate, and rate date for the
transaction.
Note that payment batches use only one currency per batch.
Batch Status
The Batch Status report describes all unposted invoice, payment, or
adjustment batches, and posted or deleted batches for which the
information has not yet been cleared from Accounts Payable. The
report is a valuable management tool for tracking batches, particularly
when several operators are entering batches on a multi-user system.
When to print Print the report when you need batch information, and before
clearing batch status information (details of posted and deleted
batches). You can clear information about deleted and posted
batches using the Clear History form. The Year End form also clears
batch status information automatically.
How to print Choose the Batch Status icon from the A/P Transaction Reports
folder, then select:
Check Register
Contents The report includes a summary that lists the number of entries,
number of batches, and total amount for each type of batch and each
batch status.
Check Register
The Check Register report lists details of checks that are produced
and posted to vendor accounts during a check run. The Register can
also list the general ledger distributions that result. Checks that are
used for alignment or leading, as well as checks that are voided
before posting, are not included on this report because they do not
result in the creation of general ledger distributions or changes to
vendor account balances. These checks are listed on the Check Status
report in Bank Services.
When to print Print the report after posting a check run, as part of your audit trail
of payments made during the check run.
How to print Choose Check Register from the A/P Transaction Reports folder,
then select a range of posting sequences and indicate whether to
print the general ledger transactions summary.
Checks
Features The report lists the checks issued to vendors, in vendor number
order. Miscellaneous payments are listed first. The report shows the
following:
Checks
You can print checks for the payments you enter in Accounts
Payable on check forms that include an advice slip listing the details
of the payment, or you can print the checks and advices separately
on different forms, or you can print checks or advices only.
Checks
APCHK03 check-advice-advice.
You can use the sample formats or change them to suit your
company's requirements (for example, to adapt the formats if you
use separate pre-printed check and advice forms) using Crystal
Reports.
When to print Print a check when you finish entering it, or print all the checks in a
batch.
How to print To print a single check after you enter a payment in the Payment
Entry form, click the Print Check button. See Printing Single Checks
from Payment Entry, in Chapter 5, for more information.
Note that users can print checks simultaneously, if they are printing
from different batches.
To print a test copy of the check to verify that your check forms are
aligned correctly in your printer, click the Align button. You can
repeat this step as often as you need to when the printing
destination is Printer.
Features The sample combined check and advice slip contains the following:
Distribution Codes
The check number on the preprinted form. You specify the first
check number to use when you print the check, so that Accounts
Payable assigns check numbers to the payments that match the
check numbers on your forms.
The name of the payee. On the sample check, the name is placed
to be visible in form envelopes. You can change the position of
this and any other information printed on the check forms using
Crystal Reports.
Distribution Codes
The Distribution Codes report lists the descriptions and numbers of
the general ledger accounts used in the distribution codes in your
Accounts Payable system.
When to print Print the report when you add, change, or delete distribution codes.
How to print Choose the Distribution Codes icon from the Setup Reports folder,
and then select a range of distribution codes.
Distribution Sets
The Distribution Sets report lists the distribution methods and
distribution codes specified for the distribution sets you use to
allocate purchase amounts in your Accounts Payable system.
When to print Print the report when you add, change, or delete distribution sets.
How to print Choose Distribution Sets from the Setup Reports folder, then select a
range of distribution sets.
Reports
E-Mail Messages
E-Mail Messages
The E-mail Messages report lists the sets of messages you set up to
send with letters that you e-mail to your customers.
When to print Print the report when you add, change, or delete e-mail messages.
How to print Choose the E-Mail Messages icon from the Setup Reports folder,
then click Print.
G/L Transactions
The G/L Transactions report is a list of the general ledger
transactions created from all posted Accounts Payable batches, and
from posted revaluations (in multicurrency ledgers). You can print
detailed or summary versions of the report.
The summary report lists one total for each account number.
When to print If you use the option Create G/L Transactions On Request Using
Create G/L Batch Icon, print the report before you create the general
ledger batches and after posting Accounts Payable batches. If you
use the option Create G/L Transactions During Posting, print the
report before clearing posting journals. If you do not use Sage
G/L Transactions
Accpac General Ledger, print the report before transferring the batch
information to another general ledger system.
Also, before using the Year End form, you must create any
outstanding general ledger batches (if you use the option to create
the batches on request), and you should print the G/L Transactions
report.
How to print Choose G/L Transactions from the Transaction Reports folder.
