Purchasing and Payables - SuccessWare®21Purchasing and Payables 6 SuccessWare®, Inc PO Date - the PO Date indicator will list purchase orders created within a specified date range

Purchasing and Payables


SuccessWare®, Inc i .

Table Of Contents

Purchasing & Payables ..................................................................... 3

Objectives ........................................................................................................................... 3

Purchasing & Payables Overview ................................................................ 4

The Purchasing Manager .............................................................................. 4

Opening the Purchasing Manager ...................................................................................... 4 Finding Purchase Orders in the Purchasing Manager ....................................................... 5 Purchasing Manager Right-click Options ........................................................................... 7 The Purchasing Manager Key Items to Remember ........................................................... 7

Vendor Part Items .......................................................................................... 8

Creating a Vendor Part List ................................................................................................ 8 To Import PriceBook Part Items ....................................................................................... 12

Purchase Orders .......................................................................................... 15

Creating Purchase Orders ................................................................................................ 15 Purchase History .............................................................................................................. 17 Closing a Purchase Order ................................................................................................ 18 eOrdering a Purchase Order ............................................................................................ 19 Creating a Negative Purchase Order ............................................................................... 23

Receipts ....................................................................................................... 25

Creating a Receipt ............................................................................................................ 26 Effects of Posting a Receipt ............................................................................................. 27 General Ledger Activity for Posting a Receipt .................................................................. 27 Splitting Parts.................................................................................................................... 28 Receiving Serialized Items ............................................................................................... 28 Receiving Items Without a Purchase Order ..................................................................... 29 Creating a Negative Receipt ............................................................................................. 30 Receipts Key Items to Remember .................................................................................... 32

Purchasing Wizard ...................................................................................... 32

Purchasing Wizard Introduction........................................................................................ 32 The Purchasing Wizard Window ...................................................................................... 32

The Purchasing Wizard Window ................................................................ 32

To Open the Purchasing Wizard: ..................................................................................... 32 Purchasing Wizard Filters ................................................................................................. 33 Purchasing Wizard Control Menu Options ....................................................................... 33 Creating a Restock List .................................................................................................... 34 To Create a Restock List .................................................................................................. 34 Creating a Simple List ...................................................................................................... 37 Simple List Templates ...................................................................................................... 39 Generating a Purchase Order .......................................................................................... 41 Maintaining an Item List .................................................................................................... 41

The Payables Manager ................................................................................ 43

Opening the Payables Manager ....................................................................................... 43 Finding Information in the Payables Manager .................................................................. 44 Payables Manager Right-click Options ............................................................................ 46 Adding a Vendor ............................................................................................................... 48 To Edit an Existing Vendor ............................................................................................... 50 Opening a Vendor Account History .................................................................................. 50


ii SuccessWare®, Inc

Aging Vendor Accounts .................................................................................................... 51 AP Allocations................................................................................................................... 52 The Payables Manager Key Items to Remember ............................................................ 53

Accounts Payable Invoices ........................................................................ 53

Creating an Accounts Payable Invoice ............................................................................. 54 Distributing or "Splitting" Items on an Accounts Payable Invoice ..................................... 56 Applying Discounts to a Vendor Invoice ........................................................................... 57 Paying from the Invoice .................................................................................................... 58 Payables Invoice Posting Date ......................................................................................... 59 Accounts Payable Invoices Key Items to Remember ...................................................... 60

Recurring Invoices ...................................................................................... 60

Creating a Vendor Invoice Template ................................................................................ 61 Creating an Invoice Based Upon a Recurring Invoice Template ..................................... 64 Recurring Invoices Key Items to Remember .................................................................... 65

Paying Your Bills ......................................................................................... 65

Paying a Single Vendor .................................................................................................... 65 Paying Multiple Vendors ................................................................................................... 67 Making Payments Using Your Credit Card Account......................................................... 70 Paying a Credit Card as a Payable .................................................................................. 72 Remittance Reports .......................................................................................................... 74 Enabling Remittance Report Generation .......................................................................... 74 Printing a Remittance Report ........................................................................................... 74 Check Print Formatting and Alignment ............................................................................. 75 Available Check Layouts .................................................................................................. 76 Setting Check Layout and Alignment ............................................................................... 77 Making Adjustments to Vendor Accounts ......................................................................... 78 To Enter a Vendor Adjustment ......................................................................................... 78 Manual Allocation of Adjustments .................................................................................... 80 Paying Your Bills Key Items to Remember ...................................................................... 82

Vendor Credits and Refunds ...................................................................... 83

Recording a Vendor Credit Invoice .................................................................................. 83 Recording a Vendor Refund ............................................................................................. 86


SuccessWare®, Inc. 3

Purchasing & Payables Objectives

After completing this unit, the student will be able to:

Find purchase orders.

Create purchase orders.

View purchase orders.

Maintain purchase orders.

Update purchase orders.

Create a purchase order receipt.

Create an inventory receipt.

Post a receipt.

Receive items into inventory.

Add vendors.

Edit existing vendor information.

Open vendor account history.

Change vendors.

Pay vendor(s).

Create Accounts Payable invoices.

Receive items from an Accounts Payable invoice.

Post recurring invoices.

Adjust vendor accounts.

Apply an adjustment when the amount does not match the balance of the

item.


4 SuccessWare®, Inc

PURCHASING & PAYABLES OVERVIEW

Purchasing and payables consists of entering and updating purchase orders, receiving

purchased items, and recording and paying vendor invoices.

The Purchasing flow that is available to you in SuccessWare21 allows you to track your

ordering of materials, receipt of ordered materials and generation of vendor invoices to

pay for materials that have been received. While a full purchasing flow is made available

to you, use of all elements of the flow is not required. Vendor invoices can be created

without generating purchase orders or receipts. Using each of the steps of the process

allows you to better report on what has been ordered, what has arrived and assure that

what you are being billed for by a supplier matches what you have ordered from them.

There are two SuccessWare21 manager screens used to manage purchasing and payables.

Purchasing Manager - this is where you can view, maintain, and find

purchase orders as well as process receipts.

Payables Manager - this is where you will add, post, and pay vendor

invoices.

Any of the items that you add as line items to purchase orders, receipts or AP invoices

must come from the PriceBook. For consistency’s sake, even overhead items such as rent,

utilities and office supplies are selected from the PriceBook.

You must have PriceBook items entered before you can process purchases.

THE PURCHASING MANAGER

In the PURCHASING MANAGER you can view, maintain, and find purchase orders. In

addition, you can use the Manager to create and process Receipts once items that you

have ordered arrive.

Opening the Purchasing Manager

There are two ways you can access the PURCHASING MANAGER screen.

They are:

Choose the Purchasing Manager button from the toolbar will open the

PURCHASING MANAGER.

-OR-

Select the icon, click the Purchasing button and another button

labeled Purchasing will appear. Click that button as well.

After completing either process you will be presented with the following screen.



Finding Purchase Orders in the Purchasing Manager

When you display information in the PURCHASING MANAGER, you have 4 display

options. These options will allow you to limit the displayed items to only those that meet

the specified criteria. The indicator bar at the top of the PURCHASING MANAGER allows

you to choose your display option. There are also filters that will allow you to further

narrow your search. Depending upon the display option that you choose, the filters

available to you will be different.

