Accounts Payable 5 - SAGE Partner Portal · PDF fileSage Accpac International, Inc. Confidential SAGE ACCPAC Sage Accpac ERP™ Accounts Payable 5.5A User Guide

.

Sage Accpac International, Inc. Confidential

SAGE ACCPAC

Sage Accpac ERP™

Accounts Payable 5.5A User Guide

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Sage Accpac International, Inc. Confidential

©2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

User Guide iii

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Sage Software Confidential

Contents

Chapter 1: Introducing the User Guide

How to Use This Guide .........................................................1–1 The Getting Started Manual .....................................................1–2 Where To Now?................................................................1–2

Chapter 2: What You Need to Know Before Using Accounts Payable

Overview of Accounts Payable Processing ........................................2–2 Processing Accounts Payable Batches ............................................2–3

Creating Accounts Payable Batches...........................................2–4 Posting Batches............................................................2–10 Printing Audit Trail Reports of Batches ......................................2–14 Journal Entries Generated from Posting Transactions .........................2–14

Processing Invoices, Credit Notes, and Debit Notes...............................2–19 Changing Document Header Information....................................2–23 General Steps for Entering and Distributing Invoice and Tax Amounts .........2–24 Entering Tax Information and Calculating Taxes..............................2–26 Entering Distribution Information...........................................2–31 Calculating Discounts and Entering Payment Schedules.......................2–34 Entering Rate Information on Invoices, Credit Notes, and Debit Notes ..........2–36 Entering Optional Fields on Invoices ........................................2–37 Creating Invoices for Recurring Payables ....................................2–39

Processing Adjustments........................................................2–42 Entering Adjustments with Payments .......................................2–43 Entering Adjustments Individually..........................................2–44

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Information Entered with Adjustments...................................... 2–44 Types of Adjustments ..................................................... 2–47 Entering Optional Fields on Adjustments.................................... 2–50

Processing Payments.......................................................... 2–51 Using the Payment Entry Form................................................. 2–52

Payment Batch Information ................................................ 2–53 Types of Payment Entries .................................................. 2–54 Restrictions on Batch Entries ............................................... 2–55 Information Entered with Payments ........................................ 2–56 A Typical Payment Entry Process........................................... 2–59 Payment Application Entry Modes ......................................... 2–62 Partially Paying Invoices................................................... 2–65 Editing Payment Entries ................................................... 2–66 Processing Cash Invoices and Cash Returns ................................. 2–66 Processing Prepayments ................................................... 2–68 Processing Advance Credit for the Return of Goods .......................... 2–70 Assigning Optional Fields in Payment Entry................................. 2–70 Entering Transactions for Vendors that Are On Hold or Inactive............... 2–71 Using Payment Controls ................................................... 2–72 Choosing the Check Language ............................................. 2–72 Batch Listing and Check Register Audit Reports ............................. 2–72

Using the Create Payment Batch Form .......................................... 2–74 Overview of the Batch Creation Process ..................................... 2–74 Selecting Invoices for Payment ............................................. 2–77 Controlling Payments ..................................................... 2–79 Pre‐Check Register ........................................................ 2–87 Assigning Optional Fields to a Generated Payment Batch ..................... 2–87

Printing Checks from Accounts Payable......................................... 2–89 Using the Print Checks Button in the Payment Entry Form .................... 2–89 Using the Print/Post Button on the Payment Batch List........................ 2–91 Canceling the Printing and Posting Process .................................. 2–93 Reprinting Checks ........................................................ 2–93 Printing Checks and Advices Separately..................................... 2–98

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Printing Advices Only .....................................................2–99 Check Stock and Check and Advice Layout ..................................2–99

Posting Payments ............................................................2–100 Importing Payment Batches ...................................................2–101 One‐Time Vendors ...........................................................2–102 Accounting for Retainage .....................................................2–102

Before Using Retainage Accounting ........................................2–103 Entering Original Documents..............................................2–103 Adjusting Retainage for Original Documents................................2–105 Processing Documents for Outstanding Retainage ...........................2–106 Multicurrency Retainage Documents .......................................2–108 Retainage and 1099/CPRS Amounts ........................................2–110 Viewing Retainage Information ............................................2–111

Reconciling Bank Statements ..................................................2–112 Correcting Errors in Check Amounts .......................................2–112 Processing Returned Checks...............................................2–113

Processing Multicurrency Transactions .........................................2–113 Exchange Gains and Losses on Settlement ..................................2–114

Revaluing Multicurrency Transactions .........................................2–115 Revaluing Periods that Contain Backdated Documents.......................2–116 Revaluing Documents with a Multiple Payment Schedule ....................2–118 Revaluing Outstanding Retainage..........................................2–119 Unrealized Gains and Losses ..............................................2–119 Printing Revaluation Transactions..........................................2–120

Reporting Accounts Payable Data..............................................2–121 Printing Reports..........................................................2–121 Setup Reports ............................................................2–121 Vendor Reports ..........................................................2–122 Transaction Reports ......................................................2–122 Checks and Advices, 1099/CPRS Forms, Letters and Labels ...................2–124

Periodic Processing...........................................................2–125 Year‐End Processing ......................................................2–127

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Using Accounts Payable with Other Sage Accpac Applications ................... 2–128 Integrating with General Ledger........................................... 2–128 Integrating with Project and Job Costing ................................... 2–130 Integrating with Purchase Orders.......................................... 2–141

Where To Now? ............................................................. 2–141

Chapter 3: Maintaining Vendor Records and Setup Information

Icons for Maintaining Vendor Records and Setup Information ..................... 3–2 Vendor Maintenance ....................................................... 3–2 Setup Maintenance ......................................................... 3–3 Vendor and Setup Reports .................................................. 3–4

Adding, Editing, and Deleting Vendor Groups ................................... 3–5 Adding Vendor Groups .................................................... 3–6 Editing Vendor Groups..................................................... 3–7 Deleting Vendor Groups.................................................... 3–8 After Changing Vendor Groups ............................................. 3–9

Adding, Editing, and Deleting Vendors .......................................... 3–9 Adding Vendors .......................................................... 3–10 Editing Vendor Records ................................................... 3–11 Deleting Vendors ......................................................... 3–13 After Changing Vendor Records............................................ 3–15

Adding, Editing, and Deleting Remit‐To Locations............................... 3–15 Adding Remit‐To Locations................................................ 3–16 Editing Remit‐To Locations ................................................ 3–16 Deleting Remit‐To Locations ............................................... 3–18 After Changing Remit‐To Locations......................................... 3–18

Adding, Editing, and Deleting Recurring‐Payable Records........................ 3–18 Adding a Recurring‐Payable Record ........................................ 3–19 Editing a Recurring‐Payable Record ........................................ 3–20 Deleting a Recurring‐Payable Record ....................................... 3–21 After Changing Recurring‐Payable Records ................................. 3–21

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Displaying and Printing Vendor Information ....................................3–21 Displaying Vendor Activity ................................................3–21 Displaying Remit‐To Locations .............................................3–28 Printing Vendor Information Reports........................................3–29

Changing Accounts Payable Options............................................3–32 Changing Company Options ...............................................3–33 Changing Processing Options...............................................3–33 Changing Transactions Options.............................................3–35 Changing Numbering Options..............................................3–37 Changing Retainage Options ...............................................3–38 Changing G/L Integration Options ..........................................3–39 After Changing Options....................................................3–41

Adding, Editing, and Deleting Account Sets .....................................3–42 Adding an Account Set.....................................................3–43 Editing an Account Set .....................................................3–43 Deleting Account Sets......................................................3–44 After Changing Account Set Records ........................................3–45

Adding, Editing, and Deleting 1099/CPRS Codes .................................3–45 Adding a 1099/CPRS Code .................................................3–45 Editing a 1099/CPRS Code..................................................3–45 Deleting a 1099/CPRS Code.................................................3–46 After Changing 1099/CPRS Codes...........................................3–46

Adding, Editing, and Deleting Distribution Codes................................3–47 Adding a Distribution Code ................................................3–48 Editing a Distribution Code ................................................3–48 Deleting Distribution Codes ................................................3–49 After Changing Distribution Code Records ..................................3–50

Adding, Editing, and Deleting Distribution Sets ..................................3–50 Adding a Distribution Set ..................................................3–51 Editing a Distribution Set...................................................3–52 Deleting Distribution Sets ..................................................3–53 After Changing Distribution Sets............................................3–53

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Adding, Editing, and Deleting Terms Codes..................................... 3–53 Adding a Terms Code ..................................................... 3–54 Editing a Terms Code ..................................................... 3–55 Deleting Terms Codes ..................................................... 3–56 After Changing Terms Codes .............................................. 3–56

Adding, Editing, and Deleting Payment Codes .................................. 3–57 Adding a Payment Code................................................... 3–57 Editing a Payment Code ................................................... 3–58 Deleting Payment Codes................................................... 3–58 After Changing Payment Codes ............................................ 3–59

Adding, Editing, and Deleting E‐Mail Messages ................................. 3–59 Adding an E‐Mail Message ................................................ 3–59 Editing an E‐Mail Message................................................. 3–59 Deleting an E‐Mail Message................................................ 3–60 After Changing E‐Mail Messages ........................................... 3–60

Adding, Editing, and Deleting Payment Selection Codes.......................... 3–60 Adding a Payment Selection Code .......................................... 3–62 Editing a Payment Selection Code .......................................... 3–63 Deleting Payment Selection Codes .......................................... 3–63

Adding, Editing, and Deleting Optional Fields................................... 3–64 Adding Optional Fields.................................................... 3–64 Editing Optional Fields .................................................... 3–65 Deleting Optional Fields ................................................... 3–65 After Changing Optional Fields ............................................ 3–66

Printing Setup Record Reports ................................................. 3–66 Importing and Exporting Record Information ................................... 3–67

Chapter 4: Processing Invoices, Credit Notes, and Debit Notes

Icons for Processing Invoices, Credit Notes, and Debit Notes....................... 4–2 Using the Invoice Entry Form ................................................... 4–3

Creating a New Invoice Batch ............................................... 4–5

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Editing an Existing Invoice, Credit Note, Debit Note, or Interest Charge .........4–6 Adding Invoices, Credit Notes, Debit Notes, and Interest Charges...............4–7 Entering Tax Information and Calculating Tax on Invoices ....................4–20 Changing Invoice Distributions and Tax Distributions ........................4–29 Assigning Multiple Payment Schedules to Invoices ...........................4–30 Entering Optional Field Information.........................................4–32 Editing Exchange Rate Information on Invoices...............................4–35 Entering Prepayments with Invoices ........................................4–36

Listing Invoice Batches.........................................................4–40 Posting Invoice Batches ........................................................4–43 Printing the Invoice Posting Journal.............................................4–45 Printing the Invoice Posting Errors Report .......................................4–47 Checking Batch Status .........................................................4–48 Importing and Exporting Batches ...............................................4–50

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

Using the Payment Entry Form ..................................................5–4 Creating a New Payment Batch ..............................................5–6 Editing an Existing Payment.................................................5–8 Types of Payment Transactions ..............................................5–8 Adding Payment Transactions ...............................................5–9 Adding Prepayment Transactions ...........................................5–18 Adding Apply Document Transactions ......................................5–25 Applying an Advance Credit ...............................................5–31 Adding Miscellaneous Payment Transactions ................................5–33 Applying Partial Payments to Job‐Related Invoices ...........................5–40 Printing Single Checks from Payment Entry..................................5–42 Viewing Payment History from Payment Entry...............................5–47 Adjusting Documents in the Payment Entry Form ............................5–48 Editing Exchange Rate Information..........................................5–51

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Using the Control Payments Form.............................................. 5–54 Using the Create Payment Batch Form .......................................... 5–58 Printing Checks and Posting Payment Batches................................... 5–66 Viewing Payment Information ................................................. 5–72

Using the Vendor Activity Form to View Payments to a Vendor ............... 5–73 Using Payment Inquiry to View Payment Information ........................ 5–75

Using the Adjustment Entry Form.............................................. 5–76 Creating or Selecting an Adjustment Batch .................................. 5–77 Adding and Editing Adjustments........................................... 5–78

Listing Payment and Adjustment Batches ....................................... 5–83 Posting Adjustment Batches ................................................... 5–86 Printing Posting Journals ...................................................... 5–89 Checking Batch Status......................................................... 5–90 Importing and Exporting Payment and Adjustment Batches ...................... 5–92

Importing Batches......................................................... 5–93 Exporting Batches......................................................... 5–95

Chapter 6: Periodic Processing

Icons Used in Periodic Processing ............................................... 6–1 Performing Periodic Processing ............................................. 6–2 Printing Periodic Reports ................................................... 6–3

Creating a Recurring Payable Batch.............................................. 6–4 Clearing History and Statistics .................................................. 6–6 Creating General Ledger Batches ............................................... 6–13 Creating Retainage Batches .................................................... 6–15

Processing Outstanding Retainage Manually ................................ 6–18 Filing 1099 Forms Electronically................................................ 6–19 Deleting Inactive Records...................................................... 6–23 Revaluing Vendor Transactions ................................................ 6–26

Backdating Revaluations................................................... 6–30 Year‐End Processing .......................................................... 6–32

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Chapter 7: Reports

Using Personal Report Settings ..................................................7–2 Account Sets ...................................................................7–3 Aged Cash Requirements .......................................................7–4 Aged Payables .................................................................7–8 Aged Retainage ...............................................................7–13 Batch Listing..................................................................7–17 Batch Status ..................................................................7–22 Check Register ................................................................7–23 Checks .......................................................................7–24 Distribution Codes ............................................................7–25 Distribution Sets ..............................................................7–26 E‐Mail Messages ..............................................................7–26 G/L Transactions ..............................................................7–26 Letters and Labels .............................................................7–29 Optional Fields................................................................7–31 Options ......................................................................7–32 Overdue Payables .............................................................7–32 Payment Codes ...............................................................7–33 Payment Selection Codes.......................................................7–34 Posting Errors.................................................................7–34 Posting Journal................................................................7–35 Pre‐Check Register ............................................................7–39 Recurring Payables ............................................................7–40 Remit‐To Locations............................................................7–41 Revaluation Posting Journal ....................................................7–41 1099/CPRS Codes .............................................................7–43 1099/CPRS Amounts...........................................................7–43 Terms ........................................................................7–45 Vendor Activity Statistics ......................................................7–46 Vendor Group List ............................................................7–47 Vendor List ...................................................................7–47

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Vendor Period Statistics ....................................................... 7–50 Vendor Transactions .......................................................... 7–51

Appendix A: Error Messages

Using Online Message Help ....................................................A–1

Appendix B: Importing and Exporting

File Import/Export Selection ....................................................B–2 Listing the Fields You Can Import and Export ................................B–2

Exporting from Records with Multiple Tables ....................................B–3 Import Options ................................................................B–4 Selecting Records for Export ....................................................B–4 Errors During Importing .......................................................B–4

Appendix C: Accounts Payable Security

Appendix D: Technical Information

Creating Macros for Accounts Payable ...........................................D–1 Running Visual Basic Macros in Accounts Payable ............................D–1

Multiuser Considerations.......................................................D–2 Global Locks ..............................................................D–2 Single‐User Processes.......................................................D–3 Passive Concurrency (Multiuser Data Protection) .............................D–4 Interaction with Bank Services...............................................D–5

Index

User Guide 1–1

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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.

How to Use This Guide The Accounts Payable User Guide contains the following chapters:

Chapter 2, What You Need to Know Before Using Accounts Payable, explains the concepts of creating, posting, and reviewing batches of transactions, and outlines how you can use Accounts Payable to report payables data and carry out the periodic tasks and procedures that are part of your normal routine.

Chapter 3, Maintaining Vendor Records and Setup Information, describes the tasks involved in adding and maintaining vendor records and the records you need to set up to use Accounts Payable.

Chapter 4, Processing Invoices, Credit Notes, and Debit Notes, describes the tasks involved in entering, posting, and reporting vendor invoices, credit notes, debit notes, and interest charges in your Accounts Payable ledger.

Chapter 5, Processing Payments and Adjustments, describes the tasks involved in entering payments, printing and posting checks, and entering and posting adjustments in your Accounts Payable ledger.

Chapter 6, Periodic Processing, describes the tasks that are part of your regular period‐end and year‐end procedures, including creating batches of general ledger transactions, clearing history,

The Getting Started Manual

1–2 Sage Accpac Accounts Payable



deleting inactive records, revaluing vendor transactions in multicurrency systems, and preparing for a new fiscal year.

Chapter 7, Reports, describes Accounts Payable reports, journals, and listings.

Appendix A, Error Messages, describes how to look up explanations of error messages using the online help.

Appendix B, Importing and Exporting, describes the accounts payable data you can import and export, and contains tips on how to select data for importing or exporting.

Appendix C, Accounts Payable Security, lists and describes the Accounts Payable task groups to which you can grant or restrict access.

Appendix D, Technical Information, provides information for macro developers and for administrators of multiuser environments.

The Index contains an alphabetical listing of topics in this guide, with corresponding page‐number references.

The Getting Started Manual The Accounts Payable documentation includes this User Guide and the Getting Started manual.

The Accounts Payable Getting Started manual introduces the Accounts Payable application. It provides an overview to help you make the best use of the program’s powerful features and then steps you through starting and setting up your own Accounts Payable ledger.

Where To Now? If you have just purchased the System Manager and Accounts Payable programs, install them on your computer, following the

Where To Now?

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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.

Refer to Chapter 3, “Maintaining Vendor Records and Setup Information,” Chapter 4, “Processing Invoices, Credit Notes, and Debit Notes,” Chapter 5, “Processing Payments and Adjustments,” Chapter 6, “Periodic Processing,” and Chapter 7, “Reports,” for information about using particular Accounts Payable maintenance, processing, and reporting functions.

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 2–i

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Chapter 2 What You Need to Know

Before Using Accounts Payable

Overview of Accounts Payable Processing ........................................2–2 Processing Accounts Payable Batches ............................................2–3

Creating Accounts Payable Batches...........................................2–4 Editing and Deleting Batches ............................................2–7 Listing Batches .........................................................2–9 Tracking Batches........................................................2–9

Posting Batches............................................................2–10 Posting Procedures ....................................................2–12

Printing Audit Trail Reports of Batches ......................................2–14 Journal Entries Generated from Posting Transactions .........................2–14

Processing Invoices, Credit Notes, and Debit Notes...............................2–19 Changing Document Header Information....................................2–23

Changing On Hold Status ..............................................2–24 General Steps for Entering and Distributing Invoice and Tax Amounts .........2–24 Entering Tax Information and Calculating Taxes..............................2–26

Tax Services Stores Tax Information and Tracks Taxes.....................2–27 Changing the Tax Class for Individual Distributions for Tax Calculation ....2–29 Calculating and Distributing Self‐Assessed Taxes .........................2–29 Calculating Tax Reporting Amounts .....................................2–31

Entering Distribution Information...........................................2–31 Distribution Example ..................................................2–32 Calculating the Document Total from the Total Net‐of‐Tax.................2–33

Calculating Discounts and Entering Payment Schedules.......................2–34 Assigning Multiple Payment Schedules to Invoices .......................2–35

Entering Rate Information on Invoices, Credit Notes, and Debit Notes ..........2–36 Entering Optional Fields on Invoices ........................................2–37

2–ii Sage Accpac Accounts Payable



Creating Invoices for Recurring Payables.................................... 2–39 Creating Recurring Payable Batches..................................... 2–39 Posting Recurring Payable Batches ...................................... 2–42

Processing Adjustments ....................................................... 2–42 Entering Adjustments with Payments ....................................... 2–43 Entering Adjustments Individually ......................................... 2–44 Information Entered with Adjustments...................................... 2–44

Information for Adjustments Added in the Payment Entry Form........... 2–45 Information for Adjustments Added in the Adjustment Entry Form ........ 2–45

Types of Adjustments ..................................................... 2–47 Correcting Distributions to Wrong Accounts ............................. 2–47 Adjusting Errors in Check Amounts..................................... 2–48 Applying Amounts Payable against Amounts Payable .................... 2–49

Entering Optional Fields on Adjustments.................................... 2–50 Processing Payments.......................................................... 2–51 Using the Payment Entry Form................................................. 2–52

Payment Batch Information ................................................ 2–53 Types of Payment Entries .................................................. 2–54 Restrictions on Batch Entries ............................................... 2–55 Information Entered with Payments ........................................ 2–56 A Typical Payment Entry Process........................................... 2–59 Payment Application Entry Modes ......................................... 2–62

Showing Pending Transactions in Payment Entry ........................ 2–65 Partially Paying Invoices................................................... 2–65 Editing Payment Entries ................................................... 2–66

Editing and Deleting Checks ........................................... 2–66 Processing Cash Invoices and Cash Returns ................................. 2–66 Processing Prepayments ................................................... 2–68

Applying a Prepayment to an Invoice ................................... 2–68 Activating the Prepayment ............................................. 2–69 Prepayments in Multicurrency Ledgers.................................. 2–69

Processing Advance Credit for the Return of Goods .......................... 2–70 Assigning Optional Fields in Payment Entry................................. 2–70

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Entering Transactions for Vendors that Are On Hold or Inactive ...............2–71 Using Payment Controls ...................................................2–72 Choosing the Check Language ..............................................2–72 Batch Listing and Check Register Audit Reports ..............................2–72

Batch Listing ..........................................................2–73 Check Register ........................................................2–73

Using the Create Payment Batch Form...........................................2–74 Overview of the Batch Creation Process......................................2–74 Selecting Invoices for Payment..............................................2–77 Controlling Payments......................................................2–79

Payment Selection Codes ...............................................2–80 Payment Controls......................................................2–81 Payment Limits........................................................2–84 Control Payment for a Range of Vendors and Range of Documents .........2–85 Assigning Prepayments and Credit Notes a Forced or On Hold Status ......2–86

Pre‐Check Register ........................................................2–87 Assigning Optional Fields to a Generated Payment Batch......................2–87

Printing Checks from Accounts Payable .........................................2–89 Using the Print Checks Button in the Payment Entry Form ....................2–89 Using the Print/Post Button on the Payment Batch List ........................2–91 Canceling the Printing and Posting Process ..................................2–93 Reprinting Checks .........................................................2–93

Reprinting Checks Immediately .........................................2–94 Closing the Print Checks Form and Assigning “Void” Status to

Printed Checks ....................................................2–94 Reprinting Checks from the Payment Batch List Form .....................2–95 Previously Printed Checks Are Assigned “Void” Status When You Reprint..2–96 Resetting Batch Status from Check Creation In Progress ...................2–97 Voiding Printed Checks that You Accepted as Correct.....................2–98

Printing Checks and Advices Separately .....................................2–98 Printing Advices Only .....................................................2–99 Check Stock and Check and Advice Layout ..................................2–99

Posting Payments ............................................................2–100

2–iv Sage Accpac Accounts Payable



Importing Payment Batches................................................... 2–101 One‐Time Vendors........................................................... 2–102 Accounting for Retainage..................................................... 2–102

Before Using Retainage Accounting........................................ 2–103 Entering Original Documents ............................................. 2–103 Adjusting Retainage for Original Documents ............................... 2–105 Processing Documents for Outstanding Retainage........................... 2–106

Processing Retainage Automatically.................................... 2–107 Multicurrency Retainage Documents....................................... 2–108

Invoicing Manually for Retainage ...................................... 2–108 Processing Tax on Retainage .......................................... 2–109

Retainage and 1099/CPRS Amounts........................................ 2–110 Viewing Retainage Information ........................................... 2–111

Reconciling Bank Statements.................................................. 2–112 Correcting Errors in Check Amounts....................................... 2–112 Processing Returned Checks .............................................. 2–113

Processing Multicurrency Transactions ........................................ 2–113 Exchange Gains and Losses on Settlement .................................. 2–114

Revaluing Multicurrency Transactions ......................................... 2–115 Revaluing Periods that Contain Backdated Documents ...................... 2–116 Revaluing Documents with a Multiple Payment Schedule.................... 2–118 Revaluing Outstanding Retainage ......................................... 2–119 Unrealized Gains and Losses.............................................. 2–119 Printing Revaluation Transactions ......................................... 2–120

Reporting Accounts Payable Data ............................................. 2–121 Printing Reports ......................................................... 2–121 Setup Reports............................................................ 2–121 Vendor Reports .......................................................... 2–122 Transaction Reports ...................................................... 2–122

Vendor Transactions.................................................. 2–123 Aged Payables ....................................................... 2–123 Aged Cash Requirements ............................................. 2–124

Checks and Advices, 1099/CPRS Forms, Letters and Labels .................. 2–124

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Periodic Processing...........................................................2–125 Year‐End Processing ......................................................2–127

Using Accounts Payable with Other Sage Accpac Applications ...................2–128 Integrating with General Ledger ...........................................2–128 Integrating with Project and Job Costing ....................................2–130

Processing Job‐Related Invoices, Debit Notes, and Credit Notes ...........2–130 Adjusting Job‐Related Documents in Accounts Payable...................2–135 Adjusting Job‐Related Payments .......................................2–137 Entering Job‐Related Vendor Payments .................................2–137 Posting Job‐Related Transactions in Accounts Payable....................2–140

Integrating with Purchase Orders ..........................................2–141 Where To Now?..............................................................2–141

User Guide 2–1



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Chapter 2 What You Need to Know

Before Using Accounts Payable

This chapter contains conceptual information about how Accounts Payable processes invoice, payment, and adjustment transactions. It describes how you:

• Create, post, and review batches of transactions.

• Carry out the periodic tasks and procedures that are part of your normal routine.

• Use various Accounts Payable reports.

For details on using Accounts Payable forms to perform specific tasks, see the following chapters:

• Chapter 3, “Maintaining Vendor Records and Setup Information.”

• Chapter 4, “Processing Invoices, Credit Notes, and Debit Notes.”

• Chapter 5, “Processing Payments and Adjustments.”

• Chapter 6, “Periodic Processing.”

• Chapter 7, “Reports.”

For information about setting up an Accounts Payable system and adding records and vendor accounts, see Chapters 2 and 3 of the Getting Started guide.

Overview of Accounts Payable Processing




Overview of Accounts Payable Processing The flowchart chart on the following pages outlines the steps in a normal Accounts Payable processing cycle.

Create invoice batches and enter transactions Print and file batch listings Check data integrity and make a backup copy of the data Post invoice batches Print and file posting journals

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

Process system checks Select transactions for payment: – Control the timing and amount of selected payments using the

Control Payments form – Set selection criteria, exclude vendors, and set maximum amounts

using the Create Payment Batch form Print the Pre-Check Register using the Create Payment Batch form Generate payments with the same criteria you used for the Pre-Check

Register Print checks and post payment batches Print and file posting journals

Create and post invoice batches

Do periodic processing tasks

Does your company use retainage accounting?

Does your company process recurring payables?

Create and post recurring payable batches

Print batch listings and posting journals

Yes No

Create and post retainage batches

Print batch listings and posting journals

Yes No

Processing Accounts Payable Batches

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Post all outstanding batches and print the posting journals 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

Revalue transactions at new exchange rates

Create outstanding general ledger transactions Print the G/L Transactions report Post the G/L batches in Sage Accpac General Ledger (or to another

general ledger)

As needed: 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 processing tasks

Update Accounts Payable records

Yes No

Do you have a multicurrency Accounts Payable ledger?

Processing Accounts Payable Batches The Accounts Payable program operates on a batch system. This means that you enter groups of transactions — invoices, credit notes, 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.

For more specific information about entering the various types of transactions, see the following sections in this chapter:

• “Processing Invoices, Credit Notes, and Debit Notes” • “Processing Adjustments”





• “Processing Payments”

If you use retainage accounting or Sage Accpac Project and Job Costing, you can include additional information with these transactions. See the sections, “Accounting for Retainage,” and “Integrating with Project and Job Costing,” later in this chapter for more information.

The following diagram shows the steps for processing batches.

Processing batches in Accounts Payable

Create Batches Create batch

List Batches

Post Batches

Print Audit Reports

Print Batch Listing (optional)

Errors in the batch listing? Yes Correct errors

Post the Batch

Errors found during posting?

No

Print: Posting Journal and G/L Transactions report

Error batch created

Add transactions

Yes

No

As you will see later, payment processing is a bit more complicated than invoice processing because Accounts Payable lets you create payment batches and print checks automatically.

For more information on payments, see “Processing Payments,” later in this chapter.

Creating Accounts Payable Batches

This section describes how Accounts Payable batches are created. It also contains information about editing, deleting, and posting batches, and explains how to keep track of them.


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Types of Accounts Payable batches

There are three types of batches in Accounts Payable:

• Invoice batches. Contain invoices, credit notes, debit notes, and interest invoices.

• Adjustment batches. Contain corrections, such as changes to the general ledger account numbers to which posted transactions were distributed or minor changes to payments.

• Payment batches. Contain payments, prepayments, and miscellaneous payments (by check, cash, credit card, or other means).

You can use the payment entry features of Accounts Payable in three distinct ways:

− To record payments that you have already issued.

− To enter individual payments and print the vendor checks.

− To automatically generate payment entries for the outstanding payables that match selection criteria you specify, and print the checks.

Payment batches are also used to apply documents such as credit notes to invoices and other documents, and to enter adjustments while entering payments (if you select the option Allow Adjustments In Payment Batches).

When you revalue multicurrency transactions, Accounts Payable generates entries that you either post to Sage Accpac General Ledger, if you have it, or export to another general ledger program. (You do not post revaluation batches in Accounts Payable.)

Creating batches You can create all three types of batches yourself, and enter transactions directly into them. In addition, Accounts Payable automatically creates batches when you:

• Use the Create Recurring Payable Batch or Create Retainage Batch.





• Post transactions that contain errors. Accounts Payable creates a new batch for incorrect transactions, and posts only correct transactions.

• Run Day End Processing in Inventory Control (for Purchase Orders). Purchase Orders creates batches of invoice and credit note transactions in Accounts Payable.

You can also import, into a batch you have created, batches from non‐Sage Accpac applications and from other Sage Accpac applications that are not at the same location as Accounts Payable.

Unlimited open batches

Unposted batches are called open batches. You can have as many open batches as you want. 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.

This ability to use several open batches means you can group transactions by location, date, purchase type, or any other criteria you find useful.

Multicurrency ledgers

If you have a multicurrency Accounts Payable ledger, you must create separate payment batches for each currency you want to process.

You can enter a mix of currencies in invoice and adjustment batches.

Assigning and using batch numbers and entry numbers

To keep a clear and accurate audit trail, Accounts Payable automatically assigns a number to each batch, and to each entry (transaction) you add to a batch, starting with 1. You must use the assigned numbers. The program keeps a separate numbering sequence for each type of batch (invoice, payment, and adjustment).

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.


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Batch and entry numbers let you trace transactions

You can use the batch numbers and entry numbers to trace the progress of transactions through the Accounts Payable system and (if you use the numbers as the descriptions or references for G/L transactions) into your general ledger.

Consolidation removes numbers and prevents drilldown

Note, however, that you lose batch and transaction entry numbers if you consolidate transactions during posting. Also, consolidation prevents you from drilling down from General Ledger to view Accounts Payable transactions.

Editing and Deleting Batches

You can add to 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 types of batches:

• Allow Edit Of System Generated Batches lets you edit automatically generated payment batches.

• 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.

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 form

In addition, all Accounts Payable transaction entry forms provide a 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.)


If you use multicurrency accounting, you can change the exchange 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 the 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 and batches

When you delete a batch or an entry in a batch, you cannot reuse its number. Deleted batches and entries are reported on the Batch 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 purchase order batches

If you use Sage Accpac Purchase Orders with Accounts Payable, you should never delete or change amounts in purchase order batches. If you do, your Accounts Payable vendor records will not match your Purchase Orders records.

Editing imported batches

If you want to change information you imported from another 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:

• Create an adjustment batch in the source program and import it into Accounts Payable.

Or


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• Delete the batch in Accounts Payable and import a new, corrected batch from the source program.

By changing transactions at their source, you ensure that Accounts Payable contains the same information that was sent by the other program.

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.

Using the Force Listing Of Batches option

If you select Force Listing Of Batches on the A/P Options form, you must print batch listings for batches before you can set them Ready To 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: 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.

To view information for a particular batch, display the batch in a transaction entry form, then click the Zoom button beside the Batch Number field.

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 automatically by Accounts Payable for transactions that cannot be posted.

Recurring batches “Recurring” batches are batches that you create using the Create Recurring Payables form.

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 accomplishes the following tasks. It:

• Updates vendor accounts with the transaction information entered in batches.

• Updates the vendor and vendor group statistics.


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• Creates general ledger transaction information for the general ledger accounts affected by the transactions, if you use the Create G/L Transactions During Posting option.

If you do not use the option, the G/L transaction information is stored for addition to a G/L batch that you create later using the Create G/L Batch form.

Posting error batches

Creates a new batch during posting for any unposted transactions, and produces a posting error report that explains why transactions were rejected, if a batch contains transactions that cannot be posted.


Creates transactions to record realized gains or losses due to changes in exchange rates (if payments are settling invoice transactions). These transactions affect the General Ledger only.

• Updates bank services with payment amounts and check numbers (if printing and posting checks).

• Updates 1099/CPRS information for vendors who are subject to 1099/CPRS reporting (with tax information from invoices and payment totals from payments).

• Creates a posting journal for each group of batches posted at the same time.

• Updates the posting sequence numbers for each type of batch listed on the Options form.

• If you create General Ledger transactions during posting, updates the sequence numbers for the General Ledger batches on the Integration tab of the Options form.

• Updates the status of each batch that was posted.

Assigning the posting sequence number

Assigns a posting sequence number to each transaction during posting to indicate the order in which it was posted.

For example, if you are posting invoice batches for the tenth time, all the invoices you are posting are assigned posting sequence number “10.”





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.

• Transfers transaction information to vendor records.

The program does not delete batches when you post them, so you can view and print listings for posted batches until you clear the

batches using the Clear History form. You can also “drill down” to an Accounts Payable batch and to each transaction from General Ledger.

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.

Correcting posted transactions

Note that you must enter an adjustment using the Adjustment Entry form to correct a posted transaction.

Delete files you imported after posting

Also note that if you import batches from CSV files (or other file formats), posting does not delete the original file. You should delete the files from which you imported transactions after posting them in

Accounts Payable to make sure you do not accidentally import and post a batch twice.

Posting Procedures

You take the following steps to post batches:

1. Print listings of the batches you want to post.

Using the Force Listing Of Batches option

If you use the Force Listing Of Batches option, you cannot post a batch until you print its batch listing. You must also print a new listing for the batch if you edit it.

2. Print checks for payment batches. You can print checks from two different places:

• From the Payment Entry form (to print individual checks).


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• From the Payment Batch List form as the first stage of posting and printing a complete payment batch.

You must select the Print Checks option when entering the payment in order to print a check from Accounts Payable.

You cannot edit payment entries created by the Create Payment Batch form unless you select the option, Allow Edit Of System Generated Batches.

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 Post

3. Choose the Invoice Batch List, Payment Batch List, or 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.

4. Post invoice, payment, and adjustment batches using the Post Batches forms. You can choose to post a single batch, or you can post a range of batches that are set to Ready To Post.

Post checks using the Print/Post button on the Payment Batch List form. You can post only one payment batch at a time.





Printing Audit Trail Reports of Batches

The batch system for processing transactions provides great flexibility at the batch‐entry stage and tight auditing control during and after posting.

You can trace any transaction from the general ledger back to the source entry if you:

• Carefully maintain and identify source documents.

• Print and file all batch listings and batch status reports.

• Print and file each posting journal as it is created.

• Print and file the check register after posting payment batches.

• Print the G/L Transactions report as part of your period‐end procedures.

Posting journals Each time you post, Accounts Payable creates a journal of the entries from the batches you posted together. These posting journals 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.

Journal Entries Generated from Posting Transactions

This section describes the journal entries that are created for your general ledger when you post Accounts Payable transactions. If your Accounts Payable ledger is not set to create general ledger batches automatically, make sure you generate General Ledger transactions as part of your period‐end procedures.

If you do not use Sage Accpac General Ledger, Accounts Payable creates its general ledger transactions in a file called APGLTRAN.CSV, which can be imported by a remote site Sage


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Accpac General Ledger or transferred to another general ledger that you use. The file is in Comma Separated Values format.

Invoices. Assigned source code AP‐IN on the G/L Transactions report, except interest invoices, which are assigned the source code AP‐IT.

Posted invoice transactions debit the general ledger revenue account or expense account you specify with each invoice detail (either directly or using a distribution code) and credit the general ledger payables control account assigned to the vendor.

The first example below records the purchase of items for resale; the second records the purchase of office supplies.

General Ledger Account Debit Credit Inventory X

Retainage control (if applicable) X

Payables control X

General Ledger Account Debit Credit Office expense - supplies X


Payables control X

Credit Notes. Assigned source code AP‐CR on the G/L Transactions report.

Credit note transactions credit the general ledger account (the inventory account in this example) and debit (decrease) the general ledger payables control account assigned to the vendor.

General Ledger Account Debit Credit Payables control X


Inventory X





Debit Notes. Assigned source code AP‐DB on the G/L Transactions report.

Debit note transactions debit the general ledger account represented by the distribution code (inventory in this example) and credit (increase) the general ledger payables control account assigned to the vendor.



Payables control X

Payments. Assigned source code AP‐PY on the G/L Transactions report.

Payments debit the vendor’s payables control account, credit the Bank account specified for the payment batch, and credit the payment discounts account (if a discount is taken). Discounts are assigned the source code AP‐ED (for earned discount).


Bank X

Payment discounts X

Miscellaneous Payments. Assigned source code AP‐PY on the G/L Transactions report.

Miscellaneous cash payments debit the general ledger account you specify on the Payment Entry form and credit the Bank account for the payment batch.

General Ledger Account Debit Credit

Misc. expense (baseball equip.) X

Bank X

Prepayments. Assigned source code AP‐PI on the G/L Transactions report.


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Prepayments debit the prepayment account and credit the bank account for the payment batch. When you apply the prepayment later, Accounts Payable credits the prepayment account and debits the expense or asset account that you specify.

General Ledger Account Debit Credit Prepayment X

Bank X

Adjustments. Assigned source code AP‐AD on the G/L Transactions report.

An adjustment entered as a debit credits the vendor account (increases the payables balance) and debits the general ledger account you specify when you enter the adjustment.

For example, the following adjustment was entered as a debit adjustment to the inventory account.


Payables control X

A credit adjustment debits the vendor account and credits the general ledger account you specify when you enter the adjustment.


Exchange Gains and Losses. Assigned source code AP‐GL (for “gain/loss”) on the G/L Transactions report.

Exchange gains and losses appear in multicurrency ledgers only. They occur when:

• You revalue an invoice in a source (non‐functional) currency at an exchange rate that is different from the rate currently used by the invoice.

The following transaction registers a loss because changes in the exchange rate have increased the value of the vendor invoice.





General Ledger Account Debit Credit Exchange (or Realized) loss X

Payables control X

Gain/Loss accounting method determines the type of entry

Note: If you use the Realized and Unrealized Gain/Loss accounting method for your company, exchange gains and losses are considered “unrealized” until the document is paid. Revaluation sends unrealized gain and loss transactions to General Ledger as reversing transactions (meaning they are automatically reversed at the beginning of the next fiscal period), as follows:


Exchange (or Realized) gain X

If you use the Recognized Gain/Loss accounting method, revaluation exchange gains and losses are not reversed.

• You settle an invoice using an exchange rate that is different from the rate currently used by the invoice.

If posting changes the value of an invoice (for example, through partial payment, full payment, or credit note), Accounts Payable calculates the gain or loss for the portion of the invoice that was changed by the posting, and creates gain or loss transactions for the general ledger accounts.

The following transaction registers a gain because the exchange rate on settling reduced the value of the vendor invoice.


Exchange (or Realized) gain X

Note that credit notes and debit notes do not trigger exchange gains or losses if they are issued at the same exchange rate as the original

Processing Invoices, Credit Notes, and Debit Notes

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invoice. However, they do generate gains or losses if they are issued at a different rate.

Processing Invoices, Credit Notes, and Debit Notes This section presents an overview of invoice, credit note, debit note, and interest transactions. It also describes how Accounts Payable calculates taxes and discounts on invoices, and tells you how to specify discounts and set up payment schedules.

Do the lessons in the Sage Accpac Workbook

If you have not used Accounts Payable before, you should do the Accounts Payable lessons in the Sage Accpac Workbook. The Workbook introduces you to all the features of the Invoice Entry form.

For detailed instructions on using the Invoice Entry form, see Chapter 4, “Processing Invoices, Credit Notes, and Debit Notes,” in this guide.

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 accounting, you can also enter retainage invoices, retainage credit notes, and retainage debit notes. You can add all the document types to a single batch, or create separate batches for each type.

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:

• Enter header information for the document (transaction), which includes:





− Vendor number (also sets the default tax group, default payment terms, and the currency of the document).

− Account set.

The account set from the vendor record appears as the default, but you can change it. In a multicurrency ledger, the account set you specify must use the same currency as the customer.

− Remit‐To address (a primary remit‐to address appears by default).

− Whether the document is job‐related.

− Whether retainage applies.

− 1099/CPRS code and amount, if applicable.

− Document type (invoice, credit note, debit note, or interest charge).

− Apply‐to document (to which a credit note or debit note applies).

− Document number (for example, the number on the invoice).

− Document Date (for statistics and aging credit notes and debit notes).

− Posting date (determines the fiscal year and period to which document is posted).

The date that appears depends on the selection for the Default Posting Date option on the A/P Options form, but you can change it. On a retainage document, the posting date cannot be earlier than the posting date of the original document.

Accounts Payable uses posting dates, rather than document dates, to select open documents for revaluation, so that


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exchange adjustments are posted to the correct fiscal year and period.

− Document total (including taxes).

− Description.

− Purchase order and sales order numbers.

− On hold status.

• Enter tax information.

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 vendor’s currency.

To enter tax amounts and tax bases for each tax authority, you can:

− Calculate the tax amounts and/or the tax base automatically.

− 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.

− Enter total tax amounts and/or a tax base, then automatically distribute the total tax amounts and/or tax base to the individual distribution lines.

Note that you can select the tax entry method independently for the tax amount, tax base, and tax reporting currency.

If the tax authority allows tax to be included in prices, you can specify whether individual taxes are included in invoice prices or whether the total is net of tax.





• Enter account distributions for the document.

Invoice distribution You can distribute the invoice amount by:

− Specifying a distribution set and automatically or manually distributing amounts to the accounts within the set.

− Specifying individual distribution codes and automatically or manually entering the amounts for each code.

− Specifying individual account numbers and entering the amount for each account.

− Specify the contract, project, and category, and other information as required for job‐related details. (For more information about entering job‐related documents, see the section, “Processing Job‐Related Invoices, Debit Notes, and Credit Notes,” later in this chapter.)

Tax distribution You can distribute tax amounts to the same accounts as you distributed the invoice amounts or allocate them separately.

• Enter payment terms and information for payment schedules (installment payments).

Accounts Payable lets you enter an “as of” date for payment schedules and calculates all the due dates. You can then edit the schedule (for example, to adjust 30‐day payments to the last day of each month).

• If the document is subject to retainage, you enter the retainage percentage, retainage amount, retention period, and retainage due date that applies to each detail.

• Enter data in optional fields.

Default information comes from the vendor record if you use the same field names and optional tables in both places.


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Edit the exchange rate for the document if the rate in effect is 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 that were created by other Sage Accpac applications (such as Purchase Orders).

Do not edit job-related invoices generated in Purchase Orders

Note: We recommend that you do not edit job‐related invoices created in Purchase Orders. Posting these invoices in Accounts Payable does not update Project and Job Costing. (Project and Job Costing is updated when you post the invoices in Purchase Orders.)

If you need to adjust a job‐related invoice in Accounts Payable, enter and post a separate adjustment to ensure that Project and Job Costing is updated properly.

See also “Importing Payment Batches,” later in this chapter.

Changing Document Header Information

You can change most of the header information after you save an invoice. You can change:

• Document date • Posting date • Account set • Document number • Document total • Description • Purchase order number • Sales order number





• Remit‐to address • On hold status • 1099/CPRS code and amount • Retainage

You cannot change:

• Document type • Vendor number • Job‐related status


If you use multicurrency accounting, the vendor’s currency code appears when you enter the vendor number. You use the Rates tab to change the rate type, rate date, and exchange rate for an entry. You cannot change the currency code, and you can change the account set only to one that uses the same currency as the vendor.

Changing On Hold 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.

To apply a payment, debit note, or credit note to a document when using the Create Payment Batch form, you must first remove the On Hold status using the Control Payments form. You can always apply a document that is on hold in Payment Entry, manually, without removing the hold.

General Steps for Entering and Distributing Invoice and Tax Amounts

Once you have entered the document header information, the main task of invoice entry is distributing the invoice and tax amounts to expense or asset accounts.


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The general steps for entering the total invoice amount and distributing the item and tax amounts from an invoice are as follows:

1. On the Document tab:

• Enter the document total (including tax).

• Distribute invoice amounts (manually or using a distribution set).

2. On the Taxes tab:

• Check the tax group and tax classes for the vendor.

• Select the tax entry method (Enter, Distribute, Calculate) for the tax amounts and tax bases.

• Enter tax amounts, tax bases, and tax reporting amounts (if required), if entering taxes manually, or click Calculate Taxes.

• Distribute taxes to detail lines using the Distribute Taxes button, if necessary.

3. On the Detail Accounts/Taxes form (for individual distribution lines):

• Change the tax classes, if necessary.

• 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.

The following sections provide more information on:

• Entering tax information and calculating taxes.

• Changing tax classes for individual invoice distributions.

• Calculating and distributing self‐assessed taxes.





• Entering distribution information.

Entering Tax Information and Calculating Taxes

Accounts Payable automatically uses the default tax entry options specified on the Transactions tab of the A/P Options form when you enter a new invoice, credit note, or debit note. However, you can change the tax entry options for individual documents on the Taxes tab of the Invoice Entry form.

If you change the tax group for a particular document to one that uses a different currency than the vendor’s tax group, you can also select a tax entry method for the tax reporting amount.

Accounts Payable provides three options for entering tax amounts, tax bases, and tax reporting amounts on invoices, credit notes, and debit notes, as follows:

• 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.

If you want, you can distribute amounts automatically to the invoice details using the Distribute Taxes button. You can edit the detail taxes, later, in the Detail Accounts/Taxes form.

Clicking the Calculate Taxes button overrides all manually entered taxes (the total amounts on the Taxes tab as well as the detail taxes).

• Distribute — then manually enter the total tax amounts, tax bases, and tax reporting amounts on the Invoice Entry form’s Taxes tab, using the information from the invoice, then distribute taxes automatically to the invoice details using the Distribute Taxes button.

You cannot edit taxes on the Detail Accounts/Taxes form if you choose this method.


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• Calculate — then have the program calculate taxes and distribute them when you add the invoice or distribute the invoice amount. You can also select Calculate for the tax amount and Distribute or Enter for the tax base, and let the program calculate the tax amount automatically using the tax base you enter.

If Accounts Payable is set to calculate tax amounts, tax bases, or tax reporting amounts automatically, you cannot edit these amounts.

The main reasons for having the program calculate tax are:

• To check the tax amount that appears on the invoice.

• To track a tax that is hidden in the invoice total.

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.

Tax Services Stores Tax Information and Tracks Taxes

Accounts Payable gets all its tax rates and tax account information from Tax Services, which is part of Sage Accpac’s Common Services.

When Accounts Payable distributes tax amounts, it:

• Checks the Taxes tab to see which taxes apply to the vendor and the tax entry method you selected (Enter, Calculate, or Distribute).

− If you selected Enter as the tax entry method, the program uses the tax amounts entered on the Taxes tab.





(When you save the invoice, Accounts Payable checks that, for each tax authority, the sum of the detail taxes equals the tax amount you entered on the Taxes tab.)

− If you selected Calculate or Distribute, the program checks the Tax Included settings, then requests Tax Services to calculate the tax amounts for the distributions listed on the Document tab.

• Allocates entered or calculated taxes in the same proportion as you distributed the rest of the invoice amount.

• Removes any proportion of the tax that is recoverable from the tax distribution amount and assigns it to the tax recoverable account.

You define tax authorities and specify whether taxes are recoverable using Tax Services. See the Tax and Bank Services User Guide.

• Removes any tax that is expensed separately from the tax distribution amount, and assigns it to the tax expense account.

You specify whether taxes are separately expensed using Tax Services.

• Depending on the setting for the Report Tax option on the Options form and the method the tax authority uses for reporting tax on retainage, removes tax on retainage, storing it until you process the retainage document.

For more information on reporting tax on retainage, see “Processing Tax on Retainage,” later in this chapter. To find out how to set the Report Tax on Retainage Document for a tax authority, see the Tax Services User Guide.

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.


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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 rates, and tax classes

Regardless of the tax entry method you select, you can change the tax rates for an invoice, credit note, or debit note by:

• Changing the tax authorities (by changing the tax group).

• Changing the tax classes.

You can also change the tax classes for particular distribution lines using the Detail Accounts/Taxes form. (See the next section for more information.)

Exempt tax class Note that if a tax class is identified as tax exempt in Tax Services, the 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 is 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.)

Calculating and Distributing Self-Assessed Taxes

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.

To create and use a self-assessing tax:

1. In Tax Services, create two new tax authorities:

• Authority 1 is the tax expense.

This tax can be distributed with the invoice amount or expensed separately to a tax expense account.

• Authority 2 is the tax payable. Specify that this tax is expensed separately to the tax payable account.

2. Create Purchases tax classes for vendors and items for both tax authorities.

3. Enter tax rates for purchases for each of the authorities:

• For authority 1, specify the tax rate as you would for any other tax.

• For authority 2, specify a negative tax rate of the same amount that you specified for authority 1.

The two taxes cancel each other, and do not add to the value of the invoice.

4. Add both taxes to the tax group you want to use for the vendor.

5. Specify the self‐assessing tax group when you add an invoice.

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.


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8. Set the Tax Included option to No for the two taxes.

Calculating Tax Reporting Amounts

Multicurrency ledger

In some jurisdictions, if an invoice uses a different currency than the source currency, the invoice must show tax amounts in the tax reporting currency (the currency used on the document), along with the exchange rate used for the conversion.

In Accounts Payable, if you change the tax group on an invoice, debit note, or credit note to one that uses a currency different from the vendor’s currency, you can choose on the Taxes tab whether to let Accounts Payable calculate the tax reporting amounts automatically for you.

Deriving an implicit exchange rate

If you select Enter or Distribute for the Tax Reporting entry method, 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.

For information about setting up records for tax authorities and entering tax rates, see the Tax and Bank Services User Guide.

Entering Distribution Information

Before you make any distributions, enter the document total on the Document tab and ensure that the tax information on the Taxes tab is correct.

For most invoices, you need to distribute two amounts:

• The amount of the invoice net of taxes.

• The tax amount.





Accounts Payable allows you to distribute item and tax amounts manually on the Document tab, or distribute some or all of these amounts automatically.

Distribution Example

Accounts Payable lets you distribute the invoice amount (including or excluding taxes) by specifying:

• One or more distribution sets and the amount that you want allocated to each set.

Or

• Individual distribution codes (that represent a single general ledger account number), along with the amount you want allocated to each code.

Or

• Individual account numbers, along with the amount you want allocated to each account.

For example, to distribute invoice amounts using a distribution set:

1. Type or select the code for the distribution set.

2. Type the amount to distribute to the accounts in the distribution set.

3. Click the Create Distribution button.

4. Edit the amounts of the distribution if necessary.

5. Repeat steps 1 to 4 if you want to distribute a portion of the invoice to a different set, or insert lines for single distribution codes or general ledger accounts in the list on the bottom half of the Document tab.

If tax is calculated automatically, Accounts Payable calculates the tax for each line when you complete it.


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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:

• Calculate Taxes. The Calculate Taxes button calculates tax, then allocates it to each distribution line.

• Distribute Taxes. The Distribute Taxes allocates to each distribution line the tax amount shown (or entered) on the Taxes tab.


Note that you distribute all invoice and tax amounts in the vendor’s 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.

For more information on multicurrency transaction entry, see “Entering Rate Information on Invoices, Credit Notes, and Debit Notes” and “Processing Multicurrency Transactions,” later in this chapter.

Invoices, debit notes, and credit notes all work the same way

Although this guide often refers to invoice distributions and invoice amounts, keep in mind that distributions are the same for credit notes and debit notes.

Calculating the Document Total from the Total Net-of-Tax

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.





Follow these steps:

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.

4. Click the Calculate Tax button.

Accounts Payable calculates the tax amounts and the total payable. You have now allocated an amount that is larger than the document total. The additional amount shows up as a negative Undistributed Amount at the bottom of the Document tab.

5. On the Document tab, add the undistributed amount to the amount in the Document Total field.

Calculating Discounts and Entering Payment Schedules

Entering discount information

If you can claim discounts for early invoice payment, you can define terms codes for each of the methods your vendors use to calculate discount amounts and discount periods.

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.


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You can specify whether an invoice discount applies to a particular detail. The Discountable status for the distribution code appears as the default for a detail, but you can change the option for a detail, either on the detail‐entry grid or on the Detail Accounts/Taxes form.

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.

The discount date determines whether a discount is available in the Payment Entry form. If a discount is available, Accounts Payable displays the invoice total net of the discount when you apply payments to the invoice. If necessary, you can enter a discount taken that exceeds the discount specified on the invoice.

Discounts do not apply to credit notes and debit notes.

For information about terms codes, see “Setting Up Terms,” in Chapter 2 of the Getting Started guide.

Assigning Multiple Payment Schedules to Invoices

Accounts Payable lets you enter an invoice to be paid in a series of payments by assigning a terms code that includes a multiple payment schedule. For example, you can add a terms code to Accounts Payable for a payment schedule for three equal payments made 30 days apart.

Payment schedules not only track a series of payments for an invoice, they also let you take discounts on scheduled payments.

When you assign a terms code that uses a payment schedule to an invoice, Accounts Payable creates a payment schedule on the Terms tab. The payment schedule divides the invoice total into the specified number of payments, each with its own due date, payment amount, and discount period.





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).

If you want, you can print payment schedules on batch listings.

When you use the Payment Entry form, you specify the particular transaction to which you are applying a payment.

Entering Rate Information on Invoices, Credit Notes, and Debit Notes


This section summarizes the steps you take to add invoices, credit notes, and debit notes in currencies other than the functional (home) currency.