Select Batch Type. Specify the batch types to include. You can select
any or all of the Invoice, Payment, and Adjustment batch types. If
you use multicurrency accounting, you can also choose Revaluation.
For each type you select, enter a range of posting sequence numbers.
The latest posting sequence numbers are displayed in the To box.
You can choose them or enter earlier numbers.
Sort By. If you select the detailed report format, specify the order in
which to list the transactions on the report. The choices are by
general ledger Account Number, by Year/Period, and by Batch/Entry
Number. The summary report is sorted by general ledger account
number.
APAD Adjustment
APCR Credit Note
APDB Debit Note
APED Earned Discount Taken
APGL Gain or Loss (multicurrency ledgers)
APIN Invoice
APIT Interest Charge
APPI Prepayment
APPY Payment
APRD Rounding
How to print Choose Letters/Labels from the Vendor Reports folder, and then
select Letter or Label.
Click Print to print the letters or labels, after you make your
selections in the following fields.
Use Letter / Label. Select the name of the letter or label form to use.
Click the Browse button (or press Alt + B) if you are not sure of the
name of the form, and then select the form from the list that appears.
(APLETT01 and APLBL01 are the default forms.)
vendors for whom you have chosen E-mail, Fax, Contacts Fax,
or Contacts E-mail as the delivery method.
Add messages to If you select Vendor, use the E-Mail Message field to select the
e-mailed letters
message to send with the e-mailed letters.
Vendor Number
Vendor Group
Short Name
For the remaining three selection criteria choose from the above, and:
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (in multicurrency ledgers)
Vendor Name
Currency Code (multicurrency ledgers only)
Start Date
Vendor optional fields, if any
If you do not specify selection criteria, the report includes all vendor
records that meet the other criteria you select in this form (for
example, the program does not print letters or labels for vendors
with a zero balance unless you select the Include Vendors With A
Zero Balance option).
Sort By. Specify up to four orders by which to sort records for the
letters or labels, choosing from:
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Currency Code (multicurrency ledgers only)
Start Date
Optional Fields
If you do not specify sorting criteria, the program orders the letters
or labels by vendor number.
Include Vendors With A Zero Balance. Select this option if you want
to print letters or labels for vendors with a zero balance.
Sending letters with Tip: If you are sending letters to accompany payment checks, you
your payments
may find it simpler to print checks, then advices, specifying the letter
you are sending with the checks as the advice form. This method
ensures that you print a letter for each payment.
Optional Fields
The Optional Fields report lists the optional fields defined for your
Accounts Payable system.
When to print Print the report when you add, delete, or modify optional field setup
records.
How to print Choose the Optional Fields icon from the Setup Reports folder. If
you wish to include optional field settings saved with each record,
select the Show Settings option.
Features The report includes the following information for each type of
optional field:
If you use Project and Job Costing, whether the optional field
entries can be passed to Project and Job Costing.
Reports
Options
Options
The Options report lists the options selected and other information
entered in the Options form to specify how your Accounts Payable
system operates.
How to print Choose the Options icon from the Setup Reports folder, and then
click Print.
Overdue Payables
The Overdue Payables report groups outstanding transactions into a
current period and four aging periods by document date or due date.
Use the report to analyze your overdue payables.
You can print the report with transactions listed by due date or by
document date, in detail or summary form.
When to print Print the Overdue Payables report when you need a listing of
overdue payables on a given date, such as at the end of a fiscal year
or period, or when you want to identify documents that must be
paid immediately.
How to print Choose Aged Payables from the A/P Transaction Reports folder, and
then select a report format (Overdue Payables By Due Date, or
Overdue Payables By Document Date).
Extra space between each vendor record, if you select the Space
For Comments option.
Payment Codes
Payment Codes
The Payment Codes report lists the codes, descriptions, and methods
of payment used in your Accounts Payable system.
When to print Print the report when you add, change, or delete payment codes.
How to print Choose the Payment Codes icon from the Setup Reports folder, and
then click Print.
Contents The Payment Code column lists the selection you made for each
payment code in the Payment Method field in the Payment Codes
form. The four possible payment methods are Cash, Check, Credit
Card, and Other.
When to print Print the report when you add, change, or delete payment selection
codes.
How to print Choose Payment Selection Codes from the Setup Reports folder, and
then choose a range of payment selection codes.
Reports
Posting Errors
Posting Errors
Accounts Payable creates the Posting Errors report when you post
batches that contain errors. The report lists the incorrect entries and
explains why they could not be posted. You can print the report for
invoice, payment, and adjustment batch posting errors.