NOTE: Moving the mouse over the indicators will display the full name of the

indicator.

Open - the Open indicator will list open purchase orders.

You will be able to limit the displayed purchase orders further by

activating the following filter indicators.

You will also be able to search within the resulting purchase orders using

the following search fields.



PO Date - the PO Date indicator will list purchase orders created within a

specified date range





Search - the SEARCH indicator will allow you to search for specific

purchase orders





Vendor Part - the VENDOR PART indicator allows you to list parts along

with primary and secondary vendor as well as pricing information.

You will be able to search vendors for particular parts or which parts a

vendor is listed as a vendor for.

Additionally, you can import a vendor part list from this view.



Purchasing Manager Right-click Options

The right-click options of the PURCHASING MANAGER include access to features, such as

adding a purchase order or receipt, and provide an alternate means of accessing available

filters.

Menu Option Effect

New Displays a sub-menu where you can select to add a

- New PO,

- New receipt for (the) selected PO, or

- New miscellaneous receipt.

Open PO Opens the selected purchase order.

Print PO Prints the selected purchase order.

Preview PO Displays the selected purchase order.

Report Creates a grid report.

Open Displays a sub-menu where you can select to open

- Vendor details,

- Vendor account history, or the

- Purchase Order.

View An optional way to select which PURCHASING

MANAGER view you wish to use.

Filters An optional way to select the which filters you wish to

use.

The Purchasing Manager Key Items to Remember

You can use the PURCHASING MANAGER screen to add vendors to

SuccessWare21.

The indicator bar at the top of the PURCHASING MANAGER screen

allows you to limit displayed items to those meeting a specified criteria.



VENDOR PART ITEMS

Part items in the SuccessWare21 PriceBook allow you to record specific vendor

information related to the part. This vendor information includes the vendor’s number for

the part and the vendor’s price for the part as well as identify primary and secondary

vendors for the item. This information can than be used during the purchasing process.

For example, when items that contain vendor part information are included on a Purchase

Order, the PO will include the vendor’s number for the part and list it at the price you

have identified for the part when purchased from that vendor. Additionally, when using

the Purchasing Wizard, the process will be further automated by the fact that a primary

vendor will already be identified for the parts.

A single item in the PriceBook may have more than one vendor's information related to

it. For example, if you purchase a part from multiple vendors, you can attach the vendor

part information for each of the vendors to the single PriceBook item.

Vendor Part information can be manually added to parts through the PriceBook, however

SuccessWare21 also allow you to import vendor part information.

Creating a Vendor Part List

You can use the Vendor Part List import to:

Update the Price and List Price detail for PriceBook items that already

have Vendor Part information

Create New Vendor Part information for existing PriceBook items

Create new PriceBook items with (or without) vendor part information

Update existing PriceBook part information such as the description, UPC

code and Manufacturer

The process of using the vendor part list import in SuccessWare21 involves

1. Creating and saving a text file in a tab-delimited format that contains the

required part information. If you have built the part list in Excel, simply

perform a Save As and select Text (Tab Delimited) in the SAVE AS TYPE drop

down.

2. Importing the file through the VENDOR PART screen of the PURCHASING

MANAGER.

Creating the Import File

The file that you create must contain specific columns of information. The columns that

are required to be in place for the import will depend upon which elements of the three

import options you wish to employ. The options listed above can be used in combination

through a single import file.

Note: In order for the import to complete successfully, the column header names must

match exactly as they are detailed below.

In the following column lists, required fields are listed in bold.



To Update Items With Existing Vendor Part Information

In order to update existing Vendor part information, the following fields must be present

in the import file. If the VENDORITEMNO is found for the VENDORNO, the PRICE (and

LISTPRICE if included) will be updated for the vendor part item. If it is not found the

import will fail for that line.

Column Name Description

VendorNo Corresponds to and must match an

existing SuccessWare21 vendor number

VendorItemNo The item number that the vendor uses for

the item.

Price This is the price you are charged for the

part by the vendor.

ListPrice List price for the item (Optional Column)

Example File

VendorNo VendorItemNo Price ListPrice

100066 9999520 6.04 6.50

100066 9999466 5.33 5.95

100066 E-06 9.75 10.95

100066 E-32 5.40 8.00

To Create New Vendor Part Items for Existing PriceBook Items

To add new vendor part items, the specific part item must already exist in the PriceBook.

If the VendorItemNo is found for the VendorNo, the Price (and ListPrice if included)

will be updated for the vendor part item. If the VendorItemNo for the VendorNo is not

found, the utility will add the vendor part information to the ItemNo listed.


VendorNo Corresponds to and must match an existing

SuccessWare21 vendor number

VendorItemNo The item number that the vendor uses for the

item.

Price This is the price you are charged for the part by

the vendor.





ItemNo Corresponds to and must match an existing Part

Item Number in the PriceBook.

Example File

VendorNo VendorItemNo Price ListPrice ItemNo

100066 9999520 6.04 6.50 TS9B

100066 9999466 5.33 5.95 TS4W

100066 E-06 9.75 10.95 RSPT

100066 E-32 5.40 8.00 PG980

In this example if the first listed item "TS9B" already had vendor part information, that

information would be updated with a new Price and ListPrice. If the remaining items,

had no existing vendor part information existing they would have the VendorNo,

VendorItemNo, Price and ListPrice added to them.

To Create New or Update Existing PriceBook Items with Vendor Part Information

Before updating or adding any new Vendor Part information, the import will check to see

if any of the rows have an X in the Add column. If found, SuccessWare21 will attempt to

add these items as PriceBook part items, using the specified ItemNo and Description.

If the VendorItemNo is found for the VendorNo, the Price (and ListPrice if included)

will be updated for the vendor part item. If the VendorItemNo for the VendorNo is not

found, the utility will add the vendor part information to the ItemNo listed.

Note: Part Items can be added to the PriceBook via an import without attaching specific

Vendor information to them. For more information see Importing Parts into the

PriceBook.


VendorNo Corresponds to and must match an existing

SuccessWare21 vendor number

VendorItemNo The item number that the vendor uses for the item.

Price This is the price you are charged for the part by the

vendor. When adding a part, this will become the

Standard Cost of the Item.





ItemNo Corresponds to and must match an existing Part

Item Number in the PriceBook. If the Item is being

added to the PriceBook, the ItemNo must be unique

to ALL items in the PriceBook (Parts, Labor, Misc,

Tasks, Overhead)

Add This columns serves as a flag to either add or update

a part item. If this column contains an "x", "yes" or

"true", then SuccessWare21 will create an item in

the PriceBook for this line using the ItemNo and

Description as well as any other values associated

with the part. If the ItemNo is already in use, the

item will not be added and the import for the line

will fail.

Description Corresponds to the Description field for the item in

SuccessWare21. This field only required if the Add

column is marked as "true"

When adding to new items to the PriceBook via the import you can assign them

a status of counted, value or serialized through the import file. The import file

can be used to assign different status' to each item added. Through the import

utility you will be able to mark ALL items as counted, valued or serialized. If

you choose to not use these import fields or add the values through the import

utility, the items will be marked as false in all three fields.