You enter multicurrency transactions in exactly the same way as you enter functional‐currency transactions. An extra step arises only if you need to change exchange rates or if you assign a different tax group to the transaction.

As soon as you specify the vendor number on a new invoice, credit note, or debit note, Accounts Payable displays the currency for the vendor, along with the current exchange rate, in the top part of the tab.


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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 functional currency or your functional currency is the euro and the vendor is a member of the EMU.

If the tax group specified on the invoice uses a currency different from the vendor’s, specify the exchange information for that currency on the Taxes tab.

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.

When you post multicurrency transactions, Accounts Payable converts the source‐currency amounts to the functional currency, using the exchange rate information entered with the transaction.

Note that the statistical amounts displayed in the vendor record are also in the vendor’s currency, as well as in the functional currency.

Entering Optional Fields on Invoices

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can add optional fields to the Invoice Entry form, letting you store additional information with invoices, debit notes, and credit notes.





Two kinds of optional fields for invoices

Accounts Payable handles optional fields you assign to document headers separately from optional fields you assign to document details.

Invoice optional fields

You use the Optional Fields tab on the Invoice Entry form to assign 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.

Default values appear for the invoice optional fields, as follows:

• 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.

• If the optional fields in the remit‐to location record and the vendor record are different from each other, the optional field values from the vendor record appear as defaults for the invoice.

• If an optional field is defined for invoices, but is not assigned either to the vendor or the remit‐to location, the program displays the value specified in the optional field record.

Invoice details optional fields

The Invoice Entry form also lets you assign optional fields to document details.

Optional fields indicator

On the detail‐entry grid and on the Detail Accounts/Taxes form, an 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


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optional fields in an existing batch, you must correct each entry in the batch.

You add optional fields to the Invoice Entry form as described in the “Setting Up Optional Fields” section of Chapter 2 in the Getting Started guide.

Creating Invoices for Recurring Payables

If you receive regular invoices from some of your vendors for the same payables, such as warehouse rental, you can automatically create invoices for all or a selection of these payables and vendors.

The ability to create separate recurring payable batches saves your having to enter an invoice for each recurring payable and vendor manually.

Set up recurring payable records, first

Before you can produce recurring payables, you must use the Recurring Payable Setup form to add records for the recurring payables you use and to assign them to vendors. The recurring payable record includes a schedule that determines the invoicing frequency, estimated taxes, and whether the payable will expire on a given date or after a specified maximum amount or number of invoices has been met.

For more information about setting up recurring payables, see “Adding Recurring Payables,” in Chapter 2 of the Getting Started guide.

Creating Recurring Payable Batches

When you are ready to create invoices for recurring payables, you use the Create Recurring Payable Batch form. You can create recurring payable invoices by vendor number, vendor group, or recurring payable code.

Accounts Payable creates invoices for the amounts specified in the selected recurring payable records. The program also calculates any tax amounts when it creates the batch.





Accounts Payable does not create an invoice beyond the expiration date, or if the limit on the number of invoices has been met, or if the amount invoiced to date will exceed the maximum amount allowed in the recurring payable record. Also, it does not create invoices for accounts that are inactive or on hold.

You can have as many recurring payable batches as you need in your Accounts Payable system at a time. Accounts Payable warns you when you create a recurring payable batch if there is another unposted recurring payable batch in the system, in case you created the second batch by accident.

You can edit the batches, print listings for them, and post them in the same way you process other types of batches.

Assigning document numbers to recurring payable invoices

When you create a recurring payable batch, Accounts Payable automatically assigns a document number to each invoice. The document numbers use the prefix and start with the next number specified on the Numbering tab of the A/P Options form.

Using the Method option

Accounts Payable lets you choose whether to create a new batch or add the new transactions to an existing batch. The Method option lets you select:

• Default -- to add the invoices to an open invoice batch that has the same run date. If no batch has the same run date, the program creates a new batch.

• Create A New Batch -- to create a new batch of recurring charge transactions.

• Add To An Existing Batch -- to choose an existing batch to contain the new transactions. (If you select this option, a Finder appears that lets you select the batch.)

Recurring payable batch number and date

When you create a recurring payable batch, the program assigns to it the next available invoice batch number, and uses the run date as the batch date.

The schedule you assign to a recurring payable record determines the invoicing frequency and the invoice date. For a recurring payable


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with a start date of January 1, 2010 and a schedule stipulating that the payable is to be invoiced on the first day of each month, the invoice dates would be January 1, February 1, March 1, and so on.

Reusing deleted recurring payable invoice numbers

If you delete a batch of recurring payable invoices before posting them, Accounts Payable does not automatically reset the next invoice number for recurring payables on the A/P Options form. To prevent gaps in your audit trail of recurring payable invoice numbers, you should change back to the number assigned to the first invoice in the deleted batch.

The program applies the payment terms for the terms code entered when the recurring payable was set up.

Reporting recurring payable invoices

Invoices for recurring payables are shown as transaction type RP on listings and reports in Accounts Payable, and the batch type is Recurring. The G/L Transactions report assigns AP-IN as the source code for recurring payable invoices.

When you create a recurring payable batch, Accounts Payable updates the last invoice date, the amount last invoiced, and the amount invoiced to date in the recurring payable record. (If no invoice is created for a recurring payable because its maximum amount has been reached, the program does not update the invoice date of the last invoice posted for the recurring payable.)

When you post a batch of recurring payables, the program adds the recurring payable amounts to vendor period-to-date and year-to-date invoice totals.

Processing Adjustments




Posting Recurring Payable Batches

When you post a recurring payable batch, Accounts Payable creates a posting journal of the transactions and updates the following records:

Updating vendor statistics

• Vendors. Adds the amount and number of new recurring payables to the invoice totals for the period in the vendor’s account. Also enters the amount and document date of the last recurring payable that was posted for the vendor.

• Vendor groups. Adds the total amount of the recurring payables invoiced to vendors in the group and the number of recurring payable invoices created for the group to the group statistics. Use the Vendor Groups form to view this information.

Creating general ledger transactions

• General ledger accounts. Creates transactions for the revenue accounts specified by the distribution code entered with each detail line on the recurring payable invoices, and for the affected accounts in the vendor’s account set. Also creates balancing transactions for the corresponding Payables control accounts.

Print the posting journal for the recurring payable batch or print the G/L Transactions report to view this information.

Processing Adjustments Accounts Payable provides two principal methods for adjusting transactions and account balances.

You can:

• Enter adjustments with payments.

• Enter adjustments individually in adjustment batches.

For detailed instructions on entering adjustments, see Chapter 5, “Processing Payments and Adjustments.”


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A credit adjustment debits the vendor account (decreases the payables balance) and credits the general ledger account you specify when you enter the adjustment.

A debit adjustment credits the vendor account and debits the general ledger account you specify when you enter the adjustment. (See the transaction examples at the beginning of this chapter.)

Adjustments do not affect Bank Services

Note that Accounts Payable adjustments are not sent to Bank Services — even if you are adjusting the amount of a check.

This means that if you make any adjustment to the amount of a payment, the 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.

If possible, you should delete an incorrect check before it is posted, then enter a new one to correctly update the bank.

Entering Adjustments with Payments

You can quickly write off amounts or enter other adjustments to a document at the same time as you apply a document to it in Payment Entry.

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.)

Before you can enter adjustments with transactions in the Payment Entry form, you must first select the Allow Adjustments In Payment Batches option on the Options form. You can then add adjustment transactions, specifying the general ledger account for each adjustment amount when you apply payments or posted documents in the Payment Entry form.

You post these miscellaneous adjustments with payment batches, and they appear on the same batch listings and posting journals as the payment batches.





You must apply a payment to enter an adjustment

You can adjust an invoice in the Payment Entry form if you are applying a payment or a posted document to that invoice. If you want to enter an adjustment for an invoice to which you are not applying a document, use the Adjustment Entry form.

Entering Adjustments Individually

You can enter adjustments one at a time in the Adjustment Entry form, specifying the document number to adjust and the general ledger account to debit or credit.

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.

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 debit note in the Invoice Entry form.

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.

Vendor statistics include the total amount and number of adjustments entered for the period, and the amount and date of the last adjustment transaction entered.

Information Entered with Adjustments

For more information on each field in the Adjustment Entry form, press F1 while entering adjustments to display online help, then click the Field List button in the Accounts Payable help window.


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Information for Adjustments Added in the Payment Entry Form

If you are entering an adjustment through Payment Entry, you can enter a reference and a description for the adjustment entry. You can fill in only the following four fields for each adjustment detail:

• Adjust Line Number • Reference • Description • Distribution Code or G/L Account Number • Amount

An adjustment entered from the Payment Entry form

All other fields are filled in by the program.

Information for Adjustments Added in the Adjustment 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

You can edit or view the following pieces of information:

• Batch number.

• Entry number.

• Entry description.

• Adjustment number (display‐only count of all adjustments entered to date — including those entered with payments).

• Adjustment date (for statistics, exchange rate and aging).

• Posting Date.

• Fiscal year and period (to which the adjustment is posted).

• Vendor number.

• Reference.

• Description (this is the description which appears on the G/L Transactions report if you choose to use the description for the G/L Reference field or G/L Description field in general ledger transactions).

If the document you are adjusting was created using Accounts Payable version 5.4 or later, use the Finder for the Adjust Line Number field to select a specific detail for adjustment.


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• Document number (the number of the invoice, credit note, debit note, or prepayment to which the adjustment applies).

• Document balance.

• Payment number (this number is “1” unless the invoice has a multiple payment schedule; in which case, it is the payment number).

• Payment balance (displays the amount yet to be paid).

• Optional fields.

• Distribution code or G/L account number (the other side of the transaction goes to the vendor account and payables control).

• Amount. (Enter a debit to credit vendor account; enter a credit to debit the vendor account.)

Types of Adjustments

Some common adjustments you can make using the Adjustment Entry form are to:

• Correct invoice distributions to wrong accounts.

• Adjust minor errors in payment amounts.

• Adjust posted payments to write off small overpayments.

• Add retainage to a document.

Correcting Distributions to Wrong Accounts

You can make an adjustment to change the distribution of a posted invoice, credit note, or debit note from one account to another.

For example, suppose when you entered an invoice for office supplies you debited the general ledger Administrative Expenses account for $500 instead of the Office Supplies expense account.

You need to enter two details for this adjustment:





• Enter a detail to credit the Administrative Expenses account with $500, to reverse the distribution.

• Enter a detail to debit the Office Supplies expense account with $500, to distribute to the correct account.

The distribution looks like this:

The vendor balance is not affected, because the net change to the Payables Control account is zero.

Adjusting Errors in Check Amounts

If you post an incorrect amount in Accounts Payable for a check you wrote manually, you must enter an adjustment to correct the mistake.

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.

However, if the mistake is for a significant amount, you must correct it in Accounts Payable, as follows:

• If you posted less than the correct check amount, enter a payment transaction for the difference, and apply it to the relevant invoice or other document in the vendor’s account.

For example, if you recorded and posted a $100 check as $10, post a new payment transaction for $90.

This step produces a new check transaction, which you must clear as described in the section, “Clear Checks,” in the Tax and Bank Services User Guide.

• If you posted more than the correct check amount (for example, you recorded and posted a $10 check as $100), enter an


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adjustment to the invoice or other document to which you applied the incorrect check amount in two stages:

a. Adjust the vendor account by entering the adjustment as a debit amount, specifying the general ledger clearing account to which you will post the other half of the transaction in Bank Services.

This step credits the vendor’s Payables Control account, increasing the amount you owe the vendor to the correct amount.

b. Adjust the bank balance in Bank Services by posting the debit to the bank account and the corresponding credit to the clearing account, following the instructions in the section, “Clear Checks,” in the Tax and Bank Services User Guide.


Accounts Payable does not send adjustment transactions to Bank Services. This is why you must enter adjustments that affect bank accounts in both Accounts Payable and Bank Services, using a general ledger clearing account to avoid creating duplicate entries for your general ledger.

Applying Amounts Payable against Amounts Payable

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).

This type of adjustment requires an adjustment in both Accounts Payable and Accounts 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:

• In Accounts Payable, enter an adjustment to credit the vendor account by $50 and debit a general ledger clearing account $50.

The clearing account can be any account you assign to serve as a suspense account, to hold the $50 during its transfer between





accounting systems. The account is cleared when both the Accounts Payable and the Accounts Payable adjustments are posted.

• In Accounts Payable, enter an adjustment with a detail to credit the clearing account $50. The program automatically debits the Payables Control account and the vendor’s account $50.

In this example, the amount Payable is reduced to zero and the amount payable is reduced to $450.

Entering Optional Fields on Adjustments

Adjustment Entry optional fields

If you use Sage Accpac Transaction Analysis and Optional Field Creator, an Optional Fields check box indicates whether any optional fields are assigned to a particular adjustment entry. (The program selects the check box — you cannot change the selection.)

If you set up any adjustment optional fields for automatic insertion, they are assigned, along with their default values, to new transactions you add in Adjustment Entry.

You click the Zoom button beside the Optional Fields check box to display or change the optional fields assigned to an adjustment transaction.

Default values for adjustment optional fields appear as follows:

• If an optional field assigned to the current adjustment was also used on the document you are adjusting, the program displays the values from the original document.

• If an optional field assigned to the current adjustment was not used on the original document but is assigned to the vendor record, Accounts Payable displays the default value from the vendor record.

• If an optional field assigned to the current adjustment was neither used on the original document nor assigned to the vendor, the program uses the default value from the optional field record.

Processing Payments

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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.

You add optional fields to the Adjustment Entry form as described in the “Setting Up Optional Fields” section of Chapter 2 in the Getting Started guide.

Processing Payments Accounts Payable provides two ways to enter payments:

• Manually create new payment batches and enter payments using the Payment Entry form.

You can issue checks — or other payments — manually, then use Payment Entry to record the checks, or you can enter payments and use Payment Entry to print the checks.

• Have the Accounts Payable program generate payments using the Create Payment Batch form.

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.

You can use the Payment Inquiry form to look up payments by bank range, vendor range, status, transaction type, date range, year and period range, and check number range. You are not limited to viewing payments for one vendor at a time, as when using the Vendor Activity form.

Using the Payment Entry Form




You can print the Vendor Transactions report, including payments and prepayments for a vendor or a range of vendors.

For detailed information about using the Payment Entry form, see the next section.

For information on system‐generated checks, see “Using the Create Payment Batch Form,” later in this chapter.

See Chapter 5 for instructions

For step‐by‐step instructions on processing payments, see Chapter 5 of this guide.

Using the Payment Entry Form This section contains an overview of the Payment Entry form. It describes the information you enter for each payment, and discusses how to print checks and advices.

You use the Payment Entry form to:

• Create new batches of payments.

• Enter payment information for checks you have already issued, for checks you want to print using Accounts Payable, or for other types of payments (such as cash or credit card payments).

• Apply existing documents (such as prepayments) to invoices.

• Edit system‐generated payment batches.

• Print checks.

• Enter adjustments to invoices you are paying in the Payment Entry form, instead of using the Adjustment Entry form.

• Open the payment Batch Information form to view or edit information about the payment batch.

You should read this section to understand how Accounts Payable handles payments. If you need instructions for specific payment


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processing tasks, see Chapter 5, “Processing Payments and Adjustments.”

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.

If you want an overview of batch processing, read the section, “Processing Accounts Payable Batches,” earlier in this chapter.

Payment Batch Information

The payment Batch Information form lets you view additional information about a selected payment batch that is not contained on the main payment entry forms, such as the date the batch was last edited, the batch type and status, the number of entries in the batch and their total amount, and whether the batch listing and deposit slip have been printed.

The Payment Batch Information form also lets you specify:

• The batch date and a description for the batch.

• The bank.

• In a multicurrency ledger, the currency for the payment batch. You also enter the default rate type, rate date, and exchange rate to use for the payments you add to the batch.

Editing batch header information

For an existing batch, you can change the batch date and description, and, if you use multicurrency accounting, the default rate type, rate date, and exchange rate for the batch.

For more information about batch processing, read the “Processing Accounts Payable Batches” section, earlier in this chapter.





European transactions

For information about using the euro as your functional currency, see the chapter “Entering Currency Information,” in the System Manager User Guide.

Types of Payment Entries

In most cases, a payment transaction is the information that Accounts Payable needs to print one check for a vendor and update the vendor account with the check information.

The Payment Entry form lets you enter four types of transactions:

• Payment. Records a payment to settle outstanding transactions. 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 payments.

The program displays the vendor’s outstanding transactions (invoices, credit notes, debit notes, adjustments, and prepayments), and you select the transactions you want to partially or fully pay.

• Prepayment. Records payments you make before you receive an invoice. When you receive the invoice, you enter it using the Invoice Entry form, and then post it. The prepayment will then be applied against the invoice.

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.

• Apply Document. Lets you apply one posted document against another (such as a prepayment against an invoice).

• Miscellaneous Payment. Lets you issue a payment to a person or company for which you have not set up a vendor record.

It also lets you enter a cash invoice for an existing Accounts Payable vendor. Accounts Payable automatically creates an


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invoice when you post a miscellaneous payment with a vendor number.

You enter the distribution details on the Payment Entry form as you would for an invoice, debiting general ledger accounts as required and crediting the bank account.

You can enter negative detail lines for a miscellaneous payment, provided that the total is a positive amount. (You cannot post the payment if the total is negative.)

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.

Restrictions on Batch Entries

The main restrictions on the entries in a single payment batch are:

Only one bank per batch

All payments in the batch must be drawn on the same bank account. (You specify the bank when you create the payment batch.)


All payments in the batch must use the same currency. You also 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, not vendor currency

Note that the currency you specify for a payment batch is the payment currency — not the currency of the vendors paid in the batch. Accounts Payable lets you pay vendors in any currency you choose.





For example, you can have a functional currency of Canadian dollars, but create a payment batch using US dollars to pay vendors in Mexico (whose currency is the peso).

Information Entered with Payments

This section lists and describes the information you enter with payment entries. The information is presented in the order in which you enter it using the Payment Entry Form.

For information on any of these fields while using the Payment Entry form, press F1, then click the Field List button from the Help screen that appears.

Batch information For each batch, you enter:

• Batch Number (supplied by the program).

• A description for the batch (optional).

• Batch Date.

• Bank Code.

• Currency of the payment batch (in multicurrency ledgers).

• Bank Rate (set by the rate date and type, or you can specify the rate).

General payment information

You enter the following general payment information on the Payment Entry form:

• Entry Number (select only if editing; otherwise, Accounts Payable supplies the number).

• Description.

• Transaction Type (Payment, Prepayment, Apply Document, or Miscellaneous Payment — the default transaction type specified on the Options form appears, initially).


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• Payment Date (the payment date or, if you are applying a document, the transaction date).

• Posting Date (determines the fiscal year and period to which to post the payment).

• Vendor (does not appear for miscellaneous payments).

• Remit‐To Location. (If the vendor has a primary remit‐to location code, it appears as the default. Enter the payee name for miscellaneous payments.)

• Payment Code (to identify the type of payment — cash, check, credit card, or other. The payment code from the vendor record appears as the default when you enter the vendor number, but you can select a different code for a specific payment).

• Print Check (select if you are using a check payment type and you want the program to print the check).

• Check Number (enter a check number the payment uses a check payment type and you are not printing the check from Accounts Payable).

• Cash Account (if the payment uses a cash payment type) or Other Account (if the payment uses an “other” payment type).

• Card type, card number, cardholder name, expiration, and authorization code for the transaction (if the payment uses a credit card payment type).

• Document Number (the payment, prepayment, or credit note you are applying, on an Apply Document transaction).

• Check Language (if you are using a check payment type).

• Advance Credit (if you are returning goods to your vendor for which you expect a credit).





Payment detail You enter the following payment detail information on the Payment Entry form:

• Document(s) to which transaction is applied:

− If a payment, you select documents using one of two selection modes. (You can use Select Mode to select documents from a list, or you can enter the document numbers directly, yourself.)

− If a prepayment, you specify a document number, purchase order number, or sales order number.

− If an Apply Document transaction, select the document you are applying and the document to which it applies.

• Distribution accounts (miscellaneous payment only).

• Activation date for prepayments (usually the date you expect the invoice).

A prepayment is not considered to be a credit to the vendor’s account until the activation date. So, if you generate payments using Create Payment Batch before the activation date, the prepayment does not offset vendor invoices or debit notes.

• For payment transaction types, you cannot change the payment amount directly. However, you can change the amount indirectly by changing the applied amount (in the vendor currency) for a specific document as shown:

Retainage information

If you use retainage accounting, the Payment Entry form also displays the original document number associated with any retainage invoices you are paying.


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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 Type (such as spot rate, average rate, or weekly rate).

• Rate Date (date for establishing the rate of exchange between the payment currency and the functional currency if you have a multicurrency ledger).

• Exchange Rate. There are two types of exchange rates:

− The bank rate (the rate of exchange between the payment currency and the functional currency). The batch bank rate is a default for all transactions in the batch, but you can change it for individual transactions.

− The vendor rate (the rate of exchange between the vendor’s source currency and the functional currency).

A Typical Payment Entry Process

The flowchart on the next page shows the steps for entering a Payment transaction type and printing a check with the Payment Entry form.

There are a few additional points about payment entry that do not appear in the diagram:

• You must specify one bank for a batch.

• All the payments in a batch must be in the same currency.

• 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 edit system‐generated payments unless you select the option “Allow Edit Of System Generated Batches” in the Options form.

• You cannot print a check for a payment unless you select the Print Check option on the Payment Entry form.

• If you choose Prepayment as the transaction type, you can specify the document number, using the invoice number of an unposted or posted document, the purchase order number, or the sales order number to which the prepayment applies.

As long as you specify one of these numbers correctly, Accounts Payable automatically matches the prepayment to the invoice when you post the invoice. (It also matches it if you post the invoice first, and then post the prepayment.)

• If you select Miscellaneous Payment, you enter the payee information (name and address) in the Remit‐To field and dialog box, and you choose the distribution accounts and amounts in the payment detail area of the form.

If you are entering a miscellaneous payment from a vendor for which you have an existing record in Accounts Payable, you can also specify a tax group, or edit tax information for the invoice that is created simultaneously when you process the payment. (This procedure is sometimes called “cash invoicing.” If you enter a negative payment for a vendor, you produce a “cash return.”)

For more information on adding cash returns and cash invoices, see “Processing Cash Invoices and Cash Returns,“ later in this chapter.

• If you choose Apply Document to apply one posted document to another (such as an old credit note or prepayment to a newly posted invoice), you select the posted document you are


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applying first, then apply it to invoices just as you would for a payment.

Select or enter the document for payment application?

Adjust exchange rates for vendor or bank currencies?

Create a new payment batch

Enter header information

Enter: Batch creation date Bank code

Batch description (optional)

If multicurrency batch: Payment currency Rate date Rate type Bank rate

Enter or select: Entry description Vendor number Remit-To code (or vendor

information) Print check (select to print the

checks from Accounts Payable)

Transaction type (payment, prepayment, apply document, or misc. payment)

Check date, fiscal year and period Check number (if not printing check) Check language

1. Choose “Select mode” 2. Choose:

Starting document number Document type Document order Choose the Go button

3. Select “Yes” in the Apply column for invoices you are paying

4. Type the amount for each invoice in the Applied Amount column

1. Select or enter the document number 2. Enter the applied amount

Choose the Exchange Rates button: 1. Adjust the bank rate and check

amount (the rate of exchange between the functional and bank currencies)

2. Adjust the vendor rate (the rate of exchange between the vendor and the functional currencies)

Yes No

1. Choose the Print Check button 2. Make sure you are using the correct

check stock, or check/advice forms 3. Confirm when the check is printed

Yes No

Start the next entry or leave the form.

Enter payment details

Adjust exchange rates

Add the transaction

Print the check

Enter Select

Print the check for the payment you just entered?

Add the payment

Figure 2.1. Entering Payments — A Flowchart





Payment Application Entry Modes

Once you have added the vendor information and payment information, you are ready to apply payment amounts to specific invoices.

Accounts Payable provides two methods, called entry modes, for entering or selecting the invoices or other documents you want to apply:

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.

Select Mode also provides additional information about the vendor’s documents, such as the due date, the original amount, and the pending balance.

Entering the document number directly

If you do not use Select Mode, you enter the number of the document to which you want to apply payment (or select it from the Finder — listed in document number order).

When you enter the document number, Accounts Payable displays the current balance and available discount, and lets you enter the amount you want to apply.

This method is faster than Select Mode if you have a lot of documents.

For step-by-step instructions on using payment application modes, see Chapter 5, “Processing Payments and Adjustments.”

Information in the Select Mode Document List

Use the Select Mode of document application when:

• You do not know the number of the document to which you are applying the payment.


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Or

• You want to know more information about the document, to help identify it or to find out whether unposted payments have been applied to the document. (Use Select Mode to avoid overpayment of an invoice.)

Select Mode lists all outstanding invoices, and provides a summary of all transactions applied to those invoices and posted to vendor records.

Posted information The posted information that Select Mode displays for each transaction is as follows:

• Current balance (balance of all posted transactions applied to this document).

• Applied amount (amount of the current payment entry applied to this document).

• Discount available.

• Discount taken (in this transaction).

• Adjustment amount (if you entered one with this payment).

• Net balance (current balance minus applied amount, pending payments, discount taken, and adjustment amount).

Other identifying information

Other information that Select Mode provides can help you identify documents that you want to pay:

• Document number.

• Original document amount.

• Document type (invoice or debit note).

• Vendor purchase order number (if you entered one).

• Order number (sales order, if you entered one).

• Document date.





• Due date.

• Discount date.

Information Displayed When You Enter Document Numbers Directly

Generally, you do not use Select Mode for document application when:

• You know the number of the document to which you are applying the invoice.

Or

• When you have a lot of vendor documents and it is faster to look them up in the Finder than scroll through all the items in the document list.

Accounts Payable provides the following information about vendor documents when you enter document numbers directly:

• Document number.

• Current balance (balance of all posted transactions applied to this document).

• Applied amount (amount of the current payment that is applied to this document).

• Discount available.

• Discount taken (in this transaction).

• Adjustment amount (if you entered one with this payment).

• Net balance (current balance minus applied amount, discount taken, and adjustment amount).

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.


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Showing Pending Transactions in Payment Entry

If you use the option to include pending transactions during 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. Accounts Payable prevents you from applying an amount greater than the pending balance.

If you do not use the option to include pending transactions, Accounts Payable does not display the “Pend” status or any Pending columns in the applied detail list. If applying two payments would overpay a document, the program sends the second entry you try to post to an error batch.

Pending amounts The pending amounts that appear are as follows:

• Pending Balance (for Select Mode, only). This is the balance including unposted payments.

• Pending Payment Total. This is the total of unposted payments applied to document.

• Pending Discount Total. This is the total of unposted discounts taken.

• Pending Adjustment Total. This is the sum of unposted adjustments for the document.

Partially Paying Invoices

For each selected transaction, you specify a full or partial payment amount, the discount amount you deducted from the payment (if any), and a description of the payment.

You can partially or fully pay as many of the vendor’s outstanding transactions as you want with one payment. The payment amount you enter for each selected transaction is added to the total payment amount. If an invoice is eligible for a discount, the program calculates the discount amount. You can accept this amount or change it.





Editing Payment Entries

You also use the Payment Entry form to correct batches of payments created with the Create Payment Batch form or imported from other accounting systems.

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.

See also “Importing Payment Batches,” later in this chapter.

Editing and Deleting Checks

You should be aware of the following restrictions on editing or deleting payment entries:

• You cannot edit checks once they have been printed.

• You can delete printed checks until they are posted. This allows you to void a check that is printed incorrectly.

• You can reverse posted checks in Bank Services. Bank Services lets you choose whether to reinstate the invoice in Accounts Payable, if the invoice information still exists. You cannot reinstate an invoice if there is no vendor record (for example, if you reverse a check from a one‐time vendor).

Voided checks appear on the Check Status Report

Accounts Payable does not list deleted (voided) checks on the check register. To list all printed checks and their statuses, print the Check Status Report from Bank Services.

Processing Cash Invoices and Cash Returns

If you pay a vendor immediately for a purchase, you do not have to enter the invoice separately using the Invoice Entry form. Accounts


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Payable lets you add a payment and the corresponding invoice simultaneously, a process that is sometimes called “cash invoicing.”

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.

As for any invoice, you can let Accounts Payable automatically calculate taxes for miscellaneous payments, you can enter all taxes manually, or you can enter tax totals and distribute taxes to details. Accounts Payable updates the Tax Tracking report when you post the miscellaneous payment.

Note, regarding cash invoices and cash returns:

• Accounts Payable displays the tax group and payment code from the vendor record as the default, but you can change them.

• If your Accounts Payable system uses 1099/CPRS reporting, and 1099 or CPRS tax reporting is selected in the vendor record, you can enter the 1099/CRPS code and amount with the cash invoice.

• Accounts Payable does not track separate statistics for cash returns or cash invoices. They are treated as invoices and payments.

• You can distribute cash invoices or cash returns to jobs you manage using Sage Accpac Project and Job Costing.

• You can enter a negative detail amount and a discount account to record a discount for a cash invoice.

• You cannot record retainage or use optional fields with miscellaneous payments, and you do not enter payment terms (the invoice is already fully paid).

• If you later reverse a miscellaneous payment for an Accounts Payable vendor, the program reverses only the payment portion in Bank Services. (If you did not use a vendor number on the





miscellaneous payment, the program reverses the entire transaction.)

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 prepayment, specifying the invoice number, purchase order number, or sales order number to which the payment applies.

Posting prepayments and unapplied cash

If you later post a document that uses the number specified with a prepayment, Accounts Payable applies the prepayment, as follows:

1. To the invoice number, if any, included with the prepayment transaction.

2. To any invoices posted with the purchase order or sales order number specified for the prepayment.

3. To the vendor’s account if there are no outstanding invoices that are linked to the prepayment. (When ready, you can apply the prepayment to outstanding invoices using the Payment Entry form.)

Applying a Prepayment to an Invoice

If the invoice is posted before the prepayment, Accounts Payable applies the prepayment when you post it.

A prepayment transaction remains open until you post the document to which it applies — unless you apply it with an Apply Document payment transaction (in the Payment Entry form). If you want, you can apply a posted prepayment to any invoice or debit note currently in the vendor’s account.

When a prepayment amount is greater than the balance of the invoice or other document you use it to pay, Accounts Payable fully


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pays the invoice, then leaves the remaining amount of the prepayment as unapplied credit.

Identifying prepayments

Accounts Payable assigns a document number to each prepayment transaction, using the prefix and next number entered in the Options form for prepayments. You use this number to select the document when you want to apply it to the vendor’s account.

Prepayment numbers also appear with the transactions on batch listings, posting journals, and reports, and in the Vendor Activity form.

Activating the Prepayment

Prepayments are not considered credits to the vendor account until the activation date. The purpose is to prevent Accounts Payable from crediting the vendor account with the prepayment and affecting the creation of system payments.

Generally, the activation date you enter for prepayments is the date you expect to receive the invoice.

Note that prepayments do appear among the outstanding transactions displayed for the vendor when you are using the Payment Entry form, and you can apply them against other transactions. You can also see them when you display vendor transactions.

Once the activation date has passed, the prepayment becomes a general credit to the vendor’s account and is taken into account when you use the Create Payment Batch form.

Prepayments in Multicurrency Ledgers

You enter prepayment amounts in the vendor currency — even if you are printing checks in another currency.

For example, if you enter a prepayment in a US dollars batch for a vendor whose currency is Mexican pesos, you enter the amount of the payment in pesos. Accounts Payable converts the amount using





the exchange rate specified on the Rate Override form, and prints the check for the equivalent amount in US dollars.

Note that entering the prepayment amount is similar to entering a payment amount, where the amounts you apply are in the vendor’s currency, but the payment is not.

Processing Advance Credit for the Return of Goods

Accounts Payable lets you issue an advance credit for goods that you return to a vendor, for which you have not yet received a credit note.

When you pay the vendor invoice, you reduce your payment by the agreed amount. You record a payment for the reduced amount, along with an advance credit for the returned goods.

The advance “credit” amount appears as a separate debit in the vendor account, where it remains until you receive the formal credit from the vendor. While it offsets the original invoice, it also maintains the outstanding balance for the unpaid portion of the invoice.

When you receive the real credit note, you apply it to the advance credit in the vendor account.

Assigning Optional Fields in Payment Entry

Payment Entry optional fields

If you use Sage Accpac Transaction Analysis and Optional Field Creator, the program assigns to new payments you add in Payment Entry any payment optional fields that you set up for automatic insertion.

Optional Fields indicator

The Optional Fields check box on the Payment Entry form indicates whether a particular payment uses optional fields. (The program sets this indicator — you cannot change it yourself.)

To check or to change the optional field entries assigned to a transaction, click the Zoom button beside the Optional Fields


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indicator field. The Optional Fields form appears, displaying default optional fields, as follows:

• If you assigned exactly the same optional fields to the vendor record as you defined for payments, the optional field values from the vendor record appear.

• If an optional field is defined for payments but is not assigned to the vendor, the program displays the value specified in the Optional Fields record.

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 add optional fields to the Payment Entry form as described in the “Setting Up Optional Fields” section of Chapter 2 in the Getting Started guide.

Entering Transactions for Vendors that Are On Hold or Inactive

On Hold vendors You can enter a manual payment for vendors that are on hold. However, you cannot use Create Payment Batch to pay a vendor that is on hold.

You can enter invoices for vendors that are on hold, but the program warns you of the vendor status.

Inactive vendors and vendor groups

You cannot post transactions (invoices, payments, or adjustments) to any vendor records that are inactive, and you cannot add invoices for a vendor if the vendor group is inactive.

You select the On Hold status and the Inactive status for a vendor on the Vendors form.





Using Payment Controls

Holds placed on vendors and invoices with the Control Payments form apply only to payments generated by Accounts Payable with Create Payment Batch. They have no effect on the Payment Entry form.

For more information on payment controls, see “Using the Create Payment Batch Form,” later in this chapter.

Choosing the Check Language

The check language that you choose on the Payment Entry form applies only to the printing of textual amounts on a check — for example, so the program prints cinquante or cincuenta instead of the word “fifty.”

To change other aspects of a printed check — such as the check size, the placement of the date, and the check amount — you must modify the check specification file. (See the documentation that comes with Crystal Reports, available separately, for information on how to customize printed forms.)

Batch Listing and Check Register Audit Reports

The most important payment reports printed by Accounts Payable are the batch listings and the check registers.

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.

Check registers list all valid checks that have been printed by Accounts Payable.

Check Status report in Bank Services

To list all checks, including leading checks, continuation checks, and voided checks, print the Bank Check Status report from Bank Services.


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Batch Listing

Always print a batch listing after:

• Creating a batch with the Payment Entry form.

• Using Create Payment Batch to generate system checks.

• Importing a batch of payments from another accounting system.

Compare batch listings carefully against the check stubs and information slips for other types of payments you issued and against all original documents. The batch listing reports the details of each payment in the batch, including exchange rates in the case of multicurrency payments.

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.

File all batch listings as part of your batch documentation.

Print and post from the Payment Batch List form

When you are satisfied that the batch is complete and correct, and you are ready to print checks, run Print/Post Checks from the Payment Batch List form.

Print/Post Checks prints checks for batches of payments created with the Create Payment Batch form, and for all check‐type payments entered through Payment Entry that were marked “Print Check.”

Check Register

The Check Register in Accounts Payable includes only checks that were posted in Accounts Payable. It does not include data for leading, alignment, or voided checks. For a full list of checks printed by Sage Accpac, print the Bank Check Status report from Bank Services.

Using the Create Payment Batch Form





This section contains an overview of the Create Payment Batch form and how you use it to create batches of payments in Accounts Payable.

Overview of the Batch Creation Process

The Create Payment Batch form lets you automatically create batches of payment entries to pay all or a selection of accounts due for vendors that use a check‐type payment code. If a vendor record does not include a payment code, the program uses the default payment code specified for your Accounts Payable system.


You must create a separate payment batch for each bank account on 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.)


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The following diagram illustrates the process for creating and printing payment batches.

Post all invoice, payment, and adjustment batches so vendor records are up to date

Print the Vendor Transactions report or the Aged Payables report to review outstanding accounts

Specify check selection criteria on the Create Payment Batch form and print the

Pre-Check Register

Change the check selection criteria, if necessary, and generate the check batch

Print the Payment Batch Listing and edit payment transactions if necessary

Print checks and post check information

Print the Posting Journal and the Check Register

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

Update vendor records

Print the pre-check register

Create a batch

Print the batch listing

Print checks and processing reports

Review Vendor and Transaction records

Before creating a payment batch:

Update vendor records

• Post all outstanding batches.

• Post invoice batches to update vendor accounts with any new charges, credit notes, and debit notes.

• Post adjustment batches to ensure that vendor records are correct.





• Post payment batches. Accounts Payable scans all open batches for pending payments, but problems can arise when you work on several payment batches simultaneously.

For example, the payments listed on the Pre‐Check Register will not match the generated payment batch if you continue to enter payments manually.

• Choose Generate Separate Payments For Each Invoice in the vendor records of any vendors who require separate invoice payment.

• Place vendor records on hold if you want to block payments.

Control payments Use the Control Payments form to set payment limits or to hold payments on individual invoices.

• Edit the Payment Selection Criteria to exclude individual vendors from the check run.

Print the Pre-Check Register

• Print the Pre‐Check Register and review it before you generate 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.

If you use the Control Payments form to add payment restrictions, reprint the Pre‐Check Register to check their effects.

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.


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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 to the vendor accounts.

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 Register

Normally, you print the Check Register immediately after you have printed and posted checks and advices.

The Check Register provides a list of all valid checks issued by the check‐printing program.

You will likely do check runs on a regular basis (semi‐monthly, for example, or as often as necessary to maintain a consistent cash flow).

Selecting Invoices for Payment

You select invoices for payment from the Create Payment Batch form by specifying:

• The bank for the payment batch and the vendor. In multicurrency ledgers, you also specify the bank currency for the payment batch and the currency for the vendor.

• The type of document date you want to use for selecting documents for payment. You must choose one of the following:

− 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.





− Discount Date. Select this option if you want the program to select transactions only on the basis of discount dates and not consider due dates. (The program ignores due dates when selecting transactions.)

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.)

You must enter an “on or before” due date and a range of discount dates.

• Whether to pay all selected documents or forced documents only.

All Selected. Includes all selected transactions.

Only Forced. Includes only the selected transactions that have a Forced status.

• Vendor ranges. You can select vendors by choosing ranges for each of the following:

− Vendor groups.

− Vendor numbers.

− Account sets.

− Vendor amounts (lets you specify the minimum and maximum vendor payments).

• Vendors you want to exclude from the check run.


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Selection criteria are defined, then reused often

Remember that you define these selection criteria in the Payment Selection Codes form, then use them when you create the payment batch.


You must create a separate payment batch for each bank account on which you want to write checks.

Transactions that are being withheld (either because the associated vendors are on hold or because the transactions have been placed on hold) and prepayments with activation dates later than the check date do not appear on the Pre‐Check Register unless you force them (assign them a Forced status) in the Control Payments form.

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:

• By using payment selection criteria that you have already defined with payment selection codes.

The payment selection codes provide default settings for the Create Payment Batch form. These settings cover such things as the payment bank and bank currency, the range of vendors, and a vendor exclusion list.





• By imposing payment controls (either holding or forcing payment) for individual vendors and invoices, or by setting payment limits for particular invoices.

• By placing a vendor on hold. You cannot generate payments for a vendor who is on hold (although you can pay them using the Payment Entry form).

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.

Printing checks is discussed later in this chapter, in the section, “Printing Checks from Accounts Payable.” Posting is discussed after check printing in the section, “Posting Payments.”

Payment Selection Codes

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.

For detailed instructions on creating payment selection codes, see Chapter 3 of the Getting Started guide (Step 11).

Payment selection codes specify how Accounts Payable should select vendor invoices for payment. Selection criteria include:

• The bank and currency for the payment batch and (optionally) for the vendor:

− Bank for checks.

− Bank code of vendor (optional).

− Bank currency (if multicurrency ledger).

− Vendor currency (if multicurrency ledger).


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• The document date you want to use for selection. You must choose one of the following:

− By due date.

− By discount date.

− By due date and discount date.

• Whether to pay all invoices or forced documents only.

• Vendor ranges. You can select vendors by choosing ranges for each of the following:

− Vendor groups.

− Vendor numbers.

− Account sets.

− Vendor amounts (lets you specify the minimum and maximum vendor payments).

− Vendor optional fields.

• Vendors you want to exclude from the check run.

• Optional fields (if you use them) that you want to assign to the payments in the batch.

• If you use Sage Accpac Project and Job Costing, a method for applying partial payments to job‐related documents.

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 codes for processing US, Canadian, and Mexican payments.

Payment Controls

In Accounts Payable, you can control the timing and amount of payments at both the vendor level and the transaction level. This flexibility gives you greater control over cash expenditures.





Set a vendor On Hold

If you set a vendor’s status to On Hold in the Vendors form, 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 Hold

Invoices that you place on hold cannot be paid using the Create 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 Payments

At the transaction level, you can use the Control Payments form to:

• Control payments for a specific vendor, range of vendors, document, and a particular payment of a multiple payment schedule payment.

Once you select the vendor and document, you can:

− Set a payment limit to restrict the total amount that can be applied to the document.

− Change the due date.

− Change the discount date.

− Change the discount percent.

− Change the discount amount.

− Change the activation date for a prepayment.

− Cancel a previous control status.

− Place documents on hold.

− Force payment of the document.

Forcing payment Forcing a transaction for payment ensures that it is paid on the next check run, provided that the vendor meets the


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selection criteria and the check amount is within the minimum and maximum check amount range specified for the run.

We recommend that you set holds and force payments to control non‐payment and payment of individual transactions, rather than trying to achieve the same effect by changing due dates or discount dates.

Prepayment activation

Create Payment Batch does not take prepayments into 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.)

• Place or lift general payment restrictions on a single vendor or range of vendors and documents.

• Choose the document type (invoice, credit note, debit note, or prepayment) and:

− Cancel a previous control status.

− Force payment of documents.

− Place documents on hold.

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.

For full instructions on applying payment controls, see Chapter 5, “Processing Payments and Adjustments,” in this guide.


If you use multicurrency accounting, the Control Payments form displays the vendor’s currency code, and shows all amounts in the vendor’s currency.





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 payment limit, for example, if part of an invoice is in dispute or by agreement with the vendor.

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.

Accounts Payable applies the payment limit in Payment Entry and when creating payment batches, as follows:

• For Payment and Apply Document transactions you enter in Payment Entry, if you apply an invoice for which a payment limit exists, Accounts Payable displays a reduced applied amount that observes the payment limit. It also warns you that a payment limit exists for the invoice. You can enter a larger amount, if you want to override the payment limit.

• For Prepayment transactions in Payment Entry, when a payment limit is applied depends on whether you are matching the prepayment to a PO number, order number, or document number.

− If you select Document Number in the Apply By field, Accounts Payable reduces the amount consistent with the payment limit, warns you about the payment limit, and lets you edit the applied amount, as for Payment and Apply Document transactions.

− If you select PO Number or Order Number in the Apply By field, you do not receive a warning when you apply an amount.

The specified PO number or order number can be billed using more than one invoice, and each invoice can have its own payment limit. Therefore, when you post the prepayment, Accounts Payable applies the payment limits of


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all invoices that use the PO or order number, and reduces each payment, as necessary.

• When generating a batch of payments from the Create Payment Batch form, Accounts Payable pays the invoice only up to the amount permitted by the payment limit.

If a payment limit causes an invoice to be only partially paid, Accounts Payable uses zero as the discount taken, even if a discount is available, deferring the discount until the invoice is fully paid.

If you want to override the payment amount or the discount amount calculated by Accounts Payable, you can edit the payment batch in Payment Entry, provided you selected the option to allow edit of system batches (on the A/P Options form).

Control Payment for a Range of Vendors and Range of Documents

When you control payment for a range of vendors and documents, you can change only the status of the transactions — to On Hold, Forced, or No Status.

You can choose the range of vendors that will be selected by selecting a range of vendor groups and by selecting a range of vendor numbers.

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.

These ranges let you:

• Hold all transactions for a particular vendor.

• Hold or force payment of all invoices for a vendor group.

• Remove all holds on a particular range of document numbers.





• Remove all payment limits for a specified range of document numbers.

Assigning Prepayments and Credit Notes a Forced or On Hold Status

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.

When you assign prepayments a forced or on hold status, you override the effect of their activation date.

Documents on hold

On Hold status affects posting, as follows:

• When you post invoice batches, Accounts Payable does not apply matching prepayments if either the prepayment or the invoice is on hold. Also, you cannot post credit notes or debit notes if either the credit (or debit) note or the specified Apply‐To document is on hold.

• When you post payment batches, prepayments are not applied to matching invoices if the invoice is 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:

• The amount of the transaction is outside the minimum and maximum amounts set for the payment batch.

• The application of the credit note or prepayment will create a negative check.

• The option Generate Separate Payments For Each Invoice is set in the vendor record. (You can apply a prepayment only to a summary payment when using the Create Payment Batch form.)


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Pre-Check Register

Print the Pre‐Check Register before you generate checks to see which transactions will be included in the payment batch.

You print the Pre‐Check Register from the Create Payment Batch form, after specifying the payment selection criteria for the batch.

The transactions listed on the Pre‐Check Register depend on the range of vendors you select to pay, the due date and discount dates you specify, and other options you choose in specifying the criteria for the run.

You should print the Pre‐Check Register immediately before generating a payment batch to ensure that it exactly matches the payments that are generated. If you change any payment selection options or enter any transactions to payment batches in the meantime, the Pre‐Check Register may not match the checks generated in the run.

Include Bypassed Payables On Register

You can have the Pre‐Check Register include invoices that are not being paid — so you can see which transactions are being missed 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.”

Assigning Optional Fields to a Generated Payment Batch

If you use Sage Accpac Transaction Analysis and Optional Field Creator, you can assign optional fields to the payments you generate in the batch.

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.





When you generate payments automatically, Accounts Payable assigns to each payment:

• Payment optional fields that are set up for automatic insertion.

If you deleted any automatically inserted optional fields on the Optional Fields tab, Accounts Payable reinserts them.

• Any additional optional fields you specified on the Optional Fields tab.

Accounts Payable assigns values for the optional fields, as follows:

• If an optional field is assigned on the Optional Fields tab, the value specified on the Create Payment Batch form is used.

• If a payment optional field that is set up for automatic insertion is not specified on the Optional Fields tab:

− If the payment optional field matches an optional field assigned to the vendor, the program assigns the value from the vendor record.

− If the payment optional field matches an optional field assigned to the vendor’s remit‐to location, the program assigns the value from the remit‐to location record.

Note: If the payment optional field matches optional fields assigned both to the vendor and to the remit‐to location, the value from the remit‐to location is used.

− If a payment optional field is not used in the vendor record or the remit‐to location, the value specified in the optional field setup record is used.

Printing Checks from Accounts Payable

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Printing Checks from Accounts Payable You can print checks in one of two ways from the Accounts Payable program:

• 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.

The Print/Post button also posts the payment batch to vendor accounts after printing the checks.

For step‐by‐step instructions for both methods of printing checks, see Chapter 5, “Processing Payments and Adjustments.”

Using the Print Checks Button in the Payment Entry Form

To print a check from the Payment Entry form:

1. Enter all details of the payment, making sure to select the Print Check option on the first tab of the form.

2. Save the payment.

3. Click the Print Check button.

Accounts Payable displays the Print Checks form.

4. Make sure that the check/advice form selected in the Print Checks form is the one you want to use, and make sure the check forms are positioned properly in the printer. You can print an alignment check to test the positioning.

5. Click Print.





6. Review the check once it is printed. Accounts Payable asks whether checks were printed correctly.

If the check was printed correctly, click Yes.

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.

7. If you are also printing a payment advice, Accounts Payable asks you whether the advice forms are in the printer.

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.

For detailed check printing instructions, see Chapter 5, “Processing Payments and Adjustments.”

Note that the check information is immediately posted to Bank Services, but the payment information is not posted to vendor accounts until you post the payment batch, using the Print/Post button on the Payment Batch List form.

When you delete a payment, the check becomes Void

Note also that you cannot reprint the check once the check information has been posted to Bank Services. However, if you 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 payments

If you need to put a stop‐payment on a check for which you have posted the payment to vendor accounts, you can reverse the check


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using the Reverse Payments form or the Reconcile Statements form in Bank Services. Accounts Payable reverses the payment application associated with the check when you do a reversal in Bank Services.

Accounts Payable does not detect certain kinds of errors, such as duplicate checks in the same batch, until you post the payment batch.

Using the Print/Post Button on the Payment Batch List

The most common way to print checks is with the Print/Post button on the Payment Batch List form. To print checks and post the payment information to vendor accounts, you:

1. Open the Payment Batch List form.

2. Select the batch for which you want to print checks.

3. Click the Print/Post button. Accounts Payable performs the following tasks:

• 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.

• Makes sure that the batch you selected is Ready To Post, and, if it is not, asks whether you want to set it to Ready To Post and continue with posting.

• Posts the batch immediately if all checks in the batch have been printed (or if the payment batch does not contain checks).

Otherwise, if there are checks to be printed, Accounts Payable displays the Print Checks form.

4. Review the settings in the Print Checks form before you proceed, and review the list of checks the program is ready to print.





You can change the following items if they are incorrect:

• Check stock code.

• Next check number.

• Number of leading checks.

Although nothing is printed on the leading checks, Bank Services needs the information to assign check numbers for the blank forms, to keep the audit trail correct.

• Check/advice form used to print the check and/or advice forms.

You cannot proceed with printing and posting checks without a valid check report file.

5. Click the Print button when you are ready to proceed.

If you are printing checks and then advices (instead of checks only or combined check and advice forms), the program tells you to insert the check stock in the printer before proceeding.

When printing is finished, Accounts Payable asks whether the checks were printed correctly.

6. Review the checks, then click Yes or No.

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 choose Yes, Accounts Payable returns you to the Payment Batch List form, and posts the payments.

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.

The program asks you to confirm that advices were printed correctly before it returns you to the Payment Batch List and posts the payments to vendor accounts.


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When printing is finished, Accounts Payable posts the payment batch

After you click Yes to accept the check run (or the advice run if printing advices), Accounts Payable displays 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.

For detailed check printing instructions, see Chapter 5, “Processing Payments and Adjustments.”

Canceling the Printing and Posting Process

Accounts Payable does not post to vendor accounts until you confirm that checks (and advices, if printed separately) were correctly printed.

Checks are posted once they are printed successfully

If you confirm that checks and advices were printed correctly (and you selected Print/Post on the Payment Batch List form), Accounts 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:

1. Answering No when the program asks whether the checks were printed properly.

2. Clicking the Close button in the Print Checks form.

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 checks

If you change the status to Not Printed before you close the Print 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).

If you were printing checks using the Print/Post button on the Payment Batch List form, Accounts Payable does not proceed with posting.

Reprinting Checks Immediately

Reset the check status, and click the Reprint button

If the checks are not correct, and you have not closed the Print Checks form, you can:

1. Reject the check run by selecting No when asked whether the checks were printed correctly.

2. Set the Check Status of each check to Not Printed.

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

If you cannot reprint immediately, and you want to be able to edit the batch later (for example, if you are entering and printing single checks from the Payment Entry form), make sure you void the


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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.)

To void printed checks:

1. Click No when Accounts Payable asks whether the checks were printed correctly.

2. Reset the status of the checks you printed to Not Printed, by double‐clicking the Check Status column or using the Select Reprint Range button.

3. Click the Close button.

4. Click Yes when Accounts Payable asks whether you want to cancel the check run and void all checks.

Reprinting Checks from the Payment Batch List Form

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 reset the check status to Not Printed, Accounts Payable asks whether you want to mark all check numbers it issued with a Void status.





If you void all checks

If you do not want to keep any of the checks, click Yes. Accounts Payable:

• Assigns all check numbers a Void status. Make sure you destroy all printed checks.

• Keeps the status for the batch as Ready To Post.

• Does not proceed with posting the payment batch.

If you do not void all checks

If you do not choose Yes to void all the checks, Accounts Payable:

• Does not assign a Void status to check numbers at this time. It voids only the checks that you reprint later.

• Sets the batch status to Check Creation In Progress (you cannot edit this batch until you complete check processing).

• Creates a restart record, so that the next time you choose to print checks, this batch is processed first.

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.

If you did not void the checks previously, Accounts Payable displays a message stating that a restart record exists. Click OK. Accounts Payable opens the Print Checks form and proceeds with the interrupted check run.

4. When the Print Checks form appears, click Print to reprint the checks.

Previously Printed Checks Are Assigned “Void” Status When You Reprint

Accounts Payable assigns check numbers to checks just before printing them. This means that if you did not cancel the previous check run, the program must void the old check numbers and issue new ones when you reprint checks.


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Accounts Payable:

1. Reprints the checks using a new series of check numbers (beginning with the Next Check Number specified in the Print Checks form).

2. Voids the set of check numbers it used earlier.

3. Asks whether the new checks have been printed correctly.

Resetting Batch Status from Check Creation In Progress

Accounts Payable sets the batch status to Check Creation In Progress if you rejected a printed check, then left the Print Checks form without voiding the checks.

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.

4. Change check status to Not Printed.

5. Click Close in the Print Checks form.

6. Click Yes in response to the message asking whether you want to void all checks.

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.





Voiding Printed Checks that You Accepted as Correct

Once you accept checks as correctly printed (and advices, if printed separately), Accounts Payable posts the check information to Bank Services, and closes the Print Checks form.

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.

Printing Checks and Advices Separately

Accounts Payable prints checks and payment advices, either separately or together, depending on the choice you make for stock type in the bank record (in Bank Services).

You can select from four check and advice printing stock types when you set up bank records using the Banks form in Bank Services:

• Combined Check And Advice — where the check and advice are printed in the same print run on a single form.

• Checks Then Advices — where the program prints the check information twice: the first time for printing checks, and the second time for printing advices.

• Checks Only — where only the check is printed.

• Advices Only — where only the advice is printed.


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Using checks then advices for labels or letters

If you choose Checks Then Advices as the check stock, Accounts Payable performs two separate print runs when you print checks: one for checks and one for advices, allowing you to mount different forms in your printer for the second run.

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.

Printing Advices Only

If you want the program to assign check numbers and print advices, but not print the checks, you can choose an “advices only” check stock in Bank Services.

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.

You cannot print the checks later.