When to print Print the report after posting a batch, if the program warns you that
an error batch has been created.
How to print Choose Posting Errors from the A/P Transaction Reports folder.
Then select:
Posting Journal
A posting journal is the printed record of the transactions in a group
of batches that were posted together.
You can print posting journals for invoice, payment, and adjustment
batches. In multicurrency ledgers, you can also print posting journals
for the transactions that are created when you revalue documents at
new exchange rates.
This section describes the Posting Journal Report form and the
choices you make to specify the posting journal you want to print.
The section also describes the different contents of the Payment
Posting Journal and Adjustment Posting Journal. The revaluation
posting journals are described separately, under Revaluation
Posting Journal, later in this chapter.
Posting Journal
When to print You should print posting journals after each posting run, then file
them with your other audit trail records. You must print all
outstanding posting journals before you can use the Clear History
form to clear them or use the Year End form to do year-end
processing.
Multicurrency If you use multicurrency accounting, you also print posting journals
after revaluing transactions at new exchange rates.
How to print Set the printing destination using the File menu on the company
desktop. If your print destination is set to any destination, including
Preview, Accounts Payable will set the journals status to printed.
Multicurrency If you use multicurrency accounting, you can also select Revaluation
or Provisional Revaluation.
Reports
Posting Journal
Do not select the option if you want to print only the journals you
have not already printed from the specified range of posting
sequence numbers.
Sort By. Specify the order in which to list transactions on the posting
journal.
Payment and The name of this choice varies with the type of journal you want
adjustment
to print.
journals
Select Adjustment Date when you are printing adjustment
posting journals.
Payment journals Select Check Number to list payment transactions by the check
or payment number you entered with each transaction.
Posting Journal
Features The original batch and entry number for each transaction. Use
these numbers to trace transactions back to their batch listings.
You can also use these numbers to identify the transactions on
the G/L Transactions report, if you choose not to consolidate
general ledger batches (using the Consolidate G/L Batch option
in the Options form).
Pre-Check Register
The currency, exchange rate, and rate date for each transaction.
Payment journals The Payment Posting Journal shows the vendor and the bank
exchange rates.
The total for the transaction (and the total tax, for invoice posting
journals) in the functional currency, as well as the source
currency.
The Summary lists totals for each source currency used in the
report, as well as the equivalent totals in the functional currency.
Pre-Check Register
The Pre-Check Register report shows the payments that will be
made if you generate checks using the selection and exclusion
criteria you specify in the Create Payment Batch form. You can also
print a list of transactions or vendor accounts that have been placed
on hold. See Chapter 5, Processing Payments and Adjustments, for
information about using the Create Payment Batch form.
Pre-Check Register
When to print Print the report before generating a check run to verify the payment
batch you are creating.
How to print Click the Register button on the Create Payment Batch form after
specifying payment selection criteria.
Recurring Payables
Recurring Payables
The Recurring Payables report lists the vendors, dates, terms,
amounts, distribution codes, and details entered for the recurring
payables for which vendors regularly invoice you.
When to print Print the report when you add, change, or delete recurring payables
records.
How to print Choose Recurring Payables from the Vendor Reports folder, then
select a range of recurring payables codes and vendor numbers.
Remit-To Locations
The Remit-To Locations report lists the remit-to locations (addresses
to which you send checks) used by your vendors.
When to print Print the report when you add, change, or delete remit-to locations.
How to print Choose Remit-To Locations from the Vendor Reports folder, then
select:
A range of vendors.
Address information.
When to print You should print the Provisional Revaluation Listing or Revaluation
Posting Journal each time you revalue transactions. You must print
all outstanding posting journals before you can use the Clear History
form to clear them or use the Year End form to do year-end
processing.
How to print Print to any destination. Accounts Payable will set the journals
status to printed (even if you use the preview destination). Choose
Posting Journals from the A/P Transaction Reports folder, and then
select Revaluation or Provisional Revaluation.
See the Posting Journal section, earlier in this chapter, for more
information about the selections you can make to print revaluation
posting journals.
Reports
1099/CPRS Codes
1099/CPRS Codes
The 1099/CPRS Codes report lists the code and description for each
1099/CPRS code entered in your Accounts Payable system. The code
numbers correspond to the box numbers on the US 1099-MISC form
and Canadian CPRS report.
When to print Print the report when you add, change, or delete 1099/CPRS codes.