Counted If this column contains an "x", "yes" or "true", than

the item added to the PriceBook for this line will be

marked as Counted.

Valued If this column contains an "x", "yes" or "true", than


marked as Valued.

Serialized If this column contains an "x", "yes" or "true", than


marked as Serialized.

Mfr Corresponds to and must match an existing value in

the Manufacturer reference table in SuccessWare21.

ModelNo Allows you to identify the Manufacturer number or

Model number of the part.

UPC Allows you to identify the UPC code of the part

being added



Example File

VendorNo VendorItemNo Price ListPrice Item

No

Add Description Counte

d

Val

ued

Serializ

ed

100066 9999520 6.04 6.50 TS9

B

100066 9999466 5.33 5.95 TS4

W

100066 E-06 9.75 10.95 RS

PT

x 3/8" Tube x x

100066 E-32 5.40 8.00 PG

980

x 4" Valve x x

In this example the last 2 rows of the import files are both marked with an X in the

Add column, therefore SuccessWare21 will attempt to add the items to the part

section of the PriceBook with an ItemNo, Description and Counted, Valued and

Serialized status as listed.. If successful, the items will be added to a new category

called "Uncatagorized". From here you can drag them to the appropriate category

and group. they will have the vendor part information attached to them as well.

If the ItemNo is already in use, the operation will fail. The PriceBook will not be

added and the vendor part information will not be added.

To Import PriceBook Part Items

Once you have built a Part List or Vendor Part List import file which contain the

appropriate data you can import the file.

1. Open the PURCHASING MANAGER and select the Vendor Part indicator at the

top of the window.

2. Right click in the grid and select Import Vendor Part List

3. In the OPEN window navigate to the folder where you have saved the file you

want to import

4. Select the file and click OK, SuccessWare21 will open the IMPORT OPTIONS

window.



The IMPORT OPTIONS Dialog, offers you options for processing when importing

vendor part lists. Based on the columns contained in your import file you will

have the following options:

a. Update existing vendor part items—this is the basic operation and

will always be available.

b. Create new vendor part items when necessary—this option will be

available if you have included the ITEMNO columns in your import

file.

c. Create new PriceBook part items when necessary—this option will

be available if you have included the ADD, ITEMNO, and DESCRIPTION

columns in your import file. Note that any PriceBook part items

created will be ‘uncategorized’. This means they will not be assigned

to a category or group within your PriceBook. Within the PriceBook

you can multi-select and drag the new parts into appropriate part

groups. This will assign the related sale types, expense types, and

pricing formulas to the new parts.

d. Update Existing PriceBook Items (Description, mfr, model no,

upc)- This option will update existing PriceBook items with the detail

you specify in the import.

When creating new PriceBook items, create them as…

The Counted, Valued and Serialized status identifies how the part items will be

handled if inventory is activated.



a. Counted—, and you have not included the column ‘Counted’ in your

import file, you can set this checkbox to control the value of ‘counted’

for Pricebook items created.

b. Valued—if you are adding new PriceBook part items, and you have

not included the column ‘Valued’ in your import file, you can set this

checkbox to control the value of ‘valued’ for Pricebook items created.

c. Serialized—if you are adding new PriceBook part items, and you have

not included the column ‘Serialized’ in your import file, you can set

this checkbox to control the value of ‘serialized’ for Pricebook items

created.

When Processing a Part for a Vendor…

a. Make the vendor the ‘primary’ supplier for the part (bump current

primary to secondary)

b. Make the vendor the ‘primary’ supplier for the part (replace the

current primary).

c. Make the vendor the ‘secondary’ supplier for the part.

d. Do not make any supplier preference changes.

e. Select the appropriate import options and click OK. SuccessWare21 will

attempt to import the file.

f. Any new Parts that have been added to the PriceBook will be added to a

new Category in the Part section called "Uncatagorized". From here, they can

be dragged and dropped into the Category and Groups in which you want

them to reside. When moved to the new Category and Group they will

"inherit" the Sale and Expense Type as well as the pricing settings of the

Category into which they are placed.

Reviewing Results and Fixing Failures

After importing, SuccessWare21 will report on the number of rows that succeeded and

failed, how many PriceBook items and/or vendor part items were created/updated and

supplier preference changes made. The original text file will contain an IMPORT_STATUS

column after the import attempt. You can open the file and examine this field to

determine which lines succeeded and which lines failed. The file will also contain an

IMPORT_STATUSMESSAGE column which will contain information/results for the row and

any error messages.

Based on this information you can make adjustment to the import file and run the import

again.



PURCHASE ORDERS

Creating Purchase Orders

Purchase orders are lists of items that you have ordered from a vendor. . Recording a

Purchase Order helps you to keep track of pending purchases, know what items you have

on order from vendors and to reconcile invoices you receive from vendors to be sure that

you are being charged only for items you have ordered.

You can create a new purchase order from 3 different screens:

PURCHASING MANAGER - right-click and choose New PO, or press Insert,

Call Center - right-click on the job for which you want to create a PO and

select Job Materials/Purchase--> New Purchase Order followed by New

Purchase Orders

Job Form- Press the PO button and then select Job Materials/Purchases --

>Purchase Order followed by New Purchase Order

To Create a Purchase Order

1. Open the NEW PURCHASE ORDER form from one of the three screens as

described above.

2. Complete the following fields.

Field Description

P. O. # The system will insert the next sequential number.

Accept the number or enter your own purchase order

number. If you change the purchase order number, it

must contain at least 1 alpha character.



Field Description

Date Enter the purchase order date

Estimated total $ Optional field where you can enter the estimated total

dollar amount of the purchase order

Warehouse This field will default to the primary warehouse. If

inventory has been activated you must enter either a

warehouse or job number for the purchase. If the

items are going directly to a job that will not be

received into the warehouse, delete the warehouse

number.

Job # If you are ordering parts and/or equipment for a

specific job, select the job from the drop-down list

that will display all open jobs.

Requested by Select the employee who requested the purchase from

the drop-down list. If you are adding the purchase

order from a job that has been assigned, the primary

technician for the job will default.

Vendor No. Select the vendor from whom you are purchasing the

items from the drop-down list.

Invoice # Optional field where you can enter the vendor’s

invoice number, if known

Vendor

Name/Address/

Will display the information for the selected vendor.

Ship To

Name/Address

Defaults to the company name and address, unless

SHIP-TO-JOB is selected. You can also right-click in

one of the address fields to select to the company,

warehouse, or job location address.

Ship-to-Job Select this checkbox if you wish to drop-ship the

purchased items to the job site. The system will

display the job information and ask you to confirm.

Description An optional field for you to enter the description of the

purchase.

3. To add items to the purchase order, click into the item grid and press Insert

(in order to add an item to the PO, it must already be in the PriceBook).

4. In the ITEMNUMBER field search for the PriceBook item that you want to add

to the purchase order.



5. Enter the DEPARTMENT that is ordering the part.

6. Enter the QUANTITY of the item that you want to order.

7. The WAREHOUSENO field will default to the warehouse that was selected for

the purchase order. If the particular item you are entering is to be purchased

directly for the job, or is for another warehouse, you can change this field.