Check Stock and Check and Advice Layout

The check stock and report specifications for checks and advices are specified with each bank record (using the Banks form in Bank Services).

You can specify a different check stock or report specification for printing checks at print time in the Print Checks form, before you click the Print button to print the checks.

For instructions on setting up banks and specifying check stock and report specifications for check printing, see the Tax and Bank Services User Guide.

The Accounts Payable program includes standard check and advice formats for your use. You can modify these standard check and advice formats or you can design your own.

Posting Payments




For instructions on creating or modifying report specifications, see the documentation that comes with Crystal Reports.

Posting Payments Printing checks, then posting batches using the Payment Batch List form

You use the Print/Post button on the Payment Batch List form to post payment batches immediately after printing the checks they contain.

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 posted checks

Once the check data has been posted to Bank Services (this happens 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.

Payment posting applies all payment information to vendor accounts, and creates a Payment Posting Journal and a Check Register, which are the audit trail reports of the checks that were produced to pay vendors.

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.

Importing Payment Batches

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Posting errors and error batch

If errors are found in a payment batch during posting, the data for the incorrect checks is not posted, and the transactions are placed in a new payment batch that uses the next available batch number.

Posting errors report

The details of the incorrect transactions are printed in an error 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.

For more information on check printing procedures, see Chapter 5, “Processing Payments and Adjustments.”

Importing Payment Batches You can import payment batches created in non‐Sage Accpac programs. Accounts Payable treats these batches just like any other batches, as long as you select Allow Edit Of Imported Batches in the Options form.

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.

For more information on importing Accounts Payable data, see Appendix B, “Importing and Exporting,” in this guide.

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.

The advantage of using a miscellaneous vendor account is that you can keep statistics for miscellaneous payments.

Enter payments for a one‐time vendor using the Miscellaneous Payment transaction type in Payment Entry. For the vendor number, use the special vendor account, and add distribution and tax information as you would for an invoice. When you post the miscellaneous payment, Accounts Payable automatically creates an invoice, so that you do not have to enter an invoice separately.

Accounting for Retainage Accounts Payable lets you account for retainage (a holdback) that is required either by agreement with your vendor or according to statute.

You can process retainage for job‐related documents and for documents, as well as for non‐job‐related documents. (By “job‐related,” we mean jobs that you manage using Sage Accpac Project and Job Costing.)

Accounting for Retainage

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Before Using Retainage Accounting

First, specify retainage options

Before you can process retainage, you must set up your Accounts Payable system to use retainage accounting by:

• Selecting the option to use retainage accounting in Accounts Payable.

• Selecting default options for retainage processing.

• Specifying a retainage control account for each account set in your Accounts Payable system.

Specify default retainage settings for vendors

Selecting default settings for each vendor, including the retainage percentage, retention period, and retainage terms.

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:

1. You enter an original invoice, debit note, or credit note that specifies a retainage amount for the document. (An invoice, debit note, or credit note from which retainage is withheld is called an original document in Sage Accpac.)

2. You enter a retainage invoice, debit note, or credit note to clear the related outstanding retainage when it is due.

Entering Original Documents

In the Accounts Payable documentation, we refer to invoices, credit notes, and debit notes from which retainage is deducted as “original documents.”

“Retainage invoices,” “retainage debit notes,” and “retainage credit notes,” refer to the documents you process to clear outstanding retainage from the retainage control account.





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.)

When you select the Retainage option in Invoice Entry, a Retainage tab appears. You use the Retainage tab to enter or edit retainage terms and, if you use multicurrency accounting, to specify how to determine the exchange rate for the retainage document.

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 default retainage information from the vendor record

The program displays the retainage terms and the retainage rate from the vendor record, as defaults. If the vendor record does not include a retainage terms code, the vendor’s usual terms code appears, instead.

Specify retainage for each detail

You enter other retainage information separately for each detail on the detail‐entry grid or on the Detail Accounts/Taxes form.

Accounts Payable displays the retention period and retainage percentage specified on the vendor record, using them to calculate the retainage due date and the retainage amount for each detail, but you can enter a different due date, retention period, and retainage amount (or retainage percentage).

Accounts Payable tracks retainage separately for each document detail. If you use Project and Job Costing, for example, you can include on a single invoice, debit note, or credit note different projects that use different retainage percentages and retention periods.

Posting original invoices, debit notes, and credit notes

When you post the original document, the program deducts the retainage from the document total, and posts the retainage amount to the retainage control account.


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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.

The general ledger entry to record this transaction is:

General Ledger Account Debit Credit Expense 10,000

Payables Control 9,000

Retainage Control 1,000

The retainage amount remains in the control account until you invoice it in accordance with:

• The retainage due date specified for the invoice.

• The number of days in advance specified on the A/P Options form for creating retainage documents.

Adjusting Retainage for Original Documents

You adjust retainage manually

Because Adjustment Entry does not recalculate retainage for original documents, you must enter the retainage manually, as follows:

• You can change the retainage amount for a document from which retainage has been deducted.

If the original document included retainage, you can edit the original retainage debit or retainage credit, only. In a multicurrency system, the program uses the exchange rate setting from the original document for the adjustment.

• 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.





However, you cannot adjust retainage information on retainage invoices, debit notes, and credit notes that you process to clear outstanding retainage. (Retainage fields do not appear for these types of documents.) You can adjust only the details on the detail entry grid.

Entering negative amounts

Note that if you enter a negative retainage debit, the program moves 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 increase or to add retainage to an original document:

General Ledger Account Debit Credit Payables Control XX

Retainage Control XX

To decrease retainage:

General Ledger Account Debit Credit Retainage Control XX

Payables Control XX

If you adjust both a document detail and the associated retainage in the same adjustment entry, the program creates two journal entries: one for the detail adjustment, and the other for the retainage adjustment. (It does not create a compound entry.)

Processing Documents for Outstanding Retainage

Invoicing for retainage or holdbacks

Posted retainage remains in the retainage control account until you process documents to clear the outstanding retainage amounts, as outlined in this section.

You can either use the Invoice Entry form to process outstanding retainage amounts manually, or you can use the Create Retainage


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Batch form to clear retainage amounts automatically. You can also process outstanding retainage automatically from the Reminder List.

Processing Retainage Automatically

You can use the Create Retainage Batch form periodically to create batches of retainage invoices, debit notes, and credit notes for the vendors, documents number, or vendor groups that you select.

Invoicing retainage from the Reminder List

If you assigned a schedule for processing retainage that includes a reminder, Accounts Payable can remind users to process retainage transactions when they are due. (You assign the schedule on the Retainage tab of the A/P Options form.)

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 numbers assigned to retainage

Accounts Payable assigns the next available invoice, credit note, or debit note number when you post a retainage document.

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:

General Ledger Account Debit Credit Retainage Control 1,000


Accounts Payable updates Project and Job Costing

For job‐related documents, the program updates affected projects in Project and Job Costing, decreasing the retainage payable for projects used on a retainage invoice or a retainage debit note, and increasing retainage payable for projects used on a retainage credit note.





Multicurrency Retainage Documents

If you use the current exchange rate when you create a multicurrency retainage document, Accounts Payable may recognize an exchange gain or loss. If the exchange rate used for the retainage document is different from the current rate used by the original document, a gain or loss is calculated and posted to the retainage control account.

If you use the same exchange rate as the current rate used by the original document when you process the outstanding retainage, there is no gain or loss to recognize.

Invoicing Manually for Retainage

To invoice manually for outstanding retainage, or to manually process a credit note or debit note to clear an outstanding retainage amount, you use the Invoice Entry form.

You enter information for the retainage invoice, credit note, or debit note, as usual. However, when you invoice for retainage, you must:

Select a retainage document type

Select Retainage Invoice, Retainage Credit Note, or Retainage Debit Note as the document type, consistent with the original document for which you are now processing outstanding retainage.

Because outstanding retainage remains associated with the original document, you must use a retainage invoice if the original document was an invoice, a retainage credit note if the original document was a credit note, and a retainage debit note if the original document was a debit note.

Identify the original document

Use the Original Document field to specify the original document for which you are processing the outstanding retainage amount.

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:


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General Ledger Account Debit Credit Retainage Control 1,000


Accounts Payable updates Project and Job Costing

For job‐related documents, the program also updates affected projects in Project and Job Costing, decreasing the retainage payable amount for projects used on a retainage invoice or a retainage debit note and increasing retainage payable for projects used on a retainage credit note.

Viewing retainage information

You can view retainage information on:

• The Vendor Activity form, which lets you review the relationships between retainage documents.

• The Activity tab on the Vendors form, which displays the retainage outstanding for a vendor.

• The Aged Retainage report, available in the A/P Transactions Reports folder. For more information on the Aged Retainage report, see Chapter 7 in this guide.

Processing Tax on Retainage

Generally, to report tax, Accounts Payable posts tax amounts to a tax liability account and updates the tax tracking reports when you post invoice batches. When you process retainage, however, the timing of the tax liability on retainage amounts can vary from one tax jurisdiction to another.

In Accounts Payable, the treatment of the tax liability on retained amounts depends on your selection for the Report Tax option on the A/P Options form. The Report Tax option offers the following alternatives:

• At Time Of Original Document. If you use this option for your system, the program calculates and posts (reports) tax on retainage when you post an original document that includes retainage. Taxes are not included on retainage documents that





you process to clear outstanding retainage, but only on original documents.

• As Per Tax Authority. If you use this option, Accounts Payable calculates tax when you post an original document, but reports the tax as required by each tax authority.

The tax reporting requirements for each tax authority are specified by the Report Tax On Retainage Document option, in Tax Services.

− If the tax authority reports tax At Time Of Original Document, the tax amount is calculated and the tax tracking reports are updated immediately when you post original documents.

− If the tax authority reports tax At Time Of Retainage Document, the tax amount is calculated when you post the original document, but it is not reported until you post the retainage document.

For a job‐related document, if the tax will be reported when you post the retainage document, Accounts Payable posts the tax on retainage as a committed cost in Project and Job Costing.

Retainage and 1099/CPRS Amounts

Although 1099/CPRS codes and amounts are entered with vendor invoices, Accounts Payable updates the 1099/CPRS amounts only when you post payments for the vendor. This means that 1099/CPRS are updated separately when you post payments for the original document and for the 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.


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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.

For example, assume the following invoice amounts:

Total amount = $1,000 Original invoice = 900 Retainage = 100 1099/CPRS amount = 950

Accounts Payable updates the 1099/CPRS amounts by $900 when you post a payment of $900 for the original invoice.

The program also updates the 1099/CPRS amounts by the remaining $50 when you post a payment of $100 for the retainage invoice.

Accounts Payable updates the 1099/CPRS amount until the full 1099/CPRS amount recorded and/or all the documents have been paid in full.

Reversing payments

If you reverse a payment check for an invoiced retainage document (retainage invoice, retainage debit note or retainage credit note) the 1099/CPRS amount is also reversed.

Viewing Retainage Information

You can view retainage information on:

• The Vendor Activity form, which lets you review the relationships between retainage documents.

• The Vendor form, which displays the retainage outstanding for a vendor.

• The Aged Retainage report, available in the A/P Transactions Reports folder. For more information on the Aged Retainage report, see Chapter 7 in this guide.

Reconciling Bank Statements




Reconciling Bank Statements When you receive statements for your bank accounts, you reconcile them and clear your Accounts Payable checks in Bank Services, as described in the Tax and Bank Services User Guide.

Correcting Errors in Check Amounts

If you recorded an incorrect amount for a check you wrote manually and you posted the incorrect check amount in Accounts Payable, you must enter an adjustment to correct the mistake.

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.

However, if the mistake is for a significant amount, you must correct it in Accounts Payable, as follows.

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 vendor’s account. For example, if you recorded and posted a $100 check as $10, post a new payment transaction for $90.

This step produces a new check transaction which you must clear as described in the section, “Clear Checks,” of the Tax and Bank Services User Guide.

2. If you posted more than the true check amount (for example, 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.

3. Adjust the vendor account by entering the adjustment as a debit amount, specifying the general ledger clearing account to which to post the other half of the transaction in Bank Services.

This step credits the vendor’s Payables Control account, and increases the amount you owe the vendor to the correct amount.

Processing Multicurrency Transactions

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4. Adjust the bank balance in Bank Services by posting the debit to the bank account and the corresponding credit to the clearing account, following the instructions in the section, “Clear Checks,” in the Tax and Bank Services User Guide.


Accounts Payable does not send adjustment transactions to Bank Services. This is why you must enter adjustments that affect bank accounts both in Accounts Payable and in Bank Services, using a general ledger clearing account to avoid creating duplicate entries for your general ledger.

Processing Returned Checks

When you return a check in Bank Services, such as for insufficient funds, Bank Services automatically reinstates the corresponding invoice or debit note in the vendor’s account in Accounts Payable.

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.

Processing Multicurrency Transactions You process multicurrency transactions the same way you process single‐currency transactions, except when you need to enter different exchange rates.

In a multicurrency Accounts Payable system, you can:

• Enter and post transactions in all the currencies used by your vendors and your company.

• Import transaction batches from multicurrency and single‐currency applications and non‐Sage Accpac programs (provided they all use the same functional currency).

Processing Multicurrency Transactions




• Revalue Accounts Payable transactions at current exchange rates to create transactions for the exchange gain and loss general ledger accounts.

• Create batches of general ledger transactions that you can post in multicurrency and single‐currency Sage Accpac General Ledger applications, or that you can export to another general ledger.

Note: Rounding differences may occur during currency conversion. These differences are automatically posted to exchange gain or loss accounts when transactions are posted.

Exchange Gains and Losses on Settlement

When you apply multicurrency payments, credit notes, debit notes, or adjustments to another document, you use the exchange rate in effect at the time. If the exchange rate used for the applied document is different from the current rate of the apply‐to document, Accounts Payable recognizes an exchange gain or loss, as follows:

Source amount * Current rate of applied document Less: Source amount * Current rate of apply-to document Exchange gain (loss) or Realized exchange gain (loss)

Note: If you use the Realized and Unrealized Exchange Gain/Loss method to record exchange gains and losses, any gains or losses arising from differences in exchange rates at the time of settlement are called “realized” gains or losses.

Backdated documents

If you apply a multicurrency document that predates the last revaluation for the document currency, you should consider revaluing the affected period. Otherwise, if the backdated document uses an exchange rate different from the revaluation rate used for the period, the ratio between the source currency and the functional currency will be distorted for that period.

Revaluing Multicurrency Transactions

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Revaluing Multicurrency Transactions When exchange rates fluctuate, you may need to revalue outstanding documents denominated in other currencies to reflect their present value in your own (functional) currency at a particular time, for example, at financial statement dates. When you revalue a transaction, Accounts Payable recalculates its functional‐equivalent value at a new exchange rate.

Some accounting standard‐setting bodies require that you take gains or losses due to fluctuating exchange rates into income in the period in which they occur.

In Sage Accpac ERP, exchange gains and losses are treated as permanent or temporary, depending on the exchange Gain/Loss Accounting Method specified for your Sage Accpac system (in the company profile).

Permanent gains and losses are recognized immediately

If you use the Recognized Gain or Loss accounting method, revaluation transactions are considered permanent. In this accounting treatment, they are recognized immediately when you post them, and they are not reversed in the next period.

Temporary gains or losses are reversed in the next fiscal period

If you use the Realized and Unrealized Gain/Loss accounting method, revaluation transactions are considered temporary, or unrealized, gains and losses. Therefore, they are posted to General Ledger as reversing transactions, meaning that General Ledger simultaneously posts reversing transactions to the first day of the next fiscal period following the revalued period. In this way, revaluation has no permanent effect on the general ledger. (If you have Sage Accpac General Ledger and view the Accounts Payable revaluation batch using the G/L Journal Entry form, notice that the Auto Reversal check box is selected for each revaluation entry. This means that General Ledger creates a separate entry to reverse each revaluation entry on the first day of the fiscal period following the period of the revaluation transaction.)





Under this method, realized exchange gains or losses are calculated only when you post payments to pay invoices and debit notes, or when you post credit notes to pay down invoices.

Revaluation batches are created for General Ledger

Revaluation creates batches for General Ledger. You do not post revaluation batches in Accounts Payable.

If you do not have Sage Accpac General Ledger in your company database, Accounts Payable creates an export batch for your general ledger.

Reversing entries in an export file are identical to other general ledger entries, except that the Auto Reversal flag is set to “1.” For details of the export file structure that Accounts Payable creates if you do not have Sage Accpac General Ledger, see Appendix B in the User Guide.

If you import a revaluation batch into another general ledger, make sure that the revaluation transactions are reversed in the next fiscal period.

For a description of the fields in a General Ledger export batch, see Appendix B of this guide.

Note: Rounding differences may occur during revaluation. These exchange differences are automatically posted to the exchange rounding account when payments are posted.

Revaluing Periods that Contain Backdated Documents

Sage Accpac lets you post a multicurrency document that predates the last revaluation for the document currency, and it lets you apply the backdated document. An exchange gain or loss can arise.

The accounting method you use to record exchange gains and losses in your Sage Accpac system determines how the revaluation process handles backdated documents.


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Realized and Unrealized Gain/Loss

• If you use the Realized and Unrealized Gain/Loss accounting method, you can revalue the backdated document by running the Revaluation program again for the period to which you posted the document (process a backdated revaluation).

For this accounting method, if you rerun revaluation for a period that contains a backdated document, you must also rerun all subsequent revaluations.

Recognized Gain/Loss and Earliest Backdated Activity Date

• If you use the Recognized Gain/Loss accounting method, you can let the program automatically correct any exchange gains or losses for backdated documents and the documents to which they are applied.

To automatically correct these exchange gains or losses, enter or accept a date in the Earliest Backdated Activity Date field on the Revaluation form.

You can also choose to ignore the backdated document, particularly if it is not material or if you posted it to a period that does not coincide with the end of a reporting period.

Choosing not to revalue backdated documents

If you do not want the program to revalue backdated documents and activity when you perform a backdated revaluation, leave the Earliest Backdated Activity Date field blank on the Revaluation form.

The program adjusts exchange gains and losses for backdated documents and documents affected by backdated activity as of the balance sheet date:

Revaluation and backdated activity

− If the current revaluation date is on or after the last revaluation date and there is a backdated document (or a document affected by backdated activity), the program revalues the document and creates adjustments as of the current revaluation date. (The Earliest Backdated Activity Date field does not appear.)

Backdated revaluation

− If the current revaluation date predates the last revaluation date and you are revaluing a backdated document or a





document affected by backdated activity, the Revaluation process:

• Creates entries to recognize exchange gains or losses for outstanding backdated documents as of each revaluation date from the earliest backdated activity date to the last revaluation date.

• Adjusts gains or losses recognized for applied documents since the earliest backdated activity date.

• Ignores any backdated documents with posting dates earlier than the earliest backdated activity date.

− If the revaluation occurs between the document date and settlement date, and the revaluation rate is different from the current rate for the settlement document, Revaluation creates adjustments to:

• Update the document’s functional balance for the revalued period.

• Correct exchange gains and losses recognized at each settlement date for the period from the revaluation date to the settlement date.

Backdating revaluations may therefore produce a large number of adjusting entries.

Note: If you use the Realized and Unrealized Gain/Loss accounting method and you revalue a backdated document, you need to rerun subsequent revaluations manually.

Revaluing Documents with a Multiple Payment Schedule

If you use the Recognized Gain/Loss accounting method, when you revalue a document that uses a multiple payment schedule, Revaluation revalues each portion of the invoice that is due and applies the sum of the net gains (or losses) to the document.


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Revaluing Outstanding Retainage

If you use multicurrency, when you run Revaluation, the program also revalues amounts outstanding in the retainage control account.

For revalued outstanding retainage, the program creates general ledger entries to adjust the retainage control account rather than the payables control account.

If your Sage Accpac system uses the Realized and Unrealized Gain/Loss the accounting method to revalue multicurrency documents, the program also creates reversing entries for the next period. (You set the revaluation accounting method in the Company Profile, in Common Services.)

Revaluation Posting Journal

The Revaluation Posting Journal includes a separate section for retainage, following the current revaluation of documents for each vendor.

If you include job‐related details on the posting journal, a retainage section appears on the Summary page after the current job details.

Unrealized Gains and Losses

If your Sage Accpac system uses the Realized and Unrealized Gain/Loss method to revalue multicurrency amounts, Accounts Payable calculates unrealized exchange gain or loss as follows:

Source amount * Revaluation rate - Functional amount

Unrealized gain (loss)

Recording unrealized gains and losses

Accounts Payable creates the following journal entry to record an unrealized exchange gain in the revalued period:

Revaluation General Ledger Account Debit Credit Unrealized exchange loss X

Payables control X





The revaluation transaction is reported on the Vendor Transactions report for the vendor as type GL (unless you change the source type from the default).

When you post the revaluation batch in General Ledger, the program also posts a reversing entry to the first day of the next fiscal period:

Reversal General Ledger Account Debit Credit

Payables control xx Unrealized exchange loss xx

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 balance is zero.

Printing Revaluation Transactions

You can print a list of revaluation transactions using the Posting Journals form by selecting the Revaluation option. You can also print the transactions on Accounts Payable’s G/L Transactions report, selecting Revaluation as the batch type, and on the batch listing in Sage Accpac General Ledger, if you use it.

Creating provisional revaluation transactions

To see the effects of a revaluation before you process it, select the Provisional Revaluation option in the Revaluation form.

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.

Accounts Payable assigns a posting sequence number each time you post a provisional revaluation. The number is printed with transactions in the Provisional Revaluation Listing.

After checking the Provisional Revaluation Listing, you can either do another provisional revaluation, specifying different criteria, or do a real revaluation, creating entries for your general ledger.

Reporting Accounts Payable Data

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Reporting Accounts Payable Data Your Accounts Payable system can print a wide variety of reports that provide you with up‐to‐date information and a source of backup information in case your Accounts Payable data is damaged.

This section briefly describes all the reports produced by Accounts Payable. Read Chapter 7, “Reports,” for detailed information about Accounts Payable reports.

Printing Reports

There are five ways you can print reports in Accounts Payable. You can:

• Print directly from the program to the printer, to obtain permanent copies of the information.

• Print the information on your screen, for quick review.

• Print to a file for printing later, importing into another program, or transferring to a diskette.

• Print an RTF file and send it as an e‐mail attachment to a specified recipient.

All Accounts Payable reports can be printed on laser printers with 8½ʺ x 11ʺ or A4‐sized paper.

Setup Reports

Use the Setup Reports folder to print reports of the information used to define each of the records created 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, payment selection codes, e‐mail messages, and optional fields.





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.

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.

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, posting error reports, and G/L transactions.

In addition, Accounts Payable provides some important reports that you can use to interpret, analyze, and summarize your data: Vendor Transactions, Aged Payables, Aged Cash Requirements, and Aged Retainage reports. A summary of the contents and uses of each of these reports follows this section.

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.

If you use Accounts Payable to print checks and 1099/CPRS forms, you should also establish procedures for ensuring that you print and check each one. You should also keep copies in your files.


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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

The Vendor Transactions report serves as an audit trail of posted transactions in your vendor accounts within the range of dates you specify. Use the report to obtain an overview of your vendor accounts in any period for which you have Accounts Payable data.

You can report the details of any combination of invoices, credit notes, debit notes, interest, and prepayments. You can also choose to include zero balances and applied details, and print a total for each transaction type. You can also include extra information (vendor contact, phone number, and credit limit), and three or four blank lines for writing comments or notes.

The report provides the same detail about transactions as is shown in the Vendor Activity form.


If you use multicurrency accounting, you can also print the report in functional currency or in the vendors’ currencies.

Aged Payables

Use the Aged Payables report to review and analyze overdue payables. The report lists the total of current payables for each vendor. It ages the overdue payables by their payment due dates into the aging categories you define.

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.


If you use multicurrency accounting, you can also print the report in functional currency or in the vendors’ currencies.

Aged Cash Requirements

The Aged Cash Requirements report focuses on the timing of 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 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.

Checks and Advices, 1099/CPRS Forms, Letters and Labels

You can print checks and payment advices from Accounts Payable along with 1099 and CPRS forms. You can also print form letters and labels using information from your vendor accounts.

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.

At printing time, you can choose from a wide variety of options to select vendors, and you can use any of the formats you developed to print each type of form. Sage Accpac Accounts Payable includes sample formats you can use to print vendor checks, letters, and labels. You may be able to use the sample formats as they are, adapt them to fit your current forms, or create new formats.

The readme file, FORMS.WRI (in the ACCPAC\DOCS\APxxAENG folder where Sage Accpac is installed) lists the types of data you can select from your vendor records to print on the various forms.

Periodic Processing

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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 payable batches

2. When your recurring payable records are up to date, create recurring payable batches using the Create Recurring Payable Batch form.

For information about updating recurring payable records, see Chapter 3.

Update account balances

3. Post transactions that apply to the period. Print and file the posting journals.

Use the Invoice Entry form, Payment Entry form, or Adjustment Entry form, as described in Chapter 4, “Processing Invoices, Credit Notes, and Debit Notes,” and Chapter 5, “Processing Payments and Adjustments.”

Print analytical reports

4. Print the Vendor Transactions and Aged Payables reports to 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




Refer to Chapter 7, “Reports,” for information about printing and interpreting these reports.

Create checks 5. Create check batches using the Create Payment Batch form.

Print batch listings before printing and posting checks.

Post adjustments 6. Create and post batches of adjustments, such as transactions to correct errors found when reconciling bank statements.

Use the Adjustment Entry icon from the A/P Transactions folder.

Revalue multicurrency transactions

7. If you have a multicurrency ledger, you may need to update exchange rates in Common Services and revalue multicurrency transactions and balances periodically to reflect changes in exchange rates.

Choose the Revaluation icon from the Periodic Processing folder. For information about revaluation, see “Revaluing Multicurrency Transactions,” earlier in this chapter, and Chapter 6, “Periodic Processing.”

Process general ledger transactions

8. Print the G/L Transactions report, then create general ledger 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.

You can find additional information about this report in Chapter 7, “Reports.”

Periodic Processing

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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.

Choose the Clear History, Delete Inactive Records, and Clear Statistics icons from the Periodic Processing folder to clear this information.

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”).

Before running Year End, you must:

• Post or delete all outstanding batches.

• Print and clear all posting journals.

• Print the G/L Transactions report, and create any outstanding general ledger transactions.

• 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.

The Year End function performs the following tasks:

• 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

Using Accounts Payable with Other Sage Accpac Applications




Payable or from Accounts Payable to view originating transactions in Purchase Orders.

• Moves average days and total days to pay this year to both average days and total days to pay last year.

• 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.

• Resets the Total Invoices Paid, Number of Checks, and Days to Pay totals to 0 (zero) in the Vendors form (if you select both the Clear Activity Statistics option and the Clear Invoices Paid And Days To Pay Counter options).


This section describes the integration that occurs between Accounts Payable and other Sage Accpac applications. You can use Accounts Payable with Sage Accpac General Ledger and Purchase Orders.

Integrating with General Ledger

If you use Sage Accpac General Ledger, Accounts Payable creates batches of general ledger transactions in General Ledger and displays and validates General Ledger account numbers in Accounts Payable.

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.


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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 used in Accounts Payable

Accounts Payable uses the following general ledger accounts: Payables Control, Purchases Discounts, Prepayments, and the accounts you assign to distribution codes or enter with transactions.


If you use multicurrency accounting, Accounts Payable also uses General Ledger’s unrealized and realized exchange gain and loss accounts.

Accounts Payable creates its general ledger transactions in batches within General Ledger. Until you clear the batches (using the Clear History form), you can drill down to view batch details from the G/L Transaction History form.

If you do not use Sage Accpac General Ledger — or if your Sage Accpac General Ledger system is at another location, Accounts Payable creates its general ledger transactions in a file called APGLTRAN.CSV. This file, in a Comma Separated Values format, can be imported by a remote site Sage Accpac General Ledger, or transferred to another general ledger that you use.

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.

The next time Accounts Payable creates general ledger transactions, it also creates a new APGLTRAN.CSV.





Integrating with Project and Job Costing

If you use Sage Accpac Project and Job Costing, Accounts Payable lets you:

• Enter and post job‐related invoices, credit notes, and debit notes that update contracts in Project and Job Costing.

• Apply payments to job‐related invoices, credit notes, and debit notes.

• Adjust job‐related documents that you posted in Accounts Payable, and update the contracts in Project and Job Costing when you post the adjustments.

• View job‐related vendor activity.

• Include job‐related information on reports, invoices, and statements.

This section describes how you use Accounts Payable to process job‐related documents.

Processing Job-Related Invoices, Debit Notes, and Credit Notes

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.

Display job-related fields

To indicate that the invoice, credit note, or debit note you are entering is for a contract that you manage using Sage Accpac Project 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.


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Set the Distribute By option to None Note: To prevent the program from inserting a default

distribution line on the Invoice Entry form, select None as the Distribute By option on the Invoicing tab in vendor records. If you do not select this option, you have to delete the default distribution line before you can enter job‐related details on an invoice.

You enter job‐related information for details in the following fields. (Note that this document refers to the job‐related fields by their default names — Contract, Project, Category, and Resource. If you entered different Level 1, Level 2, and Level 3 names on the PJC Options form, the program displays them instead of Contract, Project, and Category, respectively.)

Contract and Project are required for all details

You must specify a contract, project, and category for each detail.

You can specify only contracts or projects that have an Open or On 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 according to the type of project

The remaining job‐related fields become available according to the contract style and project type. You fill in these fields, as follows:

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.

Resource. For standard contracts, you must specify a resource that you have assigned to the project in Project and Job Costing. Use the code for the resource for which the vendor is invoicing, such as an equipment code or a subcontractor code.

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:

• For a time and materials project on a basic contract:

− If the project is billable, the category billing type determines whether you can change the billing type for the detail:

• If the specified category is billable, the detail is billable as the default. In this case, you can change the billing type.

You also specify a billing rate for billable details. However, if you change the billing type to no charge or non‐billable, the program sets the billing rate to zero, and you cannot change it.

• If the specified category is no charge or non‐billable, the program sets the same billing type for the detail, and cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

− If the project is no charge or non‐billable, so is the detail. The billing rate is set to zero, and you can change neither the billing type nor the billing rate.

• For a time and materials project on a standard contract:

− If the project is billable, the resource billing type determines whether you can change billing type for the detail.

• If the specified resource is billable, the program displays Billable as default billing type, but you can change it for the detail. If the detail is billable, you can specify a billing rate for the detail.


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If you change the billing type for the detail to no charge or non‐billable, the program sets the billing rate to zero, and you cannot change it.

• If the specified resource is no charge or non‐billable, the program sets same billing type for the detail, and you cannot change it. You cannot specify a billing rate for the detail, which the program sets as zero.

− If the project is no charge or non‐billable, the detail uses the same billing type as the project, and you cannot change it. The program also sets the billing rate to zero, and you cannot change it.

A/R Item No. This field is also used only for time and materials projects. The program displays the A/R item number used for the contract in Project and Job Costing. You can select a different A/R item number, as follows:

• On a standard contract, the program displays the A/R item number and unit of measure specified for the project resource category as the default. You can accept the item number or select another valid A/R item number.

• On a basic contract, program displays the A/R item number and unit of measure specified for the project category. You can accept the item number or select another valid A/R item number.

• If you change the A/R 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 for the vendor’s currency.

Unit Of Measure. You must enter a unit of measure that is valid both for the specified item number and for the contract vendor’s currency.

Quantity (optional). You can enter a quantity (including negative quantities) using up to five decimal places.

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.

You can change the account only for:

• Time and materials projects.

• Cost plus projects using Billings And Costs or Accrual‐Basis as the accounting method.

Date. This is the date the expense was incurred. Accounts Payable displays the invoice date as the default for this field, but you can 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.

Billing Currency. The billing currency is displayed for time and materials projects only. The billing currency is the vendor’s currency specified on the contract, and you cannot change it.

Apply job-related credit notes and debit notes in Payment Entry

Note: You do not use Invoice Entry to apply a job‐related debit note or credit note to another (apply‐to) document. You use the Payment Entry form to pay job‐related debit notes, and to pay or apply job‐related credit notes.

Entering Retainage Information on Job-Related Documents

If a project uses retainage accounting, enter retainage information in the following fields for each detail on a job‐related document:

Retainage Percentage. The program uses the retainage percentage and the detail amount you enter to calculate the retainage amount.

Retainage Amount. The program displays the retainage amount it calculates based on the amount and the retainage percentage entered


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for the detail. If you change the retainage amount, the program recalculates the retainage percentage.

Retention Period. This is the number of days that the retained amount is withheld before it is due.

Retainage Due Date. The program uses the retention period to calculate the retainage due date. If you change the due date, the program recalculates the retention period for the detail.

If a document includes retainage, a Retainage tab appears that displays the retainage terms and (for multicurrency invoices) the exchange rate option to be used for the retainage invoice.

Note: Tax that will be posted when you post the retainage document is shown in Project and Job Costing as a committed cost.

Adjusting Job-Related Documents in Accounts Payable

You adjust posted job‐related invoices, credit notes, and debit notes in the A/P Adjustment Entry form.

Select the document, as for any adjustment

When you select a job‐related document for adjustment, additional fields and a Select Detail button appear, letting you enter job‐related information for the adjustment.

You can adjust existing details (for example, to change an incorrect project number), and you can add details that did not exist on the original invoice:

Click Select Detail to view existing entries

• To select an existing detail for adjustment, click the Select Detail button, then select the detail you want to change using the Finder.

Adjust specific contracts, projects, categories, and resources

• To add new details, for each adjustment detail:

a. Specify the contract, project, category, and resource.

b. Enter the debit or credit amount.





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.

For more information on entering adjustments to retainage, see “Adjusting Retainage for Original Documents,” earlier in this chapter.

Additional job-related fields

The following additional fields appear in the Adjustment Entry grid when you adjust a job‐related invoice, credit note, or debit note:

Quantity. Project and Job Costing uses the adjustment quantity to calculate overhead and labor amounts. The quantity also appears for job‐related details in the Adjustments Transaction Listing and in the Posting Journal.

You can increase or decrease the quantity, or the debit or credit amount, or both the quantity and amount. Note, however, that you cannot reduce the quantity or the amount to less than zero.

Changing the Unit Cost

Unit Cost. Accounts Payable uses this field to calculate a default debit or credit amount. You can change the unit cost whether you are adding a new detail or adjusting an existing detail.

A/R Item Number (for time and materials projects). This is the A/R 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 vendor’s currency. You cannot edit this field for existing details.

Billing Rate (for time and materials projects). Accounts Payable displays the billing rate for the specified resource (for standard contracts) or category (for basic contracts). You cannot edit this field for existing details.

Billing Currency and Billing Type. The billing currency is the vendor’s currency specified on the contract, and you cannot change it. The


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billing type indicates to Project and Job Costing whether to 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.

Adjusting Job-Related Payments

You can also enter adjustments with payments if your Accounts Payable ledger uses the Allow Adjustments In Payment Batches option.

To adjust a job‐related document in Payment Entry, you select it on the Payment Entry form, then click the Adjust button to open the Miscellaneous Adjustment Entry form, as usual. You then click the Select Detail button to select a particular job detail for adjustment. You use a separate detail line for each detail on the original document that you want to adjust.

Entering Job-Related Vendor Payments

Partial invoice payments

If you are fully paying a job‐related invoice, you enter the payment 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.

Selecting an Apply Method for Partial Payments

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 method for a payment entry

The Payment Entry form lets you choose a default apply method for the payment entry, as follows:

• Top Down — to apply payments automatically to invoice details beginning with the first detail on an invoice until the payment is fully applied.

• Prorate By Amount — to apply payments proportionately to all invoice details.

Note that the apply method affects only job‐related invoices for which the applied amount is less than the current balance.

Applying Partial Payments to Job-Related Invoices

Payment Entry lets you choose a different apply method for individual job‐related invoices, and it also lets you select specific details to pay.

Selecting job details to pay

To pay selected details:

1. Start a new entry on the Payment Entry form, selecting the transaction type, date, year and period, and vendor number.

2. Select an apply method (Top Down or Prorate By Amount) for the entry.

3. Select the job‐related invoice you want to pay as follows:

• If you use Select Mode, click the Go button to display the unpaid invoices for the selected vendor, then select Yes in the Apply column for the invoice.

• If you do not use Select Mode, enter the invoice number in the document field in the detail grid, or use the Finder to select the invoice.

4. Enter the amount of your payment in the Applied Amount column for the selected invoice, then tab out of the field.


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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.

b. Select the apply method to use when applying your payment to the details of the selected invoice.

c. Click the Go button to display the invoice details.

d. Specify the amount that you are paying for each detail.

e. If you want to change an amount that was calculated for a detail, enter the amount that you are paying for the detail. Note that the unapplied amount must be zero to be able to add or save the invoice.

f. When you are finished, click the Close button to return to the Payment Entry form, then click Save to save your payment entry.

5. Click Add.

The program applies the details according to the apply method you chose for each job‐related invoice.

Applying Payments to Multiple Payment Schedule Invoices

Multiple payment schedules

When applying a payment to a job‐related invoice that uses a multiple payment schedule, if you select Top Down as the apply method, you may have to adjust the amounts manually.

For invoices that use multiple payment schedules, it is preferable to prorate by amount.





Posting Job-Related Transactions in Accounts Payable

Posting invoices, credit notes, and debit notes

When you post job‐related invoices, credit notes, and debit notes in Accounts Payable, the program creates general ledger journal entries to update the Work‐In‐Progress and Payables Control accounts 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 adjustments

When you post adjustments in Accounts Payable, the program:

• Creates general ledger journal entries to adjust the Accounts Payable control account and the project’s Billings account.

• Adjusts the billed amounts for the affected contracts in Project and Job Costing. (Note that transactions are not moved from one project to another by posting an adjustment in Accounts Payable.)

Posting payments to vendors

When you post vendor payments, prepayments, and unapplied cash for contracts you are tracking in Project and Job Costing, Accounts Payable updates the total paid for the contract in Project and Job Costing.

Note, however, the following points regarding invoice matching with posting and prepayments:

Prepayments and posting

• Accounts Payable does not match existing prepayments to invoices when you post job‐related invoices. The program applies prepayments to invoices only if both the invoice and the prepayment are not job‐related.

• When you post a prepayment, Accounts Payable applies it automatically to a matching invoice only if both the prepayment and the invoice are not job related.

If either the prepayment or the invoice is job related, the program does not apply the prepayment.

You can always apply job‐related prepayments manually using an Apply transaction in Payment Entry.

Where To Now?

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Integrating with Purchase Orders

Sage Accpac Purchase Orders uses Accounts Payable vendor records to display vendor numbers, names, addresses, tax groups, and terms codes on Purchase Orders transactions. It also enters Accounts Payable vendor payment terms on invoices.

You can add new vendor records to Accounts Payable from the Vendor Number field in Purchase Orders.

When you run Day End Processing in Inventory Control, a batch containing the invoices, credit notes, and debit notes posted in purchase Orders is created directly in Accounts Payable. When you post the batch in Accounts Payable, vendor account balances are updated and journal entries are created for the general ledger.

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.

For information on using various aspects of the Accounts Payable program, see the remaining chapters of this guide.

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Maintaining R

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Chapter 3 Maintaining Vendor Records

and Setup Information

Icons for Maintaining Vendor Records and Setup Information ......................3–2 Vendor Maintenance........................................................3–2 Setup Maintenance .........................................................3–3 Vendor and Setup Reports...................................................3–4

Adding, Editing, and Deleting Vendor Groups ....................................3–5 Adding Vendor Groups .....................................................3–6 Editing Vendor Groups .....................................................3–7

Effects of Changes ......................................................3–8 Deleting Vendor Groups ....................................................3–8 After Changing Vendor Groups..............................................3–9

Adding, Editing, and Deleting Vendors...........................................3–9 Adding Vendors...........................................................3–10 Editing Vendor Records....................................................3–11

Effects of Changes .....................................................3–13 Deleting Vendors ..........................................................3–13 After Changing Vendor Records ............................................3–15

Adding, Editing, and Deleting Remit‐To Locations ...............................3–15 Adding Remit‐To Locations ................................................3–16 Editing Remit‐To Locations.................................................3–16

Effects of Changes .....................................................3–17 Deleting Remit‐To Locations................................................3–18 After Changing Remit‐To Locations .........................................3–18

Adding, Editing, and Deleting Recurring‐Payable Records ........................3–18 Adding a Recurring‐Payable Record.........................................3–19 Editing a Recurring‐Payable Record .........................................3–20 Deleting a Recurring‐Payable Record ........................................3–21




After Changing Recurring‐Payable Records ................................. 3–21 Displaying and Printing Vendor Information .................................... 3–21

Displaying Vendor Activity ................................................ 3–21 Displaying Remit‐To Locations............................................. 3–28 Printing Vendor Information Reports ....................................... 3–29

Changing Accounts Payable Options ........................................... 3–32 Changing Company Options ............................................... 3–33 Changing Processing Options .............................................. 3–33 Changing Transactions Options ............................................ 3–35 Changing Numbering Options ............................................. 3–37 Changing Retainage Options............................................... 3–38 Changing G/L Integration Options.......................................... 3–39 After Changing Options ................................................... 3–41

Adding, Editing, and Deleting Account Sets ..................................... 3–42 Adding an Account Set .................................................... 3–43 Editing an Account Set .................................................... 3–43

Effects of Changes..................................................... 3–44 Deleting Account Sets ..................................................... 3–44 After Changing Account Set Records........................................ 3–45

Adding, Editing, and Deleting 1099/CPRS Codes ................................ 3–45 Adding a 1099/CPRS Code................................................. 3–45 Editing a 1099/CPRS Code ................................................. 3–45 Deleting a 1099/CPRS Code ................................................ 3–46 After Changing 1099/CPRS Codes .......................................... 3–46

Adding, Editing, and Deleting Distribution Codes ............................... 3–47 Adding a Distribution Code................................................ 3–48 Editing a Distribution Code ................................................ 3–48

Effects of Changes..................................................... 3–49 Deleting Distribution Codes................................................ 3–49 After Changing Distribution Code Records .................................. 3–50

Adding, Editing, and Deleting Distribution Sets ................................. 3–50 Adding a Distribution Set.................................................. 3–51

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Editing a Distribution Set...................................................3–52 Effects of Changes .....................................................3–52

Deleting Distribution Sets ..................................................3–53 After Changing Distribution Sets............................................3–53

Adding, Editing, and Deleting Terms Codes .....................................3–53 Adding a Terms Code......................................................3–54 Editing a Terms Code ......................................................3–55

Effects of Changes .....................................................3–55 Deleting Terms Codes......................................................3–56 After Changing Terms Codes ...............................................3–56

Adding, Editing, and Deleting Payment Codes ...................................3–57 Adding a Payment Code ...................................................3–57 Editing a Payment Code....................................................3–58 Deleting Payment Codes ...................................................3–58 After Changing Payment Codes.............................................3–59

Adding, Editing, and Deleting E‐Mail Messages ..................................3–59 Adding an E‐Mail Message .................................................3–59 Editing an E‐Mail Message .................................................3–59 Deleting an E‐Mail Message ................................................3–60 After Changing E‐Mail Messages............................................3–60

Adding, Editing, and Deleting Payment Selection Codes ..........................3–60 Adding a Payment Selection Code ..........................................3–62 Editing a Payment Selection Code...........................................3–63 Deleting Payment Selection Codes ..........................................3–63

Adding, Editing, and Deleting Optional Fields ...................................3–64 Adding Optional Fields ....................................................3–64 Editing Optional Fields.....................................................3–65 Deleting Optional Fields ...................................................3–65 After Changing Optional Fields .............................................3–66

Printing Setup Record Reports..................................................3–66 Importing and Exporting Record Information ....................................3–67

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Chapter 3 Maintaining Vendor Records

and Setup Information

The following topics are discussed in this chapter:

• Maintaining vendor records

− Adding, editing, and deleting vendor groups − Adding, editing, and deleting vendors − Adding, editing, and deleting remit‐to locations − Adding, editing, and deleting recurring payables − Looking up vendor activity − Looking up remit‐to locations

• Maintaining options and setup records

− Changing Accounts Payable and G/L Integration options − Adding, editing, and deleting account sets − Adding, editing, and deleting 1099/CPRS codes − Adding, editing, and deleting distribution codes − Adding, editing, and deleting distribution sets − Adding, editing, and deleting terms codes − Adding, editing, and deleting payment codes − Adding, editing, and deleting e‐mail messages − Adding, editing, and deleting payment selection codes − Printing record information − Importing and exporting record information

See Chapter 2 of the Getting Started guide for explanations of all Accounts Payable options.

See Chapter 3 of the Getting Started guide for detailed instructions on setting up your Accounts Payable ledger and on adding vendor records.

Icons for Maintaining Vendor Records and Setup Information




Press the F1 key

For specific information about a field in a form, press the F1 key, and then click the Field List button from the Help form.

For instructions on how to use Help, click Using Help on the Help menu.


The icons you choose for maintaining vendor records and setup information are shown in the following picture:

Icons you choose from the A/P Vendors folder

Icons you choose from the A/P Setup folder

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.


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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.

1099/CPRS Amounts

Enter and view amounts paid by vendors subject to 1099/CPRS reporting according to code, year, and month.

Recurring Payables

Use the Recurring Payables form to add the records you need to 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.





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.


Use the Payment Selection Codes form to define codes for specifying 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.)

Vendor and Setup Reports

Accounts Payable provides a comprehensive set of reports for listing vendor records and setup records in the Setup Reports folder.

Icons you choose from the Vendor Reports folder

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Icons you choose from the Setup Reports folder


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.

• Accumulate statistics for all vendors in the group.

• 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.

• You cannot delete a vendor group to which vendors belong. You must first assign the vendors to a different vendor group. (See information about the Inactive status under “Effects of Changes,” later in this section.)

For additional information about vendor groups, see Chapter 2 of the Getting Started guide. For step‐by‐step instructions on adding





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 entering or changing vendor group statistics, select the Allow Edit Of Statistics option (on the A/P Options form).

• If you are deleting the vendor group, you must first reassign all vendors to other groups.

Adding Vendor Groups

You must add at least one vendor group before you can add vendor records.

To add a vendor group:

Starting a new record

1. Click the New button next to the Group Code field, then type the code for the new vendor group you want to define.

2. Fill in the fields and add the record as described in Chapter 3 of the Getting Started guide.

Copying an existing record into a new vendor group

To define a new vendor group that uses some of the information entered in the record for another vendor group, you can copy the information into the new record, as follows:

a. In the Group Code field, type the code for the vendor group you want to copy, or choose it from the Finder.

b. When the group record is displayed, type the new code over the existing code in the Group Code field.

c. Press the Tab key to leave the Group Code field.

d. Edit any of the fields requiring changes for the new group.

3. When finished, click Add to add the new group.


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Finding detailed instructions

For information about all the fields in the Vendor Groups form and step‐by‐step instructions for adding vendor groups, see “Add Vendor Groups” in Chapter 3 of the Getting Started guide.

Press the F1 key

You can also press F1 to display Help information while working in the Vendor Groups form.

Editing Vendor Groups

Before you start If you plan to edit vendor group statistics, you must first select the Allow Edit Of Statistics option on the A/P Options form.

Restrictions on changing records

You can change most of the information in a vendor group record at any time, with the exception of the vendor group code. If you need to change a code:

• Add a vendor group with the code you want to use.

• Transfer all vendor records to the new group.

• 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.


You cannot change the account set for a group to a set that uses a different currency (in a multicurrency ledger).

Changing optional fields

If you use Sage Accpac Transaction Analysis and Optional Field 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 Accpac’s macro facility, as described in the System Manager User Guide.

To edit a vendor group record:

1. Type the code for the vendor group you want to edit, or select it from the Finder.





2. Make the changes you need in the record.

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.

3. When finished, click Save to record your changes.

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:

• Add new vendors to the group.

• Change any of the vendor records assigned to the group (except to change their vendor group).

Deleting Vendor Groups

Before you start If you want to delete a vendor group to which vendors are assigned, you must first reassign the vendors to other groups or delete the vendor records.

Moving vendors between groups

You can move vendors from one group to another, but if you do, you will invalidate statistical comparisons between fiscal periods or between vendor groups (unless you update the vendor group statistics).

To delete a vendor group record:

1. Type the code for the vendor group you want to delete, or choose it from the Finder.

2. Click the Delete key.

Adding, Editing, and Deleting Vendors

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3. If you see a message asking you to confirm that you want to delete the record, click Yes.

After Changing Vendor Groups

Print the Vendor Groups report, including the information you changed for the group, to check the new record information.

Edit vendor records that belong to a group to make the same changes you made to the group. For example, if you changed the 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.


Use the Vendors form to add new vendor records to your Accounts Payable system and to modify or delete existing vendor records. For detailed instructions on adding vendors, see Chapter 3 of the Getting Started manual. The instructions in Chapter 3 describe all the fields in the vendor records.

Tip: The best tool for performing global updates to vendor records is Sage Accpac’s macro facility. For example, you can use a macro to 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.

• If you are entering or changing vendor statistics, select the Allow Edit Of Statistics option (in the Options form).

• If you are moving the vendor to another vendor group:

− Print the Vendor Period Statistics report for the vendor.





− Print the Vendor Group Period Statistics report for the groups involved. (You should adjust group statistics after moving the vendor.)

− Check invoice and payment batch listings for unposted transactions for the vendor that will affect statistics.

Adding Vendors

Before adding vendors, you must add the vendor groups to which you plan to assign the vendors.

To add a vendor record:


1. Click the New button next to the Vendor Number field, then type the code for the new vendor record you want to define.

2. Fill in the fields and add the record as described in Chapter 3 in the Getting Started guide.

Copying an existing record

To define a new vendor record that uses some of the information 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.

3. Press the Tab key to leave the Vendor Number field.

4. Edit any of the fields requiring changes for the new record.

5. When finished, click Add to add the vendor record.


For information about all the fields in the Vendors form and step‐by‐step instructions for adding vendor records, see “Add Vendors” in Chapter 3 of the Getting Started guide.


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Get help You can also press F1 to display Help information while working in

the Vendors form.

Editing Vendor Records

You can change most of the information in a vendor record at any time, with these restrictions:

• You cannot assign a vendor to a vendor group that is inactive.

• 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 vendor number

• You cannot directly change a vendor number. However, if you 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.


• You can change the vendor group, account set, and tax group assigned to a vendor, but you can change only to another account set or tax group that uses the same currency.

Changing vendor groups or account sets

We do not recommend that you change the vendor group or account set assigned to a vendor record to which you have posted 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





edit the statistics to correct the information, but it can be a complicated task.

If you are changing the vendor’s account set, check the vendor’s 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.


You can assign different vendor optional fields, and you can change 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 Accpac’s 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.

To edit a vendor record:

1. Type the code for the vendor record you want to edit, or choose it from the Finder.

2. Make the changes you need in the record.

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.

3. When finished, click the Save button to record your changes.


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Effects of Changes

Moving vendors between groups

• You can move vendors from one group to another, but if you do, you will invalidate statistical comparisons between fiscal periods or between vendor groups (unless you update the vendor group statistics).

• You cannot make a vendor inactive for which there is a balance owing, or if there are any unposted transactions. Once you make a record inactive, you cannot add any invoices, payments, or adjustments.

• You can enter invoices and payments for a vendor who is on hold, but the program will warn you of the vendor’s status.

Changing control accounts

• If you move vendors from one payables control account to 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 vendor records

If you plan to delete a vendor, you must first:

• Post all outstanding transactions for the vendor. You cannot delete a vendor for which there are unposted transactions.

• Post transactions to reduce the vendor’s account balance to zero.

• Use the 1099/CPRS form in the Vendor Reports folder to print 1099/CPRS forms for the vendor, if the vendor is subject to 1099/CPRS reporting. You can then use the Clear History form to clear 1099/CPRS information for the vendors.

• 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.

Before trying to delete a vendor, you may prefer to assign the Inactive status to the record to ensure that no further transactions are posted to it. You can then wait until the end of the fiscal or calendar year to delete the account, depending on the method you use to accumulate vendor statistics. This step will keep the year’s statistics in balance for the vendor’s group.

To delete an active vendor:

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 vendor’s group.

1. Type the number for the vendor you want to delete or choose it from the Finder.

2. Select the Inactive option.

3. Click the Save button to save your changes.

4. At the end of your fiscal year or calendar year (depending on the type of year you specified for vendor statistics on the A/P Options form), use Delete Inactive Records in the Periodic Processing folder to delete the vendor record.

See “Deleting Inactive Records” in Chapter 6, for information about using the Delete Inactive Records form.

To delete an unused vendor:

Use this method to delete a vendor if you added it by accident or if you have not yet posted any transactions to the account. You can delete an unused vendor record without affecting statistics for the vendor group to which you assigned the vendor.

1. Type the number for the vendor you want to delete, or choose it from the Finder.

Adding, Editing, and Deleting Remit-To Locations

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2. Click the Delete button.


After Changing Vendor Records

• Print the vendor reports, including the information you changed for vendors, to check the new record information.

Print the reports by vendor group if you changed the groups to which the vendors belong.

• Edit vendor group statistics if you changed the groups to which the vendors belong.

• Compare the vendor reports you printed before changing or deleting vendor records to the ones printed after making the changes to verify that all changes were made correctly.


Use the Remit‐To Locations form to add, edit, and delete remit‐to locations and to view the collection of remit‐to locations you have set up for a vendor.

Remit‐to locations replace the standard vendor name and address on vendor invoices, and they replace the address information, optional field data, and the check language setting for payments. They are designed to let you maintain names and addresses of check recipients that are different from the vendor names and addresses.

If you set a remit‐to location as the primary remit‐to location, that remit‐to location will be used as the default for each new invoice.

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.





For detailed instructions on adding remit‐to records, see Chapter 3 in the Getting Started guide. The instructions in Chapter 3 describe all the fields in the remit‐to records.

Before you start • Print the Remit‐To Locations report.

• Print the Vendor List, including the information you want to change for the remit‐to location.

• Make sure you want to add or change the remit‐to information — not the vendor information.

Adding Remit-To Locations

To add a remit-to location:


1. On the Remit‐To Locations form, type the vendor number, click the New button, and then type the code for the new location that you want to define.



For information about all the fields in the Remit‐To Locations form and step‐by‐step instructions for adding locations, see “Add Remit‐To Locations” in Chapter 3 of the Getting Started guide.

You can also press F1 to display Help information while working in the form.

Editing Remit-To Locations


You can change all the information in a remit‐to location except the remit‐to code. If you need to change the code, you must add another record using the new code, then delete the record that you no longer need.