How to print Choose 1099/CPRS Codes from the Setup Reports folder, and then
select a range of 1099/CPRS codes.
1099/CPRS Amounts
You can use Accounts Payable to track payments to vendors who are
subject to 1099 or CPRS reporting, and print the data on official 1099
or CPRS forms.
1099/CPRS Amounts
You must select the Use 1099/CPRS Reporting option in the Options
form to accumulate 1099 and CPRS data and print this report. A 1099
or CPRS form is printed for a vendor only if the Subject To
1099/CPRS Reporting option is selected in the vendor record.
When to print Print 1099 and CPRS forms at the end of each calendar year, after
you have entered all transactions for the calendar year.
How to print Choose 1099/CPRS Amounts from the Accounts Payable folder.
Click Print to print 1099 or CPRS forms, after you make your
selections in the following fields:
For Tax Year. Select the year for which you wish to report
1099/CPRS data.
Print Date. The program uses the session date you enter when you
start Sage Accpac. Enter a different date if you wish. This
information is not used on the form supplied with Sage Accpac
Accounts Payable, but you may wish to include it on customized
forms.
Terms
Use Form. Select the name of the 1099 or CPRS form to use. Click the
Browse button (or press Alt + B) if you are not sure of the name of
the form, and then select the form from the list that appears.
Terms
The Terms report lists the information entered for each terms code to
specify how to calculate due dates, discount amounts, and discount
periods on invoices that use the code.
When to print Print the report when you add, change, or delete terms codes.
How to print Choose the Terms icon from the Setup Reports folder, then select a
range of terms codes and whether to include multiple payment
schedules.
If the terms code uses a due date table or a discount date table,
the report lists the information in the table.
When to print Print the report when you need to check on vendor account activity
such as the last time you made a purchase from the vendor, the date
and amount of your last payment to the vendor, the average number
of days it takes you to pay the vendor, or the date a vendors balance
was last revalued (if you use a multicurrency Accounts Payable
system).
How to print Choose Vendors from the Vendor Reports folder. Then select:
When to print Print the report when you add, change, or delete vendor groups.
How to print Choose Vendor Groups from the Vendor Reports folder. Then select:
Other vendor You can also select Vendor Group Statistics to print the Vendor
group report
Group Statistics report. It provides the same information as the
Vendor Period Statistics report, but is totaled by vendor groups
instead of by vendor. See the Vendor Period Statistics report, later in
this chapter, for more information.
Features The information that appears when you select the Profile option.
Vendor List
Vendor List
The Vendor List report lists the information entered for the vendor
records in your Accounts Payable system.
When to print Print the report when you add, change, or delete vendor records.
If you choose to print the comments from the vendor records, enter a
range of follow-up dates for which to include comments.
Select By. Specify up to four selection criteria for the report. Your
choices for the first selection criterion are:
Vendor Number
Vendor Group
Short Name
Reports
Vendor List
Your choices for the remaining three selection criteria include the
above, and:
Account Set
Vendor Balance
Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Currency Code (multicurrency ledgers only)
Start Date
Vendor optional fields (if you use optional fields)
If you do not specify selection criteria the report includes all vendor
records.
Sort By. You can choose up to four orders by which to sort records
for the report. You can sort by:
Vendor Number
Vendor Group
Short Name
Account Set
Vendor Balance
Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Start Date
Currency Code (multicurrency ledgers only)
Vendor optional fields (if you use optional fields)
If you do not specify sorting criteria, the report orders the records by
vendor number.
Other vendor You can also select Vendor Activity Statistics as the report type, to
reports
print the Vendor Activity Statistics report, or Vendor Period
Statistics to print the Vendor Period Statistics report. See the Vendor
Activity Statistics and Vendor Period Statistics reports for more
information.
When to print Print the report when you need a summary of vendor statistics (for
example, at the end of each period).
How to print Choose Vendors from the Vendor Reports folder. Then select:
Vendor Transactions
Contents The report lists the total amount for each type of transaction, by
vendor, for each period covered by the report. The final page of the
report is a summary page, listing the total amount (for all vendor
records on the report) for each type of transaction, for each period
covered by the report.
Other versions The Vendor Group Statistics report shows the same information for
vendor groups.
Vendor Transactions
The Vendor Transactions report lists transactions that were posted to
vendor accounts during the period you specify when you print the
report. You can order the transactions by document date, by
document number, or by fiscal year and period.
When to print Print the report when you want to see the current status of your
vendor accounts.