8. Place an X in the tax (TX) field if you will pay tax on the item.

SuccessWare21 will automatically calculate the total based upon the quantity,

unit cost and tax of the item. The Tax rate used will be based upon the rate

defined when the selected vendor was set up.

9. Press Enter to save the item or Insert to add another.

10. If the purchase order is for items that have already been ordered, click the

Update status button to update the status of the PO to "ordered". This has the

effect of "locking" the PO. If you need to make changed to the Ordered PO

you can right click on the Ordered indicator and select Unorder PO.

11. Close the PO when finished.

Purchase History

The Purchase History screen allows you to view the history of purchases of an item from

vendors. Additionally the Vendor Items view of the Purchase History screen will allow

you to view as well as assign Primary and Secondary vendors for an item.

The PURCHASE HISTORY screen is assessable from:

PriceBook- Open an item in the Pricebook, right click on the item and

choose Vendor for Item.

Purchase Order, Receipt or AP Invoice- Right click on an item while

the item is in edit mode and select Item PO History (or press Ctrl+H)

The Purchasing Wizard- From the Item List that is generated in the

PURCHASING WIZARD, you can edit an item in the list and in the SOURCE

VENDOR field, select the drop down arrow to access the PURCHASE

HISTORY

The Purchase History view will list past purchases of the selected item including Invoice

Date, Expected Cost and Billed Cost as well as Billed Quantity and Vendor from which

the item was purchased.



The Vendor for Item view identifies Primary or Secondary vendor status as well as the

Vendor name, Item number, List Price, Our Cost and Last Cost paid.

For further in formation see Adding a Primary and Secondary Vendor for an Item in the

PriceBook section.

Closing a Purchase Order

A Purchase is closed when it has been fully received either by receiving all ordered items

or partially receiving and cancelling the remaining quantity.. A Purchase Order can also

be cancelled, before it has been received.

A Purchase Order can also be closed after a partial receipt has been posted with the

remaining quantity of item marked as Back Ordered.



To Close a Partially Received Purchase Order

1. Open the partially received Purchase Order

2. Right Click on the indicator bar at the top of the Purchase Order

3. Select Close PO

The Purchase Order will be marked as Closed

4. Close the Purchase Order

eOrdering a Purchase Order

SuccessWare21 has an option in the Purchase Order that will allow you to submit the

purchase order to your vendor via email. Submitting the Purchase Order in this manner

will automatically mark the purchase order status as Ordered.

The contents of the email will be in XML format. XML is a markup language that allows

for the easy interchange of documents and data on the World Wide Web.

Requirements

In order to use the use the eOrder feature, you must meet the following conditions:

You must have a network Internet connection (DSL, Cable, T1 etc.). Email is

difficult to use with a dial-up connection because of the time required to establish

a connection.

Your workstations must be configured so that they have access to your email

server via TCP/IP networking.

Your email provider must process outgoing mail using SMTP protocol and must

not require a secure (SSL) connection.

You will need to check with each of your vendors individually to see if they can

process email purchase orders with this XML format. If they can, you’ll need to

obtain an email address to which you can submit the purchase orders.

There is no special software required – the necessary components are included in

SuccessWare21.

Gathering Information

There is certain information that must be gathered related to your network as well as your

vendors before you can begin to use eOrdering..



Required Network Information

You will first need to obtain the following information from your internet/email provider,

or check the account configuration in your existing email software (Outlook, Netscape,

Eudora, etc.).

The name of your outgoing (SMTP) email server

The TCP/IP port for outgoing mail (usually it is port 25)

A valid email account as a return address

Whether the email server requires authentication

A valid email account user ID, and password if required by the email server

Required Vendor Information

You will also need to obtain the following information from each of your vendors that

will accept/process email purchase order in this XML format. This information must be

entered the first time you place an eOrder with a specific vendor at which time the

information will be saved

An eOrder email address. This is the address to which you must send your email

purchase orders in order for the vendor to properly receive and process the order.

Your account number with the vendor. A alpha-numeric code up to 20 characters

in length that uniquely identifies you to your vendor.

Your phone number: a number the vendor can call in regard to purchasing

inquiries.

Submitting an eOrder

Submitting an eOrder will send an email to the vendor, which includes the ordered items

as well as change the Purchase Order status to Ordered. A Purchase Order cannot be

eOrdered once has already had its status changed to Ordered. (If you Unorder the PO, it

can then be eOrdered)

The first time that you eOrder a Purchase Order you will need to enter email setup

information.

Note: If you are already using email paging, you will not need to perform email setup.

The existing settings will be used for eOrdering as well.

To eOrder a Purchase Order:

1. Open the Purchase Order that is to be submitted.

2. Right click on the Purchase Order (anywhere except on the grid) and select

Submit eOrder. This will display the eOrder form.



3. Complete the required vendor information. (Once you submit your first

eOrder for a vendor, this information will be saved for subsequent eOrders to

the same vendor.)

SEND EORDERS TO: This is the email address the eOrder will be sent

to. Each vendor that will be accepting eOrders will need to supply you

with an email address to use.

YOUR ACCOUNT NUMBER: This is an account number that uniquely

identifies you from the vendors other customers. The vendor must provide

this number to you. Each vendor that will be accepting eOrders will need

to supply you with an account number to use.

YOUR PHONE NUMBER: a number the vendor can call in regard to

purchasing inquiries.

4. Next, complete the information related to this specific PO.

CONTACT NAME: This is the name of an individual that the vendor can

contact should there be any question regarding this order.

CONTACT EMAIL ADDRESS: This is the email address that the vendor

can use for any email correspondence regarding the order.

SHIPPING NOTE: Your vendor may ask that you put specific

information in this field when submitting eOrders.

SET AS DEFAULT…: if this is checked when you select ok, the purchase

order information entered here will be saved and used by default for

subsequent eOrders for this vendor.

5. If you have not yet completed your Email Setup, do so now by clicking the

Setup button (see Email Setup below).



6. Click Ok to submit the eOrder with the information as entered. The Purchase

Order will be marked as Ordered.

Email Setup

The Email Setup used for eOrders is the same setup for Email Paging. If you use Email

Paging, this will already be set up. If you use SuccessWare21 on the ASP (as opposed to

on your own network) the Email Setup will be pre-configured for you and you will not

have access to it. If you run SuccessWare21 on your own network, and you have not set

up Email Paging, then you will need to complete your Email Setup.

From the eOrdering form, click the Setup button. This will open the EMAIL SETUP

window.

1. You need to fill in the following fields. Once they are entered they will be

saved and not need to be set again.

E-MAIL SERVER: Enter address of your email server (e.g.,

mail.successinc.com)

E-MAIL PORT: Enter the number of the port that your email server listens

uses. This is normally port 25. If you are uncertain, leave this at 25.

USE AUTHENTICATION: If your email server requires authentication,

check this box and enter a valid user name and password.

- E-MAIL USER ID: If you checked the Use Authentication box, then

enter a valid user name for your email server.

- PASSWORD: If you checked the Use Authentication box, then enter

a valid password for your user name.

2. Click the Test button to test the connection to your email server using the

information you provided. If the connection fails, you will need to verify the

information that you have entered. To do this, check with the administrator or

provider of your email service.