You cannot set a remit‐to location code inactive if it is used in unposted transactions.


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You can change the language in which the amounts are printed on checks. If you want to change the language for other items on the check or advice form, you must modify the check form using Crystal Reports.

To edit a remit-to location:

1. On the Remit‐To Locations form, enter the vendor number or select it from the Finder.

2. On the list of locations that appears, double‐click the location or select the line that you want to edit, and then click 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.

3. Make the changes you need.

4. Click the Save button to record the changes.


If you use Sage Accpac Transaction Analysis and Optional Field 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 make a remit‐to location inactive, you can no longer choose it when adding an invoice. If you make a primary remit‐to location inactive, make sure that you also uncheck the Primary Remit‐To check box.

When you select a remit‐to location on an invoice, the data in the optional fields from the remit‐to location replaces that from the vendor record.

Adding, Editing, and Deleting Recurring-Payable Records




Deleting Remit-To Locations

You cannot delete a remit‐to location code if it is used in unposted transactions.

To delete a remit-to location:

1. Enter the vendor number or select it from the Finder.

2. On the list of remit‐to locations for the vendor, select the location.

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.

3. Click the Delete button.


After Changing Remit-To Locations

Print the Remit‐To Locations report to check the new record information and to update your printed records.


You can use the Recurring Payables form only if you first select the Process Recurring Payables option in the A/P Options form.

Choose Recurring Payables from the Vendors folder to create records of the payables for which your vendors periodically bill you, as well as to edit and delete them.

You identify recurring‐payable records both by recurring payable code and by vendor number, letting you reuse a recurring‐payable


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code for many vendors. You can have as many recurring‐payable records per vendor as you need.

You can change or delete a recurring‐payable record at any time.

Before you start Print the Vendor List, selecting the Recurring Payables option, for the vendors whose recurring‐payable records you want to change.

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 Accpac’s 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.)

See Chapter 2 in this manual for information about processing recurring payables. Chapters 2 and 3 in the Getting Started guide discuss setting up recurring payables.

Adding a Recurring-Payable Record

Before you start You must select the Process Recurring Payables option on the A/P Options form and add vendor records before you can add recurring‐payable records.

To add a recurring-payable record:

New record 1. Click the New icon next to the Recurring Payable Code field, then enter the code for the new recurring payable.







3. For information about all the fields in the Recurring Payables 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.

Editing a Recurring-Payable Record


You can change all the information in a recurring‐payable record except the recurring‐payable code and vendor number.

Multicurrency tax groups

Note that if you assign to a recurring payable record a tax group that uses a different currency than the vendor, Accounts Payable calculates a separate tax reporting amount when you create an invoice for the recurring payable.

To edit a recurring-payable record:

1. Enter the code for the recurring payable, select it from the Finder, or use the navigation buttons to display it.

2. Enter the vendor number, or select it from the Finder.


4. Click Save to record the changes.

Effects of changes If you make a recurring payable inactive, you can no longer create invoices for it.


You can assign different optional fields that you have set up for 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.)

Displaying and Printing Vendor Information

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Deleting a Recurring-Payable Record

Before you start Check the records you want to delete to be sure there are no outstanding amounts for invoicing.

To delete a recurring payable:

1. Enter the code for the recurring payable, select it from the Finder, or use the navigation buttons to display it.

2. Enter the vendor number, or select it from the Finder.

3. Click the Delete button. If a message appears asking you to confirm the deletion, click Yes.

After Changing Recurring-Payable Records

• Print the Recurring Payables report to check the new record information and to update your printed records.

• Edit any unposted invoices created for a changed recurring payable to enter new amounts, as needed.

• As required, choose the Create Recurring Payable Batch form from the Periodic Processing folder to create a batch of recurring‐payable invoices, as described in Chapter 6.

Displaying and Printing Vendor Information Accounts Payable includes several reports and forms for reviewing vendor records, vendor statistics, and transaction information.

Displaying Vendor Activity

This form displays the current outstanding balance, together with the last invoice and payment amounts. It also provides an aged summary of the vendor account (with a single amount due for each





aging period), and it displays all outstanding transactions and lets you review all documents applied to them.

To display vendor activity:

1. Choose the Vendor Activity icon from the Vendors folder.

2. To display activity statistics, type the vendor number for the record you want to see in the Vendor No. field, or select the number from the Finder.

Looking up statistics for other vendors

You can also use the navigation buttons beside the Vendor Number field to move quickly through the list of vendors to display the one you need.

The Activity tab summarizes the current status of the vendor’s account and shows the amounts and dates of the most recently posted transactions.

Amounts In If you are using a multicurrency ledger, select whether to display reports in your company’s functional currency or in the vendor’s currency.

3. Click the Aging tab.


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Aging tab

The Aging tab displays the vendor’s account balance in each of the aging periods used in your Accounts Payable system.


If you use multicurrency, balances are shown in both the functional currency and the vendor currency. (The code for the vendor currency appears in the Vendor Currency field.)

4. To use the Aging tab, fill in fields as follows:

Age As Of. Type the date from which to age (count back) to determine the balance to display in each aging period.

Cutoff Date. Enter, or select from the drop‐down calendar, the last date for which to include transactions in the balances. Accounts Payable will include only transactions that were posted to the vendor’s account on or before that date.

Age By. Indicate whether to age balances by the document dates used in the transactions or by the due dates.

Select:

• Document Date. To display outstanding balances.

• Due Date. To display overdue balances.

Include Transactions On Hold. Select this option if you want to include transactions that are on hold in the statistics.

Include Prepayments. Select this option to include prepayments in the statistics.





5. To specify different aging periods, type the number of days to use in each period.

The default numbers of days are assigned on the A/P Options form.

Click “Go” 6. Click the Go button or press F7 to list the vendor’s aged balances for the dates you chose.

7. Repeat steps 4 through 6 for other periods you want to display.

8. Click the Transactions tab to display vendor transactions.

Transactions tab

9. To use the Transactions tab, fill in the fields as follows:

Document Type. Select the type of document to display. You can choose to display all documents or select one of the following: Invoice, Debit Note, Credit Note, Interest, Prepayment, or Payment.

Order By. Select the order by which to list documents.

• Document Number. Begins with the lowest document number in ASCII order.

• PO Number. Groups documents by their purchase order numbers, then by their document numbers. Documents without purchase order numbers are listed first, because their purchase order numbers are considered to be blanks.


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• Order Number. Groups documents by their sales order numbers, following the same rules as for purchase order numbers.

• Due Date. Lists documents in order by their due dates, or, for prepayments, in order of activation date.

• Document Date. Lists documents in order by their document dates.

• Current Balance. Lists documents in order by their current balances, beginning with the lowest balance. Negative balances appear first, such as in credit notes.

Starting Value. Type or use the Finder to select the number of the document, the date, or the balance to start the display. You can also leave this field blank to begin automatically with the first document of the specified type, in the specified order.

Amounts In. If you are using a multicurrency ledger, you can choose to display amounts in either the functional or vendor currency.

Include Fully Paid Transactions. Select this option to include fully paid documents in the list. You will then see uncleared invoices and debit notes that have zero balances.

Include Pending Amounts. Select this option if you want to include information for pending transactions, including the pending payment total, pending discount total, and pending balance for each document.

Click “Go” 10. Click the Go button or press F7 to list the selected transactions.

• To display the details for a document, double‐click the document line, or select it and then click the Open button.





An example of details that appear when you click the Open button

Drill down to source document

• To display the document in the original transaction entry form, select the transaction on the Transactions tab, and then click the Document button.

• To display job details, select the line for a job‐related document on the Transactions tab, then click the Details button. (The Details button is available only for job‐related transactions.)

• To display the optional fields posted with a transaction, select the line, then click the Optional Fields button. (The button is available only if you assigned optional fields to the transaction.)

11. When finished viewing the details of a transaction, click the Close button to return to the Transactions tab.

12. To review the Payment transactions that were posted to the account, click the Payments tab.


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The Payments tab

Use the Status field to select the type of payment information you want to see. You can select All to display all the checks posted to the account, or you can select:

• Outstanding — to display all payments and prepayments that have not been reconciled in Bank Services.

• Cleared — to display checks that have cleared the bank account and been reconciled in Bank Services.

• Reversed — to display reversed checks.

13. In the Order By field, choose whether to list payments by their check number or check date.

14. In the Starting Value field, enter the check number or document date with which to start the display, or select it from the Finder, and then click the Go button. You can also just click Go to display payments, beginning with the lowest number or earliest date.

Multicurrency payments

15. If you use multicurrency accounting, use the Amounts In field to specify whether to display amounts in the functional currency, the vendor’s currency, or the bank currency.

16. To display the details for a payment, select the payment line, and then click the Open button, or double‐click the document 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.

In a multicurrency ledger, you also see the functional amount.

17. When finished viewing the details of a payment, click Close to return to the Payments tab.

Drill down to source document

You can also select the transaction on the Payments tab, and then click the Document button to view the original transaction in the Payment Entry form.

Displaying Remit-To Locations

Use the Remit‐To Locations form to look up the name, address, and zip/postal code at each of the remit‐to locations defined for a vendor.


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To display remit-to locations:

1. Choose Remit‐To Locations from the Vendors folder.

2. In the Vendor No. field, type the vendor number or select it from the Finder.

Accounts Payable displays the list of remit‐to locations for the vendor.

• To review an existing remit‐to location record, select the line on the grid, then click Open.

• To open the Remit‐To Locations form so you can add a new record, click the New button.

• To delete an existing remit‐to location record, select the line on the grid, then click Delete.

Printing Vendor Information Reports

Choose these forms from the Vendor Reports folder to print reports that list vendor information:

• Vendors. This form provides three different reports.

− Vendor List. Lists all vendor records in the Accounts Payable ledger. You can print the address, the vendor profile (vendor group, account group, terms, and so on), optional fields, and the vendor comments.





− Vendor Activity Statistics. Lists information for each vendor, such as the year‐to‐date amounts and the dates of the highest balance and largest invoice in the current and previous years, and the last invoice, payment, credit note, debit note and adjustment posted to the vendor’s account. The application also calculates and displays the total days to 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.

• Vendor Groups. This form provides two separate reports.

− Vendor Group List. Lists vendor groups, with choices to include the profile information (processing options such as account group, terms, and so on), optional fields, and a list of the group members.

− Vendor Group Statistics. Lists for each fiscal period you specify the amount and number of invoices, payments, discounts, discounts lost, credit notes, debit notes, and adjustments, and the number of paid invoices.

• Remit-To Locations. This report lists remit‐to locations, including the address and the optional fields (profile) information.

• Recurring Payables. The Recurring Payables report is a list of the recurring payables that you have set up. It can also show the processing schedule and optional fields assigned to each recurring payable record.

• Letters/Labels. These are not vendor reports, but they allow you to extract information from vendor records to produce letters for


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vendors. You could also use the report to print mailing lists or vendor lists with just the name and telephone number.

• 1099/CPRS Amounts. A 1099/CPRS form is printed for a vendor only if the Subject To 1099/CPRS Reporting option is selected in the record for the vendor.

Choose the following forms from the Transaction Reports folder to print reports of transaction information for vendors:

• Vendor Transactions. This report lets you print the currently open invoices, credit notes, debit notes, interest invoices, and prepayments posted to the vendor account. You can select transactions by optional field (if used), and you can choose the order of the report, the vendors, and the information you want included with each transaction.

• Aged Payables. This form provides two reports that list information about vendors’ current and overdue transactions: the Aged Payables report and the Overdue Payables report. The reports group transactions into the aging periods (length of time overdue) that you specify in Options (although you can override the default periods at print time). You can select transactions by optional field, if you use optional fields.

See Chapter 7, “Reports,” for more information about the reports mentioned in this section.

To print vendor reports:

1. Use one of the following methods to print vendor reports:

• Click Print on the File menu of the following forms:

− Vendor Groups — to print vendor group reports.

− Vendors — to print vendor reports.

− Vendor Activity — to print vendor transaction reports.

Or

Changing Accounts Payable Options




• Choose icons from the following report folders:

− Vendor Reports — to print the Vendor, Vendor Groups, Remit‐To Locations, Recurring Payables, Letters/Labels, and 1099/CPRS Amounts reports.

− Transaction Reports — to print the Vendor Transactions, Aged Payables, and Aged Cash Requirements reports.

2. Select the range of vendors or vendor groups for which you want to print the report, and select the information you want included.

3. Click the Print button.

For more information on printing particular reports, see Chapter 7, “Reports,” in this manual.


This section lists the Accounts Payable options you can select on the A/P Options form and on the G/L Integration form, and includes some points to consider when changing your choices for particular options.

Topics are listed in the order in which they appear on the A/P Options form.

For descriptions of all Accounts Payable options, see the Getting Started guide. Chapter 2 of the Getting Started guide explains the 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.


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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.

Changing Company Options

The Company tab contains the contact name and telephone and fax numbers for your Accounts Payable department. You can change all the information on this tab at any time.

Changing Processing Options

The Processing tab contains options that specify how your Accounts Payable system works, and the types of statistical information kept for vendors.

Use the Processing tab to change these options:

• Multicurrency. If you have a single‐currency ledger, you can select this option at any time. Once you select and save it, however, you cannot turn it off.

• Force Listing Of All Batches. Ensures that you cannot post batches without first printing them.

• Allow Edit Of Imported Batches. Choose this option if you want to edit or delete imported invoice batches in Accounts Payable before posting.

• Allow Edit Of External Batches. Choose this option if you want to edit or delete batches you created in Purchase Orders and sent to Accounts Payable before posting.





• Retainage Accounting. Select this option if you need to account for retainage (or holdbacks) in your Accounts Payable system. You can turn off the Retainage Accounting option if there are no unposted retainage batches and no outstanding retainage amounts.

• Keep Statistics. This option lets you decide whether to keep vendor and vendor group statistics. Keep Statistics is selected by default.

• Allow Edit Of Statistics. Lets you edit statistical information in vendor records and vendor group records.

• 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.

• Accumulate By and Period Type. You will not be able to compare period statistics if you change these settings.

If you need to change the type of year or period by which Accounts Payable reports statistics, you should either do so after running Year End or edit the statistics to correct distortions for the earlier periods in the year.

• 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.

• Age Unapplied Credit Notes And Debit Notes. Select the method you use to assign unapplied credit notes and debit notes to aging categories.


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• Age Unapplied Prepayments. Select the method you use to assign prepayments to aging categories.

• Default Number Of Days To Keep Vendor Comments. This setting determines the default comment expiration date when you enter comments in vendor accounts.

Changing Transactions Options

Invoice options The Transactions tab contains options that determine how Accounts Payable processes invoices and payments. The invoicing options are:

• Default Posting Date. Your selection for this field determines the date that appears as the default posting date on the Invoice Entry form, but you can change the posting date for particular transactions when you enter or edit them

• Default Tax Amount / Default Tax Base / Default Tax Reporting. Select the entry methods to use as defaults during invoice entry or when creating a recurring payable record. You can select one of the following choices for each default option:

− Calculate (to have Accounts Payable make all tax calculations).

− Distribute (to let Accounts Payable automatically distribute total tax amounts that you enter).

− Enter (to permit manual entry and distribution of all tax amounts).

• Use 1099/CPRS Reporting. You can turn on this option at any time. The program will cease to accumulate any vendor 1099/CPRS information if you turn this option off. (You can still print 1099/CPRS data and clear it after turning off the option.)

• Allow Edit Of 1099/CPRS Amounts. If you have selected the Use 1099/CPRS Reporting option, you can also choose to edit 1099/CPRS amounts. This option allows you to add historical information or to adjust current vendor amounts.





• Default 1099/CPRS Amount. This option lets you use document totals as default 1099/CRPS amounts on invoices, credit notes, and debit notes.

• Default Detail Tax Class To 1. This option lets you use 1 as the default tax class for new invoice details. If you do not select this option, Accounts Payable uses the vendor tax class (from the Invoice Entry Taxes tab) as the default for new invoice details..

Payment options The Transactions tab also contains the following options that determine Accounts Payable will process payments in your system:

• Default Transaction Type. Select the transaction type (Payment, Prepayment, Apply Document, or Misc. Payment) you most frequently use in the Payment Entry form as the default.

• Default Order Of Open Documents. Choose the order in which to list documents (invoices, debit notes, credit notes, and so on) when you apply cash, checks, and other payments to vendor accounts in the Payment Entry form.

• 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.

• Default Posting Date. Your selection for this field determines the date that appears as the default posting date on the Payment Entry form, but you can change the posting date for particular transactions when you enter or edit them.

• Default Payment Code. Choose the code for the type of payment you process most often. This payment code appears as the default in Payment Entry, so that when you enter payments, you have to enter the payment code only when it is different from the type you specify here.

• Check For Duplicate Checks. This option lets you specify whether to display a warning or an error message, or no


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message, when you attempt to process a check that uses the same number as an existing check for the same bank.

• Include Pending Transactions. Choose whether to include transactions from open (unposted) batches when Accounts Payable calculates pending amounts for Payment Entry.

You can include unposted payments, unposted payments and adjustments, all transactions, or none.

• Allow Adjustments In Payment Batches. Select this option if you want to be able to enter adjustments or quickly write off small amounts while entering payments, rather than having to enter the transactions separately.

• Allow Edit Of System Generated Batches. Select this option if you want to be able to edit or delete payment batches after you have generated them.

• Allow Remit-To Information To Be Changed. Select this option if you want to permit changes to remit‐to location information on the Payment Entry form. Unless the option is selected, you cannot change any information for a selected remit‐to location on the Payment Entry form.

Changing Numbering Options

Document numbers

Use options on the Numbering tab to specify the prefix, length, and next number for recurring payables, payments, prepayments, and adjustments.

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 Number

• Prefix and Next Number. If you change the next number to 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





twice. You cannot post two documents with identical document numbers.

If you reach the maximum number for a document type or the highest number you want to assign, you must clear fully paid documents (in the Clear History form) or change the prefix before re‐entering the first number as the next number to assign.

Next Batch and Processing Sequence Numbers

The Numbering tab also lists the next batch numbers and posting sequence numbers. There are no options that you can select on this section of the tab.

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.

Changing Retainage Options

The Retainage tab is available only if you selected the Retainage Accounting option on the Processing tab. The options on this tab determine how Accounts Payable processes retainage.

Retainage processing options include:

Default Retainage Percentage (optional). This percentage appears as the default when you add new vendor records.

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.

If you change the default retention period, it will be used as the default for new vendor records, only.

Default Retainage Exchange Rate. If you use multicurrency, this option determines whether the current exchange rate or the


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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.

Base Retainage Amount On. This option determines whether retainage will be calculated on the document total before tax or after tax is calculated.

Retainage document numbering grid

On the retainage document numbering grid, specify the number length, next number, and prefix to assign to retainage invoices, credit notes, and debit notes when creating retainage documents.

Number Of Days In Advance To Create Retainage Documents. This is the number of days before the retainage due date that you can generate retainage documents using the Create Retainage Batch form.

Schedule To Use For Automatic Creation Of Retainage Documents (optional). Enter or use the Finder to select the code for the schedule you want to use to process retainage from the Reminder List.

Full descriptions of all 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 the Field List button on the Help screen to read about the options on this tab.

Changing G/L Integration Options

You use the G/L Integration form to set options for processing general ledger batches and to specify the kinds of information to include as the reference, description, and comment for transactions you send to General Ledger from Accounts Payable.

You choose the G/L Integration icon from the A/P Setup folder.





The options on the Integration tab determine when transactions are added to the batches that Accounts Payable creates in Sage Accpac General Ledger, if you use it, or to batches you can import into another general ledger system.

Other options allow you to specify the Accounts Payable information to keep with general ledger transactions.

Options include:

• G/L Source Codes. Accounts Payable lets you define the source code for each type of transaction, if you prefer not to use the default source codes.

The source codes are made up of the source ledger and the source type, and are used to identify transactions in General Ledger. (You cannot change the source ledger, which is AP.)

• Create G/L Transactions. This setting specifies when to create a batch for the General Ledger.

− During Posting. Select this option to create general ledger batches automatically when you post batches of invoice, payment, and adjustment transactions in Accounts Payable.

− On Request Using Create G/L Batch Icon. Select this option if you want to use the Create G/L Batch form to create general ledger batches.

• Create G/L Transactions By. You can make the following selections:

− Adding to an Existing Batch. Select this option if you want to add new general ledger transactions to batches already created by Accounts Payable.

− Creating a New Batch. Select this option if you want to create a new general ledger batch each time you post or use the Create G/L Batch icon. (You might do this for auditing purposes.)


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If you do not have Sage Accpac General Ledger, and are creating CSV files, Accounts Payable will ignore this setting and, instead, will append to or overwrite the existing batch depending on which action you choose.

− Creating and Posting a New Batch. Select this option if you want to create and post a new ledger batch each time you create G/L transactions.

• Consolidate G/L Batches. Select whether you want transactions consolidated in the general ledger batch. Choose from Do Not Consolidate, Consolidate By Posting Seq., Account And Fiscal Period, and Consolidate By Posting Seq., Account, Fiscal Period And Source.

Consolidation disables drilldown

Note that if you consolidate batches, you will lose the ability to drill down to Accounts Payable transactions from General Ledger.

The Transactions tab lets you specify the types of information to include as the description for each entry, and as the reference, description and comment for each G/L transaction detail you create.

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.

After Changing Options

Print the Options report by choosing File, Print from the A/P Options form or by choosing the Options icon from the Setup Reports folder. Verify that all your changes have been made correctly.

Adding, Editing, and Deleting Account Sets





Account sets identify the general ledger accounts to which you post transactions entered for the vendors assigned to each account set.

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.

• Print the Vendor List with profile information to see which vendors use the account sets you want to change.

• If changing account numbers, check that your general ledger contains the accounts you want to assign for these general ledger accounts:

− Payables Control − Purchase Discounts − Prepayments − Retainage Control (if you use retainage accounting)

Multicurrency account sets

If you are adding or changing an account set that uses a currency different from your functional currency, the above accounts must allow the account set’s currency.

In addition, you must also check the numbers of the following general ledger accounts:

− Unrealized Exchange Gain (if you use the Realized and Unrealized Gain/Loss accounting method)

− Unrealized Exchange Loss (if you use the Realized and Unrealized Gain/Loss accounting method)


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− Exchange Gain

− Exchange Loss

− Exchange Rounding

If your database does not include Sage Accpac General Ledger, Accounts Payable will not verify any general ledger account numbers. You will have to check the numbers you specify against the general ledger that you use.

Adding an Account Set

You must add at least one account set to Accounts Payable before you can add vendor records.

To add an account set:


1. Click the New button next to the Account Set Code field, then type the code for the new set.

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.


For background information about account sets, see Chapter 2 in the 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.

Editing an Account Set

You can change the description, active status, and account numbers for an account set. You cannot change the account set code.

Multicurrency account sets

If you use multicurrency accounting, you cannot change the currency associated with an account set.





To edit an account set:

1. Enter the code for the account set or select it from the Finder.



Effects of Changes

If you make an account set inactive:

• You cannot assign it to a new vendor group or vendor record.

• 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.)

Deleting Account Sets

Before deleting an account set, delete any vendors who are assigned to the account set or assign them to other account sets. You cannot delete an account set that is assigned to a vendor record.

1. Enter the code for the account set or select it from the Finder.


Changing vendors’ account sets

You can move vendors from one account set to another, but if you 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.

If you do not transfer account balances, you will have situations where invoice totals are posted to one payables account and the payments for the invoices are posted to another.

Adding, Editing, and Deleting 1099/CPRS Codes

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After Changing Account Set Records

Print the Account Sets report to check the new record information and to update your printed records.

If you changed the account set codes assigned to vendors or vendor groups, you should also print new copies of the Vendor List and Vendor Group list for the records you changed.


The 1099/CPRS codes correspond to box numbers on the US 1099 form and Canadian CPRS report. Current 1099/CPRS codes have already been added to Accounts Payable, so it is unlikely that you will have to add any new codes.

Adding a 1099/CPRS Code

Unless you are using the 1099 tracking facility for a completely different purpose, you should not assign codes arbitrarily. We recommend that Canadian companies use code 3, Other Income, for vendors subject to CPRS reporting.

To add a 1099/CPRS code:


1. Click the New button next to the 1099/CPRS Code field, and then type the new code.

2. Fill in the description, and add the record as described in Chapter 3 in the Getting Started guide.

Editing a 1099/CPRS Code

You can change only the description of a code. You cannot change the 1099/CPRS code.





To edit a 1099/CPRS code:

1. Enter the 1099/CPRS code or select it from the Finder.

2. Type a new description.


If you set the 1099/CPRS code to inactive, you cannot assign it to new vendors, or edit and save vendor records that use the code.

However, the inactive setting does not affect the accumulation of 1099/CPRS information at posting.

Deleting a 1099/CPRS Code

Deleting codes does not remove any information from your ledger (except the code definition). However, you should not delete 1099/CPRS codes if you are required to print 1099/CPRS forms. If you accidentally delete a code, just add it again.

If you delete a 1099/CPRS code, you can no longer assign it to vendor records — nor can you edit and save a vendor record that has that code assigned.

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.

To delete a 1099/CPRS code:

1. Enter the 1099/CPRS code or select it from the Finder.


After Changing 1099/CPRS Codes

Print the 1099/CPRS Codes report by choosing File, Print from the 1099/CPRS Codes form or by choosing the 1099/CPRS Codes icon from the Setup Reports folder.

Adding, Editing, and Deleting Distribution Codes

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A distribution code is an easy‐to‐remember name for a general ledger account to which vendor transactions are distributed. For example, you might use the code “SUPPLY” for purchases of office supplies — easier to remember than 6945‐100‐20.

Choose the Distribution Codes icon from the Setup folder to add, edit, or delete records for distribution codes.

You can group distribution codes into sets

If you always use a group of distribution codes to distribute vendor invoices, you can identify the group with a distribution set code. (See “Adding, Editing, and Deleting Distribution Sets,” later in this chapter.)

For a description of distribution codes and how they work, see Chapter 2 in the Getting Started guide.

For instructions on adding distribution codes and setting up a new Accounts Payable system, see Chapter 3 in the Getting Started guide.

Before you start • Print the Distribution Codes report from the Setup Reports folder.

• If changing account numbers, check that your general ledger contains the accounts you want to assign to new distribution codes.

• If deleting codes, print the Distribution Sets report from the Setup Reports folder. Accounts Payable will not warn you if a code is part of a distribution set, but you will not be able to distribute an invoice using the distribution set to which it belonged.

• Print the Vendor List with profile information to see which vendors use the distribution codes you want to change.





Adding a Distribution Code

You must add at least one distribution code to Accounts Payable before you can add vendor groups or vendor records, unless you plan to distribute invoices by specifying general ledger account numbers.

To add a distribution code:


1. Click the New button next to the Distribution Code field, and then type the new code.

2. Fill in the Description and General Ledger Account fields, and add the record as described in Chapter 3 in the Getting Started guide.


For information about all the fields in the Distribution Codes form and step‐by‐step instructions for adding distribution codes, see “Add Distribution Codes” in Chapter 3 of the Getting Started guide.


the form.

Editing a Distribution Code

You can change the description, the general ledger account number, and the discountable status. You cannot change the distribution code.

To edit a distribution code:

1. Enter the distribution code, or select it from the Finder.




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Effects of Changes

Making a distribution code inactive has the following consequences:

• You cannot select an inactive distribution code as the default code when adding a new vendor group or vendor record.

• 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.)

• You cannot add or edit a distribution set that lists an inactive distribution code.

Effect on unposted transactions

Changing the general ledger account numbers assigned to a distribution code has no effect on existing transactions that use the distribution code. If you want to use the new account numbers with previously entered transactions, you must edit the documents and enter the new account numbers.

Deleting Distribution Codes

Deleting codes does not remove any information from your ledger (except the code definition). If you accidentally delete a code, just add it again.

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.

Adding, Editing, and Deleting Distribution Sets




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.

To delete a distribution code:

1. Enter the distribution code or select it from the Finder.


After Changing Distribution Code Records

Print the Distribution Codes report by choosing File, Print from the Distribution Codes form or by choosing the Distribution Codes icon from the Setup Reports folder.

Edit any distribution sets containing the old distribution code.

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.

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.


Distribution sets are standard groups of distribution codes, or general ledger accounts, that are used to speed data entry.

For example, if you typically distribute each invoice to three different accounts, you can define three distribution codes, then define one distribution set that includes the three distribution codes. You can then assign the new distribution set to vendor accounts.


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You do not have to add distribution sets, but they are more efficient than single distribution codes or individual accounts when distributing vendor invoices.

For a description of distribution sets and how they work, see Chapter 2 in the Getting Started guide.

See Chapter 3 in the Getting Started guide for step‐by‐step instructions on adding distribution sets and setting up a new Accounts Payable system.

Before you start • Print the Distribution Sets report from the Setup Reports folder.

• Print the Distribution Codes report from the Setup Reports folder.

• Add any new distribution codes you require before adding or editing distribution sets.

• 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.

Adding a Distribution Set

You do not need to use distribution sets with Accounts Payable.

To add a distribution set:


1. Click the New button next to the Distribution Set Code field, and then type the code for the new set.

2. Fill in the description, choose the distribution method, list the distribution codes or general ledger accounts, and add the record as described in Chapter 3 in the Getting Started guide.

Tip: To reuse the description and Discountable status from an existing distribution code, insert the code in the distribution set, as usual. Then clear the code, and enter the general ledger account you want to use in the G/L Account field.






For information about all the fields in the Distribution Sets form and step‐by‐step instructions for adding distribution sets, see “Add Distribution Sets” in Chapter 3 of the Getting Started guide.


the form.

Editing a Distribution Set

You can change the description, the distribution method, the list of distribution codes, and the accounts in a distribution set, but you cannot change the code that identifies the distribution set.

To edit a distribution set:

1. Enter the code for the distribution set or select it from the Finder.



Effects of Changes

Making a distribution set inactive has the following consequences:

• You cannot select an inactive distribution set as the default set when adding a new vendor group or vendor record.

• You cannot edit and save a vendor group or vendor record that 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.)

Adding, Editing, and Deleting Terms Codes

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Deleting Distribution Sets

Deleting sets does not remove any information from your ledger (except the set definition). If you accidentally delete a set, just add it again.

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.

To delete a distribution set:

1. Enter the code for the distribution set or select it from the Finder.


After Changing Distribution Sets

Print the Distribution Sets report by choosing File, Print from the Distribution Sets form or by choosing the Distribution Sets icon from the Setup Reports folder.

Edit vendor groups and vendor records that were assigned the set.


Accounts Payable uses terms codes during invoice entry to calculate due dates. If your vendors offer discounts for early payment of invoices, Accounts Payable also uses terms codes to calculate discount periods and discount amounts.





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 schedules

If you use multiple payment schedules, you must define at least one 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.

For a description of payment terms and how they work, see Chapter 2 in the Getting Started guide.

See Chapter 3 in the Getting Started guide for step‐by‐step instructions on adding payment terms and for examples of standard payment terms.

Before you start • Print the Terms report from the Setup Reports folder.

• Print the Vendor List with profile information to see which vendors use the terms you want to change.

Adding a Terms Code

You must add at least one terms record before you can add vendor groups and vendor records.

To add a terms code:


1. Click the New button next to the Terms Code field, and then type the new code.



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For information about all the fields in the Terms form, see “Add Payment Terms” in Chapter 3 of the Getting Started guide.


the form.

Editing a Terms Code

You can change all the information in a terms code record except the terms code.

To edit a terms code:

1. Enter the code for the terms or select it from the Finder.



Effects of Changes

Making a terms code inactive has the following consequences:

• You cannot select an inactive terms code as the default code when adding a new vendor group or vendor record.

• 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.)

Other changes that you make to terms codes have no effect on existing, unposted documents that use the codes. You must edit invoice batches to enter changes such as new discount percentages to the payment terms on invoices that use the modified terms codes.





Deleting Terms Codes

Deleting payment terms codes does not remove any information from your ledger (except the terms definition). If you accidentally delete a payment terms code, you can just add it again.

Deleting a payment terms code after adding an invoice (but before posting it) has no effect on posting. However, you must specify a different code if you edit the invoice (because you cannot save changes to the invoice if the terms code is invalid).

Accounts Payable prevents you from deleting a terms code that is assigned to a vendor record, so before you delete a terms code you must assign a different terms code to the vendors that use the code you want to delete.

To delete a terms code:

1. Enter the terms code or select it from the Finder.


After Changing Terms Codes

Print the Terms Codes report by choosing File, Print from the Terms Codes form or by choosing the Terms icon from the Setup Reports folder.

If necessary, edit any unposted invoices in the Invoice Entry form to substitute other terms codes for the terms records you deleted or to change terms information for codes you modified.

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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).

See Chapter 2 in the Getting Started guide for background information on payment codes. For step‐by‐step instructions on using the Payment Codes form and descriptions of all the fields, see Chapter 3 in the Getting Started guide.

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.

Adding a Payment Code

You can add as many payment codes as you want.

To add a payment code:

“New” icon 1. Click the New icon next to the Payment Code field, and then type the new code.



For information about all the fields in the Payment Codes form and step‐by‐step instructions for adding payment codes, see “Add Payment Codes” in Chapter 3 of the Getting Started guide.

Using Help You can also press F1 to display screens of Help information while

working in the form.





Editing a Payment Code

You can change all the information in a payment code record at any time, except the payment code.

To edit a payment code:

Finder 1. Use the Payment Code field to enter or select the payment code you want to edit.



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 transactions

When you select a different payment method (cash, check, credit 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.

Deleting Payment Codes

Before you start Assign a different payment code to unposted transactions that use the payment code you want to delete.

To delete a payment code:

Finder 1. Use the Payment Code field to enter or select the payment code you want to delete.


Adding, Editing, and Deleting E-Mail Messages

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After Changing Payment Codes

• Print the Payment Codes report to check the new record information and to update your printed records.

• Edit any unposted payment transactions to enter a different payment code, as needed.

Adding, Editing, and Deleting E-Mail Messages

Choose E‐mail Messages in the Setup folder to add, edit, or delete records for messages that you send to vendors with e‐mailed letters.

See Chapter 2 in the Getting Started guide for background information on e‐mail messages. For step‐by‐step instructions on using the E‐mail Messages form and descriptions of all the fields, see Chapter 3 in the Getting Started guide.

Adding an E-Mail Message

To add an e-mail message:

1. Choose E‐mail Messages from the A/P Setup folder.

2. Complete the fields on the form, including the body of the message. Use field names, preceded by a dollar sign, to identify variable information that you want to include with the message.

3. Click Add or Save when you are satisfied with your message.

Editing an E-Mail Message

You can change all the information on an e‐mail or fax message except the message code.

Adding, Editing, and Deleting Payment Selection Codes




To edit an e-mail or fax message record:

Use the Finder

1. Choose the E‐mail Messages icon from the Setup folder.

2. Enter the code for the message, or select it using the Finder.



Effects of changes If you make a message code inactive, you can no longer use it when you send letters to your vendors.

Deleting an E-Mail Message

To delete a message code:

Use the Finder

1. Enter the messages code, or select it from the Finder.


After Changing E-Mail Messages

• Print the E‐mail Messages report to check the new record information and to update your printed records.


Payment selection codes are used with the Create Payment Batch form to specify how you want Accounts Payable to select vendors and invoices for payment.

Choose the Payment Selection Codes icon from the Setup folder to add, edit, or delete payment selection codes.


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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).

Payment selection codes define the following elements:

• The bank on which the checks are drawn.

• 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).

• Whether you pay all documents or only Forced documents.

• The range of vendor groups.

• The range of vendors.

• The range of account sets.

• The range of vendor check amounts (for example, so you could pay all the small outstanding amounts first).

• Vendors that you want to exclude from the payment selection.

• Payment code.

• Optional fields (if you use them).


If you have a multicurrency ledger, you also need to specify the:

• Bank currency.

• Vendor currency.





• Exchange rate types from the bank currency to the functional currency and from the vendor currency to the functional 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.

For instructions on adding payment selection codes and setting up a new Accounts Payable system, see Chapter 3 of the Getting Started guide.

Before you start • Print the Payment Selection Codes report from the Setup Reports folder.

Adding a Payment Selection Code

You must create at least one payment selection code if you want to use Create Payment Batch to automatically generate payments for invoices.

You do not need to create payment selection criteria if you intend to enter all your payments individually using the Payment Entry form.

To add payment selection codes:

1. Choose the Payment Selection Codes icon from the Payments folder.


2. Click the New button next to the Selection Code field, and then 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.


For information about all the fields in the Payment Selection Codes form and step‐by‐step instructions for adding payment selection


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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.

Editing a Payment Selection Code

You can change anything about a payment selection code except the code itself. If you want to change the code for a payment selection record, you must add a new record with the new code, then delete the original record.

Payment selection codes determine the settings in the Create Payment Batch form. If you change a payment selection code, nothing in Accounts Payable is affected other than the settings in the Create Payment Batch form the next time you select the code.

To edit a payment selection code:

1. Enter the payment selection code or select it from the Finder.



Deleting Payment Selection Codes

Deleting a code does not remove any information from your ledger except the code definition. If you accidentally delete a code, just add it again. Deleting a code also has no effect on Create Payment Batch, even if you used the code to generate the current batch settings.

You must, however, have at least one code in order to use the Create Payment Batch form.

To delete a payment selection code:

1. Enter the payment selection code or select it from the Finder.

Adding, Editing, and Deleting Optional Fields






Optional fields are available if you use Transaction Analysis and Optional Field Creator, a separately licensed package available from Sage Accpac. Optional Fields let you store custom information with records and transactions.

Choose Optional Fields from the Setup folder to add, edit, or delete optional fields that you use in your Accounts Payable system.

See Chapter 2 in the Getting Started guide for background information on optional fields. For step‐by‐step instructions on using the Optional Fields form and for descriptions of all the fields, see Chapter 3 in the Getting Started guide.

Adding Optional Fields

To add an new optional field:

1. Choose Optional Fields from the A/P Setup folder.

2. In the Optional Field For field, select the type of record or transaction for which you are defining the optional field.

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).

5. Click Add (or Save) to add the optional field.


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Editing Optional Fields

You can change the default value and Auto Insert status for an optional field at any time. If the field is validated, however, you must select a value that is defined for the optional field in Common Services.

To change an optional field:

1. Choose the Optional Fields icon from the Setup folder.

2. Select the type of optional field you are editing form the Optional Field For field.

3. Make the changes you need on the grid.

4. Use the Settings button to select the type of General Ledger accounts to which optional field information can be passed, or to indicate whether optional field information can be passed to Project and Job Costing.


Effects of changes Any change you make affects records or transactions added after you make the change.

Deleting Optional Fields

You can delete only optional fields that are not assigned to records or transactions.

To delete an optional field:

1. Select the type of optional field in the Optional Fields For field, then select 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.

Printing Setup Record Reports




After Changing Optional Fields

• Print the Optional Fields report to check the new record information and to update your printed records.

Printing Setup Record Reports Accounts Payable prints reports for each of the records that you can add with the Setup forms, as well as a report of the options currently selected for your ledger.

You should print new reports and file them each time you change the Accounts Payable records.

To print setup reports:

1. Click Print on the File menu of a setup form (Options, Account Sets, 1099/CPRS Codes, Distribution Codes, Distribution Sets, Terms, Payment Selection Codes, or Optional Fields).

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.

Use the default range to print all records.

If printing terms codes, you may include multiple payment schedules if any of the terms codes include them.

3. Click Print.

See Chapter 7, “Reports,” for more information about the reports mentioned in this section.

Importing and Exporting Record Information

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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 non–Sage Accpac programs.

For example, you may want to import records when setting up a new Accounts Payable system. You may also want to export records to make changes in them, then re‐import them into Accounts Payable.

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.

For more information about importing and exporting Accounts Payable records, see Appendix B, “Importing and Exporting,” in this manual. Refer also to the System Manager User Guide.

After importing • Check data integrity.

• Print reports of the records to verify imported data.

• If necessary, delete the file containing the imported records in the program where you created it.

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Processing Invoices

Chapter 4 Processing Invoices,

Credit Notes, and Debit Notes

Icons for Processing Invoices, Credit Notes, and Debit Notes .......................4–2 Using the Invoice Entry Form ...................................................4–3

Creating a New Invoice Batch................................................4–5 Editing an Existing Invoice, Credit Note, Debit Note, or Interest Charge .........4–6 Adding Invoices, Credit Notes, Debit Notes, and Interest Charges...............4–7 Entering Tax Information and Calculating Tax on Invoices ....................4–20

Changing Tax Settings for a Distribution Line ............................4–27 Recoverable and Separately Expensed Taxes .............................4–28 Tax‐Only Invoices .....................................................4–28

Changing Invoice Distributions and Tax Distributions ........................4–29 Assigning Multiple Payment Schedules to Invoices ...........................4–30 Entering Optional Field Information.........................................4–32

Assigning Invoice Optional Fields to a Document .........................4–32 Assigning Optional Fields to Details .....................................4–34

Editing Exchange Rate Information on Invoices...............................4–35 Entering Prepayments with Invoices ........................................4–36

Listing Invoice Batches.........................................................4–40 Posting Invoice Batches ........................................................4–43 Printing the Invoice Posting Journal.............................................4–45 Printing the Invoice Posting Errors Report .......................................4–47 Checking Batch Status .........................................................4–48 Importing and Exporting Batches ...............................................4–50



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Processing Invoices

Chapter 4 Processing Invoices,

Credit Notes, and Debit Notes

This chapter describes how to enter and edit vendor invoices, credit notes, debit notes and interest charges using the Invoice Entry form. It explains how to change invoice distributions, enter tax information, allocate tax amounts to distribution lines, use optional fields, edit exchange rate information, assign multiple payment schedules to invoices, enter prepayments, and check invoice batch status.

This chapter also explains how to create and post invoice batches, and how to print reports for them, and it describes how to import and export invoice batches in Accounts Payable.

For an overview of batch processing, see Chapter 2, “What You Need to Know Before Using Accounts Payable,” in this guide.

Press the F1 key

For specific information about any field on the Invoice Entry form, press the F1 key, then click the Field List button on the Help screen that appears.


Icons for Processing Invoices, Credit Notes, and Debit Notes




Icons for Processing Invoices, Credit Notes, and Debit Notes

The main icons you choose for entering, reviewing and posting invoices, credit notes, debit notes, and interest charges are available from the A/P Transactions folder:

Invoice entry and management icons

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 Batches

You can post one batch or a range of invoice batches using the Post Invoice Batches form.

If you are posting a single batch, you can also use the Invoice Batch List form.

Reports Accounts Payable provides a comprehensive set of reports for listing and tracking invoices and invoice batches. See Chapter 7, “Reports,” for descriptions of all reports.

Transaction reports can be printed by choosing the report icon from the Transaction Reports folder, or by choosing the File, Print command on a transaction‐entry form or on the Batch List form.

Using the Invoice Entry Form

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Batch listings and posting journals are the most important processing reports

Batch Listing This report lists all documents entered in batches. You can also print this report by clicking the Print button or by choosing Print from the File menu in 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.

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.

Using the Invoice Entry Form You use the Invoice Entry form to create new batches of invoices, credit notes, debit notes, and interest charges.

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.

• Distribution codes (if you plan to use them in Invoice Entry).

• Distribution sets (if you plan to use them in Invoice Entry).

• Terms codes.

• Vendor groups.

• Vendors.

Choose other invoicing options

• Use the Transactions tab on the Options form to select the options you want to use when entering documents in the Invoice Entry form.

Define optional fields for invoices and invoice details

• If you use optional fields, use the Optional Fields setup form to define any optional fields that you want to use on the Invoice 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:

• Tax authorities, tax classes, tax rates, and tax groups.

• Bank codes.

The steps for setting up an Accounts Payable ledger are explained in the Getting Started guide.

Tips • Refer to the chapter on Accounts Payable in the Sage Accpac Workbook for lessons on using the Invoice Entry form.

You can use the sample data while doing the lessons to avoid affecting your own data.

• Refer also to the appendix on using the mouse or keyboard in the System Manager User Guide for information about using Accounts Payable data entry forms efficiently.


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Press the F1 key

• 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 on the Help menu for information on how to use Help.

• 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.

Creating a New Invoice Batch

These instructions start by opening the Invoice Entry form. You can also start by clicking the New button on the Invoice Batch List, in which case begin these instructions at step 3.

To create a new invoice batch:

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.

3. Enter a description for the batch in the next field.

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.






The Batch Information form displays additional information about 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.

To view the invoice Batch Information form:

Zoom button • Click the Zoom button beside the Batch Number field.

Editing an Existing Invoice, Credit Note, Debit Note, or Interest Charge

These instructions start by opening the Invoice Entry form. If you open the batch you want to edit from the Invoice Batch List form (by selecting the batch, then clicking the Open button), begin these instructions at step 3.

To edit an existing document:

1. Choose Invoice Entry from the A/P Transactions folder (or select Open from the Invoice Batch List form).

2. Use the Batch Number field to select the batch that contains the document you want to edit. You can:

Finder • Click the Finder or press F5 to list existing batches.

• Click the navigation buttons to move quickly through the list of batches to the one you want.

• Type the number of the batch you want to edit, then press the Enter key or the Tab key.

3. Use the Entry Number field to select the document that you want to edit. You can:

• Click the Finder or press F5 to select the entry. • Click the navigation buttons to display the entry. • Type the entry number, then press Enter or Tab.

4. Select the tab you want to change.


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Adding Invoices, Credit Notes, Debit Notes, and Interest Charges

Use the Invoice Entry form to add invoices, credit notes, debit notes, and interest invoices. You can also add retainage invoices, retainage debit notes, and retainage credit notes manually, if you do not want to use the Create Retainage Batch form to generate them automatically. You can add all document types to a single batch, or you can use separate batches for each type.


Batches in multicurrency ledgers can contain documents in more than one currency. However, you may want to group documents into separate batches by the vendor’s source currency.

Adding job-related documents

If you use Sage Accpac Project and Job Costing, note that a document can either be job‐related or not; you cannot mix job‐related and non‐job‐related details on the same document.

For background information on processing job‐related transactions in Accounts Payable, see the section ”Integration with Project and Job Costing,” in Chapter 2 of this guide.

Tip: You can use Invoice Entry’s 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 do not have to re‐enter them.

Select Quick Mode when you add an invoice batch, as follows:

1. On the Invoice Entry form, click the Settings menu, then click Quick Mode to display the Quick Mode form.





2. If you want to copy header fields from the previous transaction to new transactions, select Quick Mode For Entries, then, in the Entry Fields section, specify the fields you want to copy to new entries.

3. If you want to copy fields from a 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.

4. Click Close to return to the Invoice Entry form.

To add a document:

1. Choose Invoice Entry from the A/P Transactions folder.

The Document tab of the Invoice Entry form appears.

Invoice Entry form

2. Select or create the batch. You can:

New batch

Find a batch

• Click the New button to create a new batch.

• Click the Finder or press F5 to choose from existing batches.

• Use the navigation buttons to display the batch you need.

Optional Fields and Rates tabs appear only if they apply to the invoice or the ledger.

The Job Related option appears if you use Sage Accpac Project and Job Costing.

The Retainage option appears if you chose the Retainage Accounting option for your Accounts Payable system.


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3. Type the number of the batch you want to add to or edit, then press Enter or Tab.

4. Use the Entry Number field to select the entry number. You can:

New entry

Find an entry

• Click the New button to start a new document.

• Click the Finder or press F5 to select an existing document for editing.

• Use the navigation buttons to display the document you want.

• Type the number of the entry you want to edit, then press Enter or Tab.

5. Enter general information for the document (transaction), including:

• A description.

• Whether to put the document “on hold.”

• Vendor number. Once you enter a vendor number and press Tab, the rest of the data entry fields become available for editing.


In multicurrency ledgers, the vendor determines the currency of the invoice.

• Remit‐to location code and address information.

• Account set. The account set from the vendor record appears as the default entry, but you can change it.


In multicurrency ledgers, the account set must use the same currency as the vendor.

• Document type (Invoice, Debit Note, Credit Note, Interest, and — if you use retainage accounting — Retainage Invoice, Retainage Debit Note, Retainage Credit Note).

• Document date (for aging and statistical purposes).





• Posting date (determines the fiscal year and period to which to post the document).

You can change the posting date. On a retainage document, you cannot enter a posting date that is earlier than the posting date of the original document.

• Document number (number on the invoice, debit note, credit note, or interest charge).

• Original Document. This field appears only for retainage invoices, retainage credit notes, and retainage debit notes.

• Apply‐to document (optional for credit notes and debit notes).

• Whether the document is job‐related.

Additional fields appear when you select the Job Related option

When you select the Job Related option, additional fields appear on the detail‐entry grid and on the Detail Accounts/Taxes form, letting you enter job‐related information.

Note: You cannot select the Job Related 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.

• Whether the document is subject to retainage (a holdback). This option appears in Invoice Entry only if you selected the Retainage Accounting option for your Accounts Payable system.

A Retainage tab appears when you select the Retainage option

When you select the Retainage option, a Retainage tab appears that lets you specify the retainage terms for the document.


In multicurrency ledgers, you also use the Retainage tab to specify whether to use the original exchange rate or the rate in effect when you produce the retainage document.


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Detail retainage information

Retainage fields also appear in the detail‐entry grid where you specify the retainage percentage or retainage amount, retention period, and retainage due date for each detail.

• Purchase order number and sales order number.

• Document total (invoice total including taxes).

• 1099/CPRS code and amount (if vendor is subject to 1099/CPRS reporting).

Distributing by distribution set

6. Enter distribution details for the document in the distribution grid at the bottom of the document tab, as follows.

• If you are not using a distribution set (for example, if you are entering a job‐related invoice or a retainage document), skip this step, and go to step 7.

Note: For retainage invoices, retainage debit notes, and retainage credit notes, the program uses the original document you specify to identify the associated outstanding retainage and remove it from the retainage control account. You do not enter any details.

• To distribute the document total by distribution set:

i. In the Distribution Set field, accept or change the displayed code, or enter a code if none appears and you want to use a distribution set.

ii. In the Distribution Amount field, type the total amount to be distributed to the details created by the distribution set. This could be the amount including or excluding taxes depending on whether taxes are included in the prices or not.

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.

iii. Click the Create Distribution (Dist.) button to create the distribution details specified by the distribution set you selected. You can then edit the distributions.

7. To add or edit distribution lines, use the Detail Accounts/Taxes form, as follows:

a. Click the Account/Tax button.

b. Use the Line Number field to select the distribution line you want to edit, or click the New button beside the Line Number field to create a new distribution.

c. Fill in the following fields on the Detail Accounts/Taxes form:

Contract / Project / Category / Resource. If this is a job‐related document, enter the contract, project, category, and (as applicable) the resource.

Distribution Code. Accept the displayed code, or use the Finder to select a distribution code if none appears, or leave the field blank, and then enter the general ledger account number.

A distribution code appears if the vendor record is set up to distribute by distribution code or if you used the Create Distribution button to create distributions from a distribution set.

Description. Type a description for the distribution detail.

G/L Account. Accept or change the displayed account number, as needed.

Amount. Enter the amount of each distribution detail you add, or edit existing detail amounts, if necessary.


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The portion of the document total that you distribute in the Amount column depends on whether taxes are included or excluded in the prices. If taxes are included, you distribute the invoice total including taxes. If taxes are excluded from the price, you distribute the invoice total excluding taxes.

If you automatically calculate taxes, Accounts Payable inserts the tax base and tax amount as you leave each detail line.

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 Chapter 2 in this guide for more detailed information on changing the billing type.)

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 vendor’s currency specified on the contract, and you cannot change it.

A/R Item Number. This field is used only on job‐related invoices for time and materials projects. Accounts Payable displays the A/R item number for the specified resource category (for standard contracts) or project category (for basic contracts). You can change the A/R Item number only to another valid A/R item number.

Unit Of Measure. This field appears only for job‐related documents. Accounts Payable displays the default unit of





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 vendor’s currency.

Quantity and Unit Cost (optional). These fields appear only for job‐related documents.

You can enter a quantity, using up to five decimal places, and a unit cost, then let the program calculate the extended cost for you. You can enter a negative quantity.

Enter retainage separately for each detail

Retainage % / Retainage Amount / Retention Period / Retainage Due Date. If retainage applies to the document you are adding, enter the retainage percentage or amount, the retention period, and the retention due date for this detail.

Specifying discount statuses for details

Discountable. Indicate whether the document discount applies to this detail.

Comment. You can enter a comment of up to 250 characters with each invoice detail line.

Optional Fields. If you use optional fields, click the Optional Fields Zoom button to check, change, or add optional fields for the detail.

You can also enter details directly on the grid on the Invoice Entry form.

d. Repeat steps b and c until you have entered all the distribution lines for the document.

e. Click Close to return to the Invoice Entry form.

For additional information on these fields, press F1 for online Help, then click the Field List button from the Help form.

Enter tax information on the Taxes tab

8. Click the Taxes tab if you need to check or to change tax information, or to calculate or distribute taxes.


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Tax is calculated on original documents

Note that the Taxes tab is not available for retainage invoices, retainage debit notes, retainage credit notes, or interest charges. Accounts Payable updates tax services and creates the general ledger entries for taxes only when you post original documents.

9. Fill out the Taxes tab as follows:

• Change the tax group if necessary.


If the tax group you select uses a different currency than the 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.)

If you do not select Calculate as the entry method, enter the tax amounts for each authority that appears in the grid.

If you do select Calculate as the entry method, you do not enter any tax amounts on this tab because the program calculates them for you.





Enter a tax base, and calculate the tax amount automatically

If you select Calculate as the entry method for the tax amount and select Distribute or Enter for the tax base, the program uses the tax base you enter to calculate the tax amount automatically.

• Use the Tax Included column to specify whether taxes are included or excluded in the amounts you distribute on the 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.

• To override any amounts you entered manually, or to see the amounts that would be calculated by the program, click the Calculate Taxes button.

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 10. Ensure that you have distributed all document amounts before you calculate tax.

If you selected Calculate or Distribute as the tax entry method, you cannot directly edit tax amounts for distribution lines, but you can change tax classes.

To change the tax class for a distribution line, go back to the Document tab, select the line, click the Account/Tax... button (or press F9), and then make the changes in the Detail Accounts/Taxes form that appears.


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11. 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.)

Undistributed amount must be 0.00

After distributing taxes, you should have distributed all document amounts, and the Undistributed Amount field on the Document tab and on the Totals tab should show zeros.