How to print Choose Vendor Transactions from the A/P Transaction Reports
folder.
Vendor Transactions
Vendor Number
Vendor Group
Short Name
For the remaining three selection criteria choose from the above, and:
Account Set
Currency Code
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers)
Vendor Name
Start Date
Vendor optional fields, if any
Reports
Vendor Transactions
If you do not specify selection criteria, the report includes all vendor
records that meet the other criteria you select in this form. (The
program does not include vendor records with a zero balance, for
example, unless you select the Print Vendors With A Zero Balance
option.)
Sort By. Specify up to four orders by which to sort records for the
report, choosing from:
Vendor Group
Account Set
Currency Code (multicurrency ledgers only)
Current Vendor Balance
Current Vendor Equivalent Balance (in multicurrency ledgers)
Vendor Name
Short Name
Start Date
Vendor optional fields, if any
If you do not specify sorting criteria, the report orders the records by
vendor number.
Document Date From and To. Indicate a range of dates for which to
include transactions. This option appears when you report
transactions by document date or by document number.
Year/Period From and To. Specify the fiscal year and period range
for which you wish to report transactions. Documents entered and
posted outside this range do not appear on the report.
This option appears when you report transactions by fiscal year and
period.
Contact / Phone / Credit. Select this option if you wish to list the
vendors contact person and phone number, and your credit limit for
the vendor.
Space For Comments. Select this option to leave blank space at the
end of each vendor record for your notes.
Vendor Transactions
Print Totals By Transaction Type. Select this option to list a total for
each transaction type (invoices, debit notes, credit notes, interest,
and prepayments) after the listing for each vendor.
Multicurrency Print Amounts In. If you use multicurrency accounting, use this
information
option to select the currency for the report. You can list transaction
amounts in the vendor currency or the functional currency. If you
list transactions in the functional currency and you have performed a
revaluation, the report shows the new functional amounts.
CR Credit Note
DB Debit Note
IN Invoice
IT Interest Charge
PY Payment
PI Prepayment
AD Adjustment
Reports
Vendor Transactions
Messages
Error
Appendix A
Error Messages
Error messages are one of the types of messages that appear in Sage
Accpac. The other types are Warnings and Confirmations.
2. Look for a topic title that is the same as the first few words in the
message.
User Guide A1
3. Click the category you want to find out more about. It will link
you to more detailed information.
4. If you want to print a copy of the help, click the Print button.
5. If you dont see any listings that match your message, click
Confirmations, Warnings, and Miscellaneous errors at the
bottom of the screen, and look for the message in the list that
appears.
Appendix B
Importing and Exporting
Importing and
Exporting
File Import/Export Selection .................................................... B2
Listing the Fields You Can Import and Export ................................ B2
Exporting from Records with Multiple Tables .................................... B3
Import Options ................................................................ B4
Selecting Records for Export and Import ......................................... B4
Errors During Importing ....................................................... B4
User Guide Bi
Appendix B
Importing and Exporting
Importing and
Exporting
This appendix describes importing and exporting in Accounts
Payable.
For information about file formats, using scripts and criteria, and the
steps you follow to import and export data, see the chapter on
importing and exporting data in the System Manager User Guide.
Use sample data To see exactly how to format records for importing, we suggest that
you first export records from the sample data that comes with
Accounts Payable, specifying the format in which you plan to
import.
Back up data Experiment with the Accounts Payable sample data before
importing data to a live database. Back up your accounting data
before attempting to import. See the chapter on checking data
integrity and making backups in the System Manager User Guide.
User Guide B1
The File
Import/Export
Selection dialog
box, with the list of
vendor record
export/import types
Each portion of the record listed in the File Import/Export Selection
form must be imported and exported separately.
Importing and
Exporting
dialog box after you enter the path and the name of the file to which
you want to export the data.
The list shown in the picture, above, contains fields from five
database tables. You must include the required fields from each of
the tables to be able to complete the export. (A star in the field
checkbox identifies required fields.)
Key fields Sage Accpac uses key fields to look up records. Most types of
records have a single key, but some have more than one key field.
For example, Vendor Number is the key field for vendor records,
while Batch Number and Entry Number are the key fields for
invoice records. In Sage Accpac, the Finder is active for every key
field.
User Guide B3
Import Options
Import Options
Accounts Payable lets you import records in three ways Insert
and Update, Insert Only, and Update Only. Update Only updates
existing records without adding new ones. Insert Only adds new
records without changing existing records. Insert and Update adds
new records and updates those currently in the database.