3. Click OK to accept your Email setup.



Creating a Negative Purchase Order

Normally purchase orders are created to track the flow of material and other purchases.

You can also create Negative Purchase Orders to track the "return flow" when materials

are returned to a supplier. However, if inventory is active, you MUST post the receipt for

the PO immediately in order to affect inventory and the general ledger correctly.

When Would I Create a Negative Purchase Order?

A negative purchase order is not necessary in order to process a material return in

SuccessWare21. You can record a negative invoice to remove the returned item from

inventory (if you have inventory active) and a credit invoice to represent the credit given

to you by the vendor.

You could however, record a negative purchase order as a "to do" document. If a

technician calls in from the field and report that he has a bad or damaged part on his

vehicle, that has either been removed from the customer home or is from his truck stock,

you can create a negative PO at that point as a reminder that there is a part or parts that

will need to be returned. Once the part is brought back to the office and sent back to the

supplier, the negative PO can be opened and from it a negative receipt generated. This

negative receipt could serve as documentation that the part has been returned and you are

awaiting the credit or refund from the vendor.

If Inventory is active, you must post the negative receipt as it will remove the returned

item from your inventory stock.

Negative Purchase Orders can be created through:

PURCHASING MANAGER - right-click and choose New PO, or press Insert,

Call Center - right-click on the job for which you want to create a PO and

select Job Materials/Purchases--> New Purchase Order followed by New

Purchase Orders

Job Form- Press the PO button and then select Job Materials/Purchases --

>Purchase Order followed by New Purchase Order

To Create A Negative Purchase Order

1. Open a New Purchase Order

2. We recommended that you modify the PURCHASE ORDER NUMBER that has

been created to begin with "CR" so that they will the negative POs will be

easier to identify.

3. Enter the DATE of the PO

Note: If your company has not activated inventory the JOB NUMBER and the WAREHOUSE

NUMBER are not required but can be used as a reference when running reports.

4. Enter the WAREHOUSE NUMBER from which the items will be returned



5. If the item was originally purchased for a job and was received in a warehouse

you will enter the job number in the JOB NO field.

If the item was returned to the warehouse from a job (as described in Vendor

Returns) DO NOT enter a job number as that will create a negative job tag

that will have to be deleted manually.

6. You can select the tech requesting the return in the REQUESTED BY field

7. Choose the Vendor to whom the parts will be returned or from whom the

credit is expected in the VENDOR NO field

8. Tab to the DESCRIPTION field and enter information about the return or

expected credit if necessary

9. To add items to the negative purchase order, click into the item grid and press

Insert (in order to add an item to the PO, it must already be in the PriceBook).

10. In the ITEMNUMBER field search for the PriceBook item that you want to add

to the negative purchase order.

11. Enter the DEPARTMENT that will get credit for the return.

12. Enter the QUANTITY of the item that you want to order. In order to create a

negative Purchase Order the quantity must be entered as a negative number

13. The WAREHOUSENO and JOB NO fields will default to the values that were

selected for the purchase order.

14. Place an X in the tax (TX) field if you value of the item that you will be

returning should include tax. SuccessWare21 will automatically calculate the

total based upon the quantity, unit cost and tax of the item. The Tax rate used

will be based upon the rate defined when the selected vendor was set up.

15. Press Enter to save the item or Insert to add another.

16. If the items have already been returned to the vendor and you are awaiting

your credit or refund, you can click the Update Status button to mark the

Negative PO as Ordered. If you have Inventory active you must record a

negative receipt to remove the return items from inventory stock. Posting the

Negative Receipt will automatically update the status of the negative PO to

Ordered.



The Negative Purchase orders will appear in the Open view of the PURCHASING

MANAGER with a negative AMOUNT

RECEIPTS

Receipts are a method of updating the status of a purchase order. As items that are

ordered through a purchase ordered are delivered, you will mark the quantity that are

delivered, back ordered and cancelled. If inventory is active, posting the receipt will

update its quantities and value.

You can create inventory or purchase order receipts using any one of the following

methods:

From and existing Purchase Order - Open the Purchase Order, click the

Receipts/Invoices, then select New Receipt. The Receipt will be populated

with the line items listed on the Purchase Order.

From the PURCHASING MANAGER - right-click on an existing PO, then

select New and then New Receipt for Selected PO. The Receipt will be

populated with the line items listed on the Purchase Order.



You can create a Miscellaneous Receipt (one that is not based on an

existing PO), by:

- Right clicking in the background of the PURCHASING MANAGER and

selecting New, then New Miscellaneous Receipt

- Right click in the RECEIPTS area at the bottom of the Open view of the

PURCHASING MANAGER you can select New Miscellaneous Receipt

- By pressing the Receipt button in the INVENTORY MANAGER

Creating a Receipt

1. Open the receipt using one of the above mentioned methods. The receipt will

open with information from the purchase order. The quantities received will

default to the quantities ordered. These can be changed.

2. If any of the line items on the receipt have not been fully delivered, select the

line and press Enter.

3. The expected quantity (EXPQTY) will equal the quantity ordered, enter the

actual number received in the received quantity (RCVD QTY) field.

4. If you are canceling the remaining items enter the remaining quantity in the

cancelled quantity (CNCL’D QTY) field. If you do not cancel any of the

remaining items the remaining quantity will automatically be entered in the

back ordered quantity (BO’D QTY) field.

NOTE: The back ordered items quantity will default as the expected quantity

(EXP QTY) on the next receipt that you open for this purchase order.



5. When all items have been received, canceled, or backordered, click Save, then

Post to post the receipt.

Effects of Posting a Receipt

Create an un-posted Accounts Payable invoice that contains a listing of the

items that were received.

Update the quantity on hand for the received items if inventory counting

has been activated and the items are “counted” items.

Post to the inventory account for “valued” items if the inventory has been

activated. It will offset the entry by posting to the pending payables

account. The system will debit the pending payables account and credit

accounts payable when the invoice that was created from the receipt is

posted.

Update the status of the purchase order. The status will change from

ordered to partially or fully received.

General Ledger Activity for Posting a Receipt

If you have Inventory activated and items listed on the receipt are marked as valued in the

PriceBook, General Ledger entries are created when you post a receipt. To review the

General Ledger activity, right-click on the posted receipt and select General Ledger

Review.

In this case, the Inventory Account has been debited by $95.58 and the Pending Payables

account has been credited $95.58. Pending Payables is effected, not Accounts Payables,

because this is not an invoice. Once the associated invoice is posted, Pending Payables

will be debited and Accounts Payable will be credited.



Splitting Parts

Items on an invoice, receipt or purchase order can be split between jobs, warehouses and

departments. Overhead items can only be split between departments.

1. Open the receipt on which you want to split distribution.

2. Right-click on the line item you wish to split and choose Split.

3. Click on the line and press Enter to place it in edit mode.

4. Enter a quantity, and then the job number, warehouse or department that you

want to assign that quantity to.

5. Press Enter to save the line. If all items were not distributed, the window will

notify you that the quantities are out of balance.

6. Continue to add new lines by pressing Enter and distribute the quantity.

7. When the quantity has been fully distributed, the screen will send a

notification to indicate that the QUANTITIES ARE BALANCED.