The information on the Totals tab is not considered complete until you have distributed all invoice item and tax amounts. For example:

• If the Undistributed Amount contains a positive number, you have not distributed the total invoice. (If Accounts Payable calculated taxes automatically and tax is included, you must also include the tax amount in the item price.)

• If the Undistributed Amount is a negative amount (with a minus sign or in parentheses), check to see whether you accidentally included taxes in the prices.

If the Undistributed Amount field does not show zeros, you have distributed either more or less than the total amount of the invoice. (Click the Totals tab to see the document summary information, so you can see where the mistake occurred.)

See “Changing Invoice Distributions and Tax Distributions,” later in this chapter, if you need to redo the distributions.

Retainage 12. If this is an original document from which retainage must be deducted, click the Retainage tab, then complete the fields on the tab. (The Retainage tab is available if you selected the Retainage option on the Document tab.)





The Retainage tab

You use this tab to specify the terms for the retainage document.


If you have a multicurrency ledger, you also use the Retainage Rate field on this tab to specify whether to use the same exchange rate used on the original document or the rate that is in effect when you process the retainage document.

For background information on the retainage fields, see the section “Entering Original Documents,” in Chapter 2 in this guide.

Terms tab 13. Click the Terms tab to enter discount information or to change payment terms for the document.


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Note: On retainage invoices, retainage debit notes, and retainage credit notes, the retainage terms code specified on the original document appears as the default. If no retainage terms code was used on the original document, the terms code from the vendor record appears as the default.

If the terms code includes a multiple payment schedule, Accounts Payable adds a payment schedule to the tab. If you want to change the schedule information:

a. Enter the As Of Date, or select it from the calendar.

b. Edit the payment dates and amounts.

For more information on payment schedules, see “Assigning Multiple Payment Schedules to Invoices” later in this chapter.

If you need to change any discount information for the invoice, you can adjust the discount base, the discount percentage, or the calculated discount amount on the Terms tab.

Optional fields 14. If the Invoice Entry form includes an Optional Fields tab:

a. Click the Optional Fields tab.

b. Enter optional field information.

For more information, see “Entering Optional Field Information,” later in this chapter.

Exchange rates 15. If this document is not in the functional currency and you need to edit the exchange rates, click the Rates tab.

For more information on exchange rates, see “Editing Exchange Rate Information on Invoices” later in this chapter.

16. When you finish, click the Add button to add the document to the batch.





After adding documents

• To print the Batch Listing report, do one of the following:

− On the Batch List form, click Print on the File menu.

− On the Invoice Entry form, click Print Batch Listing Report on the File menu.

− Choose the Batch Listing icon from the Transaction Reports folder.

You must print the Batch Listing report before posting if you selected the Force Listing Of All Batches option on the Processing tab of the Options form.

File the reports as part of your audit trail

Make corrections, if needed, then reprint the listing for each corrected batch. Once the batches are correct, file the reports.

• 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.

Entering Tax Information and Calculating Tax on Invoices

Before you start Before you can enter transactions in the Invoice Entry form, you must define the tax authorities, tax classes, tax groups, and tax rates you need for Accounts Payable using the Tax Services forms in Common Services.

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.


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Changing tax rates You cannot change the tax rates or add or remove tax authorities for a document except by changing tax classes.

Note: If you change tax information in Common Services, edit any unposted invoices in Accounts Payable to redistribute taxes, if any, before posting the invoices. If you change tax information after posting invoices in Accounts Payable, you may see errors on the Tax Tracking report.

To use a different set of taxes or rates for an invoice, credit note, or debit note, you must change the vendor’s tax group.

Multicurrency ledger

If the tax group you specify uses a different currency than your 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.

If you want to enter tax reporting information manually for the document and its details, do not use the Calculate Tax Reporting option.

Accounts Payable provides three methods for entering tax amounts on invoices, credit notes, and debit notes. You can:

• 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.

• Have Accounts Payable automatically calculate taxes and distribute them when you distribute the invoice amount or when you click the Calculate Tax button on the Taxes tab.

Default tax entry methods

You choose default methods for calculating and distributing taxes on 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.

Note how Accounts Payable uses the Tax Amount, Tax Base, and Tax reporting Amount fields that appear on the Invoice Entry form:

Using the tax amount and tax base

• The Tax Amount field determines how Accounts Payable processes tax amounts.

• The Tax Base field is used for reporting purposes. Accounts Payable does not use the tax base to calculate the tax amounts for the document.

• The Tax Reporting Amount field determines what tax amounts are reported to the tax authority for the document.

When you choose an entry method in the Tax Amount field, Accounts Payable sets the same method automatically in the Tax Base field. The fields operate independently, however, so you can change the entry method for the tax base and tax reporting amount, if necessary.

Accounts Payable allocates entered or calculated taxes using the same proportion as the invoice distribution. If Accounts Payable automatically calculates and distributes taxes amounts, you cannot edit the tax amounts allocated to the details.

You specify whether the invoice detail amounts are net of taxes or include taxes (on the Taxes tab of the Invoice Entry form).

Automatic calculation

If Accounts Payable calculates and allocates taxes, it distributes the rounding difference as evenly as possible, and spreads any rounding difference throughout the distributions.

Line 1 gets the extra tax amounts in manual tax mode

If you are not letting Accounts Payable calculate tax automatically, any tax differences due to rounding are allocated to the first 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.


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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.

• If the option specifies At Time Of Original Document, Accounts Payable calculates and updates the tax tracking reports immediately when you post an original document that includes retainage.

• If the option specifies As Per Tax Authority, Accounts Payable calculates tax when you post an original document, but reports the tax as required by each tax authority (which can be either when you post the original document, or when you post the retainage document).

For more information about how Accounts Payable handles taxes, see “Entering Tax Information and Calculating Taxes” in Chapter 2.

To enter and distribute tax amounts manually:

Assume that you enter taxes manually and the bottom lines of your invoice look like this:

Subtotal 4,000.00

Local tax 280.00

Federal tax 256.80

Total 4,536.80

Enter the invoice amount as a document total on the Document tab.

Enter tax amounts on the Taxes tab. {Distribute amount before taxes on the 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 amount (net of taxes)

2. Distribute the document amount net of taxes using a distribution set or by entering individual distribution codes or general ledger account numbers manually.

3. Click the Taxes tab.

4. Make sure that Enter is selected in the Tax Amount and Tax base fields, and in the Tax Reporting field, if it appears.





5. Enter the amount of each tax from the invoice.

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, click the Derive Rates button to calculate the implicit exchange rate for the tax reporting currency based on the tax reporting amounts you enter on the Taxes tab.

8. Click the Distribute Taxes button to allocate tax amounts proportionally to each distribution, or enter the tax amounts manually for each distribution.

You can edit the amount of each tax allocation if necessary.

To have Accounts Payable calculate and distribute taxes that are included in the document amounts:

Assume that you let Accounts Payable calculate all taxes and the bottom lines of your invoice look like this:

Subtotal

Local tax

Federal tax

Total* 4,536.80

*Total includes local and federal sales tax

Enter this total in the Document Total field and distribute it on the Document tab.

Tax amounts are not listed separately on the invoice. Select Calculate in the Tax Amount and Tax Base fields on the Taxes tab. {

1. Enter the total amount of the document 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 total invoice amount

2. Distribute the total document amount. If some taxes are not included in the invoice total, distribute the document amount net of these taxes (deduct the tax amount from the document total).

Accounts Payable calculates the portion of each distribution that is tax.


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3. Check the Taxes tab to ensure that:

• 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, if necessary

4. If any changes are required on the Taxes tab, make them, then click the Calculate Taxes button.

Change taxes for single distributions

5. If you need to change the tax settings of a single distribution:

a. Highlight the distribution line on the Document tab.

b. Press the F9 key to display a form similar to the one shown in step 4 above.

c. Change the Tax Class or the Tax Included setting.

d. Click Save.

If you selected Calculate as the tax amount entry method, Accounts Payable recalculates taxes when you complete each detail line; otherwise, you must click the Calculate Taxes button again when you finish.

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.

To have Accounts Payable calculate and distribute taxes that are not included in the document amounts:

Assume that you let Accounts Payable calculate all taxes and the bottom lines of your invoice look like this:

Subtotal 4,000.00

Local tax 280.00

Federal tax 256.80

Total 4,536.80

Enter the invoice amount in the Document Total field on the Document tab.

Select Calculate for the Tax Amount and Tax Base fields; select No for Tax Included on the Taxes tab.

Distribute amount before taxes on the Document tab.

{

1. Enter the total amount of the document in the Document Total field on the Document tab. (Make sure you fill in all other information on the tab.)

Distribute invoice amount

2. Distribute the amount of the document net of taxes. (Using a distribution set or entering distribution lines manually.)

3. Check the Taxes tab to ensure that:

Calculate is the tax entry method

• 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.

• The Tax Included column for each tax is set to “No.”

Recalculate taxes, if necessary

4. If any changes are required on the Taxes tab, make them, then click the Calculate Taxes button.

Change tax class or tax included for single distributions

5. If you need to change the tax settings of a single distribution:

a. Select the distribution line, then click the Accounts/Tax… button or press F9.


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b. Change the Tax Class or the Tax Included setting.

c. Click Close.

Note: To edit tax amounts on the Taxes tab or for individual distributions, select Enter in the Tax Amount field. To change the Allocated Tax amount for distribution lines, select the line and click Account/Tax... button (or press F9).

For information about setting up records for tax authorities and entering tax rates, see the Tax and Bank Services User Guide.

Changing Tax Settings for a Distribution Line

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:

• You need to change the tax class for a distribution.

If you change the class of one line to non‐taxable, then calculate tax, the total tax is reduced and the tax amount is allocated to all other lines based on their percentages of the total amount.

• If you select Calculate or Distribute as the tax entry method, you can only change the Tax Class or the Tax Included settings. You can edit the allocated amount only if you select Enter as the tax entry method.

Change taxes for single distributions

To change the tax settings of a single distribution:

1. Select the distribution line on the Document tab.

2. Click the Account/Tax… button or press the F9 key to display the Detail Accounts/Taxes form.

3. Change the Tax Class or the Tax Included setting.

4. Click Close.





Recoverable and Separately Expensed Taxes

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 distribution

When you click the Calculate Taxes or the Distribute Taxes button, Accounts Payable automatically:

• Removes (deducts) any recoverable portion of the tax from the tax distribution amount and assigns it to the tax recoverable account.

• Removes (deducts) any portion of the tax that is expensed separately and assigns it to the tax expense account.

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.

Whether you enter taxes manually or let Accounts Payable calculate and distribute them, when you add or save the entry, Accounts Payable:

• Checks that the sum of the recoverable, expensed, and allocated amounts for all the details equals the total amounts that appear on the Total tab.

• Adjusts details, if there are any differences due to rounding.

See the Tax and Bank Services User Guide for details on setting up taxes.

Tax-Only Invoices

To enter a tax‐only invoice, such as a federal tax payment, use the following steps.

1. On the Taxes tab, ensure that Enter is selected in the Tax Amount field, and ensure that the Tax Included column is set to No.


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2. For each tax authority enter the total tax amount and tax base amount manually for each tax authority.

3. On the Document tab:

a. Enter the tax amount in the Document Total field.

b. Enter a detail line on the Document tab by selecting the appropriate distribution set or by entering the distribution manually.

c. Select the distribution line then click the Account/Tax… button (or press F9), and then enter the tax amounts.

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 Distributions and Tax Distributions

You cannot redo invoice distributions by clicking the Create Distribution button again, because each time you use it, you create a new set of lines that are added to the other distributions on the invoice distribution grid.

Changing invoice distributions

Instead, you can use any of the following methods to change distributions you entered incorrectly:

• Delete the original distribution lines, then create a new distribution.

To delete a distribution line, select it, and then press the Delete key. To insert a distribution line, press the Insert key.

• Edit the distribution amounts.

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.





• Cancel the transaction entry and start again by:

a. Returning to the Document tab.

b. Clicking the New button beside the Entry Number field to create a new entry.

c. Choosing No when the program asks whether you want to save the invoice you were entering.

Changing tax distribution amounts

To correct tax amounts, just edit the distribution lines if you are entering taxes manually. If you are letting Accounts Payable calculate taxes automatically, use the Calculate Tax or the Distribute Tax button to override tax amounts as follows:

• Click the Distribute Taxes button to preserve the total tax amounts and tax bases on the Taxes tab but replace the detail tax amounts and bases.

• Click the Calculate Taxes button to replace all the tax‐related amounts (total and detail taxes), based on the detail amounts.

Assigning Multiple Payment Schedules to Invoices

Note the following rules regarding payment schedules:

• A schedule appears on the Terms tab of the Invoice Entry form if you use a terms code for a multiple payment schedule.

• 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.

Steps for editing schedules

To edit the payment schedule:

1. Distribute all invoice and tax amounts, then click the Terms tab.


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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.

The Terms tab displaying a multiple payment schedule

If you have not defined a multiple payment schedule terms code, use the Terms icon in the Setup folder to add one.

3. Check the As Of Date to make sure it is the correct date for calculating the first payment in the schedule.

The As Of Date is derived from the Document Date on the Document tab. It is equivalent to the first invoice date for the schedule, not the first due date.

If the payment schedule starts on a different date from the current As Of Date, type a new date or select one from the calendar.

For example, if your payment schedule calculates 30 days to the first due date, and your first payment is not due until August 31, type August 1 as your As Of Date.

4. Edit the dates and amounts in the schedule, if necessary.

For example, if your payment schedule spaces due dates 30 days apart, you can change the dates to the last day of each month.





Changing number of payments

You cannot increase the number of payments. To decrease the number, just make the final payments for zero amounts, then adjust the other payments so they add up to the invoice total.

If you want, you can print payment schedules on the Batch Listing report.

Entering Optional Field Information

Before you start Use the Optional Fields setup form to define optional fields for document headers (invoice optional fields) and document details (invoice details optional fields) that you plan to use on the Invoice Entry form.

Optional fields that you set up for automatic insertion appear as defaults when you add a new document in Invoice Entry.

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.

For information about defining optional fields for use in Invoice Entry, see Chapter 2 in the Getting Started guide.

For background information on using optional fields with invoices, see the section “Entering Optional Fields on Invoices,” in Chapter 2 in this guide.

Assigning Invoice Optional Fields to a Document

To add or edit invoice optional fields for a document:

1. Click the Optional Fields tab of the Invoice Entry form.


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The Optional Fields tab on the Invoice Entry form

Invoice optional fields that are set up for automatic insertion appear as defaults on the tab.

2. Enter or change optional field information, as you require.

• 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 of characters that is consistent with the type of field (text, amount, date, and so on).

• To delete an optional field, click it on the list, then click the Delete button, or press the Delete key.

• To add a different optional field, press the Insert key, double‐click the Optional Fields field in the new line, then use the Finder to select the code for the optional field you want to use. Note that you can select only invoice optional fields that you set up previously using the Optional Fields setup form.

• If an optional field is required, you must enter a value before you can save the entry.

The Value Set field shows whether the optional field contains a blank value or no value at all.





• The Value Set field indicates Yes if Accounts Payable has already set a value — including an acceptable blank — for the field.

Assigning Optional Fields to Details

To add or edit optional fields for a document detail:

1. Open the Optional Fields form for a detail in one of the following ways:

• On the Document tab of the Invoice Entry form, select the detail line, then click the Optional Fields column heading or press Shift+F9.

• On the Detail Accounts/Taxes form, with the detail displayed, click the Zoom button next to the Optional Fields indicator.

2. Enter or change optional field information, as you require.

• To change an entry for an optional field, select the line for the optional field, then use the Finder for the Value column to select a valid entry. If an optional field requires validation, you must use a value that is specified for the optional field in Common Services. Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).

• To delete an optional field, highlight (select) it on the list, then press the Delete key.

• To add a different optional field, press the Insert key, double‐click the Optional Fields field in the new line, then


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use the Finder to select the code for the optional field you want to use. You can select only invoice details optional fields you have set up using the Optional Fields setup form.

3. When you finish assigning optional fields to the selected detail, click the Close button to return to the Document tab or the Accounts/Taxes form.

Editing Exchange Rate Information on Invoices


The Rates tab appears only if you have a multicurrency ledger and the vendor’s (source) currency is not your functional currency. The vendor’s currency and the exchange rate for the rate type and date appear as soon as you enter the vendor number on the Document tab.

You can override the exchange rate on the Rates tab, but you cannot change the vendor’s currency.

You cannot change exchange rates between currencies participating in the European Economic and Monetary Union (EMU). However, if your functional currency is not the euro or an EMU currency and you are paying an EMU vendor, you can edit the exchange rate between your functional currency and the euro.

Note that if you are applying a credit note or debit note to an invoice, you normally want to use the same exchange rate that was used for the invoice — otherwise, you will realize an exchange gain or loss on the transaction.

To edit an exchange rate:

1. Select the Rates tab at any time after selecting the vendor number.





The Rates tab of the Invoice Entry form (in multicurrency ledgers)

2. Change the exchange rate by any of the following methods:

• Select a different rate type. (The program supplies the new rate when you tab out of the field.)

• Select a different rate date.

• Type a new rate over the existing exchange rate.

Entering Prepayments with Invoices

You can add one prepayment with each invoice you enter in an invoice batch. Although you enter the prepayment through the Invoice Entry form, you actually add it to a payment batch.

Before you start:

1. Enter an invoice using the Invoice Entry form.

The Prepay button becomes active as soon as you add the invoice, letting you enter a prepayment.

2. Decide which payment batch to use for the prepayment.


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To add a prepayment with an invoice:

The Prepayments form

1. Click the Prepay button to open the Prepayments form.

2. Choose the payment batch to which you want to add the prepayment, or create a new batch.

To open an existing batch, do one of the following:

Finder • Choose the number from the Finder beside the Batch Number field.

• Type the batch number, then press Tab or Enter.

• Use the navigation buttons to display the batch you need.

To create a new payment batch:

“New” button a. Click the New button beside the Batch Number field. Accounts Payable assigns a new batch number.

b. To change the batch date, type over the date or select one from the calendar for the Batch Date field.

c. Type a description for the batch.

d. Type the bank code, or choose it from the Finder.





e. Type the currency code in the Currency field to change the currency for the batch, or choose the currency using the Finder. To change the exchange rate, if the payment batch is not in the functional currency, click the Zoom button beside the Batch Number field, then make your changes on the Batch Information form that appears.

Note: The batch currency is the currency of the checks you plan to print.

For more detailed information on working with payment batches, see “Creating, Editing, and Posting Payment and Adjustment Batches,” in Chapter 5 in this guide.

3. Fill out the Prepayments form, as follows:

• Payment Date (to appear on check and for aging and statistical purposes).

• Posting Date (determines the year and period to which to post the payment).

• Entry Description.

• Account Set. (The vendorʹs account set appears as the default, but you can change it.)

Multicurrency In a multicurrency ledger, the account set must use the

vendorʹs currency.

• Remit‐To location. (This is where you will direct the payment. The remit‐to location from the vendor record appears, but you can change it.)

• Payment Code (which can be a cash, check, credit card, or other payment type).

• Print Check (if you want to print a check from Accounts Payable; do not select if you have already issued the check or you selected another type of payment).


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• Check Number (if recording a manually written check; you cannot enter a number if you selected Print Check).

• Check Language (for printing the amount only; edit the check form to change other aspects of the check).

• Vendor Amount (the amount of the prepayment, in the vendor’s currency).

• Activation Date for prepayments (usually the date of the invoice).

Prepayments are not used to calculate account balances or amounts due to vendors until the activation date. So, if you generate payments using Create Payment Batch before the activation date, the prepayment does not offset vendor invoices or debit notes.

• If you use optional fields, click the Optional Fields Zoom button to open the Optional Fields form and check the optional fields assigned to the prepayment.

You can change or delete any optional field entries automatically assigned to the prepayment. You can also add different payment optional fields, if necessary.


4. If the prepayment is not in the functional currency:

a. Click the Rates button to open the Rate Override form.

b. Enter the rate type and the exchange rate.

c. Click Close to return to the Prepayments form.

Skip this step if you do not use multicurrency accounting or the prepayment is in the functional currency.

Listing Invoice Batches




5. When everything is correct, click the Add button.

Accounts Payable adds the prepayment and assigns the prepayment number, using the prefix and next number specified on the Options form for prepayment transactions.

Listing Invoice Batches If you selected the Force Listing Of All Batches option on the Options form, you must print a listing for each batch you want to post.

You can use batch listings, as well as posting journals, as part of your audit trail.

To list invoice batches:

1. Open the Batch Listing Report form in one of the following ways:

• On the Batch List form, click Print on the File menu.

• On the Invoice Entry form’s File menu, click Print Batch Listing Report.

• Choose the Batch Listing icon from the Transaction Reports folder.


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The Batch Listing Report form appears, as follows:

2. To specify the batches for which to print listings:

Batch Type. Select Invoice.

Reprint Previously Printed Batches. Choose this option if you need to reprint any batches.

Show Schedules. Select this option if you want to include multiple payment schedules used with invoices.

Show Job Details. Select this option if you want to include projects, categories, and resources from job‐related transactions.

Show Retainage Details. This option appears if you use retainage accounting. Select it if you want to include retainage amounts for invoice details.

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.

Show Comments. Select this option if you want to include comments with transaction details.





Show Optional Fields. Select this option if you want to include optional fields assigned to invoices and invoice details.

Batch Number. Enter the beginning and ending numbers in the range of batches you want to list.

Batch Date. Enter the beginning and ending batch‐creation dates for the range of batches you want to list.

Type. Choose the types of batches to print. You must select at least one type and you may select them all, as follows:

• Entered — created in the Invoice Entry form.

• Imported — imported from other databases.

• Generated — created by Accounts Payable during posting to contain transactions that could not be posted due to errors.

• Recurring — generated in the Create Recurring Charge Batch form (this type is available for invoice batch listings only).

• External — generated in Sage Accpac Purchase Orders, then sent to Accounts Payable.

• Retainage — generated by the Create Retainage Batch form. This option appears only if you use retainage accounting.

Status. Choose the batch statuses to print. You must select at least one status and you may select them both.

• Open — new batches or batches you edited after listing them.

• Ready To Post — batches for which you have selected the Ready To Post option.

• Posted — batches that you have posted. Accounts Payable lets you print listings for posted batches, until you clear them using the Clear History form.


Posting Invoice Batches

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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.

• Post the batches, as described in the next section.

Posting Invoice Batches 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.

Posting also creates all general ledger transactions arising from vendor invoices. You can choose whether these transactions are placed in a general ledger batch during posting, or at a later time using the Create G/L Batch form. You choose when to create the batch on the Integration tab of the Options form.

Before you start Print batch listings if you selected the Force Listing Of All Batches option on the Options form.


• Back up your data.

To post a single invoice batch:

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.

Posting Invoice Batches




The Invoice Batch List form

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.

To post more than one invoice batch:

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.

3. Select Invoice as the batch type.

You see the From and To fields if you select Range.

Printing the Invoice Posting Journal

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4. Select All Batches to post all open invoice batches for which you have selected the Ready To Post option.

Select Range to specify a range of batches for posting, then type the lowest and highest batch numbers in the range, or choose the batch numbers from the Finder.

5. Click Post.

Posting sequence number

Accounts Payable assigns a unique posting sequence number to 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.

• 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.

The next available batch number is assigned to the error batch. You can correct the entries in the error batch using Invoice Entry, and then post it like any other batch. For instructions on printing the report, see “Printing the Invoice Posting Errors Report,” later in this chapter.


The Invoice Posting Journal lists the invoices you posted. You can print journals at any time, but you must print them before you can perform year‐end processing.





You can clear (erase) the information in a posting journal after printing. (Use the Clear History icon in the Periodic Processing folder to clear posting journals.)

Before you start Select printing options in the Print Destination form.

To print the Invoice Posting Journal:

1. Choose the Posting Journals icon from the Transaction Reports folder, or double‐click the Posting Sequence column in the Invoice Batch List form for the posting journal you want to print.

2. Select Invoice as the journal type.

3. Select the range of posting sequences for which you want to print the report.

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.

4. Select Reprint Previously Printed Journals to print additional copies of journals that were printed previously.

Normally, you would not reprint. (You cannot reprint journals that you have cleared using the Clear History form.)

Printing the Invoice Posting Errors Report

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Processing Invoices

5. Select the options for any additional information you want to include on the posting journal:

Include Job Details — to include the contract, project, category, and resource with invoice details.

Include Optional Fields — to include optional field information posted with invoices and invoice details.

Include G/L Detail Ref./Desc. — to include the references and descriptions posted with invoice details.

6. Choose Print.

After using If you want to clear the posting journals you printed, use the Clear History form.

Printing the Invoice Posting Errors Report The Posting Errors report lists any errors Accounts Payable encountered when posting invoices. All invoices with errors are put in a new error batch; they are not posted to vendor accounts.

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.)

To print the Invoice Posting Errors report:

1. Choose the Posting Errors icon from the Transaction Reports folder, or double‐click the No. Of Errors column in the Invoice Batch List form.

Checking Batch Status




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.

Checking Batch Status You can check the status of batches in the Invoice Batch List form or by printing the Batch Status Report.

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.

To use the Invoice Batch List to view batch status:

1. Choose the Invoice Batch List icon from the A/P Transactions folder.

2. If you want to view information for earlier batches, enter the batch number, then click Go or press F7.


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Type Accounts Payable has six types of invoice batches:

• Entered — created in the Invoice Entry form.

• Imported — created by importing. You can edit or add to imported batches if you select the Allow Edit Of Imported Batches option on the Options form.

• Generated — error batches that are created by Accounts Payable when transactions cannot be posted. You can edit and add to generated batches.

• Recurring — created in the Create Recurring Charge Batch form (this type is available for invoice batch listings only).

• External — created in other Sage Accpac programs, such as Purchase Orders, then sent to Accounts Payable.

• Retainage — created by the Create Retainage Batch form. This option appears only if you use retainage accounting.

Status Accounts Payable assigns five invoice batch statuses:

• Open — a batch that you can edit.

• Deleted — the batch information was removed from Accounts Payable before posting. You cannot reuse the batch number.

• Ready To Post — you select this status for the batch. Batches must have Ready To Post status before you can post them.

• Posted — the transactions have been added to vendor accounts, and you can no longer edit the batch.

• Post in Progress — posting has started for this batch. You cannot edit or print listings of the batch.

Note: You cannot post another invoice batch while an invoice batch has Post In Progress status. You must post the batch with Post In Progress status, if posting is interrupted.

Importing and Exporting Batches




To print the Batch Status report:

1. Choose the Batch Status icon from the Transaction Reports folder, or choose Print Batch Status Report from the File menu on the Invoice Batch List form.

2. Select Invoice as the batch type.

3. Select the range of batches for which you want to print the status.

4. Select the range of batch dates.

5. Select at least one type of batch‐creation method. (Types are listed above.)

6. Select at least one batch status. (Statuses are listed above.)


Importing and Exporting Batches Importing batches Choose Import from the File menu on the Invoice Entry form to

transfer batches of transactions created in non‐Sage Accpac applications, or at a remote site, to Accounts Payable.


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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 recalculated

Note that when you import invoices, the following items are 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.

• Due dates, discount dates, and discount amounts — recalculated according to the current terms code definition, even if they are not specified in the import file (depending on the value in the Terms Override field).

• Payment schedules — recalculated according to the terms code definitions (depending on the value in the Terms Override field).

Multicurrency batches

You cannot import batches containing multicurrency transactions into a single‐currency ledger. Edit the import file to remove the multicurrency fields before importing.

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, you must have rights to import or export

The Import/Export menu choices may be disabled, or not available, if you use password security with Sage Accpac and you do not have rights to these tasks.

For more information on importing and exporting batches, see Appendix B, “Importing and Exporting,” in this guide, and see the System Manager User Guide.

Before Using Before importing:

• Create the batch in the non‐Sage Accpac program or export an existing batch you want to reuse.





Guidelines for importing

Structure the import batch according to the guidelines in Appendix B, “Importing and Exporting.” If the file does not contain valid data, it is not imported.

• Add account sets, distribution codes, terms, or tax groups used by invoices in the import batch.

• Decide whether to assign a new fiscal period and transaction date or to retain the original period and date.

• 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.

To export or import an invoice batch:

1. Choose the Invoice Entry icon from the A/P Transactions folder.

2. Create a new batch or select an existing batch if importing. (If you select an existing batch, the import program appends entries to the batch.)


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3. Choose Export or Import from the File menu in the Invoice Entry form.

4. Follow the instructions in the System Manager User Guide for exporting and importing, and note the following:

• The tax amount entry method should be set to Enter and tax amounts included in the import file to avoid recalculation.

After importing tax‐only invoices that include allocated taxes, edit the imported batch in the Invoice Entry form, manually entering allocated tax amounts on the Document tab.

• The file you specify for importing must be located on the drive and in the directory that you specify.

• The batch to which you are importing must be the currently selected batch in Invoice Entry.

• 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.

See Appendix B of this guide for information on Accounts Payable record information you can import and export.

After using Import • Print the Batch Listing to verify the data.

• Edit the batch to correct any errors or to make required changes. For example:

− Check the taxes (which may be recalculated during the import process).

− Check the terms and payment schedules (which may be recalculated during the import process).

• Post the batch.





After using Export • Verify that the batch was exported properly before posting or deleting the batch you exported.

• Post or delete the batch you exported.

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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................................................. 5‐8 Types of Payment Transactions .............................................. 5‐8 Adding Payment Transactions ............................................... 5‐9 Adding Prepayment Transactions ........................................... 5‐18 Adding Apply Document Transactions ...................................... 5‐25 Applying an Advance Credit ............................................... 5‐31 Adding Miscellaneous Payment Transactions ................................ 5‐33 Applying Partial Payments to Job‐Related Invoices ........................... 5‐40 Printing Single Checks from Payment Entry.................................. 5‐42 Viewing Payment History from Payment Entry............................... 5‐47 Adjusting Documents in the Payment Entry Form ............................ 5‐48 Editing Exchange Rate Information.......................................... 5‐51

Using the Control Payments Form .............................................. 5‐54 Using the Create Payment Batch Form........................................... 5‐58 Printing Checks and Posting Payment Batches ................................... 5‐66 Viewing Payment Information.................................................. 5‐72

Using the Vendor Activity Form to View Payments to a Vendor................ 5‐73 Using Payment Inquiry to View Payment Information ........................ 5‐75

Using the Adjustment Entry Form .............................................. 5‐76 Creating or Selecting an Adjustment Batch ................................... 5‐77 Adding and Editing Adjustments ........................................... 5‐78




Listing Payment and Adjustment Batches ....................................... 5‐83 Posting Adjustment Batches ................................................... 5‐86 Printing Posting Journals ...................................................... 5‐89 Checking Batch Status......................................................... 5‐90 Importing and Exporting Payment and Adjustment Batches ...................... 5‐92

Importing Batches......................................................... 5‐93 Exporting Batches......................................................... 5‐95

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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.

The following topics are discussed in this chapter:

• Icons used to process payments and adjustments

• Using the Payment Entry form

• Using the Create Payment Batch form

• Using the Control Payments form

• Printing and posting payment batches

• Viewing payment information

• Using the Adjustment Entry form

• Listing payment and adjustment batches

• Posting adjustment batches

• Printing posting journals

• Checking batch status

• Importing and exporting payment and adjustment batches

For an overview of batch processing, see Chapter 2, “What You Need to Know Before Using Accounts Payable,” in this guide.

Icons Used to Process Payment and Adjustment Batches




Press F1 for Help

For specific information about a field in an Accounts Payable form, 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.


This section describes the icons you use to enter, edit, post, and report payment and adjustment batches.

You choose icons for processing payments and adjustments from the A/P Transactions folder:

Icons for processing payment and adjustment batches

Creating, Editing, and Posting Payment and Adjustment Batches

Payment Batch List Adjustment Batch List

Use the Payment Batch List and the Adjustment Batch List to see the status of all payment and adjustment batches, including deleted or posted batches that you have not yet cleared from Accounts Payable.

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.


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Create Payment Batch

Use the Create Payment Batch form to create a batch of vendor 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.

Reporting Payment and Adjustment Batches

Accounts Payable includes a comprehensive set of reports for listing and tracking payments and adjustments. Use the icons in the A/P Transaction Reports folder to print these reports.

Icons for printing reports of payment and adjustment transactions

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.

Check Register This report lists all valid checks that were printed from Accounts Payable.

See Chapter 7, “Reports,” for further information about these reports.





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.

Using the Payment Entry Form You use the Payment Entry form to:

• 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 prepayments, and optionally print checks for vendor invoices that you have not yet received.

• Apply posted prepayments to invoices, debit notes, credit notes, interest invoices, and other prepayments.

• Apply posted credit notes to invoices, debit notes, prepayments, interest invoices, and other credit notes.

• Enter cash, check, credit card, and other types of miscellaneous payments for vendors and others, and optionally print checks.

You enter a miscellaneous payment for a one‐time vendor without specifying a vendor number. If you enter a miscellaneous payment for an existing vendor, Accounts Payable automatically creates an invoice when you post the payment, so you do not have to enter the invoice separately in Invoice Entry.

• Edit system‐generated payment batches (generated by the Create Payment Batch form).

• Enter adjustments to invoices while entering payments in the Payment Entry form, instead of using the Adjustment Entry form.


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• Assign or change optional fields for payments, if you use Sage Accpac Transaction Analysis and Optional Field Creator.

• Allocate a partial payment to a job‐related invoice that contains details for different contracts, projects, categories, or resources (if you use Sage Accpac Project and Job Costing).

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.

Note: To create checks for a large number of vendors, use Create Payment Batch. The Create Payment Batch form selects vendors for payment according to criteria you specify, and creates a payment batch that you can later edit with the Payment Entry form.

Before you start Follow these procedures before entering payments:

Choose payment and adjustment options

• Enter the prefixes and next numbers you want Accounts Payable to assign to prepayments, payments, and adjustments using the Numbering tab on the Options form.

• Define bank and check information using the Bank Services forms.

• Add payment codes using the Payment Codes form in the A/P Setup folder.

• Specify the default transaction type, payment code, and bank code for payment entry on the Transactions tab of the Options form.

• Group payments by bank account.


• If you have a multicurrency ledger, group payments by currency as well.





• Update currency information and exchange rates using the Currency forms in Common Services to ensure it is up to date for payments you plan to add to the batch.

Tips • Read the sections, “Processing Accounts Payable Batches” and “Processing Payments,” in Chapter 2 for background information on using the Payment Entry form.

Practice with the lessons in the Workbook

• Use the sample data to do Accounts Payable Lessons 5 and 6 in the Sage Accpac Workbook to practice using the Payment Entry form without affecting your own data.

• Refer to the appendix on using a mouse or keyboard in the System Manager User Guide for information about the keys and icons you use to enter and save data.

• Change the order and width of columns, and hide columns on the Payment Entry form, so that it best meets your requirements.

• Define the optional fields you want to use in Payment Entry, if you use Sage Accpac Transaction Analysis and Optional Field Creator (a separately licensed application).

Press F1 for Help

Press F1 to display Help when you need information about fields or tasks. To find out how to use Help, click Using Help on the Help menu.

Creating a New Payment Batch

These instructions start by opening the Payment Entry form using the Payment Entry icon. You can also start by clicking the New button on the Payment Batch List form — in which case the program takes you directly to step 3.

To create a new payment batch:

1. Choose the Payment Entry icon from the A/P Transactions folder. When the form appears, the cursor is in the Batch Number field.


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New batch 2. Click the New button. Accounts Payable assigns a new batch number.

3. Type a description for the batch.

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.


6. Select the currency, if you have a multicurrency ledger. Then, if you are creating a batch with payments in a currency that is not your own:

Zoom a. Click the Zoom button beside the Batch Number field.

The Batch Information form appears, as follows:

b. Select the rate date and the rate type, or directly enter a bank rate, if you do not want to use the displayed rate.

c. Click Close to return to the Payment Entry form.





Editing an Existing Payment

You can select a batch containing payments from the Payment Batch List form, and then click the Open button — in which case, the program takes you directly to step 3.

To edit an existing payment:

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 a batch • Click the Finder or press F5 to list existing batches.

• Click the navigation buttons to display the batch you need.

• Type the number of the batch you want to edit.

Find an existing payment entry

3. With the insertion point in the Entry Number field, click the Finder or press F5 to select an existing payment entry, or click the navigation buttons to display the payment you want to edit.

Types of Payment Transactions

In most cases, you use the Payment Entry form to enter the information Accounts Payable needs to print one check for a vendor and update the vendor account with the check information.

However, the Payment Entry form actually lets you enter four types of transactions:

• Payment. Records a check to pay outstanding transactions. You can print the check from Payment Entry or enter the number of a previously written check.

The program displays the vendor’s outstanding transactions (invoices, debit notes, credit notes, prepayments, and interest charges), and lets you select the transactions you want to pay.


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• Prepayment. Records a check written as a prepayment. You can print the check from Payment Entry or enter the number of a previously written check.

Prepayments pay for a purchase before you have been invoiced for it. When you receive the invoice, you enter it using the Invoice Entry form, and post it. The prepayment can then be applied against the invoice.

You can post a prepayment for an unknown document by leaving the Apply‐To field blank.

• Apply Document. Lets you apply a posted prepayment or credit note against an invoice, debit note, or interest charge.

• Miscellaneous Payment. Lets you issue a check to a person or company for which you have not set up a vendor record. You can also produce a “cash invoice” for an existing Accounts Payable vendor. When you post a miscellaneous payment for an existing vendor, Accounts Payable automatically creates an invoice.

You enter the distribution details for miscellaneous payments the same way you enter details for an invoice. The distributions debit the general ledger accounts you specify and credit the bank account.

The following sections list steps for adding each of these transactions.

Adding Payment Transactions

This section lists steps for adding a payment transaction to pay a 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.






Note that all payment entries in a batch are in the same currency and are drawn from the same bank.

To add a vendor payment:

1. Choose the Payment Entry icon from the A/P Transactions folder to display the following form.

The Payment Entry form, showing the fields available for Payment transactions

2. Select the batch number.

Using the Batch Number field, you can:

New batch • Click the New button to create a new batch.

Find a batch • Click the Finder or press F5 to select an existing batch from a list.


• Type the number of the batch you want to add to or edit.

3. If you are starting a new batch:

The Rates button appears in multicurrency ledgers only if it applies to the payment.

Once you select a batch and enter a vendor number, as shown here, the other data entry fields become available.


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a. Accept or type over the displayed batch date.

b. Enter or select the bank code.


c. If you use a multicurrency ledger and you want to use a different currency for the batch than the default currency displayed, select the desired currency in the Currency field.

If the batch currency is different from your functional currency and you want to check or change the rate type, rate date, or bank rate for the batch, click the Zoom button beside the Batch Number field. The Batch Information form appears, letting you edit exchange information for the batch. When you are finished, click Close to return to the Payment Entry form.

New entry 4. Click the New button beside the Entry Number field to start a new payment entry.

Using the Entry Number field, you can also:

Find an entry • Click the Finder to select an existing payment for editing.

• Click the navigation buttons to display the payment you want.

• Type the number of the entry you want to edit.

5. Enter a description for the payment, such as “Payment of Inv 8100150.”

6. Select Payment as the transaction type if you are recording a check you issued to a vendor or if you are entering a vendor check you want to print.

7. Fill in or select the following remittance information:

• Payment Date (to appear on check).

• Posting date (which determines the year and period to which to post the payment).





• Vendor number.

• Remit‐To (person or company to which check is made out; use the Zoom button or the Finder to change).

• Account set (which determines the general ledger accounts to which to post the transaction).

8. Accept the displayed payment code, if it is correct, or select the payment code from the Finder.

Accounts Payable automatically displays the payment code from the vendor record, or, if none is specified for the vendor, the default payment code specified on the Options form.

9. Enter information for the type of payment you are making.

If you selected a payment code for a credit card:

a. Click the Credit Card button.

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.)

c. Type the card number, cardholder name, expiration date, and your authorization code for this transaction.

d. Click the Close button to return to the payment entry form.

If you selected a cash payment code, in the Cash Account field that appears, enter the number of the cash account you want to credit for the payment.


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If you selected an “other” payment code, in the Other Account field that appears, enter the number of the 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.

If you selected a check payment code, enter information for the check, as follows:

a. If you want to print the check from Accounts Payable, select the Print Check option. (Do not select the option if you have already issued the check.)

Or

If you are recording a manually written check, type the check number. (You cannot enter a number if you selected Print Check.)

b. Select the check language (for printing the amount only; edit the check form to change other aspects of the check).

10. In the Reference field, type any additional information, such as an EFT number, that you want to include with the entry.

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.

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 method for partial, job-related payments

12. If you are entering a partial payment for a job‐related document, select an apply method for allocating the payment to job‐related details. (For information on apply methods and their effects, see “Selecting an Apply Method for Partial Payments,” in Chapter 2 in this guide.)

For additional information on these fields, press F1 for online Help, then click the Field List button from the Help form.

13. Choose Select Mode if you want to display an ordered list of vendor documents to which you can apply this payment. (You can specify the order in which they appear.)

Select Mode provides additional information about the vendor’s documents (for example, the due date, original amount, and pending balance), and it lets you select from the list of documents those you want to pay at this time.

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.)

To use Select Mode:

a. Select the type of documents you want to display (All, Invoice, Debit Note, Credit Note, or Prepayment).

b. Select the order by which to list documents. You can choose Document Number, PO Number, Due Date, Order Number, Document Date, or Current Balance.

c. Type the starting number, date, or balance, depending on the choice you made for ordering documents, or press F5 to select it from the Finder.

“Go” button d. Click Go, or press the F7 key on your keyboard.

e. In the Apply column, choose Yes for each document to which you want to apply the payment.


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Either double‐click the No in the Apply column to change it to Yes, or press the Spacebar when the Apply column is selected.

If you are not using Select Mode:

a. Type the Document Number or select it from the Finder.

b. Type “1” for the Payment Number, or enter the number of the payment if the document has a multiple payment schedule.

Including pending transactions

In Select Mode, if you use the option to include pending transactions during 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.

For example, you might want to apply a document to a transaction if you plan to change the pending payment in another batch. If you use the option to include pending transactions, Accounts Payable prevents you from applying an amount greater than the pending balance.

No warnings appear if you do not include pending transactions

If you do not use the option to include pending transactions, Accounts Payable does not display the “Pend” status or any Pending columns in the applied detail list. If applying two 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.





For more detailed information on payment limits and how they are used in Accounts Payable, see “Payment Limits,” in Chapter 2 of this guide.

Applying job-related payments

If the document you are paying is for a contract that you manage 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.

For more information about applying payments to job‐related transactions, see the section, “Applying Partial Payments to Job‐Related Invoices,” later in this chapter.

14. Tab to the Applied Amount column and change the amount, if you are not paying the entire invoice.

Unless you specify otherwise, Accounts Payable automatically applies the entire amount and, if you are using Select Mode, takes the full discount.

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, only

You can take a discount for a document without applying an amount to the document.

16. If you need to adjust an invoice or other document, select the invoice, and then click the Adjust button to open the Miscellaneous Adjustment Entry form.

Note: To use the Adjust button, you must use the Allow Adjustments In Payment Batches option (on the Options form) and you must add the payment. For more information, see “Adjusting Documents in the Payment Entry Form,” later in this chapter.

a. Enter a reference and description for the adjustment.


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b. For each adjustment detail, either:

• Enter the distribution code or general ledger account.

• Click the Select Detail button to specify an existing detail for adjustment from the selected document. (If the document you are adjusting was posted using a version of Accounts Payable earlier than version 5.4 and it is not job‐related, this button is not available.)

c. Type the amount of each adjustment detail.

d. Click Save, then click Close to return to the Payment Entry form.


17. If the bank or vendor does not use the functional currency and you need to change the exchange rate information for the payment, click the Rates button, then for each type of rate (bank and vendor):

• Type the rate type code or select it from the Finder.

• Type the exchange rate or select it from the Finder.

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).

For more information, see “Editing Exchange Rate Information,” later in this chapter.

18. When finished, click Add or Save.

After using Print individual checks, as described in “Printing Single Checks from Payment Entry,” later in this chapter.

• Print the batch listing. Correct entries, if necessary, then reprint the listing for each corrected batch.





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.

See “Listing Payment and Adjustment Batches,” later in this chapter.

• 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.

Adding Prepayment Transactions

This section lists steps for adding a prepayment transaction to a payment batch using the Payment Entry form.

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.

When you enter a prepayment, you can specify the invoice (document) number, purchase order number, or sales order number to which the prepayment applies, if you know the number. Accounts Payable uses this number to match the posted prepayment to the invoice when you post it.

If Accounts Payable cannot match the invoice to the prepayment when you post the invoice, or if you do not enter an Apply‐To document number, you use an Apply Document transaction type to match them, later.

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.


Note the following points regarding multicurrency prepayments:

• All checks in a batch are issued in the bank currency.


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• You enter the amount of a prepayment in the vendor’s currency, even if it is different from the bank currency.

• 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:

The Payment Entry form, showing the fields available for prepayments

1. Choose the Payment Entry icon from the A/P Transactions folder. The following form appears.

2. Select the batch number. Use the Batch Number field to create a new batch or select an existing batch, as follows:

New batch • Click the New button to create a new batch.

Existing batch

• Click the Finder or press F5 to select an existing batch from a list.

The Rates button appears in multicurrency ledgers only if it applies to the payment.

When you select a batch and enter a vendor number, more data entry fields become available, as shown here.












If the batch currency is different from your functional currency and you want to check or change the rate type, rate 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.

4. Use the Entry Number field to select the entry number, as follows:

• Click the New button to start a new payment entry.

• Click the Finder to select an existing payment for editing.

• Click the navigation buttons to display the payment you want to edit.


5. Enter a description for the payment, such as “Prepayment of PO 5664.”

6. Select Prepayment as the transaction type to print or record an advance to a vendor account.


• Payment Date (to appear on check and for aging and statistical purposes).


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• Vendor number.

• Remit‐To (person or company to which the check is made out; use the Zoom button or press F9 to change).


8. Accept the displayed payment code, if it is correct, or choose the payment code from the Finder.


9. Enter information for the type of payment you are making.

If you selected a payment code for a credit card:









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.





Or

If you are recording a manually written check, type the Check Number. (You cannot enter a number if you selected Print Check.)

b. Select the Check Language (for printing the amount only; edit the check form to change other aspects of the check).

10. In the Reference field, type any additional information, such as an EFT number, that you want to include with the entry.

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.


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12. If the prepayment is job‐related, select the Job Related option, then click the Jobs button that becomes available.

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.

13. Enter the amount of the prepayment.


If you have a multicurrency ledger, enter the amount in the in the vendor currency — not the bank currency. The vendor amount is converted to the bank currency for the check amount, using the rates shown on the Rate Override form.

If the bank or vendor does not use the functional currency and you need to change the exchange rate information for the prepayment, click the Rates button, then for each type of rate (bank and vendor):

• Type the rate type code or select it from the Finder.

• Type the exchange rate or select it from the Finder.

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.

For more information, see “Editing Exchange Rate Information,” later in this chapter.

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.

Prepayments are not used to calculate account balances or amounts due to vendors until they are activated.


Prepayment number

When you click Add, Accounts Payable assigns a prepayment number to the prepayment. The number uses the prefix and next sequence number specified on the Numbering tab of the Options form.

After using • Print individual checks, as described in “Printing Single Checks from Payment Entry,” later in this chapter.

• 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 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.

• Print and post payment batches, as described in “Printing Checks and Posting Payment Batches,” later in this chapter. If any payment transactions cannot be posted, Accounts Payable creates a new batch containing the transactions with errors.


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Adding Apply Document Transactions

This section lists steps for adding a transaction to apply posted prepayments or credit notes to posted invoices and debit notes.

To add a payment application transaction:


The Payment Entry form, showing the fields available for Apply Document transactions

2. Select the batch number using one of the following methods:

New batch • Click the New button beside the Batch Number field to create a new batch.

Existing batch

• Click the Finder or press F5 to choose from a list of existing batches.














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.

• Click the navigation buttons to display an existing payment for editing.


5. Enter a description for the payment application, such as “Apply Prepayment to Inv 810150.”

6. Select Apply Document as the transaction type.

7. Fill in the remaining fields:

• Posting date (normally, the date on which you apply the prepayment or credit note; also determines the year and period to which to post the transaction).

• Vendor number.


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• Reference (for additional information you want to include with the transaction).

• Document Number (the number of the document you are applying, or select it from the Finder).

• Optional Fields (if you use them).

For more information about assigning optional fields to payments, see the section “Assigning Optional Fields in Payment Entry,” in Chapter 2 in this guide.

• Apply Method (to specify how to allocate a partial payment for a job‐related document).

For instructions on allocating payments to job‐related invoices, see the section “Applying Partial Payments to Job‐Related Invoices,” later in this chapter.

For additional information on these fields, press F1 for online Help, then click the Field List button on the Help form.

8. Choose Select Mode if you want to display a list of vendor documents to which you can apply this payment, in the order you specify.

Select Mode provides additional information about the vendor’s documents (for example, the due date, original amount, and pending balance), and it lets you select from the list of documents those you want to pay at this time.

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 list.)





To use Select Mode:

a. Select the type of documents you want to include in the display. You can choose Invoice, Debit Note, or All.

b. Select the order by which to list documents. You can choose Document Number, PO Number, Due Date, Order Number, Document Date, or Current Balance.

c. Type the starting number, date, or balance — depending on the choice you made for ordering documents — or select it from the Finder.

“Go” button d. Click Go, or press the F7 key.

e. Choose Yes in the Apply column for each document to which you want to apply the unapplied amount.

Either double‐click the No in the Apply column to change it to Yes, or press the Spacebar when the Apply column is selected. (Note that the columns in your form may be different widths or in a different order.)

If you are not using Select Mode:

a. Type the document number directly in the application grid, or select it from the Finder.


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If you select the document from the Finder, Accounts Payable immediately applies as much of the document you are applying as it can.

If you typed the document number, you must also specify the payment number before Accounts Payable applies the document amount.

b. Accept “1” as the Payment Number — or type the number of the payment if the document has a multiple payment schedule.

Including pending transactions

If you use the option to include pending transactions during 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.

For example, you might want to apply a document to a transaction if you plan to change the pending payment in another batch. If you use the option to include pending transactions, Accounts Payable prevents you from applying an amount greater than the pending balance.

If you do not use the option to include pending transactions, Accounts Payable does not display the Pend status or any Pending columns in the applied detail list. If applying two payments would overpay a document, the program sends the second entry you try to post to an error batch.

Applying job-related payments

If selected document is for a contract that you manage in Sage 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.

For more information about applying payments to job‐related transactions, see the section, “Applying Partial Payments to Job‐Related Invoices,” later in this chapter.





9. Tab to the Applied Amount column, and change the amount if you are not paying the entire invoice.

Accounts Payable automatically applies the entire amount and, if you are using Select Mode, takes the full discount, unless you specify otherwise.

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, only

Note that you can take a discount for a document without applying an amount to the document. (You can also enter an amount that exceeds the discount specified on the invoice.)

11. If you need to adjust an invoice or other document, click the Adjust button to open the Miscellaneous Adjustment Entry form.

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.

a. Enter a reference and description for the adjustment.

b. Enter the distribution code or general ledger account number for each adjustment detail.

c. Type the amount of each adjustment detail.

d. Click Close to return to the Payment Entry form.


12. If the bank or vendor does not use the functional currency, the Rates button becomes available, letting 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.



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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.


• Accounts Payable does not apply a prepayment or credit note to a document that is on hold when you post a payment batch. You must use the Control Payments form to remove the hold before posting the batch.


• Print and Post payment batches, as described in “Printing Checks and Posting Payment Batches,” later in this chapter. If any payment transactions cannot be posted, Accounts Payable creates a new batch containing the transactions with errors.

Applying an Advance Credit

Accounts Payable provides a convenient method to account for goods you have returned to a vendor, for which you have not yet received a formal credit note.

When you pay the invoice that included the goods, you reduce your payment by the amount agreed for the returned goods, applying an “advance credit” for the goods in transit. The advance credit is actually a separately numbered debit document.

In the vendor account, the invoice to which advance credit is applied appears fully paid. However, because the advance credit is actually a debit document, the true unpaid balance remains intact in the vendor account until you issue an offsetting credit note when the goods are received.





To apply an advance credit for goods that a vendor is returning:

1. Add a Payment transaction for the reduced payment, as described in “Adding Payment Transactions,” earlier in this chapter.

You can issue advance credit only when entering Payment‐type transactions.

Advance Credit

2. Click the Zoom button for the Advance Credit field.

The Advance Credit form appears.

3. On the Advance Credit form, for each claim for which you are issuing credit, press the Insert key to create a detail line, then complete the following detail fields:

Document Number. Enter a number to identify the debit document that the system will produce for the advance credit.

The number should help you to match this document with the credit note, when it arrives. For example, if your vendor has given you an RMA number, you could use that for the document number.

Reference. Type a meaningful reference number to identify the specific document you are crediting, typically, an invoice number.

Description. Type a description for the debit note, such as a description of the goods being returned and the reason.


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Claim Amount. Type the amount the vendor will credit your for the returned goods.

The Advance Credit field displays the total amount of advance credits entered.

4. Click the Close button to return to the Payment Entry form, where you apply the Payment (including the advance credit), as usual.

Adding Miscellaneous Payment Transactions

This section lists steps for adding a miscellaneous payment transaction to a payment batch.

A miscellaneous payment lets you issue a check to a person or company for which you have not set up a vendor record.

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.

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 miscellaneous vendor record

If you have a large number of one‐time vendors, you should add a miscellaneous vendor record, so you can process payments using the Create Payment Batch form and keep statistical data for this class of vendor.





To add a miscellaneous payment:


The Payment Entry form, showing the fields available for a miscellaneous payment

2. Use the Batch Number field to select the batch number, as follows:

New batch • Click the New button to start a new payment batch.

Finder • Click the Finder to select an existing batch.

• Click the navigation buttons to display the batch you want to use.





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New entry • Click the New button to start a new payment entry.

Finder • Click the Finder to select an existing payment for editing.

• Click the navigation buttons to display the payment you want to edit.

5. In the field beside the entry number, type a description for the payment (such as “Payment for camera”).

6. Select Misc. Payment in the Transaction Type field to issue or record the check.


• Payment Date (to appear on the check).


• If you are paying a vendor you have set up in your Accounts Payable system, type the vendor number or select it using the Finder. If the payment is not for an Accounts Payable vendor, leave the field blank.

• Remit‐To (use the Zoom button or press F9 to display the remit‐to fields, then enter the name you want to appear on the check, followed by the address).