You cannot select The Set Criteria option cannot be used to select records to import
records to import
from an import file. All records contained in an import file must be
imported at the same time.
Importing and
Exporting
User Guide B5
Appendix C
c Accounts Payable Security
nt
This appendix describes the Accounts Payable tasks and functions
a for which you can define security.
a
e Sage Accpac uses security groups to restrict user access to data. Use
A/P Security
c Administrative Services to define security groups for Accounts
ri Payable and assign them to users. First you select the tasks that
members of each security group can perform, and then you assign
individual users to the security groups you defined.
Use Note that to restrict access to Sage Accpac data, you must first turn
Database
on security for the system database using Database Setup.
Setup to turn
on security
For information on activating security and setting up security
groups, see the System Manager Administrator Guide.
Common Inquiry To be able to view records and to print reports in Accounts Payable,
a user must belong to a security group with Common Inquiry access.
With this security assignment you can:
View setup records and print setup reports (except for ACCPAC
Plus Conversion.)
User Guide C1
Import Processing.
Export Processing.
Transaction Optional Fields.
Set Ready To Post (for any type of batch).
View Credit Card Information.
Common Inquiry permission by itself does not let users edit any
Accounts Payable records. To allow users in a security group to edit
records or perform processing tasks, you must grant the group
access to additional tasks from the following list.
It also lets you add or delete optional fields for vendor groups,
vendors, and remit-to locations.
You can also view reports from Vendor Activity, and view payment
records in Payment Inquiry. In addition, you can print processing
reports for invoices in Batch Listing, Batch Status, and G/L
Transactions.
If you have Set Invoice Batch Ready To Post authorization, also, you
A/P Security
can set batches ready to post in Invoice Batch List.
Set Invoice Batch Ready To Post. Allows you to set invoice batches
ready to post.
You must also have Invoice Batch Entry or Invoice Batch Posting
authorization to set an invoice batch ready to post.
Invoice Batch Posting. Allows you to enter and post invoice batches
in Invoice Batch List and Post Invoice Batches. This assignment also
lets you send transactions to the General Ledger automatically, but
only if the option to Create G/L Batches During Posting is selected in
the Options form. You can also use the 1099 Electronic Billing form.
You can also view transactions and print reports in Invoice Batch
List, Invoice Entry, and Payment Inquiry. In addition, you can view
vendor records in Vendor Activity, and print processing reports for
invoices in Batch Listing, Batch Status, Posting Journals, Posting
Errors, and G/L Transactions.
User Guide C3
You must also have Payment Batch Entry or Payment Batch Posting
authorization to set a payment batch ready to post.
You can view transactions and print checks in Payment Entry, view
records and print reports in Payment Selection Codes and in
Payment Batch List, and view records in Payment Inquiry and
Vendor Activity. You can also print processing reports for payments
in Batch Listing, Batch Status, Posting Journals, Posting Errors,
Check Register and G/L Transactions.
A/P Security
batches ready to post.
You can also view records in Payment Inquiry and Vendor Activity,
and print processing reports for adjustments in Batch Listing, Batch
Status, Posting Journals, Posting Errors, and G/L Transactions.
You can also print Vendor Transactions, Aged Payables, Aged Cash
Requirements, Aged Retainage, 1099/CPRS Amounts, and
Letters/Labels.
User Guide C5
Appendix D
Technical Information
Creating Macros for Accounts Payable ...........................................D1
Running Visual Basic Macros in Accounts Payable ............................D1
Multiuser Considerations .......................................................D2
Global Locks ..............................................................D2
Single-User Processes.......................................................D3
Passive Concurrency (Multiuser Data Protection) .............................D4
Interaction with Bank Services...............................................D4
Information
Technical
User Guide Di
Appendix D
Technical Information
This appendix provides information for macro developers and for
administrators of multiuser environments.
For information on how to record macros and write the code to add
Information
Technical
special features, see the Using Macros and Writing Macros
chapters in the System Manager User Guide.
You can also add icons for macros to your Sage Accpac desktop, so
that they are easily accessible. (The System Manager User Guide
provides instructions for adding icons to the desktop.)
You can record, edit, and run VBA macros from within Sage Accpac.