Receiving Serialized Items

If you order items on a purchase order that have been marked as serialized in the

PriceBook and inventory has been activated, the serial numbers must be entered when the

items are received.

1. In the receipt, right-click on the serialized item and select Split

2. In the Split window, enter the first serial number in the SERIALNUMBER field.



3. Continue to press Enter to add new lines until all serial numbers have been

entered.

4. Continue to add all serial numbers until the screen signifies that the

QUANTITIES ARE BALANCED.

Receiving Items without a Purchase Order

SuccessWare21 allows you to create receipts for items that were received without a

purchase order being created.

1. From the PURCHASING MANAGER, right-click and select New, and then New

miscellaneous receipt. A blank NEW RECEIPT screen will open.

2. Choose the vendor from the vendor drop-down list.

3. If there are open POs for the chosen vendor, the PO# drop-down list will

contain them. You can choose an existing PO at this time if you wish.

4. Enter a received date and warehouse.

5. In the item grid, press Enter to add items and the quantity received.



6. Press Enter to save the lines.

7. Post the receipt when finished.

Creating a Negative Receipt

Recording a negative receipt allows you to indicate that materials or equipment have

been returned to a vendor or supplier. Posting the negative receipt indicates that the

materials being returned are no longer in your possession and, if you have activated

Inventory, are no longer part of your inventory stock. When you post a Negative Receipt,

an un-posted Credit Invoice will automatically be created. This Credit Invoice can then

be posted to the Vendor Account as a credit that can be applied to future payments or a

Refund from the Vendor can be allocated to the Credit Invoice.

You can create negative receipts using any one of the following methods:

From and existing Negative Purchase Order - Open the Negative

Purchase Order, click the Receipts/Invoices, then select New Receipt. The

Receipt will be populated with the line items listed on the Negative

Purchase Order.

From the PURCHASING MANAGER - right-click on an existing Negative

Purchase Order, then select New and then New Receipt for Selected PO.

The Receipt will be populated with the line items listed on the Negative

Purchase Order.

You can create a Miscellaneous Receipt (one that is not based on an

existing PO), by:

- Right clicking in the background of the PURCHASING MANAGER and

selecting New, then New Miscellaneous Receipt

- Right click in the RECEIPTS area at the bottom of the Open view of the

PURCHASING MANAGER you can select New Miscellaneous Receipt

- By pressing the Receipt button in the INVENTORY MANAGER

Note: If you have Inventory active and you are creating a Negative Receipt to indicate

the return of parts that had either been purchased directly to a job or have been

requisitioned to a job the tagged items MUST be returned to a warehouse, therefore

resolving the outstanding job tags before you record the negative receipt.

To Record a Negative Receipt

1. Open the Negative Receipt using any of the methods listed above.

2. Choose the VENDOR from the vendor drop-down list.

3. If the item was purchased for a job and received in a warehouse you will enter

the job number in the Job No field.

If the item was returned to the warehouse from a job (as described in Vendor

Returns) DO NOT enter a job number as that will create a negative job tag

that will have to be deleted manually.



4. Enter a RECEIVED DATE (This will serve as a "Returned Date" and choose the

WAREHOUSE from which you are removing the item.

5. In the item grid, press Ins to add items and the quantity you are returning to

the vendor. You will enter the RCVD QTY as a negative number. If you open

the Receipt based on a Negative Purchase Order, the Receipt will already be

populated based on the line items in the Negative PO.

6. Press Enter to save the lines.

7. Post the receipt when finished.

Once the item(s) has been removed from the warehouse by posting the negative receipt,

you will process the vendor credit or vendor refund (or both)

General Ledger effects of posting a Negative Receipt:

If the Negative Receipt was generated based on a Negative PO, the status

of the Negative PO will be updated.

An Un-posted Credit Invoice will be created

If Inventory has been activated:

- Items that are marked as “valued” will credit the inventory account

and debit pending payables.

- Items that are not marked as “valued” will have no general ledger

effect.

If Inventory has not been activated the receipt will have no general ledger

effect.



Receipts Key Items to Remember

Receipts are a means of maintaining the status of purchase orders.

General Ledger entries are created when you post a receipt.

PURCHASING WIZARD

Purchasing Wizard Introduction

The Purchasing Wizard allows for the creation of purchase orders based upon restocking

requirements (min/max or usage) or task parts lists. The wizard automatically creates an

item list that identifies all the items to be ordered. If the item’s PriceBook setup identifies

a primary vendor, that information will be included in the list as well. The list will then

be used as the basis for creating purchase orders.

Using the Purchasing Wizard will consists of:

Creating/Opening the item lists

- Creating a Restock List

- Creating a Simple List

Maintaining item lists

Creating Purchase Orders

The Purchasing Wizard Window

THE PURCHASING WIZARD WINDOW

The Purchasing Wizard is accessed from the Purchase Order Manager.

To Open the Purchasing Wizard:

1. Open the Purchase Order manager.

2. Right click in the list area of the Purchase Order manager and select

Purchasing Wizard (or press Ctrl+W)



Purchasing Wizard Filters

The Purchasing Wizard contains two filter indicators that allow you to limit the displayed

results in the window. Activate the filters by clicking the appropriate indicator.

Filter Indicator Displayed Result

New Lists This filter will display lists that are in progress. These

are lists that have been created, not saved as a template

and still have not been ordered.

Templates This filter will display lists that have been saved as a

template.

Purchasing Wizard Control Menu Options

Right clicking in the Purchasing Wizard will make the following options available.



Control Menu Option Function

New Creates a new Item list

Open Opens the selected item list or template

Delete Deletes the selected item list or template.

Properties Opens the properties window for a selected

Item List. The Properties window allows

changes to be made in regards to where Items

will be shipped as well as what department

and or job is making the purchase.

Filter Allows you to filter based upon open lists or

templates.

Close Closes the Purchasing Wizard

Creating a Restock List

A restock list is used to create purchase orders that will restock inventory warehouses

based upon their minimum/maximum stock configuration and current on-hand quantities.

To create a restock list

To Create a Restock List

1. Right click in the PURCHASING WIZARD and select New (or press Insert).

2. Click Yes to confirm that you want to create a new list from scratch.

3. In the ITEM LIST PROPERTIES Window, select RESTOCK and click the

Next button

4. In the left panel of the RESTOCK LIST PROPERTIES window, select the

warehouses that you want to restock

5. In the right panel select the criteria for the restock list



Min/Max vs. On-hand- Compares the On-hand quantity of stock items in

the selected warehouses to the assigned minimum quantity for the item. If

the item quantity is at or below the minimum (based upon your setup), a

PO line item will be created for the item which restocks it to the maximum

quantity.

Note: You can control whether to restock when you reach or fall below the minimum on-

hand quantity on the Module Configuration tab of Company Setup.

Usage History- A restock list will be created based upon inventory

transactions that have been posted during the defined date range.

6. Click Next

7. Choose the department that will be listed on the purchase order

8. Checkmark the following as needed.

Create PO line items as taxable items - Will mark the PO line items as

taxable when receipts and AP invoices are generated based upon the PO.

Separate Warehouse orders onto different Pos - If this option is selected,

orders for different warehouses, but for the same vendor, will be divided

onto separate POs. It the option is not checked, orders for different

warehouses will be combined on to one PO for each vendor.