8. Accept the displayed payment code, if it is correct, or choose the payment code from the Finder.


9. Enter information for the particular type of payment you are making.

If you are paying using a credit card:





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.



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Or

If you are recording a manually written check, type the Check Number. (You cannot enter a number if you selected Print Check.)

b. Select the Check Language (for printing the amount only; edit the check form to change other aspects of the check).

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 vendor’s invoice number.

14. Accept or change the displayed tax group.





If you are paying an existing Accounts Payable vendor, the vendor’s tax group appears in this field when you enter the vendor number.

You can assign a different tax group, and you can change tax information for the document.

15. To check or change the tax entry method for the invoice (including the tax reporting amount), click the Taxes button.

In multicurrency ledgers, if you change the tax group to one that uses a currency different from the vendor’s currency, the Tax Reporting option and Tax Reporting Currency Rate fields appear. You can choose whether to let the program calculate the tax reporting amount, and you can change the rate type, rate date, and exchange rate for the tax reporting currency.

For more information on entering taxes manually, or changing the tax group or tax classes for an invoice, see the section “Entering Tax Information and Calculating Tax on Invoices,” in Chapter 4 in this guide.

When you have finished using the Document Taxes form, click Close to return to the Payment Entry form.

16. Use the application grid on the Payment Entry form to distribute the miscellaneous payment, as you would distribute an invoice amount.

Enter a new distribution line for each general ledger account to which you want to allocate the miscellaneous payment, using the following fields.


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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.

Distribution Code / Account. Type a distribution code or select it from the Finder. If you prefer, you can tab to the second column and enter a general ledger account number or select one from the Finder.

Description. Type a description for the distribution, or accept the description for the distribution code.

Amount. Type the amount of the distribution (in the bank currency).

To record a discount for the cash invoice, enter a negative amount, and enter a discount account in the Account field. Note that the total payment amount must be a positive number.

Reference. Type a reference for the distribution.

17. To check the taxes calculated for a distribution detail, or to enter them if they are not automatically calculated, select the detail line on the grid, then click the Account/Tax button.

You can also change the tax class and the Tax Included status for the detail (if the tax authority permits included taxes).






18. If this is a multicurrency batch, click the Rates button to ensure 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.

Note that your check us always in the bank currency.


When you post a miscellaneous payment for a vendor you have set up in Accounts Payable, the program automatically creates an invoice using the distribution information you entered with the payment.

After using • Print individual checks, as described in “Printing Single Checks from Payment Entry,” later in this chapter.

• Print the batch listing. Correct entries, if necessary, and then reprint the listing for each corrected batch.




• Print and Post payment batches, as described in “Printing Checks and Posting Payment Batches,” later in this chapter. If any payment transactions cannot be posted, Accounts Payable creates a new batch containing the transactions with errors.

Applying Partial Payments to Job-Related Invoices

Payment Entry lets you select a default method for applying payment amounts to job‐related details. When you apply an amount


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that is less than the invoice total, Accounts Payable allocates the amount to the invoice details according to the specified apply method.

You specify the default apply method on the Payment Entry form. You can select one of the following methods as the default apply method for a payment:

• Top Down. You select this method to apply payments automatically to invoice details beginning with the first detail on an invoice until the payment is fully applied.

If you use this method to apply a payment to an invoice that uses a multiple payment schedule, note that you may have to adjust the amounts manually. For invoices that use a multiple payment schedule, you should prorate the payment by amount.

• Prorate By Amount. You select this method to apply payments proportionately to all invoice details, depending on their relative amounts.

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 use the Project and Job Costing Apply Details form to change the apply method for a particular invoice.

To apply a partial payment:

1. Start a new entry on the Payment Entry form, selecting the transaction type, date, year and period, and vendor number.

2. In the Apply Method field, specify a default apply method for the entry.

3. Select invoices to pay as follows:

• If you are using Select Mode, click the Go button to display 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.

4. For each invoice, enter the amount to apply in the Applied Amount column, then tab out of the field.

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.)

b. Select the apply method to use to apply the amount to invoice details, if it is not already selected.

Click “Go” c. Click the Go button to display the invoice details.

d. Specify the amount that you are paying for each detail.

e. When you are finished, click the Close button to return to the Payment Entry form, then click Save to save the transaction.

5. Click Add.

The program applies the details according to the apply method you chose.

Printing Single Checks from Payment Entry

This section explains how to print checks individually using the Print Checks button in the Payment Entry form.

To print batches of checks, you use the Print/Post button in the Payment Batch List form. Check batches are generated in the Create Payment Batch form. For instructions on printing check batches,


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see “Printing Checks and Posting Payment Batches,” later in this chapter.

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:

1. Open the Payment Entry form to select a batch, and select or enter the check you want to print. The check can be a payment, prepayment, or miscellaneous payment.

2. Click the Print Check button to open the Print Checks form. (The Print Check button is available once you add the transaction.)

The check stock is set in Bank Services, but you can change it here, if necessary.

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 ready to print

If you are not ready to print this check, click the Close button. When the following warning appears, click Yes to leave the Print Checks form.

3. In the Print Checks form, click the Align button to print an alignment check. (The alignment check prints Xs in place of

amounts on a check form, so you can see that the check forms are inserted properly in the printer.)

Align always prints to your printer, no matter what print destination you selected for Sage Accpac. Make sure your printer is ready before you click Align.

4. Click the Print button to print the current check. When the check has been printed, the following message appears:

5. If the check was printed and is correct, click Yes.

If you are not printing a separate payment advice, Accounts Payable posts the check information to Bank Services and closes the Print Checks form, returning you to the Payment Entry form.

Once the check information has been posted to Bank Services, you cannot edit the payment entry or reprint the check. If necessary, you can delete the payment entry (until you post it), which voids the check in Bank Services.


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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:

• Double‐click or press the Spacebar in the Check Status

column. (If you printed advices, then said No to the message that asked whether the advices were printed successfully, you cycle through all three possible statuses by double‐clicking.)

Or

• Click the Select Reprint Range button to display the following form:

Click OK to select the default range — which is for the one check you printed.

Click Print again After resetting the status to Not Printed, click the Print 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:

a. As for checks, confirm that you inserted the payment advice forms in the printer.





Once the advice has been printed, the program asks you to confirm that it was printed properly — as you did with the check.

b. If the advice was printed and is correct, click Yes.

Accounts Payable posts the check information to Bank Services and closes the Print Checks form, returning you to the Payment Entry form.

You cannot edit the payment entry or reprint the check. If necessary, you can delete it, which voids the check in Bank Services.

Reprinting an advice

If you need to reprint the advice, click No. Then reset the status of the check to Advice Not Printed. You can change the status in one of two ways:

• Double‐click in the Check Status column. You can reset the status to Not Printed (to reprint the check) or to Advice Not Printed (to reprint the advice only).

Or

• Click the Select Reprint Range button to reset the status to Advice Not Printed.

If you cannot reprint now

7. If the check was not printed properly, but you cannot reprint it at this time:

a. Click No when asked whether the check was printed successfully.

b. Reset the check status to Not Printed.

c. Click the Close button. The following message appears:


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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.

• Post the payment batch in the Payment Batch List form.

Viewing Payment History from Payment Entry

During payment entry, the Payment Entry form lets you review all payment transactions that have been applied to a document.

If you want to review the history of a number of documents for a vendor, use the Payment tab on the Vendor Activity form.

To view document history:

1. In the Payment Entry form, select the invoice, credit note, or debit note to which you are applying a transaction.(For instructions on selecting the document, see the preceding sections.)

Choosing a document to view history





In the example above, the original document balance was $836.23, and the balance before payment application was $814.58. You can see that $21.65 was previously applied to this invoice.

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.

3. When finished reviewing the document history, click Close to return to the Payment Entry form.

Adjusting Documents in the Payment Entry Form

If you selected the Allow Adjustments In Payment Batches option on the Options form, you can enter adjustments to individual invoices and debit notes while you are entering a payment.

This option allows you to zero the balance of an invoice after applying a payment, for example, when you returned goods but have not yet received a credit note.

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.


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Note: You can use Payment Entry to adjust only documents to which you are applying payments (including apply document transactions).

You can also enter adjustments in the Adjustment Entry form, as described under “Using the Adjustment Entry Form,” later in this chapter.

You must use the Adjustment Entry form to adjust retainage amounts for posted documents. You cannot adjust retainage using Payment Entry.

To adjust a document in the Payment Entry form:

1. Open the Payment Entry form.

2. Select an existing batch, or create a new one.

3. Enter the information for the payment, if it is not already displayed. Choose the mode, then select the document to which you want to apply the payment and adjustment.

If you are using Select Mode, double‐click or press the Spacebar in the Apply column for the selected document.

4. Click Add. You cannot adjust the invoice or debit note until you add the payment.

5. 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

6. Enter a reference and description for the adjustment.

7. Enter as many details as you need to distribute (post) the adjustment amount to general ledger accounts.

Click the Select Detail button to select particular details from the posted transaction using the Open Document Details Finder.

You can also enter the distribution details manually by filling in the following fields:

Note: If the document you select for adjustment is job related, you see additional fields for the contract, project, category, and resource you want to adjust.

For more detailed information about the fields used in job‐related adjustments, see “Adjusting Job‐Related Documents in Accounts Payable,” in Chapter 2 of this guide.

Distribution Code. Type the distribution code that identifies the general ledger account to which you want to distribute the adjustment detail.

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.


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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.

Amount. Enter the amount to distribute to the specified general ledger account. (Accounts Payable makes a balancing entry to the payables control account, or the prepayment account, in the vendor’s account set.)

8. When finished, click Save, then click Close to return to the Payment Application form.

Tips: If you use the option to include pending payments and adjustments (on the A/P Options form), if other open batches also contain adjustments to the document, an amount appears in the Pending Adjustment Total column as well. Use these columns to check whether a planned adjustment has been entered and to help make sure you do not accidentally enter the same adjustment twice. Adjustments entered in the Miscellaneous Adjustment Entry form appear with the adjusted document on the Payment Batch Listing.

Editing Exchange Rate Information


You use the information in this section only if you have a multicurrency Accounts Payable system.

While you can pay a vendor in any currency, all payments in a payment batch must be in the bank currency specified for the batch. For example, you can pay a Canadian vendor in US currency, provided that the currency for the payment batch is US dollars. You can use any currency for a batch, provided that the bank uses that currency. You can use only one currency for each payment batch.





You can edit rate information for a payment transaction when:

• The payment bank account is not in the functional currency. You can edit the rate of exchange between the bank currency and the functional currency.

• The vendors do not use the bank currency or the functional currency. You can enter the rate of exchange between the vendor currency and the functional currency.

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 vendor’s currency, with summaries of grand totals by vendor currency and functional currency.

Posting journals show transactions in the vendor’s currency and the functional currency, and show the check amounts in the bank currency.

Before you start Keep currency information up‐to‐date by entering new rates in the Currency forms in Common Services.

• In Bank Services, assign the currency of the payments to the bank code you want to use for the batch.

• Make sure all the payments that you are entering in the payment batch use the same currency.

To edit currency information for the batch:

“Zoom” button

1. In the Payment Entry form, click the Zoom button beside the Batch Number field.

The Batch Information form appears.

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.


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These entries determine the exchange rate at which the program converts payments in the batch to the functional currency, unless you enter different currency information for an individual transaction, as described below.

3. Click the Close button.

To edit currency information for a transaction:

1. To enter new currency information for an individual transaction, display the entry, then click the Rates button.

The Rate Override form

To edit the bank rate

2. To change the bank rate information, make the changes you need in the Rate Type and Exchange Rate fields for the Bank Rate.

The applied payment amount is converted to the check amount at the new rate, instead of at the rate set for the batch.

To edit a vendor’s currency rate

3. To change the vendor’s rate information, make the changes you need in the Rate Type field or in the Exchange Rate field for the Vendor Rate.

The applied payment amount is converted from the vendor’s currency to the functional currency at the new displayed rate.

If you are making a payment to a vendor using an EMU member currency, exchange rates are first calculated between the EMU

If the vendor and bank currency are the same, you can modify only the bank rate.

The exchange rate is 1.000000 for the bank or vendor currency if either uses the functional currency.

Using the Control Payments Form




member currency and the euro, then between your functional currency and the euro. You can only change the rate between your functional currency and the euro.

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 use the Control Payments form to view or change the invoice payment limit, due date, discount date, discount amount or discount percent, prepayment activation date (if applicable), and document status of individual transactions.

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.

Documents on hold

Documents assigned an On Hold status are not paid in a system check run until the On Hold status is removed. (You can also place the vendor on hold using the Vendors form.) In addition, On Hold status affects posting, as follows:

• When you post invoice batches, Accounts Payable does not apply any matching prepayments if either the prepayment or the invoice is on hold. In addition, it does not apply credit notes or debit notes if either the credit (or debit) note or the specified Apply‐To document is on hold.

• When you post payment batches, prepayments are not applied to matching invoices if the invoice is on hold.

Forced status affects only system-generated checks

Forced status has no effect on payments you enter with the Payment Entry form. Changing the Forced status has an effect only when generating batches with the Create Payment Batch form.


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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.

• An open batch contains a pending invoice, payment, or adjustment for the same document.

• Payments made for a partially paid invoice or debit note already meet or exceed the specified payment limit.

Documents that are not forced

Documents that are not forced are also not paid for these reasons. In addition, they are not paid if the vendor is on hold.

Normal status When you assign Normal status to a document or range of documents, you clear the documents of any Forced or On Hold status that was previously applied.

Due date and discount information

Changes to the due date, discount date, discount percent, and discount amount are permanent changes you would make to the 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.

• 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.)

• Alternatively, choose Create Payment Batch, set the payment criteria, and print a Pre‐Check Register to review payments.

To control payments in system-generated batches:

1. Choose Control Payments from the A/P Transactions folder.

2. Select the tab you need, as follows:





Single Document — click this tab to change the status, due date, discount date, discount percent, or discount amount for a single document. In addition:

• If you select a prepayment document, you can change the prepayment activation date.

• If you select an invoice, you can change the payment limit.

The Control Payment form, showing the data you can change on the Single Document tab

Range Of Documents — click this tab to change the status or clear the payment limits for a range of invoices, debit notes, credit notes, prepayments, and interest charges for a single vendor, a range of vendors, or a vendor group.

The Range Of Documents tab


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Changing single documents

If you selected the Single Document tab:

a. Fill in the following fields to select the document to change:

• Vendor Number.

• Document Number (invoice, credit note, debit note, or prepayment).

• Payment Number (“1” unless the document has a multiple payment schedule).

“Go” button b. Click the Go button or press the F7 key to display information for the document so that you can change it. The fields you can change are:

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.

• 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 of documents

If you selected the Range Of Documents tab, fill in the following ranges:

− Vendor Group.

− Vendor Number.

− Document Number (since different vendors use different numbering systems, this option may be useful only if you are selecting invoices from a single vendor).





− Document Type (to apply the change in status to any of invoices, credit notes, debit notes, prepayments, or interest charges).

− Document Status (to which the documents are to be set — Normal, Forced, or On Hold — see the notes preceding these steps for explanations of these statuses).

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.

Using the Create Payment Batch Form You use the Create Payment Batch form to create batches of payments to pay vendor invoices that are due or have a discount available for early payment.

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.

We recommend that you always print a Pre‐Check Register, so you do not get unexpected results when you generate the batch.

You open the Create Payment Batch form by choosing the Create Payment Batch icon from the A/P Transactions folder.

The Create Payment Batch form selects vendors for payment according to criteria you specify, and creates a payment batch that you can later edit with the Payment Entry form.


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You define the criteria for selecting payments by first defining at least one payment selection code with the Payment Selection Codes setup form. You then select the code you want to use when you create a payment batch, and modify the criteria, if necessary.

For instructions on creating payment selection codes, see Chapter 3 of the Getting Started manual, “Step 11: Create Payment Selection Codes for Processing Payments Automatically.”

To edit batches created by Create Payment Batch, use the Payment Entry form.

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.


All payment entries in a batch are in the same currency and are drawn from the same bank.

All vendors being paid must have the same source currency; however, payments do not have to match the vendor’s currency. For example, you can create a batch of checks in US dollars to pay vendors whose source currency is the yen.

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, at which time you can take the discount that is available.

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 Prepayments

Create Payment Batch automatically applies credit notes and 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.

Before you start Follow these procedures before entering payments:

Define bank codes and payment selection codes

• Define the bank codes you want to use in payment batches using the Bank Services forms.

• 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.

• Use the Control Payments form to force or hold payments for vendor documents. (You can also exclude particular vendors when you edit selection criteria in the Create Payment Batch form.)

• Group payments by bank account.


• If you have a multicurrency ledger, group payments by payment currency and vendor currency as well.

• Update currency information and exchange rates in Common Services.

To create a payment batch:

1. Choose Create Payment Batch from the Transactions folder.


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2. Type a payment selection code or select one from the Finder. You must enter a code in order to continue.

If the field is not available for editing, you can either:

• Edit all the fields in the Create Payment Batch form to select the records you want.

• 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.)

Do not click Clear if you want to keep most of the criteria displayed.

3. Fill in the fields on the Select tab as follows:

• Payment Date (used to determine whether discounts are available).

• Batch Date.

• Pay From Bank (the bank from which the checks are drawn).

The Rates tab appears only in multicurrency ledgers if the bank or vendor currency is not the functional currency.

A message appears at the bottom of the tab if you have not posted all payment batches.

The Optional Fields tab appears if you use Sage Accpac Transaction Analysis and Optional Field Creator.





• Select Vendors With This Bank Code Only (vendor records contain a bank code for this purpose).

• Bank Currency (the currency for the checks, if you have a multicurrency ledger).

• Vendor Currency (Accounts Payable restricts the batch to vendors with the same currency).

• Apply Method (if you use Sage Accpac Project and Job Costing). The apply method for the specified payment selection code appears as the default, but you can change it. Select:

− Top Down to apply payments automatically to invoice details beginning with the first detail on an invoice until the payment is fully applied.

− Prorate By Amount to apply payments proportionately to all invoice details.

Include Bypassed Payables On Register

• Include Bypassed Payables On Register (so you can see which due payments are not being paid because of payment limits, pending transactions, or a hold on the vendor when you print the Pre‐Check Register).

Criteria tab 4. Click the Criteria tab.


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5. Fill in the fields on the Criteria tab as follows:

• Select Documents By. Choose whether to pay only

transactions that are due on or before the specified date, pay only transactions that qualify for early payment discounts, or pay transactions that are due or provide a discount.

• Due On Or Before. Enter or select the cutoff date you want for selecting transactions, such as the day before you next run Create Payment Batch (appears only if you select documents by Due Date or Due Date Or Discount Date).

• Discounts Available From / To. If you are selecting documents by discount date, enter a range of dates. Documents must have a discount date that falls within the specified range to be selected. (If you select documents by discount date only, only invoices are included.)

• Pay. Choose to pay documents that meet the specified selection criteria, or pay only those documents that are marked Forced in the Control Payments form and meet the criteria.

• Vendor Selection Range. Enter the range of vendor groups, vendor numbers, account sets, and vendor (payment) amounts into which the transaction must fall to be considered for payment. Also, if you use optional fields, specify the vendor optional fields that must be used for a document to qualify for payment.

Transactions must meet all selection criteria on this tab and the Select tab to be considered for payment.





The Exclusion tab 6. Click the Exclusion tab.

7. To specifically exclude vendors who match all other selection criteria from this check run, add them to the exclusion list.

You can type the vendor numbers or select them from the Finder.

You can also exclude vendors permanently by putting vendor records on hold (unless you force the payments), or by placing holds on specific transactions with the Control Payments form.


8. In multicurrency ledgers, if the bank or vendor currency is not the functional currency and you need to change the exchange rate information for the checks, click the Rates tab, then for each type of rate (bank and vendor):

• Type the rate type code, or choose it from the Finder.

• Type the exchange rate, or choose it 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.

For more information, see “Editing Exchange Rate Information,” earlier in this chapter.

9. If you use payment optional fields, click the Optional Fields tab.


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Payment optional fields that are set up for automatic insertion appear on the tab, along with their default entries:

• To change an entry for an optional field, select the optional field line, then either click the Finder for the Value field, or double‐click the Value column for the optional field

• To delete an optional field, select it on the grid, then press the Delete key on your keyboard. (Note that if the field was automatically inserted, Accounts Payable reassigns it to the batch using the value from the optional field setup record.)

• To assign another optional field to the batch, click the first line on the grid, then press the Insert key to create a new line. Use the Optional Field Finder to select the code for the Optional Field you want to assign to the batch.

For detailed information on how Accounts Payable assigns optional fields and values to entries in a generated payment batch, see “Assigning Optional Fields to a Generated Payment Batch,” in Chapter 2 of this guide.

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.

Printing Checks and Posting Payment Batches




You must first select Allow Edit Of System Generated Batches on the Options form before you can edit batches generated with Create Payment Batch.




• Print checks and post payment batches, as described in “Printing Checks and Posting Payment Batches,” later in this chapter.

Printing Checks and Posting Payment Batches This section explains how to print checks and post batches of payment entries that were entered individually in the Payment Entry form or generated with the Create Payment Batch 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 contains unposted checks, the Print Checks form opens to let you print checks and advices. The batch is not posted until you verify that the checks and advices were printed successfully.

• If the batch does not contain checks that need to be printed (or if all the checks have already been printed), Accounts Payable


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immediately proceeds to post the payment entries in the batch to vendor accounts.

If you are printing checks, the check information is posted to Bank Services and the payment batch is posted to Accounts Payable when you confirm that checks were successfully printed. You cannot edit the checks once they are printed and the payment entries have been posted.

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.)





To print checks and post a batch of payment entries:


2. Select the batch you want to print checks for and post, then click the Print/Post button.

• 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:

Click Yes to post the batch.

• If the batch does contain unprinted checks, the Print Checks form appears, as shown next.


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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.

3. Click the Align button to print an alignment check. (The alignment check prints “VOID” and prints Xs in place of amounts on a check form, so you can see that the check forms are inserted correctly in the printer.)

Align always prints to your printer, no matter what print destination you selected for Sage Accpac. Make sure your printer is ready before you click Align.

4. Click the Print button to print the checks listed for the batch.

When the checks are printed, the following message appears:

• If the checks were printed correctly, click Yes.

• If you are printing payment advices after checks, go to step 5.

Make sure that the correct check stock is chosen. This information is set in Bank Services, but you can change it here if necessary.





• If you are not printing payment advices, Accounts Payable posts the check information to Bank Services, closes the Print Checks form, and displays the following message:

Click Yes to confirm that you want to post the payment batch to vendor accounts. Accounts Payable immediately posts the batch, if you have printed the batch listing (if required), and returns you to the Batch List form.

• If checks were not printed correctly, but you cannot reprint them at this time, go to step 6.

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:

− Double‐click or press the Spacebar in the Check Status column to change the status to Not Printed for each check you need to reprint. (If you printed Advices, then clicked No when asked whether Advices printed successfully, you cycle through all three possible statuses by double‐clicking.)

Or

− Click the Select Reprint Range button.

The following form appears:


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Enter the range of check numbers that you want reprinted. Note that you must specify a continuous range, whereas the first method lets you select any checks.

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.

• If the advices were printed and are correct, click Yes.

Accounts Payable posts the check information to Bank Services, and closes the Print Checks form. You return to the Payment Batch List form, where the payment batch is immediately posted.

Reprinting an advice

• If you need to reprint the advices, click No, then reset the status of the checks to Advice Not Printed. You can change the status in one of two ways:

− Double‐click in the Check Status column. You can reset the status to Not Printed (to reprint the check) or to Advice Not Printed (to reprint the advice only).

Viewing Payment Information




Or

− Click the Select Reprint Range button to reset the status to Advice Not Printed.

If you cannot reprint now

6. If checks were not printed correctly, but you cannot reprint them at this time:

a. Click No when asked if the checks were printed successfully.

b. Reset the check status to Not Printed.

c. Click the Close button. The following message appears:

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 Progress batch status

If you do not cancel the check run, Accounts Payable sets the batch status to Check Creation In Progress and creates a restart record for the batch. The next time you print any checks, 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.

Viewing Payment Information Accounts Payable provides two convenient methods for looking up payment information:


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• 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.

Using the Vendor Activity Form to View Payments to a Vendor

The Payments tab of the Vendor Activity form lists the payments you made to a specified vendor.

For each payment, the form displays:

• Bank code.

• Check number and payment date.

• Check amount in both the functional currency and the vendor currency (if you have a multicurrency ledger).

• Check status (outstanding, cleared, or reversed).

• Payment batch number and entry number.

• Payee (name on the check).

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:

• Document and payment number to which the check was applied, or prepayment number if a prepayment.

• Check amount and currency (if you have a multicurrency ledger).





• Transaction type and description.

• Applied date.

• Reference Document number (if applied to a prepayment).

Before you start Print and post any outstanding checks and payment batches.

To display payments:

1. Choose Vendor Activity from the Vendors folder.

2. Select the vendor from the Vendor Number field.

3. Click the Payments tab.

4. Select the status and the starting check number of the checks you want to view.

You can choose Outstanding, Cleared, Reversed, or All.

“Go” button 5. Click the Go button or press F7 to display the vendor checks.

6. To view a payment in the Payment Entry form, select it and click the Document button.


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To view summary information for the payment, select the payment and click the Open button.

Using Payment Inquiry to View Payment Information

The Payment Inquiry form lets you look up payments 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 know only the payment number.

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 the original payment

You can also drill down from any line on the list to view the original payment in the Payment Entry form.

To use the Payment Inquiry form to look up payments:

1. Choose Payment Inquiry from the A/P Transactions folder.

The Payment Inquiry form displays all the payments in your system as the default list.

2. You can restrict the display to payments that meet certain criteria by selecting:

• A range of bank codes (to list payments that were processed using one of the bank codes within the given range).

• A range of vendor numbers (to view payments only for the vendors in the specified range).

Note that to include miscellaneous payments you must use blanks in the vendor number range.

• A payment status (to include only payments that are outstanding, cleared, or returned), or you can display all payments that meet the other criteria.

Using the Adjustment Entry Form




• A transaction type (to include only Unapplied Cash, Prepayment, or Payment transaction types), or you can display all payments that meet the other criteria.

• A payment type (to include only Cash, Check, Credit Card, or Other transaction types), or you can display all payments that meet the other specified criteria.

• A range of payment dates (to include only payments that were posted within the specified date range).

• A range of years and periods (to include only payments that were posted within the specified year and period range).

• A range of payment numbers (to limit the list to the specified range of payment numbers).

“Go” button 3. Click the Go button to list the payments that meet the selected criteria.

Drilldown 4. To view a payment in the Payment Entry form, select (highlight) the payment on the list, then click the Document button.

To view additional information about the payment, such as realized gains and losses, select the payment on the list, then click the Open button.

Using the Adjustment Entry Form You use the Adjustment Entry form to:

• Adjust posted documents.

• Edit existing adjustment batches.

• Create new batches of adjustments.

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.


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Adjustments that you enter in the Payment Entry form are listed with the payment batch, not in an adjustment batch.

Adjusting retainage

If you use retainage accounting, note that you can adjust 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.

Tips Read the sections, “Processing Accounts Payable Batches” and “Processing Adjustments,” in Chapter 2 for background information on using the Adjustment Entry form.

• Refer to the appendix on using a mouse or keyboard in the System Manager User Guide for information about the keys and icons you use to enter and edit information.

Press F1 for Help

• Press F1 to display Help when you need information about fields or tasks. To find out how to use Help, click Using Help on the Help menu.

Creating or Selecting an Adjustment Batch

To add or edit transactions in the Adjustment Entry form, you can choose the Adjustment Entry icon from the A/P Transactions folder, then create a new batch or select an existing batch.

You can also use the Adjustment Batch List form to open a batch or create a new batch.

To create a new adjustment batch:

These instructions start by choosing the Adjustment Entry icon from the A/P Transactions folder. If you started Adjustment Entry by clicking the New button on the Adjustment Batch List form, begin at step 2.

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.)

3. Type a description for the batch.

To open an existing batch:

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.

• Type the number of the batch you want to add to or edit, then press Enter.



The Batch Information form displays additional information about 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.

To view the adjustment Batch Information form:

Zoom button • Click the Zoom button beside the Batch Number field.

Adding and Editing Adjustments

To add or edit an adjustment:

1. Create a new adjustment batch or select the existing batch you want to use, as described in the preceding section.


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The Adjustment Entry form


New entry • To start a new entry, click the New button.

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.

3. Enter the adjustment or make changes as follows:

• Enter an optional description for the entry.

• Enter the adjustment date (optionally used for aging and for choosing the exchange rate in multicurrency ledgers).

• Enter the posting date.

• Enter the vendor number, or choose it from the Finder.

• Type an optional reference for the adjustment.

• Type an optional description for the adjustment.

When you enter a vendor number and a document number, this data-entry grid becomes available. Additional fields appear if the document you are adjusting is job-related.

The Retainage tab and Retainage balance field appear if you use retainage accounting in Accounts Payable.





• Type the document number to which the adjustment applies, or choose the document from the Finder.

• If the selected document includes a multiple payment schedule, type the payment number you are adjusting. Otherwise, the payment number is “1.”

4. Enter the distribution details:

Adjust an existing detail

• To adjust an existing detail from the posted document:

i. Click the first blank line on the detail‐entry grid.

ii. Click the Adjust Line Number Finder, highlight the detail you want to change in the window that opens, and then click the Select button.

iii. Press the Tab key to display the detail information from the posted document.

Add new details • To add a new detail for the posted document:

i. Click the detail‐entry grid, then press the Insert key on your keyboard to create an adjustment detail line.

ii. Enter a distribution code (or choose one from the Finder).

Or

Skip the Distribution column, and type the general ledger account number for the detail. (If you use Sage Accpac General Ledger, you can use the Finder to select the account.)

• Type the amount of the detail.

Debiting and crediting the vendor account

A debit adjustment credits the vendor account (increases the payables balance) and debits the general ledger account you specify when you enter the adjustment.


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A credit adjustment debits the vendor account (decreases the payables balance) and credits the general ledger account you specify when you enter the adjustment.

Adjusting job-related documents

• If the selected document is job‐related, additional columns appear on the grid that let you add or adjust job‐related details.

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.

Retainage details • If you use retainage accounting, retainage columns appear on the grid. Use them to add or adjust retainage for each detail, as follows:

− For an invoice or a debit note, enter the amount of retainage in the retainage debit field.

− For a credit note, enter an amount in the retainage credit field.

− Enter the retainage due date.

Discounts on new details

If you are adding a new detail, note that the retainage 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.

5. Repeat step 4 for the remaining details in the adjustment (press the Tab key to enter a new line).

6. If you use optional fields, click the Optional Fields tab.

Accounts Payable assigns to the entry any adjustment optional fields set up for automatic insertion. You can add, delete, or change adjustment optional fields for the entry, as necessary.





For more information about using optional fields with adjustment transactions, see the section, “Entering Optional Fields on Adjustments,” in Chapter 2 of this guide.

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.

The Rates tab

9. Make the changes you need in the Rate Type and Exchange Rate fields.

These entries determine the exchange rate at which the adjustment amount will be converted to the vendor’s currency.

Exchange gain/loss

Use the same exchange rate as the original document if you do 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.

Listing Payment and Adjustment Batches

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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.

See “Listing Payment and Adjustment Batches,” below.

• Select the Ready To Post option in the Adjustment Batch List form.

• Post the batches. See “Posting Adjustment Batches,” later in this chapter.

Listing Payment and Adjustment Batches If you selected the Force Listing Of Batches option on the Options

form, you must print a batch listing for every batch before you can post it.

If you do not list batches before posting them, use the posting journals as your audit listings for transaction entry.

To list batches:

1. Open the Batch Listing report form by doing one of the following:

• On the Payment Batch List or the Adjustment Batch List form, click the Print button or click Print on the File menu.

• Choose the Batch Listing icon from the Transaction Reports folder.

2. Use the following fields to specify the batches for which to print listings:

Batch Type. Select Payment or Adjustment, depending on the type of batch listing you need.

When you select Payment, the form looks like this:





The Batch Listing form

If you are printing from a Batch List form, the type of batch you are working with is already selected.

Reprint Previously Printed Batches. Select this option if you need to reprint any batches.

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 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 Adjustment Details. This option appears only for payment batch listings. Select this option to include details and a summary of the adjustments posted with 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.


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Batch Number From / To. Enter the beginning and ending numbers for the range of batches you want to list. If you want to choose batches from the Finder, you must select the batch type first.

Batch Date From / To. Enter the beginning and ending batch‐creation dates for the range of batches you want to list.

Type. Specify the types of batches to print. You must select at least one type, and you may select them all, as follows:

• Entered — entered in the Payment Entry form or the Adjustment Entry form.

• Imported — imported from other databases.

• Generated — created by Accounts Payable during posting to contain transactions that could not be posted due to errors.

• System — generated by Create Payment Batch (system‐generated checks).

• External — created by another Sage Accpac program (Purchase Orders, for example) and sent to Accounts Payable.

Status. Specify the batch types to print. You must select at least one type and you may select them both.

• Open — new batches or batches you edited after listing them.

• Ready To Post — batches for which you have selected the Ready To Post option.

Posted — batches you have posted.


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.

Posting Adjustment Batches





• Post the batches.

Posting Adjustment Batches Use the Post Batches form in the A/P Transactions folder to post a range of batches of adjustments to vendor accounts, or use the Post button in the Adjustment Batch List form to post one batch at a time.

Posting also creates all general ledger transactions arising from adjustments. On the Options form, you can choose whether these transactions are placed in a general ledger batch during posting, or later, using the Create G/L Batch form.

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.

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.


To post a range of batches:

1. Choose the Post Batches icon from the A/P Transactions folder.


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The range fields appear if you select the Range option.

2. Select All Batches to post all open adjustment batches for which you have selected the Ready To Post option.

Select Range to specify a range of batches for posting, then type the lowest and highest batch numbers in the range, or choose the batch numbers from the Finder.

3. Click the Post button.

To post a single batch:

1. Choose the Adjustment Batch List icon from the A/P Transactions folder.

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.

3. Click the Post button.

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 number

Accounts Payable assigns a unique posting sequence number to each 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.

• 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.

The next available batch number is assigned to the error batch. You can correct the entries in the error batch, then post it like any other batch.

• Choose the Posting Errors icon from the A/P Transaction Reports folder to print a report of the transactions that were placed in an error batch.

Printing Posting Journals

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Printing Posting Journals The Payment Posting Journal and the Adjustment Posting Journal list the payments or adjustments that you posted together.

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).

You can clear (erase) the information in a posting journal after printing. Use the Clear History icon in the Periodic Processing folder to clear posting journals.

Before you start Select printing options in the Print Destination form.

To print the posting journals:

1. Choose the Posting Journals icon from the A/P Transaction Reports folder, or double‐click the posting sequence number column on the Batch List form.

2. Select Payment or Adjustment as the journal type.

3. Select a Sort By option.

4. Type the lowest and highest numbers in the range of posting sequences for which you want to print the report.

The Revaluation and Provisional Revaluation options appear only in multicurrency ledgers.





Normally, you would accept the default range of all journals to print all journals that you have not yet printed.

5. Choose additional options for the report. You can specify whether to:

• Reprint journals that you have already printed. (You cannot reprint journals that have been cleared.)

• Include the contract, project, category, resource, cost class, and detail amounts for each job‐related transaction printed. (The option to include job details is available if you use Sage Accpac Project and Job Costing.)

• Include optional field entries posted with each printed transaction. (The option to include optional fields is available if you use Sage Accpac Transaction Analysis and Optional Field Creator.)

• Include the G/L reference and description with each printed transaction.

6. Click Print.

After using If you want to clear the posting journals you printed, use the Clear History form.

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.


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To use the Payment or Adjustment Batch List to view batch status:

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.)

Type Accounts Payable assigns the following batch source types to payment and adjustment batches:

• Entered — entered in the Payment Entry form or the Adjustment Entry form.

• Imported — created by importing. You can edit or add to imported batches if you selected the Allow Edit Of Imported Batches option on the Options form.

• Generated — error batches created by Accounts Payable when transactions cannot be posted, due to errors.

• External — created by another Sage Accpac program (Purchase Orders, for example) and sent to Accounts Payable.

Importing and Exporting Payment and Adjustment Batches




• System —generated with the Create Payment Batch form. (payment batches only.)

Batch status Accounts Payable assigns six batch statuses:

• Open — not printed (or not relisted after editing) and not set to Ready To Post.

• Deleted — the batch information was erased before posting. You cannot reuse the batch number.

• Ready To Post — this status is selected for the batch. If you edit the batch, its status reverts to Open.

• Posted — the transactions have been added to vendor accounts, and you can no longer edit the batch.

• Post In Progress — posting has started for this batch. You cannot edit or print the batch.

• Check Creation In Progress — check printing has been interrupted for this payment batch. This status means you did not accept checks as printed correctly, and did not void the checks when you left the Print Checks form. You cannot edit or print a batch with this status. (Payments only.)


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.

For more information about importing and exporting batches, see Appendix B, “Importing and Exporting,” in this guide. Refer also to the System Manager User Guide.


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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 can also use the Import command to import batches of transactions that you previously exported for reuse.

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.

Multicurrency You cannot import batches containing multicurrency transactions

into a single‐currency ledger. Edit the import file to remove the multicurrency fields before importing into a single‐currency ledger.

Before you start Create the batch with the non‐Sage Accpac application or export an open Accounts Payable batch.

Guidelines for importing

• Construct the import batch according to the guidelines in Appendix B, “Importing and Exporting.” If the file does not contain valid data, it will not be imported.

• If you are importing a batch you exported earlier from Sage Accpac Accounts Payable, assign unique document numbers to the import batch and, if necessary, assign new fiscal periods and transaction dates.


• Create a new batch in Accounts Payable or select an open batch into which to import.

If you are importing a payment batch, you must create or select a batch in Payment Entry that uses the same bank code and





currency (if you use multicurrency accounting) as the batch you want to import.

To import a payment or adjustment batch:

1. Choose the Payment Entry or Adjustment Entry icon from the A/P Transactions folder.

2. Create or select the batch into which you will import.

When importing payment batches, make sure the import batch and the selected batch use the same bank code.


If you use multicurrency accounting, make sure the import payment batch uses the same currency as the batch you selected in Payment Entry.

Also, make sure imported transactions use rate types and rate dates that are entered on the Currency forms in Common Services.

3. Click Import on the File menu in the Payment Entry or Adjustment Entry form.

Follow the instructions in the System Manager User Guide for importing.

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.

After using • Check data integrity.

• Print the batch listing to verify imported data.

• If you selected the Allow Edit Of Imported Batches option (on the Options form), edit imported batches to correct any errors or to make required changes.

• If you do not use the option, you must delete the batch, correct the errors in the external file, then reimport the batch.


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• Unless you need to use it again, delete the file from which you imported the batch.

• Post 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.

When exporting a batch you plan to import back into Accounts Payable, use the Export command to create a template of the import batch structure. Export all the fields you plan to import — using the file format you plan to use.

To export a payment or adjustment batch:

1. Open the Payment Entry or Adjustment Entry form, depending on the type of batch you want to export.

2. Select the batch to export.

3. Click Export on the File menu.

4. Follow the instructions in the System Manager User Guide for exporting.

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................................................6–1 Performing Periodic Processing ..............................................6–2 Printing Periodic Reports....................................................6–3

Creating a Recurring Payable Batch ..............................................6–4 Clearing History and Statistics...................................................6–6 Creating General Ledger Batches ...............................................6–13 Creating Retainage Batches.....................................................6–15

Processing Outstanding Retainage Manually .................................6–18 Filing 1099 Forms Electronically ................................................6–19 Deleting Inactive Records ......................................................6–23 Revaluing Vendor Transactions.................................................6–26

Backdating Revaluations ...................................................6–30 Year‐End Processing...........................................................6–32

Periodic Processing

User Guide 6–i





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.

The following topics are discussed:

• Icons used in periodic processing • Clearing history and statistics • Creating general ledger batches • Creating retainage batches • Deleting inactive records • Revaluing vendor transactions (multicurrency ledgers) • Year‐end processing

For an overview of periodic processing, see Chapter 2, “What You Need to Know Before Using Accounts Payable,” in this guide.

Press F1 for Help

For specific information about a field in a form, press the F1 key, then click the Field List button on the Help form that appears.


Periodic Processing

Icons Used in Periodic Processing This section describes the icons used to perform the various tasks you do at regular intervals throughout the year and at year end.

User Guide 6–1


Icons Used in Periodic Processing


The Periodic Processing folder contains the icons you use to perform periodic tasks

Performing Periodic Processing

This section describes the forms you use to do periodic tasks in your Accounts Payable system.

Create G/L Batch Use Create G/L Batch 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 the Revaluation form to revalue documents at new exchange rates, creating entries for the exchange gain and loss accounts in your general ledger (multicurrency ledgers).

Clear History Use the Clear History form to remove fully paid documents, 1099/CPRS summary information, vendor comments, data for selected posting journals, and posted batches.

Clear Statistics Use the Clear Statistics 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 Records

The Delete Inactive Records form lets you remove selected inactive records for vendors, vendor groups, and remit‐to locations.

Create Recurring Payable Batch

Use the Create Recurring Payable Batch form to create batches of recurring‐payable invoices for the vendors and payables you select.



Icons Used in Periodic Processing


Create Retainage Batch

The Create Retainage Batch form lets you create retainage invoices, debit notes, and credit notes to remove outstanding amounts from the Accounts Payable retainage account.

1099 Electronic Filing

The 1099 Electronic Filing form lets you create an electronic file to submit 1099 forms electronically to the IRS.

Printing Periodic Reports

This section describes the forms you use periodically to report Accounts Payable information, to highlight outstanding payables, and to print 1099/CPRS reports.

See Chapter 7, “Reports,” for further information about these reports.

You choose the following icons to print periodic reports:

Vendor reports folder

Transaction reports folder

1099/CPRS Amounts

Use the 1099/CPRS Amounts form to print 1099 information on US 1099 forms and CPRS information on Canadian CPRS reports.

Vendor Transactions

Use the Vendor Transactions form to print audit trail reports of vendor transactions for any dates, document numbers, or fiscal years and periods in your data. Periodic

Processing

Aged Payables The Aged Payables report shows the overdue portion of your payables aged by due date or by document date.

User Guide 6–3


Creating a Recurring Payable Batch



The Aged Cash Requirements report shows transactions that are 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.

Creating a Recurring Payable Batch You can create a batch of recurring invoices by choosing Create Recurring Payable Batch from the A/P Periodic Processing folder.

If the schedule for a recurring payable record includes a reminder to one or more users, you can also create the batch from the Reminder List in Common Services.

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.

For instructions on posting invoice batches, refer to Chapter 4 in the Accounts Payable User Guide.

To create a recurring payable batch using the Create Recurring Payable Batch form:

1. From the A/P Periodic Processing folder, choose Create Recurring Payable Batch.



Creating a Recurring Payable Batch


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.

Select By 3. In the Select By field, choose how Accounts Payable is to process recurring payable records. Accounts Payable can select recurring payables by one of the following methods:

• Recurring Payable Code.

• Vendor Number.

• Vendor Group.

Accounts Payable processes all recurring payables for a vendor if:

• One or more recurring payable is due for the vendor; and,

• You select Vendor Number or Vendor Group in the Select By field.

From / To 4. In the From and To fields, enter the range of records for the method you chose in the Select By field.

Periodic Processing

5. In the Method field, specify whether to create a new batch, add the invoices to an existing batch, or use the default method to determine the batch. (Using the default method, the program adds the invoices to an open invoice batch that has the same run date. If no batch has the same run date, it creates a new batch.)

User Guide 6–5


Clearing History and Statistics


If you select Add To An Existing Batch, use the Finder to select the batch you want to contain the new transactions.

6. Click Process.

Additional information

Note the following additional information about creating recurring payable batches from the Create Recurring Payables Batch form or from the Reminder List:

• If a recurring payable batch with the same batch date exists when you create a recurring payable batch, the new transactions are added to that batch.

• If Accounts Payable encounters an error while processing a recurring payables batch (for example, if the terms code used in a recurring payable record is invalid), it does not create an invoice. The program displays an error message once it finishes processing the batch.

• The recurring payable batch appears in the Invoice Batch List form as a Recurring batch type.

• If a recurring invoice uses a terms code for a multiple payment schedule, Accounts Payable calculates the schedule during processing. You may need to revise the schedule later.

• If the vendor is inactive or on hold, Accounts Payable does not process a recurring payable.

• When you delete a vendor record, Accounts Payable automatically deletes all recurring payables for the vendor.

• If a recurring payable is inactive, Accounts Payable does not process the recurring payable.

Clearing History and Statistics Clear History Use the Clear History form to remove obsolete data from your

Accounts Payable system. You can clear ranges of the following information:





• Fully paid documents.

• Vendor comments.

• Vendor 1099/CPRS amounts.

• Printed posting journals.

• Posting errors.

• Deleted and posted batches.

Clear Statistics Use the Clear Statistics form to remove obsolete vendor information:

• Vendor period statistics.

• Vendor group period statistics.

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.

• Determine the dates through which to clear transactions and comments, the fiscal year and period through which to clear statistics, and the highest posting sequence number 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.

Periodic Processing

• Print reports of the data you want to clear. For example:

− Before clearing fully paid documents, print the Vendor Transactions report for the documents you plan to clear.

• For Transaction Types, select all types.

• At the first Select By option, select Vendor Number, then specify the range of vendor records you plan to clear.

User Guide 6–7




• Select the other sorting options you want to use.

• Select Include Applied Details.

• Select Print Vendors With A Zero Balance.

− Before clearing vendor comments, print the Vendor List, selecting the Comments option for the vendor records from which you plan to clear comments.

If necessary, use the Vendors form to change the expiration dates for any comments you want to retain. See Chapter 3 in the Getting Started guide for instructions on changing dates for vendor comments.

− Before clearing posting journals, print a copy of each posting journal you want to clear, and print the G/L Transactions report for the journals.

Note that if you print to a preview window, the system assumes you have a printed copy of your report.

− Before clearing statistics for vendors or vendor groups, print the statistical report for the type of information you plan to clear.

Use the From and To fields for the Year/Period option to specify the year and period range you plan to clear.

Specify the range of vendor numbers or vendor group codes 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:

1. Choose the Clear History icon from the Periodic Processing folder.

When you select all the options in the Clear History form, it looks like the following:

2. To clear fully paid documents, select the Fully Paid Documents option, then specify the range of documents to be cleared:

• In the From and To fields beside the Fully Paid Documents option, enter the range of vendor numbers from whose accounts you want to clear completed transactions, or use the Finder to select the first and last records in the range.

Periodic Processing

• Use the Through field to enter the date up to which you want to clear transactions.

Accounts Payable clears only those invoices, credit notes, and debit notes that were fully paid on the Through date if:

• The balance for each document is zero and there are no transactions pending against the document.

User Guide 6–9




• The payment that paid a document has cleared the bank account and has been reconciled for at least 45 days.

3. To clear comments, select the Vendor Comments option, then specify the range of comments to be cleared:

• Enter the range of vendor numbers from which you want to clear comments that are displayed in the Vendors form, or use the Finder to select the first and last records in the range.

• Use the Through field to enter the date up to which you want to clear comments.

Accounts Payable clears comments that reached their expiration dates (specified in the vendor records) on or before the Through date.

4. To clear vendor 1099/CPRS information, select the 1099/CPRS Amounts option, then:

• Enter the range of vendor numbers from which you want to clear 1099/CPRS information.

• Select the year and period up to which to clear 1099/CPRS information.

1099/CPRS information is cleared for the period you specify, for all previous periods in the specified year, and for all periods in previous years.

5. To clear printed posting journals, select the Printed Posting Journals option, then:

• Select the type of posting journal you want to clear — Invoices, Payments, Adjustments, or Revaluation (in multicurrency ledgers).

• In the Through Posting Sequence Number field, type the number of the highest posting sequence you want to clear. The field displays the most recent posting sequence number for the selected journal.





You can select only one type of journal at a time. If you want to clear all journals, run Clear History separately for each type of journal.

Clear History clears journal data for the posting sequence number you specified and for earlier numbers, provided that you have printed the journals, and that you have created the general ledger transaction batches. After clearing the journals, you can no longer print them, but the information in them is retained in the vendor accounts.

6. To clear posting errors, select the Posting Errors option, then:

• Select the type of posting errors you want to clear — Invoices, Payments, Adjustments.

• In the Through Posting Sequence Number field, type the number of the highest posting sequence you want to clear. The field displays the most recent posting sequence number for the selected journal.

7. To clear deleted and posted batches, select the Deleted And Posted Batches option, then:

• Select the type of batches you want to clear — Invoices, Payments, Adjustments.

• In the Through Batch field, type the number of the most recent batch that you want to clear. The field displays the most recent batch number for the selected journal.

• Once you clear posted batches, you can no longer drill down to the transaction from General Ledger.

Periodic Processing

8. When ready, click Process to clear the specified information.

9. Repeat the above steps for other ranges of records from which you want to clear history.

10. When finished, click Close to close the form.

User Guide 6–11




To clear statistics:

1. Choose the Clear Statistics icon from the Periodic Processing folder.

When you select all the options in the Clear Statistics form, it looks like the following:

The Clear Statistics form clears vendor statistics up to the year and period you specify.

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.

If you do not want to clear all vendors’ or vendor groups’ statistics up to the same year and period, use the Clear Statistics form as many times as you need to clear statistics separately for different ranges of vendors or vendor groups.

2. To clear vendor statistics, select the Vendor Statistics option, then specify the range of statistics to be cleared:

• Enter the range of vendor numbers from which you want to clear period statistics.

• Select the year and period up to which to clear statistics.

3. To clear vendor group statistics, select the Vendor Group Statistics option, then:

• Enter the range of vendor groups from which you want to clear period statistics.

• Select the year and period up to which to clear statistics.



Creating General Ledger Batches


After using Check that data was cleared properly. For example:

• If you cleared vendor comments, check the comments in several vendor records to be sure you cleared comments for the dates you wanted.

• 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.

Creating General Ledger Batches Use the Create G/L Batch form to produce batches of general ledger transactions from the invoice, payment, and adjustment batches you posted in Accounts Payable.

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.


If you use multicurrency accounting, you also use this form to produce general ledger batches containing revaluation transactions that you created with the Revaluation form.

Revaluation transactions adjust all outstanding multicurrency Accounts Payable documents to reflect the revaluation rate.

Periodic Processing

Unrealized reversed in the next fiscal period

If you use the Realized and Unrealized Gain/Loss accounting method (in your company profile), exchange gains and losses are posted to General Ledger as reversing transactions, meaning that General Ledger simultaneously posts reversing transactions to the first day of the next fiscal period.

If you do not use Sage Accpac General Ledger:

• Accounts Payable creates its general ledger transactions in a file called APGLTRAN.CSV, which can be imported by a remote site

User Guide 6–13


Creating General Ledger Batches


Sage Accpac General Ledger, or transferred to another general ledger that you use. The file is in Comma Separated Values format, and is created in the same directory as your company database.

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.

• If you are posting revaluation transactions to a non‐Sage Accpac general ledger and you use the Realized and Unrealized Gain/Loss accounting method, you must ensure that you reverse revaluation transactions in the next fiscal period.

Before you start • Select options on the Integration tab of the G/L Integration form.

• Post all outstanding invoice, payment, and adjustment batches in Accounts Payable.

• Print the G/L Transactions report.

To create general ledger batches:

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.



Creating Retainage Batches


The most recent posting sequence number is displayed for each transaction type.

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 of the G/L Integration form.

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.

• If you use a different general ledger:

− Import the CSV batch file into your general ledger, then delete the file.

Or

− Print the G/L Transactions report, transfer the entries to your general ledger manually, and then delete the CSV file.

Creating Retainage Batches The Create Retainage Batch form generates batches of retainage invoices, retainage debit notes, and retainage credit notes. You can use the form periodically to process outstanding retainage automatically for the vendors, document numbers, or vendor groups you select.

Periodic Processing

Invoicing retainage from the Reminder List

If you assigned a schedule that uses a reminder on the Retainage tab of the A/P Options form, Accounts Payable can remind you and other users to process retainage transactions when they are due. You

User Guide 6–15




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.

Retainage document numbering

Accounts Payable assigns the next available retainage invoice, retainage credit note, or retainage debit note number.

Optional fields If you use optional fields, the program inserts the optional field entries assigned to original documents when you create a retainage batch.

To create a retainage batch:

1. Choose Create Retainage Batch from the Periodic Processing folder.

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 want.

Accounts Payable processes all outstanding retainage amounts that are due up to and including the run date plus the specified number of days in advance.

Note: For job‐related documents, retainage is invoiced only for details that are due.





Specify the types of original documents for which you are now processing outstanding retainage amounts. You can select Invoice, Debit Note, and Credit Note.

3. Choose the type of record by which to select outstanding

retainage for processing. You can select:

• Vendor Number. Process outstanding retainage for all the vendors in the range of vendor numbers you specify.

• Document Number. Process outstanding retainage for all the original retainage documents in the range of document numbers you specify.

• Vendor Group. Process outstanding retainage for all vendors who belong to the vendor groups within the range 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 In Advance

5. In the Number Of Days In Advance field, specify the number of 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.

6. Click Process to create the batch.

Periodic Processing

7. When finished, click Close.

After using • Use the Invoice Entry form to make any changes to the retainage invoices, debit notes, and credit notes.

• Choose Batch Listings from the Transaction Reports folder to print a listing of the batch. Select Retainage as the batch type.

User Guide 6–17




Verify the information, then file the listing. If you need to make corrections, reprint the listing after editing the batch.

For information about printing batch listings, see “Listing Invoice Batches,” in Chapter 4 of this guide.

• Select the Ready To Post option for the batch on the Invoice Batch List form.

• Post the batches. For instructions, see “Posting Invoice Batches,” in Chapter 4 of this guide.

Processing Outstanding Retainage Manually

Accounts Payable also lets you process outstanding retainage manually using the Invoice Entry form.

Select Retainage Invoice, Retainage Debit Note, or Retainage Credit Note to clear retainage for a corresponding original invoice, debit note, or credit note.



Filing 1099 Forms Electronically


You enter document header information for the retainage invoice, credit note, or debit note on the Invoice Entry form, as usual. To invoice for retainage, however, you must:

Select a retainage document type

• Select Retainage Invoice, Retainage Credit Note, or Retainage Debit Note as the document type, consistent with the original document for which you are now processing outstanding retainage.