You can also run VBA macros for another application that includes
VBA, such as Microsoft Excel. See the System Manager User Guide for
User Guide D1
Multiuser Considerations
Multiuser Considerations
Sage Accpac uses three record access methods to protect data in a
multiuser environment:
Global Locks
The following processes lock out all other users from Accounts
Payable until processing is finished:
Options
Year End
ACCPAC Plus A/P Conversion
Multiuser Considerations
The one exception is the Options form, which allows you to save
changes to the following fields while other users are working in
Accounts Payable:
You cannot save changes to any of the other options until all other
users have left Accounts Payable and all other Accounts Payable
forms are closed.
Information
Technical
Single-User Processes
If you run any one of the following processes, you lock all other
users out of the group:
Batch posting
Note: You can post batches while other users are also
posting batches. However, you cannot post batches while
any other single-user processes are running.
Revaluation
Control Payments
Print Checks
User Guide D3
Multiuser Considerations
For example, while you are running Revaluation, a second user, who
wants to create a G/L batch, must wait until the revaluation is
complete.
When you run a single-user process, other users can work in forms
not included in the group, but if they are updating records in batches
referenced by the process you are running, they may be unable to
save their work. Once again, make sure no one is working in the
batches you are trying to post.
Multiuser Considerations
Similarly, if you edit the bank record, when the changes are saved,
the Bank Services program ensures that the updated version of the
bank record is available to Accounts Payable.
Information
Technical
User Guide D5
Index
Index
integration with other programs, 2-119
1099/CPRS amounts, 7-42
manuals, 1-1, 1-2
and retainage accounting, 2-104
processing cycle, 2-2, 2-3
1099/CPRS Codes report, 7-42
tutorial
1099/CPRS form
See: Sage Accpac Workbook
defined, 6-3
Accounts Payable options
selecting, 7-44
changing
using, 3-44
document numbering options, 3-36
G/L Integration options, 3-38
retainage options, 3-37
A See: Getting Started guide
Accumulating vendor statistics
A/P options See: Getting Started guide
changing, 3-31 Activation date
importing and exporting, 3-65 prepayments, 2-64
Index
Batches
Bank statements adjustment, 2-4, 2-37
reconciling, 2-106 overview, 2-38
Base for discount Allow Edit of Imported Batches, 2-6
adjusting using Control Payments, 2-76 Allow Edit of System Generated
Batch information Batches, 2-6
editing for payments, 2-48 audit trail reports, 2-12
payments, 2-48 batch numbers, 2-5
Batch Information form, 2-6 batch status, 2-8
adjustments, 5-75 correcting errors, 4-43, 5-85
invoices creating adjustments, 5-75
Batch Listing report, 7-16 creating G/L, 6-13
Show Job Details option, 7-18 creating payments, 5-56
Show Optional fields option, 7-18 defined, 2-3
Show Tax Details option, 7-18 deleting, 2-7
Index
Forced status, 5-53 Creating an Accounts Payable ledger
Normal status, 5-53 See: Getting Started guide
On Hold status, 5-52 Credit note entry
Controlling payments, 2-75 entry number, 2-18
multiple transactions, 2-79 header information, 2-18
Correcting overview, 2-17
checks with adjustments, 2-43 Credit notes
distributions with adjustments, 2-42 adding, 4-7
errors in checks, 2-106 applying job-related credit notes, 2-125
Covering letter batch status, 4-46
See: Letter, 7-28 changing distributions, 4-28
CPRS codes changing tax settings, 4-26
adding, 3-44 creating a new batch, 4-5
after editing, 3-45 creating retainage credit notes
deleting, 3-45 automatically, 6-15
Index
See: Getting Started guide Document type
using, 2-29 credit note entry, 2-18
Distribution Codes form, 3-45 debit note entry, 2-18
Distribution Codes report, 7-25 invoice entry, 2-18
Distribution sets Payment Entry form, 2-48, 5-8
adding, 3-50 Documents
after changing, 3-52 original document, defined, 2-97
deleting, 3-51 Drilldown
editing, 3-50 from Vendor Activity Payments, 3-27
effects of changes, 3-51 from Vendor Activity Transactions, 3-26
importing and exporting, 3-65 Due date