9. Enter a list description or accept the default.



10. Click Next

11. Use the drop down arrow to choose whether to ship-to a specific warehouse or

to the company address.

12. Click Finish



Creating a Simple List

A Simple List allows you to create shorter, immediate need orders manually entered or

based on the material lists from one or more task items in the price book. Simple lists

can also be saved as item list templates

1. Right click in the PURCHASING WIZARD and select New (or press Insert).

2. Click Yes to confirm that you want to create a new list from scratch.

3. In the ITEM LIST PROPERTIES WINDOW, select SIMPLE and click the

Next button

4. If you want to build an item list based upon the detail line items if specific

tasks in your PriceBook than select the Build List from Task Items button.

Note: Simple lists not based upon task detail will need to populated manually using item

search.

5. Click Add to bring up the item search form and add all tasks for which you

want to create a purchase order.

6. Once all tasks are selected click OK.

7. Click Next to continue



8. Choose a ship to address

9. If a job number is specified, you can select to ship to the job and optionally to

receive directly to the job (note: if you ship to the job, you must receive to the

job).

10. Click Finish to generate the item list.



Simple List Templates

Simple lists can be saved as templates. Restock lists cannot be saved as templates. New

simple lists can be created based on templates. These new lists will contain the same

items as the template by default, but can be modified.

In order to prevent accidental changes to, or otherwise overwriting templates, templates

cannot be modified. To replace an existing template, a new template must be created and

the old template deleted.

Creating a Simple List Template

1. Open a simple list to display the item list.

Note: If you are in the process of building a list using the Purchasing Wizard, the item list

is displayed after you have competed the Wizard screens and pressed finished.

2. Right click in the list and select Save as Template



3. Press Enter to confirm creating a template.

The Template is now available by applying the Templates filter from the main

Purchasing Wizard window.

Creating an Item List based upon a template

1. Open the PURCHASING WIZARD and select the Templates filter indicator.

2. Select the template from which you want to create the item list and press

Insert

3. Click Yes to confirm creating a new list.

4. Edit the list as necessary and create POs as you normally would.

To replace an existing template

1. Create a new list based on the template,

2. Save the new list as a template,

3. Delete the original template.



Generating a Purchase Order

Once the correct items, quantities and ‘source vendors’ are identified POs can be created

from the Item List window. Select ‘Create POs’ to automatically create POs as defined

by the Item List. These purchase orders can then be managed as ordinary POs.

In the case of Restock and Usage lists, after POs are created, the list will be automatically

deleted. For Simple lists, after POs are created, you will be prompted whether to save the

list as a template or delete it.

After the PO has been created, the line items listed will appear with a red line through

them to indicate that they have been added to a purchase order.

Note: The Purchase order is now available to process through the Purchasing Manager.

Maintaining an Item List

Once a new list is created, or an existing list is opened, the item list form will be

displayed.

From here you can:

Manually enter parts by item number.

Modify the quantity to be ordered for each item.

Identify and maintain the ‘source vendor’. This is the vendor for which a

PO will be created. ‘Source Vendor’ will default to the item’s ‘primary

vendor’.

From the Vendor for Item window, review purchase history for each part

in the item list.

Monitor and review current quantities in stock in each warehouse and

review currently open purchase orders for each item.

Modify the Item List Properties

Save the list for completion at a later time.

Save the list as a template. Once saved as a template, the list is close and

cannot be modified. It can only be used to create new lists.





THE PAYABLES MANAGER

The PAYABLES MANAGER is used to manage your Accounts Payable invoices and

vendors. The PAYABLES MANAGER is also where you will add or change vendors and

invoices and pay vendors, using either the Payment or Pay Bills options. These features

can be accessed using the buttons located at the bottom of the manager, or by using the

right-click options.

Opening the Payables Manager

There are two ways you can access the PURCHASING MANAGER screen.

They are:

Choose the Payables Manager button from the toolbar will open the

PAYABLES MANAGER.

-OR-

Select the icon, click the Purchasing button and another button

labeled Payables will appear. Click that button as well.

After completing either process you will be presented with the following screen.



Finding Information in the Payables Manager

When you display information in the PAYABLES MANAGER, you have 4 display options.

These options will allow you to limit the displayed items to only those that meet the

specified criteria. The indicator bar at the top of the PAYABLES MANAGER allows you to

choose your display options. There are also filters that will allow you to further narrow

your search. Depending upon the display option that you choose, the filters available to

you will change. Use a combination of the display options, filters and selection fields to

display the desired list of accounts or invoices.

NOTE: Moving the mouse over the indicators will display the full name of the

indicator.

Accounts - select the Accounts indicator to list vendor accounts

The following filters will be available to you to allow you to further limit

the displayed accounts.

The following search fields can be used to find particular vendors within

the filtered results.



Posted - select the Posted indicator to list posted transactions.

When displaying posted transactions, the following filter indicators will be

available to allow you to further limit the displayed results.

The following search fields can be used to search within the list of posted

invoices.

Un-posted Invoices - use the UN-POSTED INV indicator to list un-posted

invoices

The following filters indicators will be available to allow you to further

limit the displayed un-posted invoices.

The following search fields can be used to search within the displayed un-

posted invoices.



Recurring Invoices - select the RECURRING INV indicator to list recurring

invoice templates.

The following filter will allow you to display only cancelled recurring

invoice templates.

The following search fields can be used to search within the displayed

recurring invoice templates.

NOTE: The default view of the PAYABLES MANAGER is the UNPOSTED INV view.

When you post receipts the system automatically creates the vendor’s invoice but

leaves it un-posted. When you receive the invoice from your vendor, open the un-

posted invoice, make any necessary changes, and then post it.

Payables Manager Right-click Options

Depending on the display option you have selected, the right-click options of the

PAYABLES MANAGER change. These options include access to features, such as adding a

vendor or invoice. Another way to access these features is by selecting filters or

keystrokes. These options are as follows:

Accounts View

Menu Option Effect

Open history Opens the VENDOR ACCOUNT HISTORY form.

Open detail Opens the VENDOR ACCOUNT DETAIL form.

Age accounts Sorts open items and place them in the proper aging

category.

Recalc vendor

totals

Select this option to have the system read all items on

each vendor and update the summary information

located at the top of the VENDOR ACCOUNT HISTORY.



Menu Option Effect

Reconcile Runs the reconcile utility. The reconcile utility compares

general ledger balances to the detail and reports any

discrepancies.

Posted Transactions View

Menu Option Effect

Open invoice Opens the selected invoice.

Pay selected

invoice

Enters a payment for the selected invoice.

Fix item balance Select this option to fix out of balance allocations for the

selected invoice. This option is only available when

using the Out of Bal filter.

Un-posted (invoices) View

Menu Option Effect

Open invoice Opens the selected invoice.

Reconcile Pending

Payables

Opens the General Ledger Pending Payables

Reconciliation utility.

Recurring (invoices) View

Menu Option Effect

Open recurring

template

Opens the selected recurring invoice template.

New template Adds a recurring invoice template.

All Views contain the following right-click options

Menu Option Effect

New Invoice Adds an invoice.

New Vendor Adds a vendor.