Outstanding retainage remains associated with the original document. Therefore, to clear retainage, if the original document was:

− An invoice, you use a retainage invoice.

− A credit note, you use a retainage credit note.

− A debit note, you use a retainage debit note.

Identify the original document

• Use the Original Document field to identify the original document for which you are processing the outstanding retainage amount.

Job-related fields If the original document is job‐related, the detail‐entry grid displays additional fields that let you specify amounts for particular contracts, projects, and categories.

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.

Periodic Processing

Filing 1099 Forms Electronically Accounts Payable lets you create an electronic file to submit 1099 forms electronically to the IRS, either through the IRS FIRE (Filing Information Returns Electronically) System using a modem or by mailing them on magnetic tape or diskettes.

User Guide 6–19




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.

Note: You should refer to IRS documentation to obtain additional information on electronic filing and to ensure that your submission complies with federal regulations. For example, the IRS does not accept compressed files. If the resulting IRSTAX file is larger than 1.4 megabytes, you need to submit a file that spans two or more diskettes. (You can purchase software that can split large files to meet IRS standards, although Sage Accpac does not supply such software.)

To create an electronic file for submitting 1099 forms:

1. Choose the 1099 Electronic Filing icon from the Periodic Processing folder.

The A/P 1099 Electronic Filing form appears, as follows:





2. Complete the fields as follows:

Payment Year. You can enter the current year or a prior year.

Output File. Specify the name and location for the file that will contain the tax information. The default file name is IRSTAX.

From / To Vendor No. Enter the range of vendors for which you want to produce 1099 data for submission.

3. Enter the following information about the company transmitting this information:

Tax Number. Enter the transmitter’s nine‐digit federal tax number.

Control Code (TCC). Enter the five‐character Transmitter Control Code issued by the IRS.

Current Filing Method. You can select Electronic (to file using your modem), Diskette, or Cartridge, depending on how you plan to send this file.

Foreign Entity. Select this option if the transmitting company is located outside the United States.

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.

Company. Enter the name of the company to which correspondence regarding problems with the electronic submission should be sent.

Street / City / State/Prov. / Zip/Postal Code / Country. Use these fields to enter the address for the company you entered in the previous

Periodic Processing

User Guide 6–21




field. The Country field appears only if the transmitting company is a foreign entity.

Contact. Enter the name of a contact person to whom correspondence should be sent.

Phone. Enter a phone number for the contact person.

E-mail. Enter an e‐mail address for the contact person.

4. Complete the payer information as follows:

Tax Number. Enter your company’s federal tax number.

Name Control. Enter the four‐character Payer Name Control that appears on the mail label on the Package 1099 that you received in December.

Foreign Entity. Select this field only if your company is located outside the United States.

Transfer Agent. If another company paid or transferred funds to the U.S. resident for your company, select this option.

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.

Name Line 1. Enter your company’s usual business name.

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.

Street / City / State/Prov. / Zip/Postal Code / Country. Enter the address of the transfer agent, or enter your company’s address. The Country field appears only if the company (or the transfer agent) is a foreign entity.



Deleting Inactive Records


Phone. Enter a phone number for your company or for the transfer agent, if you used one.

Office Branch (optional). Use this field to enter additional identifying information that you want to appear with correspondence that the IRS sends you or your vendors. If you use a branch code in your company profile, Accounts Payable displays it here.

Media No. This field appears if you chose Diskette or Cartridge as your current filing method.

Enter the number that identifies to the IRS the media you are using to file the 1099 form.

5. Click Generate to produce the file.

Only vendors with a total 1099 amount greater than the minimum to report specified for the 1099/CPRS code are included in the generated file.

6. If you selected Electronic as the current filing method, follow the instructions on the IRS‐FIRE system.

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.

• Accounts Payable automatically prints a 1099 summary report that lists the contents of the generated file when you file 1099s electronically. Keep the report with your records.

Periodic Processing

Deleting Inactive Records Use the Delete Inactive Records form to remove obsolete vendor, vendor group, remit‐to location, and recurring payable records from Accounts Payable. The form removes records only if they currently have an inactive status and were set to inactive within the range of dates you specify.

User Guide 6–23




Before you start • Print reports.

• Update records.

• Assign Inactive status to all records you want to delete.

Deleting vendor records

Before you can delete a vendor record:

• Pay or settle all invoices and debit notes.

• Clear all the vendor’s 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 want. However, the Delete Inactive Records form automatically deletes the comments and statistics in the vendor records it deletes.

• Delete remit‐to locations for the vendor.

• Delete recurring payables for the vendor.

To identify inactive vendor records, print the Vendor List, selecting the Address, Profile, or Comment options.

The report shows which vendor records are inactive (on the first line for each vendor) and when their status changed.

Deleting vendor groups

To delete a vendor group, first assign its vendors to another group or delete them.

You cannot delete a vendor group to which vendors are assigned. To find out whether vendors are still assigned to the group, print the Vendor Groups report, selecting the Group Members option.

Note that when you delete a vendor group, you also delete the vendor group statistics.

Deleting remit-to locations

Before you delete inactive remit‐to locations, make sure there are no 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.)





To delete inactive records:

1. Choose the Delete Inactive Records icon from the Periodic Processing folder.

2. Select the records to delete, as follows:

Delete These Records. You can delete inactive vendors, inactive vendor groups, remit‐to locations, and inactive recurring payables.

From and To. Enter the range of codes or numbers to delete for each record type you selected, or use the Finder.

Inactive Dates. Enter a range of dates to indicate when a record must have been made inactive to delete it. Accounts Payable selects records that have a status of Inactive and a corresponding “inactive” date within the range of dates you specify.

By default, the To date is the current session date.

If you do not want to delete all the records for the same range of inactive dates, process each set of records separately.

Periodic Processing

3. Click Process to delete the inactive records.

4. Repeat these steps to select other ranges of records to delete.


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.

User Guide 6–25


Revaluing Vendor Transactions




If you use multicurrency accounting in your Accounts Payable ledger, you may want to revalue transactions at new exchange rates periodically to determine the value of payables on specific dates.

The Revaluation process revalues all outstanding multicurrency Accounts Payable documents at new exchange rates.

In Sage Accpac ERP, exchange gains and losses are treated as permanent or temporary, depending on the exchange Gain/Loss Accounting Method specified for your Sage Accpac system (in the company profile).

For additional information about the effects of the Gain/Loss Accounting Method, see “Revaluing Multicurrency Transactions” in Chapter 2.

Before you start • Post all outstanding multicurrency transactions and update currency information in Common Services.

• Determine the currencies to revalue and the rates to use.

Tip: Define the revaluation information, then use the Provisional Revaluation option to do a test run.

• Choose Posting Journals from the Processing Reports folder, and print the Provisional Revaluation Listing to list the transactions that would be created for the exchange 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.





To revalue Accounts Payable transactions:

1. Choose Revaluation from the Periodic Processing folder.

2. If you want to preview the revaluation transactions that will be created for the general ledger batch, select the Provisional Revaluation option.

If you do not select Provisional Revaluation, Accounts Payable creates the transactions for the general ledger batch.

3. Select revaluation options for each currency you want revalued.

Currency. Type the currency code for which you want to specify revaluation options, or choose it from the Finder.

The revaluation process selects only transactions that are in the specified currency.

Note: 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.

Revaluation Date. Type the date of the end of the period you want to revalue.

The revaluation process selects open transactions with posting dates that are on or before the date you specify.

Periodic Processing

User Guide 6–27




Earliest Backdated Activity Date. This field is available if you use the Recognized Gain/Loss accounting method for your Sage Accpac system, you are revaluing a period you revalued before, and there is a backdated transaction in the period. The field identifies the earliest backdated document to revalue.

If you leave this field blank, the program does not adjust the balances for the backdated transaction and associated documents. (You might want to leave the field blank, for example, if the revaluation is not for the end of a reporting period, and the change will be captured in a subsequent revaluation.)

Rate Type. Type the rate type for selecting the currency table, or select a rate type from the Finder.

The revaluation process selects transactions only from specified vendor accounts that use the selected currency.

Rate Date. Type the date to use to select the exchange rate at which to revalue transactions for the specified currency code.

Exchange Rate. Type the rate at which to revalue transactions for the specified currency code.

Optional Fields. The Optional Fields column indicates whether optional fields are assigned to the revaluation.

To check or to change the optional fields assigned to transactions for a particular currency, either double‐click in the Optional Fields column for the line or select the line, then click the Optional Fields column heading.

A separate form opens, showing any automatically inserted revaluation optional fields. You can edit the optional fields or assign different revaluation optional fields for a currency. If you delete any automatically inserted optional fields, the program reinserts them, using values from the optional field records, when you create the revaluation batch.





For more information on revaluation optional fields and the default entries used, see Chapter 2.

4. Press the Insert key on your keyboard to start a new line, or press the Tab key in the final column of the form. Repeat step 3 for every currency you want to revalue in this run.

5. Click Process to do the revaluation or the provisional revaluation.


After using • If you ran a provisional revaluation, print the Provisional Revaluation Listing. (Choose the Posting Journals icon from the Transaction Reports folder, then select Provisional Revaluation.)

If you are satisfied with the results of the provisional revaluation, run Revaluation using the same settings but without selecting the Provisional Revaluation option.

• After doing a real (not provisional) revaluation, print the Revaluation Posting Journal by choosing Posting Journals from the Transaction Reports folder.

• 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.

• Post the revaluation batch in Sage Accpac General Ledger, if you use it, or in your other general ledger.

• If you do not use Sage Accpac General Ledger:

Periodic Processing

− Make sure that the revaluation transactions are reversed in your general ledger in the next fiscal period, if you use the Realized and Unrealized Gain/Loss accounting method. (The revaluation transactions are marked as automatically reversing transactions.)

− Accounts Payable creates its general ledger transactions in a file called APGLTRAN.CSV, which can be transferred to

User Guide 6–29




another general ledger that you use. The file is in Comma Separated Values format, and is created in the same directory as your company database.

Note that all general ledger transactions are placed in the same CSV file.

Backdating Revaluations

The previous section described revaluation in the usual course of events. However, there are times when you may have to correct a period that you have already revalued. For example, you might need to:

• Insert a revaluation in a range of revalued periods (say, because you forgot to perform a revaluation at the end of a period).

• Correct a revaluation that contained an error (for example, because you used an exchange rate that materially misrepresents the financial statements).

• Backdate a multicurrency transaction to a period that you have already revalued, resulting in a different – and incorrect — exchange rate for the period.

To perform a backdated revaluation:

1. Choose Revaluation from the Periodic Processing folder.

2. In the Currency field, type the currency code for which you want to specify revaluation options, or select it using the Finder.

Note: You can revalue different currencies at the same time, but you cannot revalue the same currency for different periods at the same time.

3. In the Revaluation Date field, enter the date for the current revaluation. If this date is before the last revaluation, a message appears, warning you that the system will perform a backdated revaluation.





4. Click Close.

The Revaluation form appears as follows:

Note: The Earliest Backdated Activity Date field appears only if you use the Recognized Gain/Loss accounting method.

This field is automatically filled in with the date of the earliest backdated activity, if there is a backdated document in the period you are revaluing.

Click this button if you want to see a list of previous revaluations.

5. If there is a backdated document, but you do not want to revalue it, clear the Earliest Backdated Activity Date field.

(Click the column heading if you want to view the earliest backdated document that uses the selected currency, as well as the documents affected by the backdated transaction.)

Periodic Processing

6. Click the Optional Fields button if you need to change the optional fields for the revaluation entries for the selected currency.

7. If you want to revalue another currency, press the Insert key on your keyboard to start a new line, or press the Tab key in the

User Guide 6–31


Year-End Processing


final column of the form. Repeat steps 3 to 6 for each currency you want to revalue in this run.

8. Click Process to perform the revaluation or the provisional revaluation.


10. Create the general ledger transactions, if you use the icon to create batches for General Ledger, and then post the entries in General Ledger.

Note: If you use the Realized and Unrealized accounting method, and you are revaluing a backdated document, you must also manually revalue each subsequent revalued period.

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.

• Clear the year‐to‐date total amounts invoiced and number of invoices for recurring payables records.

• Move vendor activity statistics for the current year into the previous year, and zero the totals for the new year.

• Reset to 0 (zero) the Total Invoices Paid, Number Of Checks, and the Total Days To Pay fields in the Vendors Activity Tab of the Vendors form.



Year-End Processing


Before you start For the year you are closing:

• Create recurring payables batches.

• Post all outstanding batches.

• Print all unprinted posting journals to a file or a printer, then use the Clear History form to clear the data for the posting journals.

• Create all outstanding general ledger batches (if you do not use 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.”

We recommend that you Clear Activity Statistics and the Total Invoices Paid and Total Days To Pay totals only at the end of your fiscal year.

To do year-end processing:

1. From the A/P Periodic Processing folder, choose the Year End icon.

Periodic Processing

User Guide 6–33


Year-End Processing


2.

The option resets the batch numbers for all types of batches.

de whether it wants to reset

transactions from General Ledger.

form, and to transfer current‐year statistical information to the

ys

in

ors form and in the

Days To Pay field for vendor accounts.

tion only if you select the Clear Activity Statistics u do not also

ear the other activity statistics.

Select options:

Reset All Batch Numbers. Select this option when you want to start batch numbers at 1 again.

You can have up to 999,999,999 of each type of batch in Accounts Payable, so your company can decithe numbers.

Resetting batch numbers automatically clears posted and deleted batches. You cannot view these batches or drill down to posted

Clear Recurring Payable Amount Invoiced To Date. Use this optionto clear the amount invoiced to date displayed in your recurringpayable setup records.

Clear Activity Statistics. Use this option to enter zeros in the current‐year fields on the Vendor Activity page in the Vendors

corresponding fields for the previous year.

When you select this option, the Clear Invoices Paid And DaTo Pay Counter option appears.

Clear Invoices Paid And Days To Pay Counter. Use this option ifyou want to enter 0 (zero) in the Total Invoices Paid field andthe Number Of Checks field in the VendTotal Days To Pay fields in the Vendors and Vendor Groups forms. Do not use the option if you want to include previous‐year documents in the calculation for the Average

You see this opoption first. You cannot clear these figures if yocl



Year-End Processing


3. Click Process.


Periodic Processing

User Guide 6–35


User Guide 7–i

Apug‐7.doc, printed on 11/16/2007, at 12:27:04 PM. Last saved on 11/16/2007 12:26:00 PM.


Reports

Chapter 7 Reports

Using Personal Report Settings ..................................................7–2 Account Sets ...................................................................7–3 Aged Cash Requirements .......................................................7–4 Aged Payables .................................................................7–8 Aged Retainage ...............................................................7–13 Batch Listing..................................................................7–17 Batch Status ..................................................................7–22 Check Register ................................................................7–23 Checks .......................................................................7–24 Distribution Codes ............................................................7–25 Distribution Sets ..............................................................7–26 E‐Mail Messages ..............................................................7–26 G/L Transactions ..............................................................7–26 Letters and Labels .............................................................7–29 Optional Fields................................................................7–31 Options ......................................................................7–32 Overdue Payables .............................................................7–32 Payment Codes ...............................................................7–33 Payment Selection Codes.......................................................7–34 Posting Errors.................................................................7–34 Posting Journal................................................................7–35 Pre‐Check Register ............................................................7–39 Recurring Payables ............................................................7–40 Remit‐To Locations............................................................7–41 Revaluation Posting Journal ....................................................7–41 1099/CPRS Codes .............................................................7–43 1099/CPRS Amounts...........................................................7–43




Terms ....................................................................... 7–45 Vendor Activity Statistics...................................................... 7–46 Vendor Group List............................................................ 7–47 Vendor List .................................................................. 7–47 Vendor Period Statistics ....................................................... 7–50 Vendor Transactions .......................................................... 7–51

User Guide 7–1



Reports

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.

All Accounts Payable reports include:

Report contents • Date and time the report was printed • Report title • Company name, as entered in the company profile • Page number • Selection criteria for the report, if applicable

Report sizes and printer requirements

All the reports can print on an 8½ʺ by 11ʺ or an A4‐sized laser‐printed page depending on the options you choose in the 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.

For information about setting up or selecting printers, see the chapter on printing in the System Manager User Guide.

Using Personal Report Settings




For information about changing forms such as checks, mailing labels, and 1099/CPRS forms to fit your requirements, see the documentation that comes with Crystal Reports.

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 use Windows Explorer to choose the Forms.wri file from the /DOCS/AP5xa subfolder in the folder that contains Sage Accpac.)

A single set of reports for all supported databases

Note that Sage Accpac requires a single set of reports for all supported databases and program editions. Reports written for Pervasive.SQL databases will also work with IBM DB2, MS SQL Server, and Oracle.

Using Personal Report Settings You can save your most frequently used settings as personal defaults for the following report forms:

• Aged Cash Requirement • Aged Retainage • Vendor Transactions • Letters and Labels

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.

To save report settings:

1. On the report form, choose the settings you most commonly use.

2. From the Settings menu, click Save Settings As Defaults.

The next time you open the form, the saved settings appear.

Account Sets

User Guide 7–3



Reports

You can clear your personal settings, and use the program’s original settings at any time.

To revert to the program’s original settings:

1. On the report form, from the Settings menu, click Clear Saved Settings.

The program settings appear the 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.

Features Additional information appears on the Account Sets report if you have a multicurrency ledger:

Multicurrency information

• The currency code identifies the currency used by the vendors assigned to this account set.

• The exchange gain and loss general ledger accounts appear only if the account set uses a currency other than the functional currency. These accounts are used when you revalue or settle transactions in currencies other than your functional currency.

Unrealized gains and loss accounts are used when you revalue multicurrency transactions if you use the Realized and Unrealized Gain/Loss accounting method for your system.





The report also includes the exchange rounding account used for differences that arise during currency conversion.

Aged Cash Requirements The Aged Cash Requirements report shows the cash amounts that will be required to meet obligations as they become due, including the amount needed to pay invoices that are overdue, current, and due in each of four future periods you define. Use the report for cash flow analysis and projections.

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.


User Guide 7–5



Reports

Then, make your selections in the following fields:

Age By. You can age outstanding documents or balances by their due dates or document dates.

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 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:

• Document Date. Select this option to include documents based on their document date (regardless of the fiscal period to which you assigned them). Enter a date in the Cutoff Date field. If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.

• Posting Date. Use this method if you want to include documents based on their posting date. Enter a date in the Cutoff Date field. If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.

• Year/Period. Use this method if you want to include all transactions up to the end of a fiscal period. Make your selections in the Year/Period field.

Print Transactions In. Indicate whether to print a summary or detailed report, and whether to print the detailed version of the report with transactions ordered by document date (Detail By Document Date) or by document number (Detail By Document).

Use Aging Periods. The aging periods entered on the Options form appear, but you can assign different periods for individual reports, if you want. 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.

Select Vendors By. Specify up to four criteria to select the vendor accounts to list on the report. For the first selection criterion, choose from:

• 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) • Start Date • Vendor optional fields, if any

If you do not specify selection criteria, the report includes all vendor records.

Sort Vendors 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.


User Guide 7–7



Reports

In a single currency ledger, or in a multicurrency ledger with Print Amounts In Functional Currency selected, subtotals appear if you sort by vendor group or account set.

Show Group Subtotal. If you want to include subtotals for each sorted group, select the Show Group Subtotal option for the groups of records you are sorting by.

Contact/Phone/Credit. Select this option if you want to list the vendor’s 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.

Vendors/Transactions On Hold. Select this option to include vendors that you have placed on hold in the Vendors form, and transactions that you have placed on hold in the Control Payments form.

All Available Discounts. Select this option if you want the program to calculate amounts owing by taking advantage of all available discounts.

Applied Details. Select this option to include all the documents such as payments and credit notes that were applied to each reported invoice. If you do not select this option, the report shows only the balance owing for each outstanding document.

Fully Paid Transactions. Select this option to list documents that are fully paid, but not yet cleared from Accounts Payable.


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.

If you list transactions in the functional currency and you have performed a revaluation, the report shows the new functional amounts.

Aged Payables




Features The report can include the following information:

• The Document (Doc.) Date/Application (Appl.) Date column lists the document or application date.

• 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 on the Options form.

• Contact and credit information, if you select the Contact/ Phone/Credit option.

• Extra space between each vendor record if you select the Space For Comments option.

• If you select Vendor Group, Account Set, or a vendor optional field as the sorting criteria in a single currency ledger, or Account Set in a multicurrency ledger, an additional subtotal line appears at the bottom of your report.

The summary version of the report includes one line for each vendor number, listing the overdue and current balance in the vendor’s 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

Aged Payables

User Guide 7–9



Reports

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.


Report Type. You can age outstanding or overdue documents or balances by their due dates or document dates.

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:

• Document Date. Select this option to include documents based on their document date (regardless of the fiscal period to which you assigned them). Enter a date in the Cutoff Date field. If you

Aged Payables




enter zeros for the month, day, and year, the report includes all transactions, regardless of date.



Print Transactions In. Indicate whether to print a summary or detailed report, and whether to print the detailed version of the report by document date (Detail By Document Date) or by document number (Detail By Document).

Use Aging Periods. The aging periods entered on the Options form appear, but you can assign different periods for individual reports, if you want.



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

Aged Payables

User Guide 7–11



Reports

example, all vendors that have transactions on or before the cutoff date).


• 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).



Contact/Phone/Credit. Select this option if you want to list the vendor’s contact person and phone number, and your credit limit for the vendor.


Vendors With A Zero Balance. Select this option if you want to include all active vendors on the report, including those with a zero account balance.

Vendors/Transactions On Hold. Select this option to include vendors that you have placed on hold in the Vendors form, and transactions that you have placed on hold in the Control Payments form.

Aged Payables




Select Transaction Types. Select the types of transactions to include on the report. You can choose Invoice, Debit Note, Credit Note, Interest, Prepayment, and Payment.

Applied Details. Select this option to include all the documents such as payments and credit notes that were applied to each invoice. If you do not select this option, the report shows only the balance owing for each outstanding document.





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.

If you choose to print a summary version of the report, it includes one line for each vendor number, listing the overdue and current balance in the vendor’s account, and the balance that will come due in each of four periods.

Features The detailed report can include the following information:

• The Document Number/Applied Number/Applied Type column lists the document number and type of applied details. The type code is listed at the bottom 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 on the Options form.

Aged Retainage

User Guide 7–13



Reports

• Contract and credit information appears if you select the Contact/ Phone/Credit option.

• Applied details.

• If you select Vendor Group, Account Set, a vendor optional field, or, in a multicurrency ledger, Account Set as sorting criteria, an additional subtotal line appears at the bottom of your report.

The summary version of the report includes one line for each vendor number, listing the current balance in the vendor’s account and the balance in each of four periods.

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 outstanding retainage

For job‐related documents, each detail has its own outstanding retainage amount and its own retainage due date. Therefore, the 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.

The Overdue Retainage By Due Date report may also include an amount in the Future aging period, if a job‐related retainage amount for a document detail is due in a future period.

Aged Retainage




You can print the report in your functional currency or in the vendor currencies used in posted transactions.

To print the Aged Retainage report:

1. Choose Aged Retainage from the Transaction Reports folder.

2. Choose options for the report as follows:

Report Type. You can select:

• Aged Retainage By Due Date. This report shows all outstanding retainage amounts that are due for each aging period, including Future and Current.

• Future Retainage By Due Date. This report shows outstanding retainage amounts that will become due in future aging periods, beginning with the Age As Of date.

• Overdue Retainage By Due Date. This report shows only outstanding retainage amounts that became overdue in each aging period.

For job‐related documents, if one of the document details becomes due in a future period, the outstanding retainage amount appears in the Future period.

Aged Retainage

User Guide 7–15



Reports

Age As Of. Specify the date on which to report the retainage. The program uses this date to assign retainage to an aging period by calculating the number of days between its due date and the date entered in the Age As Of field.

Cutoff By. The report includes only those transactions or balances that have a due date before or on the cutoff date you specify.

There are two methods for selecting a cutoff date:

• Document Date. Use this method to include outstanding retainage amounts if the document dates of the original transactions were on or before a specified cutoff date.

If you select this method, enter a date in the Cutoff Date field. If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.



Print Transactions In. Indicate whether to print a summary or a detailed report, and whether to print the detailed version of the report by document date (Detail By Document Date), by due date (Detail By Retainage Due Date), or by document number (Detail By Document Number).

Use Aging Periods. The aging periods entered on the Options form appear as defaults, but you can assign different periods for individual reports, if you want.

On the Aged Retainage By Due Date report, all outstanding retainage amounts are grouped according to the dates on which they become due.

Aged Retainage




On the Overdue Retainage By Due Date reports, overdue outstanding retainage amounts are grouped according to the dates on which they became due.

On the Future Retainage By Due Date report, outstanding retainage amounts are grouped according to the future dates at which they will become due.

Select Vendors By. Specify up to four selection criteria, to indicate the vendor accounts to list on the report.

For the first selection, choose from vendor number, vendor group, and short name.

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).

If you do not specify selection criteria, the report includes amounts for all vendors that use the account type you select.

Sort Vendors 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.


The report will include subtotals (for a single currency company) or subtotals by currency (for a multicurrency company), if you select Vendor Group or Account Set as the primary sort order.


Include Taxes. Select this option to include tax information on the report.

Batch Listing

User Guide 7–17



Reports



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 Accounts Payable processing functions. The invoice batch listing includes debit notes and credit notes, as well as interest invoices.

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.

Further information about printing invoice batch listings is contained in Chapter 4. Similar information about payment and adjustment batch listings is contained in Chapter 5.

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 on 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.

Batch Listing




Choose the Batch Listing icon from the A/P Transaction Reports folder.

Make your selections for the following fields:

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.

Include Previously Printed Batches. Select this option if you want to reprint previously printed batches.

Show Schedules. If you are printing an invoice batch listing, select this option to include multiple payment schedules.

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.

Show Optional Fields. Select this option to include optional fields assigned to the transactions.

Batch Listing

User Guide 7–19



Reports

Batch Number. Select a range of batch numbers.

Batch Date. Select a range of batch creation dates.

Type. Select the type(s) of batches to include. You must select at least one of the following types to print the report:

• Entered. Batches that you enter in the Invoice Entry, Payment Entry, and Adjustment Entry forms in Accounts Payable.

• Imported. Accounts Payable batches from a remote location or a non–Sage Accpac application that you import into Accounts Payable.

• Generated. Error batches that Accounts Payable creates automatically when you post a batch that contains errors.

• Recurring. Batches of recurring invoices created using the Create Recurring Payables Batch form. (This type is available for invoice batch listings only.)

• System. Batches that you generate from the Create Payment Batch form. (This type is available for payment batch listings only.)

• External. Batches that you create in other Sage Accpac programs, then send to Accounts Payable. For example, invoice batches that you generate in Purchase Orders appear on reports and on the Batch List with an External batch type.

• Retainage. Batches that you create to clear outstanding retainage. (This type is available for invoice batch listings only if you use retainage accounting.)

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 batch entry number assigned to each transaction in the Invoice, Payment, or Adjustment Entry form. This number is a

Batch Listing




permanent part of the information stored for an entry, and appears on the posting journals and on the unconsolidated G/L Transactions report. Use this number to select an unposted transaction for editing, and to trace the history of posted transactions.

• The Type column lists the transaction type for the entry.

Invoice listings Invoice batch listings may contain the following transaction types:

CR Credit Note DB Debit Note IN Invoice IT Interest Charge

Payment listings Payment batch listings 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

Adjustment listings Adjustment batch listings contain only adjustment transactions.

• Payment terms and due date for the invoice. (Note that this information appears only on invoice batch listings.)

• If payment terms have been edited, a “T” appears, indicating that the payment terms have been edited, as noted at the end of the report.

Batch Listing

User Guide 7–21



Reports


For multicurrency ledgers, an “R” appears if the exchange rate has been edited. Note that the “R” and “T” codes appear only on invoice batch listings.

• An “E” appears on payment batch listings if an entry has been edited.

• The payment batch listing also lists the general ledger account debits and credits for adjustments entered in the batch.

• The invoice batch listing includes a summary that lists batch totals for the invoices, credit notes, debit notes, and interest charges entered, and a total for the batch.

• The payment batch listing summary page lists totals for adjustments entered in the batch, discounts taken, and payments (amounts), and a total for the batch.

• The adjustment batch listing summary page lists the total debits and credits for the batch.

The number of entries and batches printed are listed last.


Additional information appears on the batch listings if you have a multicurrency Accounts Payable ledger:

• The currency, rate type, exchange rate, and rate date for the transaction.

For payment batch listings, the report includes the currency, exchange rate, and rate date for both the bank account and the vendor.

• Each report ends with a summary by currency, listing the total amounts for each source currency in the batch.

Note that payment batches use only one currency per batch.

Batch Status




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:

• The kind of batches — Invoice Batches, Payment Batches, or Adjustment Batches.

• A range of batch numbers.

• A range of batch creation dates.

• The types of batches to include. The choices are Entered, Imported, Generated, Recurring (invoice batches only), Retainage (invoice batches only), External, and System (payment batches only). You must select at least one type to print the report.

• The statuses of batches to include. The choices are Open, Deleted, Ready To Post, Posted, and Post In Progress. When you print the report for payment batches, you can also select Check Creation In Progress. You must select at least one status to print the report.

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

User Guide 7–23



Reports

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.

Features The report lists the checks issued to vendors, in vendor number order. Miscellaneous payments are listed first. The report shows the following:

• The type of payment (PI for prepayments; PY for payments).

• A miscellaneous payment. Miscellaneous payments, which are not assigned to vendor records, are listed under “MISC,” with the name (or other information) you entered in the Remit‐To field in the Payment Entry form.

• Discounts taken or adjustments made at the time the payment was entered. You can make adjustments during payment entry only if you select the Allow Adjustments In Payment Batch option on the Options form.

• The number of the document paid by the check, followed by the payment schedule number. The payment schedule number is always 1 unless the document has a multiple payment schedule.

• Entries that were edited after creation (marked with an asterisk).

Checks




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.

Accounts Payable comes with several sample formats for checks with attached advice slips, including the following:

• APCHECK — advice only.

• APCHK01 — advice‐check‐advice forms for laser printers.

• APCHK01A — similar to ARCHK01. The check portion is ANSI‐compliant.

• APCHK02 — advice and check.

• APCHK03 — check‐advice‐advice.

• APCHK11 — check‐advice‐advice for 11‐inch check forms.

• APCHK11A — similar to ARCHK11A, is ANSI‐compliant.

• APCHK14 — check‐advice‐check‐advice for 14‐inch forms.

You can use the sample formats or change them to suit your companyʹs requirements (for example, to adapt the formats if you use separate pre‐printed check and advice forms) using Crystal Reports.

Note that two of the formats, APCHK01A and APCH11A, are ANSI‐compliant (they conform to the American National Standards Institute’s standard), so that the checks can be cleared electronically in the US and Canada.

When to print Print a check when you finish entering it, or print all the checks in a batch.

Distribution Codes

User Guide 7–25



Reports

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.

To print a batch of checks, select (highlight) the batch in the Payment Batch List form, and then click the Print/Post button. See “Printing and Posting Payment Batches,” 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:

• Information about the transaction(s) being paid by the check.

• 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 numeric check amount. It is preceded by asterisks (and the verbal check amount is followed by asterisks) to prevent alteration.

• 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.

Distribution Sets




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, distribution codes, and individual general ledger accounts 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.

Features • The number and description of the general ledger account assigned to the distribution code.

• The Distribution Percentage column contains information only when the distribution method is Fixed Percentage.

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

G/L Transactions

User Guide 7–27



Reports

from posted revaluations (in multicurrency ledgers). You can print detailed or summary versions of the report.

The level of detail for transactions on the detailed report depends on your choices on the Integration tab of the G/L Integration form. For example, if you choose Consolidate By Post. Seq., Account And Fiscal Period, the report shows a total for each general ledger account and fiscal period. If you choose Do Not Consolidate, the report shows full details for each transaction.

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 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.

If you do not use Sage Accpac General Ledger, Accounts Payable creates the general ledger batches in a CSV (Comma Separated Values) file, tailored to the Sage Accpac General Ledger format. You can send the file to a remote location that uses Sage Accpac General Ledger, or modify the information in the file to suit another general ledger program. (See Appendix B, “Importing and Exporting,” for more information.)

How to print Choose G/L Transactions from the Transaction Reports folder.

G/L Transactions





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.

Report Format. Select Detail or Summary.

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.

Multicurrency accounting

Currency. If you use multicurrency accounting, specify whether to print amounts in each source currency or in the functional currency.

Features The detailed report can include the following information:

• The batch and entry number. The entry number is assigned when the transaction is added to a batch, and is a permanent part of the record of the transaction.

• The source code assigned during posting to identify the transaction type. Accounts Payable source codes are:

AP–AD Adjustment

Letters and Labels

User Guide 7–29



Reports

AP–CR Credit Note AP–DB Debit Note AP–ED Earned Discount Taken AP–GL Gain or Loss (multicurrency ledgers) AP–IN Invoice AP–IT Interest Charge AP–PI Prepayment AP–PY Payment AP–RD Rounding

• The information in the Reference and Description columns depends on your choices on the Options form.

Letters and Labels You can print letters and mailing labels for the vendors in your Accounts Payable system. For example, you might want to send covering letters to your vendors with your payments.

Sage Accpac Accounts Payable comes with a sample covering letter and a sample mailing label form, formatted for laser printers, that you can use or change to suit your company’s requirements.

How to print Choose Letters/Labels from the Vendor Reports folder, and then select Letter or Label.

Letters and Labels




To print a test letter or sheet of labels to check the alignment of the letterhead or labels in your printer, click the Align button. You can repeat this step as often as you need to when the printing destination is Printer.

Click Print to print the letters or labels, after you make your selections in the following fields.

Run Date. This is the date that appears on the letters.

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.)

Delivery Method. You can select one of two delivery methods:

• Print Destination. Select this option to print the letters or labels to your current print destination.

• Vendor. Select this option to use the delivery method you selected for the vendor. Accounts Payable e‐mails letters to vendors for whom you have chosen E‐mail, Fax, Contact’s Fax, or Contact’s E‐mail as the delivery method.

Add messages to e-mailed letters

If you select Vendor, use the E‐Mail Message field to select the message to send with the e‐mailed letters.

Select By. Specify up to four criteria to select the vendor accounts for which to print letters or labels. For the first selection criterion, choose from:


For the remaining three selection criteria choose from the above, and:

• Account Set • Current Vendor Balance • Current Vendor Equivalent Balance (in multicurrency ledgers)

Optional Fields

User Guide 7–31



Reports

• 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

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 your payments

Tip: If you are sending letters to accompany payment checks, you 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.

Options




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 want to include optional field settings saved with each record, select the Show Settings option.

Click Print to print the report to your usual print destination.

Features The report includes the following information for each type of optional field:

• The optional field code, description, and default entry.

• Whether the code is set for automatic insertion in the type of record for which it is defined.

• If you selected the Show Settings option, the accounts to which optional field entries can be passed to General Ledger.

• If you use Project and Job Costing, whether the optional field entries can be passed to Project and Job Costing.

Options The Options report lists the options selected and other information entered on the Options form to specify how your Accounts Payable system operates.

When to print Print the report when you change options.

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.

Payment Codes

User Guide 7–33



Reports

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).

See “Aged Payables” for information about the other selection options for this report.


• Contact and credit information, if you select the Contact/ Phone/Credit option.

• Extra space between each vendor record, if you select the Space For Comments option.

• Applied details. Note that applied details appear only if you select the Include Applied Details option. If you do not select this option, the net amount owing for the invoice appears.


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.

Payment Selection Codes The Payment Selection Codes report lists the bank and currency codes, selection criteria, and exclusion criteria defined for the payment selection codes used to create payment batches in your Accounts Payable system.

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.

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:

• The type of error report to print. The choices are Invoice, Payment, and Adjustment.

Posting Journal

User Guide 7–35



Reports

• A range of posting sequences. The report lists the errors in order by the posting sequence numbers assigned to their original batches.

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.

Further information about printing invoice posting journals is contained in Chapter 4. Similar information about payment and adjustment posting journals is contained in Chapter 5.

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 journal’s status to “printed.”

Posting Journal




Then choose Posting Journals from the A/P Transaction Reports folder.

Make your selections in the following fields:

Select Posting Journal. Select the type of posting journal to print: Invoice, Payment, or Adjustment. The Invoice Posting Journal includes credit note, debit note, and interest transactions.

Multicurrency If you use multicurrency accounting, you can also select Revaluation

or Provisional Revaluation.

From Posting Sequence and To Posting Sequence. Type the lowest and highest numbers in the range of posting sequences for which you want to print journals.

A unique posting sequence number is assigned each time you post batches. These fields display the lowest and highest posting sequence numbers in your Accounts Payable system for the type of journal you select. (You use the Clear History form to clear posting sequences for the journals you have already printed.)

Reprint Previously Printed Journals. Select this option if you want to print additional copies of journals you printed before (that you have not yet cleared).

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.

Posting Journal

User Guide 7–37



Reports

Sort By. Specify the order in which to list transactions on the posting journal.

• Batch/Entry Number. Lists transactions in order by the batch and entry numbers they were assigned when you entered them.

• Vendor Number. Lists transactions in order by their vendor numbers.

• Document Date. Lists transactions in order by the dates that you entered when you created the transactions.

Payment and adjustment journals

The name of this choice varies with the type of journal you want to print.

Select Adjustment Date when you are printing adjustment posting journals.

• Document Number. Lists invoices, credit notes, debit notes, and interest charges by their document numbers.

Payment journals Select Check Number to list payment transactions by the check or payment number you entered with each transaction.

Adjustment journals

Select Adjustment Number to list adjustment transactions by the adjustment number that Accounts Payable assigns to the transactions when you create them.

The Adjustment Number option will list the transactions in the same order as sorting by batch and entry number, unless you create adjustment batches or make entries in a non‐sequential order. For example, if one person opens an adjustment batch but doesn’t enter the adjustments until after a second person has opened a second batch and entered transactions, then the transactions in the second batch would be listed first.

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

Posting Journal




general ledger batches (using the Consolidate G/L Batch option on the Options form).

• Tax information appears only on the Invoice Posting Journal, to show the total tax for each tax authority on each invoice, credit note, or debit note.

Payment journals The Payment Posting Journal includes an Adjustment and a Discount column to list any adjustments made to documents in the Payment Entry form and discounts taken when payments were applied to documents. (You can make adjustments during payment entry only if you select the Allow Adjustments In Payment Batch option on the Options form.)

Adjustment journals

The Adjustment Posting Journal includes a Debit and a Credit column to list the general ledger account number or distribution code (representing general ledger account numbers) to which each debit or credit was posted.

• The Invoice Posting Journal includes a summary that lists separate totals for invoices, debit notes, credit notes, and interest charges.

The Payment Posting Journal summary lists totals for adjustments, discounts taken, and payments.

Adjustment journals

The Adjustment Posting Journal summary lists the totals of debits and credits.

• The General Ledger Summary lists the total amounts of the transactions that were created for each general ledger account used in the posted batches. These transactions are placed in the general ledger batches Accounts Payable creates in Sage Accpac General Ledger, if you use it, or in the batches that are produced for you to transfer to another general ledger system.


If you use multicurrency accounting, the posting journals include the following additional information:

• The currency, exchange rate, and rate date for each transaction.

Pre-Check Register

User Guide 7–39



Reports

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.

• The amounts on the General Ledger Summary page are shown in their source currencies, with the corresponding equivalent amounts 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.

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.

Features The report includes:

• Codes that show why transactions are selected or why the payment amount differs from the net (current) payable:

S – The discount amount was changed for the transaction.

F – The invoice will be paid whether or not it meets the criteria set for the check run (unless the check is outside the specified range of check amounts).

Recurring Payables




D – The transaction has been included in the proposed check run because it is eligible for a discount.

• A summary of the total amount of checks that will be paid in the check run, the total amount of checks that will be withheld (because the transaction or vendor is on hold), and the total amount of checks that will not be printed because they are outside the specified range of check amounts.

• The Listing Of Payables Withheld summary. This summary page appears only if you select the Include Bypassed Payables On Register option on the Create Payment Batch form. Three additional codes explain why transactions have been withheld:

V – The vendor has been placed on hold.

H – The transaction has been placed on hold (in the Control Payments form).

P – A payment check has already been issued for the invoice, or an adjustment to the invoice has been made, but the payment or adjustment is in an unposted batch.

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.

To print schedule information on the report, select the Schedule option.

To include optional field information on the report, select the Optional Fields option.

Remit-To Locations

User Guide 7–41



Reports

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:

• Whether to include address information (address, contact name, and check language) or optional field information (if you use optional fields) for the remit‐to locations. You must select at least one of these options to print the report.

• A range of vendors.

Features The report includes the following:

• Address information.

• Optional field information, if you select the Optional Field option.

• Whether the address is designated a primary remit‐to location (on the Address tab on the Remit‐To Locations form).

Revaluation Posting Journal A Revaluation Posting Journal is the printed record of the transactions that are created for the general ledger exchange gain and loss accounts when you revalue multicurrency documents at new exchange rates. Note that the transactions created for the general ledger by a posted revaluation are reversed in the next fiscal period.

If you do a provisional revaluation, you can also print the Provisional Revaluation Listing to check the transactions that will be created when you post the revaluation. Further information about revaluing documents is contained in Chapter 6.

Revaluation Posting Journal




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 journal’s 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.

Features • The posting sequence number appears only on the Revaluation Posting Journal. It does not appear on the Provisional Revaluation Listing because no transactions are posted when you revalue provisionally.

• The transactions created in each posting sequence are grouped and totaled by account set.

• The journal includes a summary page, listing totals for each currency used in the report, the equivalent totals in the functional currency (both the original functional amount and the revalued amount), as well as the total unrealized exchange gain or loss for each currency.

• The General Ledger Summary lists the total amounts of the transactions that were created for each source currency for the general ledger accounts used in the posted batches (the Payables Control account and the exchange gain and loss accounts — or realized and unrealized exchange gain and loss accounts — depending on the accounting method you use for revaluation).

1099/CPRS Codes

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Reports

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.

You must select the Use 1099/CPRS Reporting option on 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.

Sage Accpac Accounts Payable comes with sample 1099 (AP1099.rpt) and T5018 (APCPRS.rpt) formats, designed for laser printers. The formats were valid at the time this manual was printed. If the forms change, you can change the report formats.

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.

1099/CPRS Amounts




To print a test copy of a 1099 or CPRS form to check the alignment of the forms in your printer, click the Align button. You can repeat this step as often as you need to when the printing destination is Printer.

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 want 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 necessary. This information is not used on the form supplied with Sage Accpac Accounts Payable, but you may want to include it on customized forms.

Tax Reporting. Specify whether to print 1099 forms or CPRS forms.

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.

Federal Tax Number. Enter your federal 1099/CPRS identification number.

Vendor Number. Select a range of vendor numbers.

1099/CPRS Code. Enter a range of account codes to report on.

Features The sample 1099 form includes the following information:

• Your company name, address, and identification number.

Terms

User Guide 7–45



Reports

• The vendor name, address, and identification number.

• The 1099 payments to the vendor in the calendar year.

• A summary that contains the information you need to complete Form 1096 (required when filing 1099‐MISC forms).

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.

Features • The Due Date information indicates the method used to determine the due dates for invoices assigned to the terms. You can calculate due dates using:

− Days from invoice date − End of next month − Day of next month − Days from day of next month − Due date table

• Discount Date information includes the method used to determine the discount period, whether to include tax in the base for discount calculations, and the discount percentage.

• If the terms code uses a due date table or a discount date table, the report lists the information in the table.

• For multiple payment schedule terms codes, the report shows the percentage due, the method of calculating the due date, and discount information for each payment. This information

Vendor Activity Statistics




appears only if you select the Include Multiple Payment Schedules option.

Vendor Activity Statistics The Vendor Activity Statistics report lists information about the purchases and payment history for the current year to date and previous fiscal year for the vendor records in your Accounts Payable system. Most of the information on this report is also available on the Vendor Activity page of the Vendors form.

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 vendor’s balance was last revalued (if you use a multicurrency Accounts Payable system).

How to print Choose Vendors from the Vendor Reports folder. Then select:

• Vendor Activity Statistics from the Report Type box.


• Whether to print amounts in the vendor currency or the functional currency (if you use a multicurrency Accounts Payable ledger).

• Up to four selection and sorting criteria. If you do not specify selection criteria, the report includes all vendor records. If you do not specify sorting criteria, the report orders the vendor records by vendor number. See the “Vendor List” section, later in this chapter, for information about the selection and sorting options.

Vendor Group List

User Guide 7–47



Reports

Vendor Group List The Vendor Group report lists the information entered for each vendor group in your Accounts Payable system, and the vendors assigned to each group.

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:

• Vendor Group List from the Report Type box.

• Whether to include the profile, member list, or optional fields for the vendor groups.

• A range of vendor groups.

Other vendor group report

You can also select Vendor Group Statistics to print the Vendor 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.

• The telephone number and contact person for each of the member vendors, for quick reference. This information is printed if you select Group Members.

• The optional fields, if any, defined for the group.

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.

How to print Choose Vendors from the Vendor Reports folder.

Vendor List




Then make your selections in the following fields:

Report Type. Select Vendor List.

Include. Specify whether to include the vendors’ address, profile, comments, optional fields (if you use them), or recurring payables. You must select at least one of these options to print the report.

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:


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)

Vendor List

User Guide 7–49



Reports

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)


Other vendor reports

You can also select Vendor Activity Statistics as the report type, to 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.

Features • Address information (appears if you select Include Address).

• Profile information (appears if you select Include Profile).

• Comments and dates entered in the vendor record. This information appears only if you select the Include Comments option and you have entered comments in the vendor record (that have follow‐up dates within the range specified).

• The optional fields, if any, defined for vendor records.

Vendor Period Statistics




Vendor Period Statistics The Vendor Period Statistics report lists the total amount of invoices, payments, discounts taken, discounts lost, credit and debit notes, and adjustments you have recorded for a given vendor during the period covered by the report, as well as the total number of invoices paid during that period. The information on this report is also available on the Vendor Statistics tab of the Vendors form.

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 Period Statistics from the Report Type box.


• Whether to print amounts in the vendor currency or the functional currency (if you use a multicurrency Accounts Payable system).

• Whether to include the number of documents that make up the total amount for each type of transaction listed on the report.

• The year(s) and period(s) for which you want to include transactions. The program accumulates the statistics by the type of year (fiscal or calendar) and type of period (such as monthly or quarterly) you specify on the Processing tab of the Options form.

• Up to four selection and sorting criteria.

If you do not specify selection criteria, the report includes all vendor records that have transactions for the period covered by the report.

If you do not specify sorting criteria, the report orders the vendor records by vendor number.

See the “Vendor List” section, earlier in this chapter, for information about the selection and sorting options.

Vendor Transactions

User Guide 7–51



Reports

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




Then make your selections in the following fields:

Report Type. You can order transactions by document date, by document number, or by fiscal year and period.

From Document Date 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.

From Year/Period and To. Specify the fiscal year and period range for which you want 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.



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

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.)

Vendor Transactions

User Guide 7–53



Reports


• 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



Contact/Phone/Credit. Select this option if you want to list the vendor’s contact person and phone number, and your credit limit for the vendor.


Vendors With A Zero Balance. Select this option to include accounts with a zero balance, for example, to find out which vendor accounts are dormant. Note that an account could have outstanding transactions even with a zero balance, for example, an offsetting invoice and credit note.

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.

Select Transaction Types. Select one or more transaction types to include on the report. The choices are Invoice, Debit Note, Credit Note, Interest, Prepayment, and Payment.

Vendor Transactions




Applied Details. Select this option to include all the documents such as payments and credit notes that were applied to each reported invoice. If you do not select this option, the statement shows only the balance owing for each document.



Print Amounts In. If you use multicurrency accounting, use this 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.


• The transaction type. The possible transaction types are:

CR Credit Note DB Debit Note IN Invoice IT Interest Charge PY Payment PI Prepayment

• Order number and 1099/CPRS information. If you do not enter a 1099/CPRS tax number in the record for a vendor who is subject to 1099/CPRS reporting, the total for the vendor is marked with an asterisk to indicate that the tax identification number is missing.

• The applied type. The possible applied types are:

AD Adjustment CF Applied Credit (from) CT Applied Credit (to) DF Applied Debit (from) DT Applied Debit (to) ED Earned Discount Taken PY Payment

Vendor Transactions

User Guide 7–55



Reports

PI Prepayment GL Gain or Loss (multicurrency ledgers) RD Rounding

• The number of days that the transaction is overdue on the date you print the report. This column shows your payment habits with each vendor and highlights seriously overdue transactions that may require immediate payment.

• Information that appears if you select the Contact option.

• Applied detail information appears if you select the Include Applied Detail option.


User Guide A–1

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Error M

essages

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.

Error messages identify conditions that prevent the program from proceeding. In most cases, error messages start with a phrase (a category) such as “System error” or “Incorrect procedure,” followed by a sentence that describes the problem more specifically. In some cases, the message includes suggestions for action.

For information about the steps to follow to correct an error, you should look up the error category, either in Appendix A in the System Manager User Guide, or in the list of categories that appears when you click the Help button in the error message window.

Using Online Message Help The most efficient way to look up details of an error, warning, or confirmation message is to use online help.

To look up an error message online:

1. If you receive a message while working, click the Help button.

2. Look for a topic title that is the same as the first few words in the message.

Using Online Message Help

A–2 Sage Accpac Accounts Payable

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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 don’t 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.

User Guide B–i

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Importing and Exporting

Appendix B Importing and Exporting

File Import/Export Selection.................................................... B–2 Listing the Fields You Can Import and Export ................................ B–2

Exporting from Records with Multiple Tables .................................... B–3 Import Options ............................................................... B–4 Selecting Records for Export and Import......................................... B–4 Errors During Importing ....................................................... B–4

User Guide B–1




Appendix B Importing and Exporting

This appendix describes importing and exporting in Accounts Payable.

Accounts Payable’s Import and Export commands let you transfer accounts payable data to and from non‐Sage Accpac programs, enabling you to perform tasks such as:

• Import setup information from a non‐Sage Accpac application or spreadsheet.

• Import vendor records from a non‐Sage Accpac application or spreadsheet.

• Import transaction batches from non‐Sage Accpac applications and remote Sage Accpac subledgers.

• Export accounts payable data to a spreadsheet for analysis.

• Export batches of recurring transactions for later import.

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.

File Import/Export Selection

B–2 Sage Accpac Accounts Payable



Incorrect importing can damage data

Do not import accounting data without appropriate manual accounting control and verification procedures.

Press F1 to display Help screens when using the Import or Export command.

The rest of this chapter contains tips and reminders on importing and exporting Accounts Payable data.

File Import/Export Selection The Accounts Payable Export command allows you to select portions of some records for export. For example, when you export vendor records, the File Import/Export Selection dialog box appears, allowing you to choose from four different portions of the data — Vendor Profile, Vendor Period Statistics, and Vendor Comments (the statistics item appears in the import list only if you chose the Allow Edit Of Statistics option on the Options form).

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.

Listing the Fields You Can Import and Export

Sage Accpac lets you display and print lists of the fields you can import or export from any Accounts Payable record.

Use the Display Import Fields command on the Import form to display the name, type, and length of each field in the record that you want to import. The report also indicates key fields.

Exporting from Records with Multiple Tables

User Guide B–3




Exporting from Records with Multiple Tables You select fields to export from the list that appears in the Export dialog box after you enter the path and the name of the file to which you want to export the data.

If you are exporting Accounts Payable transaction batches, recurring charges, distribution sets, payment selection criteria, or terms with payment schedules, the records are each stored in more than one database table.

The Export dialog box for invoices

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.

You can select fields once you enter the file name.

Import Options

B–4 Sage Accpac Accounts Payable



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.

Most Accounts Payable records allow all three options, except batches of invoices, payments, and adjustments, which are limited to Insert Only.

Note that when importing invoices, payments, or adjustments, you must first select the destination batch in Accounts Payable.

Selecting Records for Export

You can use the Set Criteria option to specify a range of records to export. For information on how to use this powerful selection tool, see the section, “Setting Up Criteria for Selecting Records,” in Chapter 4 of the System Manager User Guide.

You cannot select records to import

The Set Criteria option cannot be used to select records to import from an import file. All records contained in an import file must be imported at the same time.

Errors During Importing If importing stops due to errors, Accounts Payable creates a restart record that marks the point where importing stopped, identifies the error condition by task, date, time, and user (the person performing the task), and describes any action you must take.

Errors During Importing

User Guide B–5




Restart records

For information on restarting an import operation and on working with restart records, see Chapter 8, “Working with Restart Records,” in the System Manager Administrator Guide.

User Guide C–1

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A/P Security

Appendix C Accounts Payable Security

This appendix describes the Accounts Payable tasks and functions for which you can define security.

Sage Accpac uses security groups to restrict user access to data. Use Administrative Services to define security groups for Accounts 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 Database Setup to turn on security

Note that to restrict access to Sage Accpac data, you must first turn on security for the system database using Database Setup.

For information on activating security and setting up security groups, see the System Manager Administrator Guide.

With security enabled, users without security Accounts Payable assignments have no access to Accounts Payable.

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 records and print reports for Vendor Groups, Vendors, and Remit‐to Locations.

• View setup records and print setup reports.

Common Inquiry access is automatically assigned when you give any other type of permission to a security group, except for the following types:

• Import Processing • Export Processing • Transaction Optional Fields

Accounts Payable Security


C–2 Sage Accpac Accounts Payable



• Set Ready To Post (for any type of batch) • View Credit Card Information • Check Printing • Dashboard

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.

Setup Maintenance. Allows you to update and print setup choices and records in Options, Account Sets, 1099/CPRS Codes, Distribution Codes, Distribution Sets, Terms, G/L Integration, Payment Codes, E‐mail Messages, and Optional Fields. You can also convert Sage Accpac Plus records using Sage Accpac Plus A/P Conversion.

Control Payments. Allows you to process payment controls.

Vendor Maintenance. Allows you to update records in Vendor Groups, Vendors, Remit‐To Locations, and 1099/CPRS amounts (if the option Allow Edit of 1099/CPRS Amounts is selected in the Options form).

It also lets you add or delete optional fields for vendor groups, vendors, and remit‐to locations.

Invoice Batch Inquiry. Allows you to view and print transactions in Invoice Batch List and Invoice Entry, and it lets you view and print records in Recurring Payables.