maintaining, 3-49 changing, 2-76
setting up
See: Getting Started guide
using, 2-29
Index
Create Payment Batch form, 5-56 record information, 3-65
overview, 2-68 Inactive records
Group list report, 7-46 deleting, 6-24
Group members Inactive vendors
on Vendor Group report, 7-46 entering transactions for, 2-66
Group profile Include Pending Transactions
on Vendor Group report, 7-46 effect, during payment entry, 2-59, 5-28
Group Statistics report, 7-46 Integrating Accounts Payable with other
applications, 2-119
changing G/L integration options, 3-38
H with Project and Job Costing, 2-121
Interest charges
History adding, 4-7
clearing, 6-6 changing tax settings, 4-26
creating a new batch, 4-5
Index
See: Posting journal vendor records, 3-9
Manual checks
defined, 2-46
L Member list
including on Vendor Group report, 7-46
Label Messages, error
printing, 7-28 overview, A-1
sample, 7-28 Miscellaneous Adjustment form
selecting form for, 7-29 job related details
Labels selecting, 5-48
printing after checks, 2-92 Select Detail button, 2-128
Language for checks, 2-66 using to adjust job-related documents,
Letters 2-128
printing, 7-28 Miscellaneous payments
after checks, 2-92 adding, 5-31
Index
Overdue Payables report, 7-32 adding apply-document transactions,
5-24
adding
P checks, 5-9
miscellaneous payments, 5-31
Paper size, for reports, 7-1 payment transactions, 5-9
Aged Cash Requirements, 7-4 prepayments, 5-18
Aged Payables, 7-8 adjusting documents, 5-46
batch listings, 7-16 creating a new batch, 5-6
Overdue Payables, 7-32 default currency
posting journals, 7-34 for a batch, 2-48
Passive concurrency, D-2, D-4 deleting/editing checks, 2-61
Payables diagram, 2-55
applying against amounts payable, 2-44 document types, 2-48, 5-8
editing exchange rates, 5-49
Index
types of entries, 2-48 Posting journal, 5-86
void status for reprinted checks, 2-89, adjustment, 7-34
2-90, 2-91 credit notes, 4-44
Pending Transactions debit notes, 4-44
showing in Payment Entry, 2-59 invoice, 4-44, 7-34
Period Statistics reports payment, 7-34
Vendor, 7-49 printing, 4-44
Vendor Group, 7-46 adjustments, 5-86
Periodic processing payments, 5-86
clearing history, 2-118, 6-6 Revaluation, 7-41
creating G/L batches, 2-117, 6-13 Posting sequence number
deleting inactive records, 2-118, 6-24 in adjustment batch list, 4-43, 5-85
filing 1099 forms electronically, 6-19 Pre-Check Register, 2-81
icons, 6-1 Create Payment Batch form, 2-70
overview, 2-116 forced transactions, 2-73
Index
batch listing, 7-16
Recurring payable records
Show Job Details, 7-18
deleting, 3-20
Show Optional fields, 7-18
editing, 3-20
Batch Status, 7-21
maintaining, 3-18
Check Register, 2-66, 7-22
See also: Getting Started guide
checks, 2-115, 7-23
Recurring payables
Distribution Codes, 7-25
changing optional fields, 3-20
Distribution Sets, 7-25
optional fields, 6-4
E-Mail Messages, 7-26
Recurring Payables report, 7-40
G/L Transactions, 7-26
Remit-to locations
Invoice batch listing
adding, 3-16
Show Tax Details, 7-18
addresses, reporting, 7-40
invoice posting errors, 4-45
after changing, 3-18
Invoice posting journal, 4-44
labels, 2-112, 7-28
Index
Reversing checks, 2-92 Payment Selection Codes, 7-33
Rounding difference, 2-108 purpose, 3-64
Rreports, Chapter 7, 7-1 Terms, 7-44
Run date Vendor Activity Statistics, 7-45
letters, 7-29 Vendor Group, 7-46
Vendor Group Statistics, 7-46
Vendor List, 7-47
S Vendor Period Statistics, 7-49
Show Job Details
Sales order number on batch listings, 4-39
credit note entry, 2-18 Show Job Details option
debit note entry, 2-18 on batch listings, 7-18
invoice entry, 2-18 Show Optional Fields
Schedules on batch listings, 4-40
using to process retainage, 6-15
Index
setting up effect of Allow Adjustments In Payment
See: Getting Started guide Batches, 2-128
Terms Codes form Transactions reports
using, 3-52 General Ledger, 7-26
Terms Override field Vendor, 7-50
for importing invoices, 4-49 Tutorial
Terms report, 7-44 See: Sage Accpac Workbook
Total Invoices Paid field
reset, 6-30
Totals tab, 4-16 U
Transaction batches (defined), 2-3
Transaction Reports Unit of measure
Aged Cash Requirements, 7-4 entering for a job-related detail, 4-13
Aged Payables, 7-8
Aged Retainage, 7-13
Index