It lets you view records in the 1099/CPRS Amounts forms, and it lets you view invoice records in the Vendor Activity form.

It also lets you print transaction reports for invoices from the Batch Listing, Batch Status, Posting Journals and Posting Errors, and G/L Transactions forms.

You can also use the 1099 Electronic Filing form.


User Guide C–3



A/P Security

Invoice Batch Entry. Allows the same access as Invoice Batch Inquiry.

In addition, it lets you:

• Create, edit, and delete transactions in the Invoice Batch List and Invoice Entry forms.

• Create, edit, and delete records in the Recurring Payables setup form, and create batches of recurring payable invoices using Create Recurring Payable Batch.

• Create batches of retainage documents using the Create Retainage Batch form.

If you also have Payment Entry authorization, you can enter prepayments in Invoice Entry.

If you have Set Invoice Batch Ready To Post authorization, also, you can set batches ready to post in the Invoice Batch List form.

Invoice Batch Posting. Allows the same access as Invoice Batch Inquiry. In addition, you can post invoice batches in Invoice Batch List and Post 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.

If you have Set Invoice Batch Ready To Post authorization, also, you can set batches ready to post in the Invoice Batch List form.

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.

Payment Batch Inquiry. Allows you to view and print transactions using Payment Batch List, Payment Entry, Payment Inquiry, and Check Register.





With this assignment, you can view payment records in Vendor Activity, and you can print transaction reports for payments using the Batch Listing, Batch Status, Posting Journals, Posting Errors, and G/L Transactions forms.


Payment Batch Entry. Allows the same access as Payment Inquiry.

You can also:

• Create, edit, and delete transactions in the Payment Batch List and Payment Entry forms.

• Create payment batches automatically using the Create Payment Batch form.

• Create, edit, and delete payment selection codes.

In addition, you can print transaction reports for payments in Batch Listing, Batch Status, Check Register, and G/L Transactions.

If you have Set Payment Batch Ready To Post authorization, also, you can set batches ready to post in Payment Batch List.

Payment Batch Posting. Allows the same access as Payment Inquiry. In addition, you can post payment batches in Payment Batch List and Post Batches.

This assignment also lets you send payment transactions to the general ledger automatically, but only if the option to Create G/L Batches During Posting is selected in the Options form.

If you have Set Payment Batch Ready To Post authorization, also, you can set batches ready to post in Payment Batch List.

Note: You cannot set a payment batch Ready To Post if it contains unprinted checks. You require Check Printing authorization to print the checks.


User Guide C–5



A/P Security

Set Payment Batch Ready To Post. Allows you to set payment batches ready to post.

You must also have Payment Batch Entry or Payment Batch Posting authorization to set a payment batch ready to post.

Adjustment Batch Inquiry. Allows you to view transactions and print reports in Adjustment Batch List and Adjustment Entry.

You can also print transaction reports for adjustments in Batch Listing, Batch Status, Posting Journals, Posting Errors, and G/L Transactions.


Adjustment Batch Entry. Allows the same access as Adjustment Inquiry. You can also create, edit, and delete transactions in the Adjustment Batch List and Adjustment Entry forms.

If you have Set Adjustment Batch Ready To Post authorization, also, you can set batches ready to post in Adjustment Batch List.

Adjustment Batch Posting. Allows the same access as Adjustment Inquiry. You can also post adjustment batches using Adjustment Batch List and Post Batches.

This assignment also allows you to 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.


If you have Set Adjustment Batch Ready To Post authorization, also, you can set batches ready to post in Adjustment Batch List.

Set Adjustment Batch Ready To Post. Allows you to set adjustment batches ready to post.

You must also have Adjustment Batch Entry or Adjustment Batch Posting authorization to set an adjustment batch ready to post.





View Credit Card Information. Allows you to view your company’s credit card number. You must also have Payment Batch Inquiry, Payment Batch Entry, or Payment Batch Posting authorization.

If you have only Payment Batch Inquiry, Payment Batch Entry, or Payment Batch Posting authorization, you cannot see all of the credit card digits on the following forms:

• A/P Payment Entry • A/P Payment Inquiry

Check Printing. Allows you to print checks from Payment Entry and the Payment Batch List.

You also require Payment Inquiry, Payment Entry, or Payment Posting authorization to print checks.

Vendor Analysis. Allows you to view vendor information in Vendor Activity. You can also use the 1099 Electronic Filing form.

You can also print Vendor Transactions, Aged Payables, Aged Cash Requirements, Aged Retainage, 1099/CPRS Amounts, and Letters/Labels.

Clear History / Records / Stats. Allows you to do periodic processing in Clear History, Clear Statistics, and Delete Inactive Records forms. It also lets you view vendor and setup records, and it lets you print vendor and setup reports.

Period End Maintenance. Allows you to do periodic processing in Create G/L Batch and Revaluation, and to print revaluation transactions using Posting Journals and G/L Transactions.

Year End Maintenance. Allows you to do periodic processing in Year End.

Import Processing. Allows you to import records using the File menu. You must also assign update rights for the types of records you want to import. For example, to allow the importing of vendor records, you must assign both Import Processing and Vendor Maintenance rights.


User Guide C–7



A/P Security

Export Processing. Allows you to export setup, vendor, and transaction records, using the File menu. You must also assign inquiry rights for the types of records you want to export. For example, to allow the exporting of payment records, you must assign both Export Processing and Payment Inquiry rights.

Transaction History Inquiry. Allows you to view vendor information in Vendor Activity and the inquiry forms. It also lets you use the 1099 Electronic Filing form.

Transaction Optional Fields. Allows you to add or delete optional fields in Invoice Entry, Payment Entry, Adjustment Entry, and other Accounts Payable functions that create transactions automatically.

Dashboard. Allows you to view the Payables Management Dashboard page.

User Guide D–i

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Technical Inform

ation

Appendix D Technical Information

Creating Macros for Accounts Payable .......................................... D–1 Running Visual Basic Macros in Accounts Payable............................ D–1

Multiuser Considerations ...................................................... D–2 Global Locks .............................................................. D–2 Single‐User Processes ...................................................... D–3 Passive Concurrency (Multiuser Data Protection) ............................. D–4 Interaction with Bank Services .............................................. D–5

User Guide D–1



Technical Inform

ation

Appendix D Technical Information

This appendix provides information for macro developers and for administrators of multiuser environments.

Creating Macros for Accounts Payable The easiest way to write a macro is to record one first, performing the tasks that you want the macro to perform. Then edit the macro, adding the special features you need.

For information on how to record macros and write the code to add 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.)

For information about fields used in Sage Accpac views, choose U.I. Info from the Sage Accpac Tools menu, on the Windows Start menu, or choose AccpacInfo.exe from the Runtime folder (in either the Sage Accpac folder or the ACCPAC program folder, depending on where you installed the program). Sage Accpac must be running to use U.I. Info.

Running Visual Basic Macros in Accounts Payable

Sage Accpac System Manager provides full support for Microsoft Visual Basic for Applications (VBA), allowing Accounts Payable to integrate smoothly with Microsoft’s entire Office suite.

Multiuser Considerations

D–2 Sage Accpac Accounts Payable



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 detailed information on creating Visual Basic macros for use with your Sage Accpac data.

Multiuser Considerations Sage Accpac uses three record access methods to protect data in a multiuser environment:

• Global Locks. While you run a globally locked process, no other process can be run on the system.

• Single-User Processes. While you run any one of the processes in this group, no other process in the group can be run. However, users may work in other Accounts Payable forms not included in the group.

• Passive Concurrency (Multiuser Data Protection). You can run any of these processes while others are using them, but Accounts Payable protects the data by preventing more than one user from making changes to the same record at the same time.

Apart from these record access methods, some batch‐related functions have additional restrictions. You cannot generate, import into, delete, or post a batch that another user is working with. You can, however, edit a batch that another user is editing.

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


User Guide D–3



Technical Inform

ation

If other users are working in Accounts Payable or if you have other Accounts Payable forms open while you attempt to run any of these processes, you see a message similar to the following:

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:

• Contact Name (Company Options tab) • Telephone (Company Options tab) • Fax Number (Company Options tab)

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.

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

• Create G/L Batch

• Create Retainage Batch


D–4 Sage Accpac Accounts Payable



• Create Recurring Payables Batch

• Generate System Batch

• Reverse Checks (Bank Services)

• Control Payments

• Print Checks

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.

Passive Concurrency (Multiuser Data Protection)

Apart from the restrictions listed in the previous two categories, all other processes and functions in Accounts Receivable use passive concurrency.

Passive concurrency protects data integrity in a multiuser environment by letting you save changes to a record only if the record has not changed since you selected it.

To allow efficient data entry, Accounts Receivable does not lock records in advance. Rather, it prevents two workstations from saving changes to the same record at the same time. If two users are editing the same entry, for example, the first one to click the Save button succeeds in updating the file. The second user receives an error message when attempting to save, and will have to re‐do their work in that entry.


User Guide D–5



Technical Inform

ation

For a more detailed example of how passive concurrency works, see “Multiuser Data Protection” in Chapter 3 of the System Manager Administrator Guide.

Interaction with Bank Services

Accounts Payable can send full check details to Bank Services at any time. If you send check information to Bank Services while someone else is performing reconciliation, the new details appear as soon as the person performing the reconciliation closes and re‐opens the Reconcile Statements form, or switches to another bank record and then switches back.

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.

Finally, if someone is working in Accounts Payable when you attempt to post a bank reconciliation containing Accounts Payable checks for clearing, you will not be able to complete the transaction until the person exits the system.

User Guide Index–1

Apug‐inx.doc, printed on 1/29/2008, at 6:27:37 PM. Last saved on 1/29/2008 6:27:00 PM.


Index Index

Index

1

1099 Electronic Filing, 6–19 1099 summary report, 6–23 1099/CPRS amounts, 7–43

and retainage accounting, 2–110 defined, 6–3 selecting a form, 7–44

1099/CPRS codes adding, 3–45 after editing, 3–46 credit note entry, 2–19 debit note entry, 2–19 deleting, 3–46 editing, 3–45 importing and exporting, 3–67 invoice entry, 2–19 maintaining, 3–45 setting up

See: Getting Started guide 1099/CPRS Codes form

using, 3–45 1099/CPRS Codes report, 7–42 1099/CPRS information

on Vendor Transactions report, 7–54 1099/CPRS Reporting

See: Getting Started guide

A

A/P options changing, 3–32 importing and exporting, 3–67

A/R item number

and job‐related details, 4–13, 4‐14 Account sets

adding, 3–43 after changing, 3–45 credit note entry, 2–19 debit note entry, 2–19 deleting, 3–44 editing, 3–43 effects of change, 3–44 importing and exporting, 3–67 invoice entry, 2–19 maintaining, 3–42 setting up

See: Getting Started guide Account Sets form, using, 3–42 Account Sets report, 7–3 Accounts Payable, integration

with General Ledger, 2–128 with other programs, 2–128 with Project and Job Costing, 2–130

Accounts Payable batches, creating, 2–4 Accounts Payable manuals, 1–1, 1–2 Accounts Payable options, changing

document numbering options, 3–37 G/L Integration options, 3–39 retainage options, 3–38 See also: Getting Started guide

Accounts Payable processing cycle, 2–3 Accounts Payable tutorial

See: Sage Accpac Workbook Accumulating vendor statistics

See: Getting Started guide Activation date for prepayments, 2–69

Index–2 Sage Accpac Accounts Payable



Activity statistics move to previous year, 6–32 Vendor report, 7–45

Adding adjustments, 5–78 apply‐document transactions, 5–25 miscellaneous payments, 5–33 payment codes

See: Getting Started manual payment controls, 5–54 payment selection codes, 3–60, 3–62 payments, 5–9 prepayments, 5–18

Address information, including on Remit‐To Locations report, 7–40 on Vendor List report, 7–47

Adjustment batches Batch Listing, 7–17 overview, 2–44

Adjustment Entry adding adjustments, 5–78 adjusting job‐related details, 5–81 assigning optional fields, 5–81 creating batches, 5–77 editing adjustments, 5–78 fields, 2–45 icon, 5–2 optional fields (overview), 2–50 Select Detail button, 2–46 using the form, 5–76

Adjustment Posting Journal, 7–34 Adjustments, 2–42

adding, 5–78 allowing in payment batches

See: Getting Started guide and discounts, 5–81 and retainage, 5–81 applying receivables against payables,

2–49 Bank Services not affected, 2–49 checks, 2–43

correcting amounts, 2–48

correcting distributions, 2–47 creating a batch, 5–77 editing, 5–78 examples, 2–47 fields, 2–45 G/L transactions, 2–17 importing and exporting, 5–92 in payment batches, 2–42, 2–43, 5–48 job‐related details

miscellaneous adjustments, 5–50 listing batches, 5–83 multicurrency, 2–113 optional fields, 2–50 posting batches, 5–86 printing posting journals, 5–89 revaluing, 2–115

Advance credit overview, 2–70 processing, 5–31

Advices printing for checks, 2–98, 5–71

Aged Cash Requirements form defined, 6–4 report, 2–124, 7–4

Aged Payables form, 2–123 defined, 6–3 report, 7–8

Aged Retainage report, 7–13 Aging periods

on Aged Cash Requirements report, 7–5 on Aged Payables report, 7–10 on Aged Retainage report, 7–15

Aligning forms 1099/CPRS forms, 7–43 checks, 7–24 letters and labels, 7–29

Allow Adjustments In Payment Batches option, 2–137 See also: Getting Started guide

Allow Edit of 1099/CPRS Amounts, 3–35 Allow Edit of External Batches, 3–33 Allow Edit of Imported Batches, 3–33




Index

Analytical reports, 2–122 APGLTRAN.CSV

G/L transactions file, 2–14, 2–129, 6–13, 6–29

Applied types on Vendor Transactions report, 7–54

Apply document transactions adding, 5–25 applying to invoices on hold, 5–31 description, 5–9 in Payment Entry, 5‐25 job‐related documents, 2–134

Apply method applying partial payments to job‐related

invoices, 5–405–14 Apply to

credit note entry, 2–19 debit note entry, 2–19

Audit reports check register, 2–72 payment batch listings, 2–72

B

Backdated revaluation performing (steps), 6–30

Bank statements, reconciling, 2–112 Base for discount, adjusting using Control

Payments, 2–82 Batch information

editing for payments, 2–53 Batch Information form, 2–8

for adjustments, 5‐78 for payments, 2‐53, 4‐6

Batch Listing report, 7–17 including detail taxes, 4–41 including job details, 4–41 including optional fields, 4–42 including payment schedules, 4–41 Payment Entry, 2–72 Show Job Details option, 7–18

Show Optional fields option, 7–18 Show Tax Details option, 7–18

Batch numbers reset, 6–32

Batch processing cycle, 2–3 Batch status

adjustments, 5–90 credit notes, 4–48 debit notes, 4–48 displaying, 2–10, 2–114 invoices, 4–48 list of batch types, 5–91 list of statuses, 5–92 on Batch Listing reports, 7–19 on Batch Status report, 7–22 payments, 5–90 printing report, 2–9, 2–10, 2–114

Batch Status report, 7–21 Batch types

adjustments and payments, 5–91 on Batch Listing reports, 7–19 on Batch Status report, 7–22 on G/L Transactions report, 7–27

Batches adjustment, 2–5, 2–42

overview, 2–44 Allow Edit of Imported Batches, 2–6 Allow Edit of System Generated

Batches, 2–6 audit trail reports, 2–14 batch numbers, 2–6 batch status, 2–9 correcting errors, 4–45, 5–88 creating, 2–4 creating adjustments, 5–77 creating G/L, 6–13 creating payments, 5–58 defined, 2–3 deleting, 2–8 editing, 2–7 entry numbers, 2–6 exporting adjustments, 5–92




Batches (Continued) exporting payments, 5–92 external, 2–10 force listing, 2–9 General Ledger entries, 2–14 generated, 2–10 importing, 2–8

adjustments, 5–92 and exporting, 4–51 cash transactions, 2–101 payment transactions, 2–102, 5–92

invoice, 2–5 invoice posting, 4–43 invoice posting journal, 4–45 listing, 2–9, 4–20, 4–40 numbering recurring payable batches,

2–40 payment, 2–5 posting, 2–10, 2–12, 5–86 posting error batches, 2–11 posting journals, 2–14 posting sequence numbers, 2–11 recurring, 2–10 retainage, 2–10 tracking, 2–9

C

Calculate Taxes button, 4–16, 4–30 Calculating discounts

on invoices, 2–34 Calculating taxes

credit note entry, 2–26, 2–27, 4–20, 4–21 debit note entry, 2–26, 2–27, 4–20, 4–21 invoice entry, 2–26, 2–27, 4–20, 4–21 on retainage, 2–109 separately expensed taxes, 4–28 tax expense account, 2–28 tax recoverable account, 2–28, 4–28

Calculator, in Invoice Entry See: Sage Accpac Workbook

Cash batches entering sales to one‐time vendors,

2‐102 importing, 2–101

Cash invoice overview, 2–66 statistics, 2–67

Cash return overview, 2–66 statistics, 2–67

Cash transactions sample posted transactions, 2–16, 2–17

Changing invoice distributions, 4–29 Changing options, 3–32 Changing tax distribution amounts on

invoices, 4–30 Chapters in the User Guide, 1–1 Check printing, 7–23

security authorization, C–6 Check language, 2–72 Check Register report, 2–72, 2–73, 7–22 Check stock, 2–99

See also: Tax and Bank Services User Guide Checks

adding, 5–9 miscellaneous payments, 5–33 prepayments, 5–18

correcting errors, 2–112 with adjustments, 2–48

deleting, 2–8 printing

advices only, 2–99 from Payment Batch List, 2–91 from Payment Entry, 2–89 from the program, 2–89

returned, 2–113 voiding checks, 2–95

Checks Status report See: Tax and Bank Services User Guide

Choosing Accounts Payable options See: Getting Started guide




Index

Choosing vendor options See: Getting Started guide

Clear History form defined, 6–2 using, 6–6

Clear Statistics form defined, 6–2 using, 6–7

Clearing fully paid documents, 6–6 period statistics

for vendor groups, 6–7 for vendors, 6–7

printed posting journals, 6–6 vendor 1099/CPRS summary, 6–6 vendor comments, 6–6

Comments clearing, 6–6 including on Vendor List, 7–47

Company information See: Getting Started guide

Company options changing, 3–33

Control Payments form Forced status, 5–55 Normal status, 5–55 On Hold status, 5–54 using, 5–54

Controlling payments, 2–81 multiple transactions, 2–85

Correcting checks with adjustments, 2–48 distributions with adjustments, 2–47 errors in checks, 2–112

Covering letter See: Letter, 7–28

CPRS codes adding, 3–45 after editing, 3–46 deleting, 3–46 editing, 3–45 importing and exporting, 3–67

maintaining, 3–45 setting up

See: Getting Started guide CPRS information

on Vendor Transactions report, 7–54 CPRS Reporting

See: Getting Started guide Create G/L Batch form

defined, 6–2 using, 6–13

Create Payment Batch form overview, 2–51 using, 5–58

Create Recurring Payable Batch form Method option, 2–40 overview, 2–39

Create Retainage Batch form, 6–15 defined, 6–3 processing retainage automatically,

2‐107 Creating an Accounts Payable ledger

See: Getting Started guide Creating batches, 2–4

adjustment batches, 5–77 G/L batches, 6–13 invoice batches, 4‐5 payment batches, 2–74, 5–6 recurring payable batches, 2–39, 6–4 retainage batches, 2‐107, 6–15

Creating payment batches effect of payment limit, 2–85 generating payment batches, 2–74 optional fields, 2–87 overview, 2–51 Pre‐Check Register, 2–76 printing checks, 2–89

Credit notes adding, 4–7 applying job‐related credit notes, 2–134 batch status, 4–48 changing distributions, 4–29 changing tax settings, 4–27




Credit notes (Continued) creating a new batch, 4–5 creating retainage credit notes

automatically, 6–15 distributing, 2–31 editing exchange rates, 4–35 entering, 4–3 entry number, 2–19 exchange gain or loss, 4–35 forced and on hold status, 2–86 G/L transactions, 2–15 header information, 2–19 importing and exporting, 4–51 job‐related fields (overview), 2–131 overview, 2–19 posting, 4–43 posting journal, 4–45 tax entry and calculation, 4–21

Credit, advance issuing for returned goods, 2–70 processing in Payment Entry, 5–31

CSV file for G/L transactions, 6–13

Currency, specifying for a payment batch, 2–53 Tax Reporting currency for a

miscellaneous payment, 5–38 Current balances, setting up

See: Getting Started guide Customized fields

Adjustment Entry, 2–50 Invoice Entry, 2–37 Payment Entry, 2–70

Cutoff date Aged Cash Requirements, 7–5 Aged Payables, 7–9 Aged Retainage, 7–14

D

Dashboard security authorization, C–7

Date, last invoice posted recurring payable, 2–41

Days to Pay field reset, 6–32

Debit notes adding, 4–7 applying job‐related debit notes, 2–134 batch status, 4–48 changing invoice distributions, 4–29 changing tax settings, 4–27 creating a new batch, 4–5 creating retainage debit notes

automatically, 6–15 distributing, 2–31 editing exchange rates, 4–35 entering, 4–3 entry number, 2–19 exchange gain or loss, 4–35 G/L transactions, 2–16 header information, 2–19 importing and exporting, 4–51 job‐related fields (overview), 2–131 overview, 2–19 posting, 4–43 posting journal, 4–45 tax entry and calculation, 4–21

Default 1099/CPRS Amount, 3–36 Default bank code

See: Getting Started guide Default Bank Rate Type

See: System Manager User Guide Default Detail Tax Class To 1, 3–36 Default Payment Code option, selecting, 3‐36 Default Posting Date option, selecting, 3–35,

3–36 Default Transaction Type, 3–36 Defining aging periods

See: Getting Started guide Delete Inactive Records form

defined, 6–2 using, 6–23




Index

Deleting batches, 2–8 checks, 2–8, 2–66, 2–98 e‐mail messages, 3–60 old records, 6–6 optional fields, 3–65 payment codes, 3–58 payment selection codes, 3–60, 3–63 recurring‐payable records, 3–21

Derive Rates button, for tax reporting, 4–24 Detail taxes, including on invoice batch

listings, 7–18 Discount, calculated for payment type

manual check, 2–65 Discount

date, purpose, 2–35 date and percent, changing, 2–82 status for an invoice detail, 2–35

Discounts adjustments, and retainage, 5–81 entering for a cash invoice, 2–67 manually adjusting for an invoice, 4–19

Displaying remit‐to locations, 3–28 Distribute Taxes button, 4–30 Distributing invoice amounts, 2–31 Distributing tax amounts, 2–31 Distribution codes

adding, 3–48 after changing, 3–50 deleting, 3–49 editing, 3–48 effects of changes, 3–49 importing and exporting, 3–67 maintaining, 3–47 setting up

See: Getting Started guide using, 2–31

Distribution Codes form using, 3–47

Distribution Codes report, 7–25 Distribution sets

adding, 3–51

after changing, 3–53 deleting, 3–53 editing, 3–52 effects of changes, 3–52 importing and exporting, 3–67 maintaining, 3–50 setting up

See: Getting Started guide using, 2–31

Distribution Sets form using, 3–50

Distribution Sets report, 7–25 Distributions

correcting with adjustments, 2–47 Document date

accumulating statistics, 2–19 credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19

Document description credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19

Document numbers assigning to recurring payables, 2–40 changing numbering options, 3–37 credit note entry, 2–19 debit note entry, 2–19 effects of deleting recurring payable

batches, 2–41 invoice entry, 2–19 retainage, 6–16

Document, original defined, 2–103

Document status, in Control Payments Forced, 5–55 Normal, 5–55 On Hold, 5–54

Document total credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19




Document type credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19 Payment Entry form, 2–54, 5–8

Drilldown from Vendor Activity Payments, 3–28 from Vendor Activity Transactions, 3–26

Due date, changing, 2–82

E

Editing adjustments, 5–78 checks, 2‐66 e‐mail messages, 3–59 exchange rates for payments, 5–51 Optional Fields, 3–65 payment codes, 3–58 payment selection codes, 3–60, 3–63 payments, 5–8 recurring‐payable records, 3–20

E‐mail messages deleting, 3–60 editing, 3–59 maintaining, 3–59

E‐mail Messages form using, 3–59

E‐mail Messages report, 7–26 End‐of‐year processing, 6–32 Entering

credit notes, 4–3 debit notes, 4–3 interest invoices, 4–3 invoices, 4–3 payments, creating a new batch, 5–6 prepayments with invoices, 4–36

Error messages, Appendix A Error report, 7–34 Errors, correcting journal entry, 4–45, 5–88

European Economic and Monetary Union (EMU), 2–8, 2–33

Exchange gains and losses effect of Gain/Loss Accounting Method

option, 2–115, 6–26 G/L transactions, 2–17 on credit notes, 4–35 on debit notes, 4–35

Exchange rates between EMU member vendors, 4–35 editing documents, 4–35 on invoices, 2–36 specifying the bank rate for a batch, 2‐59

Exporting data, Appendix B adjustments, 5–92 exporting from records with multiple

tables, B–3 file import/export selection, B–2 invoice batches, 4–51 payments, 5–92 record information, 3–67 sample data, B–1 specifying a range using the Set Criteria

option, B–4

F

Fields, optional, 2–37, 2–50, 2–70 Finder, using criteria

See: Sage Accpac Workbook Fiscal year and period

credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19

Fiscal year end year‐end processing form, 6–32

Force Listing of All Batches option, 2–9 See also: Getting Started guide

Forced status in the Control Payments form, 5–55




Index

Forced transactions credit notes and prepayments, 2–86 on Pre‐Check Register, 2–79

G

G/L batches, creating, 6–13 G/L Integration options

changing, 3–39 consolidate G/L batches, 3–41 create G/L transactions, 3–40

G/L Source Codes , specifying, 3–40 G/L transactions, creating, 6–13

from posted recurring payables, 2–42 invoice and tax amounts, 2–31

G/L Transactions form defined, 6–4

G/L Transactions report, 7–26 G/L transactions summary

including on Check Register, 7–23 Gain/Loss Accounting Method

effect of, 2–115, 6–26 on backdated documents, 2‐116

Realized and Unrealized Gain/Loss option, 2–115

Recognized Gain or Loss option, 2–115 General ledger accounts

distributing miscellaneous payments in Payment Entry, 5–38

posting to, 2–15, 2–16, 2–17, 2‐18 General Ledger batch types

See: Getting Started guide General Ledger, integration with Accounts

Payable, 2‐128, 3–39 changing options, 3–39 See also: Getting Started guide

General ledger transactions, 6‐13 created from posted recurring payables,

2–42 invoice and tax amounts, 2–31

Generating payment batches create payment batch form, 5–58 overview, 2–74

Group list report, 7–46 Group members

on Vendor Group report, 7–46 Group profile

on Vendor Group report, 7–46 Group Statistics report, 7–46

H

History, clearing, 6–6 History button

payment entry form, 5–47 Hold

entering transactions for on‐hold vendors, 2–71

I

Icons adjustment entry, 5–2 for maintaining vendor and setup

records, 3–2 for processing invoices, credit notes, and

debit notes, 4–2 payment entry, 5–2 periodic processing, 6–1

Importing batches, 2–8 invoice batches, 4–51

Terms Override field, 4–51 payments, 2–101, 2–102, 5–92

Importing records, 3–67 Importing data, Appendix B

cannot select records while, B–4 import options, B–4

Inactive records deleting, 6–23




Inactive vendors entering transactions for, 2–71

Include Pending Transactions effect, during payment entry, 2–65, 5–29

Integrating Accounts Payable with other applications, 2–128 with Project and Job Costing, 2–130

Integration options changing G/L integration options, 3–39

Interest charges adding, 4–3, 4–7 changing tax settings, 4–27 creating a new batch, 4–5 tax entry and calculation, 4–21

Invoice Batch Listing, 7–17 Invoice detail optional fields

assigning to a document detail, 4–14 Invoice Entry

billing type, 2–132 Calculate Taxes button, 4–16 choosing options for, 4–4 defining optional fields for, 4–4 entry number, 2–19 header information, 2–19 icon, 4–2 invoice detail optional fields, assigning,

2–38 job details type, 2–131 Job Related option, 4–10 On Hold status, 2–24 optional fields, 2–37, 4–32, 4–34 overview, 2–19

job‐related documents, 2–130 Quick Mode, 2–19 retainage, 4–17

Retainage option, 2–104, 4–10 tax entry method, 4–15 using Quick Mode, 4–7

Invoice Entry form using, 4–3

Invoice error posting journal, 4–47 Invoice Posting Journal, 4–45, 7–34

Invoices account distributions, 2–22 adding, 4–7 batch status, 4–48 calculating discounts, 2–34 changing distributions, 4–29 changing tax distribution amounts, 4–30 changing tax settings, 4–27 creating a new batch, 4–5 creating retainage invoices

automatically, 6–15 details

discount status, 2–35 distributing, 2–31

invoice amounts, 2–24 tax, 2–24

editing, 2–23 editing exchange rates, 4–35 entering, 4–3 entering tax‐only invoices, 4–28 exchange rates, 2–23, 2–36 G/L transactions, 2–15 importing and exporting, 4–51 job‐related fields (overview), 2–131 multicurrency, 2–113 multiple payment schedules, 4–30 optional fields, 2–22

assigning to details, 4–34 assigning to documents, 4–32

payment schedules, 2–22 posting, 4–43 posting date, 2–20 posting errors report, 4–47 posting journal, 4–45 revaluing, 2–115 tax distributions, 2–22 tax entry and calculation, 4–21 tax information, 2–21 tax reporting amount

using the Derive Rates button, 2–31 See also: Recurring payables




Index

Invoicing choosing options, 4–4 defining optional fields for, 4–4

IRS, filing 1099 forms electronically, 6–19

J

Job details including on batch listings, 7–18 viewing using Vendor Activity form,

3‐26 Job Related option

for invoices, 2–130, 4–10 Job‐related documents

adjusting, 5–81 applying credit note and debit notes,

2‐134 entering

A/R item number, 4–13, 4–14 retainage for details, 4–14 unit of measure, 4–13, 4–14

in Invoice Entry, 2–130, 4‐10 processing (overview), 2–130 to 2–140 tax on retainage

as committed cost in PJC, 2–110, 2‐135

specifying an apply method for a payment, 5–40

Jobs button in Payment Entry, 5–16, 5–29

Journal entries, 2–14 to adjust original documents, 2–106 to clear outstanding retainage, 2–107 to record retainage (holdbacks) taken,

2‐105 Journals

invoice posting, 4–45 posting, 5–89 See: Posting journal, 7–34

L

Labels printing, 7–28

after checks, 2–98 sample, 7–28 selecting form for, 7–29

Language for checks, 2–72 Last recurring payable date, updating, 2–41 Letters

printing, 7–28 after checks, 2–98

sample, 7–28 selecting form for, 7–29

Listing batches, 2–9, 4–20, 4–40 adjustments, 5–83 payments, 5–83

Listing of payables withheld, 2–79

M

Macros, technical information for, D–1 Mailing label

See: Label, 7–28 Maintaining

1099/CPRS codes, 3–45 account sets, 3–42 distribution codes, 3–47 distribution sets, 3–50 e‐mail message records, 3–59 optional field records, 3–64 payment code records, 3–57 recurring‐payable records, 3–18 remit‐to locations, 3–15 terms codes, 3–53 vendor group records, 3–5 vendor records, 3–9

Manual checks, defined, 2–51 Member list

including on Vendor Group report, 7–46




Messages, error, Appendix A Method option, for recurring payables, 2–40 Miscellaneous Adjustment Entry

Select Detail button, 2–137 selecting job related details, 5–50 using to adjust job‐related documents,

2–137 Miscellaneous payments

adding, 5–33 and optional fields, 2–67 and payment terms, 2–67 and retainage, 2–67 description, 5–9 distributing to general ledger accounts,

5–38 entering discounts for a cash invoice,

2–67 entering for existing vendor, 2–66 G/L transactions, 2–16 job related, 2–67 reversing, 2–67

Monthly invoices See: Recurring payables

Monthly payables See: Recurring payables

Multicurrency accounting overview See: Getting Started guide

Multicurrency transactions, 2–113 prepayments, 2–69 revaluing, 2–115

Multiple payment schedules including

on Invoice Batch Listing, 7–18 on invoices, 4–30 on Terms report, 7–44

recalculated when importing, 4–51 Multiuser information, D–1toD–5

global locks, D–2 interaction with Bank Services, D–5 multiuser data protection, D–2, D–4 single‐user processes, D–2, D–3

N

Negative detail lines for miscellaneous payments, 2–55

New batches, creating, 2–4 Normal status

in the Control Payments form, 5–55 Number of documents, including on Vendor

Period Statistics report, 7–49 Numbering options, 3–37

O

On Hold status applying status during invoice entry,

2‐24 credit notes and prepayments, 2–86 prepayments not applied to documents

on hold, 5–31 in the Control Payments form, 5–54

One‐time vendors entering payment transactions, 2–102

On‐hold transactions listing payables withheld for, 2–79

On‐hold vendors entering transactions for, 2–71

Online help for error messages, Appendix A Optional fields

assigning to adjustment entries, 5–81 to invoice details, 2–38, 4‐14, 4–34 to invoice documents, 4–32 to payments, 2–70, 2–87, 5–13 to revaluations, 6–28

deleting, 3–65 editing, 3–65

for recurring payables, 3–20 for remit‐to locations, 3–17 for vendors, 3–12 for vendor groups, 3–7




Index

Optional fields (Continued) in Adjustment Entry, 2–50 in Invoice Entry, 2–37 in Payment Entry, 2–70 including on batch listings, 7–18 maintaining, 3–64 payments, changing, 5–22 recurring payables, 6–4 setting up

See: Getting Started guide Value Set field, 4–33 viewing using Vendor Activity form,

3‐26 Optional Fields form

using in Invoice Entry form, 4–32, 4–34 Optional Fields report, 7–31 Options

changing, 3–32 document numbering options, 3–37 G/L Integration options, 3–39 retainage options, 3–38

importing and exporting, 3–67 invoicing options

Default Posting Date, 3–35 Retainage, 2–104

payment options Default Payment Code, 3–36 Default Posting Date, 3–36

Options form using, 3–32

Options report, 7–32 Original document, 2–103

defined, 2–103 specifying on a retainage document in

Invoice Entry, 4–10 Outstanding retainage

journal entries to clear, 2–107 processing automatically, 2–107 processing documents for, 2–106 processing manually, 2–108

Overdue Payables report, 7–32

P

Paper size, for reports, 7–1 Aged Cash Requirements, 7–4 Aged Payables, 7–8 batch listings, 7–17 Overdue Payables, 7–32 posting journals, 7–34

Passive concurrency, D–2, D–4 Payables, applying against amounts payable,

2–49 Payment advices

printing, 5–71 Payment and aging options

changing, 3–34 Payment batch list

posting payments, 5–66 using to print checks, 2–89, 2–91, 5–66

Payment Batch Listing, 7–17 Payment batches

assigning optional fields to generated batches, 2–87

creating, 5–58 entering sales to one‐time vendors,

2‐102 importing, 2–101, 2–102

Payment codes adding

See: Getting Started manual deleting, 3–58 editing, 3–58 maintaining, 3–57

Payment Codes form using, 3–57

Payment Codes report, 7–33 Payment controls, 2–72

adding, 5–54 Payment entry

adding apply‐document transactions, 5‐25 checks, 5–9 miscellaneous payments, 5–33




Payment entry (Continued) payment transactions, 5–9 prepayments, 5–18

adjusting documents, 5–48 advance credit, 2–70, 5–31 Apply By field, using, 5–23 Apply To field, using, 5–24 creating a new batch, 5–6 default currency for a batch, 2–53 deleting/editing checks, 2–66 diagram, 2–62 document types, 2–54, 5–8 editing exchange rates, 5–51 editing payments, 5–8 history, 5–47 introduction, 2–51, 2–52 optional fields for (overview), 2–70 payment limit, effect of, 2–84 payment overview, 2–52 printing checks, 2–89, 2–93, 5–42

Print Check option, 2–60 specifying an apply method, 5–14, 5–40 types of transactions, 5–8 voiding checks, 2–66

Payment entry batches data to include with, 2–56

Payment Entry form using, 5–4 viewing history, 5–47

Payment entry icons, 5–2 Payment entry modes

payment application form, 2–62 Payment exclusion codes

on Pre‐Check Register report, 7–39 Payment inquiry

from Vendor Activity form, 5–73 Payment Inquiry form, 5–4, 5–75 Payment limits

effect in Create Payment Batch, 2–85 in Payment Entry, 2–84

overview, 2–84

Payment options, selecting Default Payment Code, 3–36 Default Posting date, 3–36

Payment Posting Journal, 7–34 Payment schedules

including on Invoice Batch Listing, 7–18 including on Terms report, 7–44 on invoices, 4–30 recalculated when importing, 4–51

Payment selection codes adding, 3–60, 3–62 deleting, 3–60, 3–63 editing, 3–60, 3–63 on Pre‐Check Register report, 7–39 setting up

See: Getting Started guide Payment Selection Codes report, 7–33 Payment terms

credit note entry, 2–34 debit note entry, 2–34 invoice entry, 2–34 using in recurring payables, 2–41

Payments activating prepayments, 2–69 adding, 5–9 apply document type, 2–54 applying prepayments, 2–68 batch currency, 2–53 batch information, 2–53 batch listing, 2–72 batch restrictions, 2–55 canceling check printing, 2–93 check language, 2–72 check register, 2–72, 2–73 check stock, 2–98, 2–99 controlling payments, 2–79 create payment batch, 2–74 description, 5–8 displaying information, 5–73 editing, 5–8 entering negative detail lines, 5–39 G/L transactions, 2–16




Index

Payments (Continued) importing, 2–101

and exporting, 5–92 inactive vendors, 2–71 listing batches, 5–83 looking up, 5–4, 5–75 miscellaneous payment type, 2–54 multicurrency, 2–113

prepayments, 2–69 on‐hold vendors, 2–71 optional fields, viewing or changing,

5‐13, 5–22 overview, 2–51, 2–66 partially paying, 2–65 payment selection codes, 2–80 payment type, 2–54 pending amounts, 2–65 posting, 2–100 posting error batch, 2–101 pre‐check register, 2–76, 2–87 prepayment type, 2–54 print checks, 2–77 printing

advices only, 2–99 checks, 2–89 checks then advices, 2–98 posting journals, 5–89

rejecting printed checks, 2–95 reprinting checks, 2–93, 2–94 restart records, 2–96 returned checks, 2–113 revaluing, 2–115 reversing checks, 2–98 reversing posted checks, 2–90 selecting invoices, 2–77 system‐generated checks, 2–74 types of entries, 2–54 void status for reprinted checks, 2–94,

2‐96 Pending Transactions, showing in Payment

Entry, 2–65

Period Statistics reports Vendor, 7–49 Vendor Group, 7–46

Periodic invoices See: Recurring payables

Periodic payables See: Recurring payables

Periodic processing clearing history, 2–127, 6–6 creating G/L batches, 2–126, 6–13 deleting inactive records, 2–127, 6–23 filing 1099 forms electronically, 6–19 icons, 6–1 overview, 2–125 revaluing vendor transactions, 2–126,

6‐26 year‐end processing, 6–32

Personal default settings for reports, 7–2 Posted transactions

sample journal entries, 2–14 Posting

adjustments, 5–86, 5–87 batches, 2–10, 5–86 batches with errors, 4–45, 5–88 checks, 2–100 credit notes, 4–43 debit notes, 4–43 invoice posting journal, 4–45 invoices, 4–43 payments, 2–100, 5–66 Posting Journal, 5–89 recurring payables, 2–42 sequence number in adjustment batch

list, 5–88 Posting date, 2–20 Posting Errors report, 7–34 Posting errors, invoices, 4–47 Posting journal

Adjustment, 7–34 credit notes, 4–45 debit notes, 4–45 Invoice, 7–34




Posting journal (Continued) invoices, 4–45 Payment, 7–34 printing, 4–45 printing adjustments, 5–89 printing payments, 5–89 Revaluation, 7–41

Posting sequence number in adjustment batch list, 4–45, 5–88

Pre‐Check Register, 2–87, 7–38 Create Payment Batch form, 2–76 forced transactions, 2–79

Prepayments activation date, 2–58, 2–69 adding, 5–18 applying, 2–68 applying to invoices on hold, 5–31 description, 5–9 enter with an invoice, 4–36 forced and on hold status, 2–86 forced status, 2–86 G/L transactions, 2–16 multicurrency, 5–18 multicurrency ledgers, 2–69 on hold status, 2–86 posting, 2–68

Print Check option Payment Entry form, 2–60

Print destination, 7–1 Printer requirements

reports, 7–1 Printer requirements, for reports

Aged Cash Requirements, 7–4 Aged Payables, 7–8 batch listings, 7–17 Overdue Payables, 7–32 posting journals, 7–34

Printers, selecting and setting up See: System Manager User Guide, 7–1

Printing advices for checks, 2–98 advices only, 2–99

aligning forms 1099/CPRS forms, 7–43 checks, 7–24 letters and labels, 7–29

batch listings, 2–9 checks, 2–89, 2‐91, 5‐42, 5‐66 labels after checks, 2–98 letters after checks, 2–98 paper size, 7–1

Aged Cash Requirements report, 7‐4

Aged Payables report, 7–8 batch listings, 7–17 Overdue Payables report, 7–32 posting journals, 7–34

printer requirements, 7–1 Aged Cash Requirements report,

7‐4 Aged Payables report, 7–8 batch listings, 7–17 Overdue Payables report, 7–32 posting journals, 7–34

See also: Reports, 7–1 selecting printer

See: System Manager User Guide, 7–1 setting print destination, 7–1

Printing posting journals adjustments, 5–89 payments, 5–89

Prior year data, setting up See: Getting Started guide

Processing options, changing, 3–33 Processing sequence numbers, 3–38 Profile information, including

on Remit‐To Locations report, 7–40 on Vendor Group report, 7–46 on Vendor List report, 7–47

Project and Job Costing adjusting posted documents for, 5–81 integration with Accounts Payable,

2‐130 Provisional posting journal, 2–120




Index

Provisional revaluation, 2–120 Provisional Revaluation Listing report, 7–41 Purchase order number


Purchase Orders batches, 2–8

Q

Quick Mode, 2–19 using for invoice entry, 4–7

R

Rates, editing on documents, 4–35 Realized and Unrealized Gain/Loss

accounting method and backdated documents, 2–117

Realized gains and losses calculating, 2–114 sample posted transactions, 2–18

Recognized Gain/Loss accounting method and backdated documents, 2–117

Reconciling bank statements, 2–112 Records

exporting, 3–67 importing, 3–67

Recurring Payable Setup form using, 3–18

Recurring payables assigning document numbers, 2–40 batch type, 2–41 changing optional fields, 3–20 creating general ledger transactions,

2‐42 creating invoices for, overview, 2–39 deleting records, 3–21 determining the batch, 2–40

editing records, 3–20 effects of deleting, 2–41 effects on vendor accounts, 2–42 effects on vendor groups, 2–42 maintaining records, 3–18 number of batches, 2–40 numbering recurring payable batches,

2–40 optional fields, 6–4 overview, 2–39 payment terms, 2–41 posting, 2–42 transaction type, 2–41

Recurring Payables report, 7–40 Remit‐to address


Remit‐to locations adding, 3–16 addresses, reporting, 7–40 changing optional fields, 3–17 deleting, 3–18 editing, 3–16 looking up, 3–28 maintaining, 3–15 profiles, reporting, 7–40

Remit‐To Locations form using, 3–15

Remit‐To Locations report, 7–40 Reporting

payment and adjustment batches, 5–3 Reports

1099/CPRS Amounts, 2–122, 2–124, 7–43 1099/CPRS Codes, 7–42 Account Sets, 7–3 advices, 2–124 Aged Cash Requirements, 2–124, 7–4 Aged Payables, 2–123, 7–8 Aged Retainage, 7–13 aligning forms

1099/CPRS forms, 7–43




Reports (Continued) checks, 7–24 letters and labels, 7–29

analytical, 2–122 batch listing, 7–17

Show Job Details, 7–18 Show Optional fields, 7–18

Batch Status, 7–21 Check Register, 2–72, 7–22 checks, 2–124, 7–23 Distribution Codes, 7–25 Distribution Sets, 7–25 E‐Mail Messages, 7–26 G/L Transactions, 7–26 Invoice batch listing

Show Tax Details, 7–18 invoice posting errors, 4–47 Invoice posting journal, 4–45 Letters and labels, 2–124

label, 2–122, 7–28 letters, 2–122, 7–28

Optional Fields, 7–31 Options, 7–32 Overdue Payables, 7–32 overview, 2–121 paper size, 2–121, 7–1

Aged Cash Requirements, 7–4 Aged Payables, 7–8 batch listings, 7–17 Overdue Payables, 7–32 posting journals, 7–34

payment batch listings, 2–72 Payment Codes, 7–33 Payment Selection Codes, 7–33 Posting Errors, 7–34 posting journal, 5–89, 7–34, 7–41 Pre‐Check Register, 7–38 printer requirements, 7–1

Aged Cash Requirements, 7–4 Aged Payables, 7–8 batch listings, 7–17 Overdue Payables, 7–32

posting journals, 7–34 printing, 2–121 Provisional Revaluation Listing, 7–41 Recurring Payables, 7–40 Remit‐To Locations, 7–40 settings, personal defaults, 7–2 setup, 2–121 Terms, 7–44 Vendor Activity Statistics, 7–45 Vendor Group, 7–46 Vendor Group Statistics, 7–46 Vendor List, 7–47 Vendor Period Statistics, 7–49 Vendor Transactions, 2–123, 7–50 vendors, 2–122

Reprinting checks, 2–93, 2–94 Reset

batch numbers, 6–32 Days to Pay field, 6–32 Total Invoices Paid field, 6–32

Restrictions on payment entries, 2–55 Retainage

adjusting original documents, 2–105 and 1099/CPRS amounts, 2–110 and discounts on adjustments, 5‐81 and job‐related details, 4–14

tax on committed cost, 2–110, 2–135 and miscellaneous payments, 2–67 entering on original documents, 4–17 journal entries to clear outstanding

retainage, 2–107 original document, 2–103 overview, 2–102 processing outstanding retainage, 2–106

automatically, 2–107, 6–15 manually, 2–108

reporting tax on (overview,) 2–109 specifying terms for, 4–18, 4–19 setting up

See: Getting Started guide two‐step process, 2–103 viewing retainage information, 2–111




Index

Retainage batch creating automatically, 2‐107, 6–15

Retainage documents, 2–103 defined, 2–103 document numbers for, 6–16 specifying the original document, 4–10 tax not included on, 4–15 tax on, 4–16

Retainage option (for invoices), 4–10 Retainage options

changing, 3–38 Returned checks, 2–113 Revaluation, 6–26

autoreversing G/L batch, 2–116 backdated revaluation (steps), 6‐30 calculating

realized gains and losses, 2–114 unrealized gains and losses, 2–119

defined, 6–2 effect of accounting method on

backdated documents, 2–116 of multicurrency transactions, 2–115 printing transactions, 2–120 provisional, 2–120 reversing entries, 2–120 sample transactions, 2–119

Revaluation form using, 6–26

Revaluation Posting Journal, 7–41 Reversing checks, 2–98 Rounding difference, 2–114 Rreports, Chapter 7, 7–1 Run date, letters, 7–29

S

Sales order number credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19

Schedules using to process retainage, 6–15

Schedules, multiple payment including on Invoice Batch Listing, 7–18 including on Terms report, 7–44

Security Accounts Payable, Appendix C Check Printing, C–6 Dashboard, C–7 View Credit Card Information, C–6

Select By including subtotal information, 7–8

Select Detail button in Adjustment Entry, 2–46 Miscellaneous Adjustment Entry, 5–50 on the Miscellaneous Adjustment form,

2–137 Select Mode

payment application form, 2–62 selecting for payments, 5–14, 5–27

Setting up Accounts Payable See: Getting Started guide

Settings, personal, for reports, 7–2 Setup reports, 2–121

1099/CPRS Codes, 7–42 Account Sets, 7–3 Distribution Codes, 7–25 Distribution Sets, 7–25 E‐mail Messages, 7–26 Optional Fields, 7–31 Options, 7–32 Payment Codes, 7–33 Payment Selection Codes, 7–33 purpose, 3–66 Terms, 7–44 Vendor Activity Statistics, 7–45 Vendor Group, 7–46 Vendor Group Statistics, 7–46 Vendor List, 7–47 Vendor Period Statistics, 7–49

Source codes on G/L Transactions report, 7–28




Standard invoices See: Recurring payables

Standard payables See: Recurring payables

Starting Accounts Payable See: Getting Started guide

Statistical reports Vendor Activity, 7–45 Vendor Group, 7–46 Vendor Period, 7–49

Statistics cash invoices, 2–67 cash returns, 2–67 clearing, 6–7 in vendor currency, 2–37

Statistics, activity move to previous year, 6–32

Status, document changing, 2–82 in the Control Payments form, 5–54, 5‐55

Statuses, batches on Batch Listing reports, 7–19 on Batch Status report, 7–22

Stop payments, 2–90 Subtotals, including Select By information,

7–8 Summary reports

Aged Cash Requirements, 7–4 Aged Payables, 7–8 Aged Retainage, 7–13 G/L Transactions, 7–26 Overdue Payables, 7–32

System‐generated batches allow editing option

See: Getting Started guide System‐generated checks

defined, 2–51 overview, 2–74

T

Tax amounts changing tax class, 2–29

Tax class changing on invoices, 2–29

Tax entry methods, 4–21 using in Invoice Entry, 4–15

Tax group assigning on invoices, 4–20 credit note entry, 2–19 debit note entry, 2–19 invoice entry, 2–19

Tax reporting amount calculated for recurring payables, 3–20 using the Derive Rates button, 2–31

Tax Reporting Currency specifying for a miscellaneous payment,

5–38 Taxes

calculating, 2–26, 4–21 changing distribution lines, 4–27, 4–30 changing tax information, 4–21 distributing, 2–31, 4–27, 4–30 entering in import batches, 4–53 entering on invoices, credit notes, and

debit notes, 4–20 filing 1099 forms electronically, 6–19 including on invoice batch listings, 7–18 on retainage, 4‐15, 4–16

committed cost in Project and Job Costing, 2–110, 2–135

overview, 2–109 recoverable, 4–28 self‐assessed, 2–29 separately expensed, 4–28

Technical information, Appendix E Terms

adjusting discounts for an invoice, 4–19 payment schedules on invoices, 4–30 using in recurring payables, 2–41




Index

Terms codes adding, 3–54 after changing, 3–56 deleting, 3–56 editing, 3–55 effects of changes, 3–55 importing and exporting, 3–67 maintaining, 3–53 setting up

See: Getting Started guide Terms Codes form

using, 3–53 Terms Override field

for importing invoices, 4–51 Terms report, 7–44 Total Invoices Paid field

reset, 6–32 Transaction batches (defined), 2–3 Transaction Reports

Aged Cash Requirements, 7–4 Aged Payables, 7–8 Aged Retainage, 7–13 batch listing, 7–17 Batch Status, 7–21 Check Register, 7–22 General Ledger, 7–26 G/L Transactions, 7–26 Overdue Payables, 7–32 Posting Errors, 7–34 posting journal, 7–34, 7–41 Provisional Revaluation Listing, 7–41 Vendor, 7–50 Vendor Transactions, 7–50

Transaction types on batch listings, 7–20 on G/L Transactions report, 7–28 on Vendor Transactions report, 7–53

Transactions APGLTRAN.CSV, 2–14, 2–129 creating G/L, 6–13 job details, 2–131 journal entries, 2–14, 2–16, 2–17

on hold, 2–79 realized gains and losses, 2–18 sample posted transactions, 2–15 unrealized gains and losses, 2–17

Transactions file APGLTRAN.CSV, 6–13, 6–29

Transactions options changing, 3–35 effect of Allow Adjustments In Payment

Batches, 2–137 Tutorial

See: Sage Accpac Workbook

U

Unit of measure entering for job‐related details, 4–13,

4‐14 Unrealized gains and losses

calculating, 2–119 sample posted transactions, 2–17 sample transactions, 2–119

Updating setup information icons used, 3–2

Updating vendor records icons used, 3–2

Use 1099/CPRS Reporting, 3–35

V

Value Set field for invoice optional fields, 4–33

Vendor 1099/CPRS amounts, 7–43 addresses, reporting, 7–47 comments, reporting, 7–47 profiles, reporting, 7–47




Vendor accounts effects of posted recurring payables,

2‐42 Vendor Activity form

drilldown from Transactions tab, 3–26, 3–28

viewing job details, 3–26 viewing optional fields, 3–26 viewing payment history, 5–73

Vendor Activity Statistics report, 7–45 Vendor Group report, 7–46 Vendor Group Statistics report, 7–46 Vendor groups

adding, 3–6 after changing, 3–9 deleting, 3–8 displaying information, 3–21 editing, 3–7 effects of changes, 3–8 effects of posted recurring payables,

2‐42 importing and exporting, 3–67 maintaining, 3–5 printing information, 3–21 purpose, 3–5

Vendor Groups form using, 3–5

Vendor List report, 7–47 Vendor number, entering

on invoices, credit notes, and debit notes, 2–19

Vendor Period Statistics report, 7–49 Vendor records

adding, 3–10 after changing, 3–15 changing optional fields, 3–12 deleting, 3–13 displaying information, 3–21 displaying vendor activity, 3–21 editing, 3–11 effects of changes, 3–13 icons used to update, 3–2

importing and exporting, 3–67 maintaining, 3–9 printing information, 3–21 printing reports, 3–29, 3–31 setting up

See: Getting Started guide Vendor Remit‐To Locations report, 7–40 Vendor reports, 2–122

Recurring Payables, 7–40 Vendor statistics

in vendor currency, 2–37 See also: Getting Started guide

Vendor transactions defined, 6–3 displaying applied payments, 3–26 revaluing, 6–26 viewing job details, 3–26 viewing optional fields, 3–26

Vendor Transactions report, 2–123, 7–50 Vendors form, using, 3–9 View Credit Card Information

security authorization, C–6 Viewing payment information, 5–73 Voiding checks, 2–66

Y

Year End form using, 6–32

Year end processing defined, 6–2 overview, 2–127 reset batch numbers, 2–127 roll over activity stats, 2–128 roll over days to pay, 2–128