Payables Generates a batch of vendor payments (checks).



Menu Option Effect

Report To create a grid report.

Open Displays a sub-menu where you can select to open

Vendor details or Vendor account history.

Close Closes the PAYABLES MANAGER.

View An optional way to select which view you wish to use for

the PAYABLES MANAGER.

Filters An optional way to select the items to include in the

display.

Adding a Vendor

Vendors can be added to the system either from the REFERENCE LIBRARY or directly from

the PAYABLES MANAGER. There are 3 ways to add a vendor from the PAYABLES

MANAGER.

They are:

Click New Vendor,

Right-click and select New Vendor, or

Press Ctrl+Insert.




Field Description

Acct# SuccessWare21 will generate an account number. You

can replace it with your own, but the account number

replacement must contain a letter.

Company Vendor’s company name.

Address 1 and

Address 2, City,

State and Zip

Address information for the vendor.

PO Contact Name of contact person regarding purchase orders.

Phone 1 and 2,

Fax

Vendor phone numbers.

Email Email address of vendor.

AR Contact Name of person to contact regarding Accounts

Receivable questions.

Phone Phone number of AR contact.

Separate Remit

Address

Check to add a separate address to which you will mail

payments. A separate address form will open.

Type Choose the type of vendor from the drop-down list.

Tax Percent Tax percent added to purchases.

Terms Choose the payment terms from the drop-down list.

Credit Limit Your credit limit with the vendor.

Print 1099? Checkmark to add this vendor to a 1099 report.

Tax ID# Vendor’s Tax ID #.

Check Memo Information entered here will print in the memo field of

checks sent to this vendor.

Is Active? Determines whether or not this is an active vendor.

Preferred

Vendor

Checkmark this field to indicate that this is a preferred

vendor. You will be able to run AP reports grouped or

filtered based upon the preferred vendor status.

Affiliation Enter the preferred vendor affiliation.

Notes Field Notes regarding the vendor or account.

2. Click Save to save the new vendor or Undo to cancel without saving.

NOTE: As you enter the information in the fields, SuccessWare21 will search

existing vendors for a match. If one exists, it will be displayed in the AUTO

SEARCH RESULTS pane. If you need to make changes to a vendor that is already in

the system, select it from the list and press Enter. The existing vendor will be

opened in edit mode.



To Edit an Existing Vendor

1. Locate the vendor account in the PAYABLES MANAGER ACCOUNTS view.

2. Highlight the vendor

3. Right-click to select Open and then Vendor details. (You can also press F3

from any screen in which the vendor is active, i.e., from an invoice or

purchase order for the vendor).

The Vendor Account Detail will open.

4. Click Edit Acct.

5. Make any necessary changes.

6. Click Save to save the changes.

Opening a Vendor Account History

1. Locate the vendor account in the PAYABLES MANAGER ACCOUNTS view.

2. Highlight the vendor

3. Right-click to select Open history or press Enter.

The VENDOR ACCOUNT HISTORY will open.



Note: The Vendor Account History screen can be opened by selecting any vendor related

transaction and pressing F4.

Aging Vendor Accounts

You can age Payables items for an account through the Vendor Account History form (to

age a specific account) or through the Payables Manager (to age all accounts).

To Age Items for a Selected Account Through the Vendor Account History form:

1. Access the VENDOR ACCOUNT HISTORY form from the PAYABLES MANAGER

form by highlighting the correct account, and double-clicking or press Enter.

2. Select the red Age button located at the top of the form, or right-click and

select Age Account (ALT+A).

3. In the pop-up calendar, highlight the date to which you want to age the

account and press Enter or double-click on the date. The account will age to

that date.

The account status area shows the Payables amount due in the Current, Over 30, Over 60,

or Over 90 fields depending on the age of the account.

4. Select Post to complete the process, and then close the form.

To Age All Accounts Through the Payables Manager:

1. Select the PAYABLES MANAGER from the toolbar.

2. Right-click and select Age Accounts. SuccessWare21 ages all accounts to the

current date.



AP Allocations

You can view allocations to an item through the VENDOR ACCOUNT HISTORY form.

To view allocations:

1. Access the VENDOR ACCOUNT HISTORY form by selecting the desired account

from the Payables Manager.

2. Highlight the item for which you want to view allocations and press Enter, or

right-click on the item and select Allocations.

3. From the ALLOCATIONS TO/FROM… form you can highlight an item and right

click to:

Show Allocations for an Allocation Item displays all items that have been

allocated to or from the allocation item. -

Delete Selected Allocation removes the allocation link to the invoice. The

transaction will still appear on the Vendor Account as "on account".

Payments that are allocated as a part of the invoice (through the Vendor

Invoice form) cannot be deleted. -

Clear all Allocations removes all allocation links to the invoice. The

transactions will still appear on the Vendor Account as "on account".

Payments that are allocated as a part of the invoice (through the Vendor

Invoice form) cannot be cleared. -

Review GL displays the General Ledger entries for the transactions and all

allocations. -

Update Payables balance recalculates the Vendor Account's balance to

match the transactions. -



The Payables Manager Key Items to Remember

The PAYABLES MANAGER allows you to limit displayed items to those

that meet a specified criteria.

The default view of the PAYABLES MANAGER is the UNPOSTED INV

view.

Vendors can be added either from the REFERENCE LIBRARY or

directly from the PAYABLES MANAGER.

As you enter vendor information into the various fields, SuccessWare21

will search existing vendors for a match.

ACCOUNTS PAYABLE INVOICES

Accounts Payable or "Vendor" invoices are used to record purchases into the system.

These invoices are used to record the purchase of materials as well as overhead

expenses. Once the invoice is posted it will appear as an open payable or balance due to

the vendor associated with the invoice. You will record a payment to satisfy the balance

due to the vendor.

The items you add as line items on the AP Invoice must be listed in the Part,

Miscellaneous or Overhead section of the PriceBook. Each of the items within these

sections of the PriceBook have an Expense Type associated with them. The Expense

Type identifies which General Ledger account will be posted for the item when the

invoice is posted.

Items added to an invoice can be specific items in the PriceBook (such as individual parts

or pieces of equipment) or generic items from the PriceBook can be used to represent

your purchases (such as GenPart, GenEquip, GenMat)

Accounts Payable invoices can be created from the:

Purchase Order - click Receipts/Invoices and select New Invoice.

Payables Manager - click New Invoice or press Insert.

Receipt - an un-posted invoice will be created automatically when the

receipt is posted.

Call Center - Right click on a call in the CALL CENTER and point to

Materials/Purchasing, then select Vendor Invoices

The Job Form- Right click, select Job Materials/Purchases and then

select Vendor Invoices, New Vendor Invoice.



If an Accounts Payable invoice is created from a purchase order or a receipt, the items on

the purchase order or receipt will default as the line items on the invoice.

If you are creating an accounts payable invoice from scratch the line items will need to be

added.

Creating an Accounts Payable Invoice

1. Open the Invoice.

2. Choose a vendor from the Vendor drop down list

3. If there is an associated PO, choose it from the PO# drop down. The list will

show open POs for the selected vendor. This will populate the invoice with

the line items on the purchase order. When the invoice is posted this will have

the effect of "receiving" the items from the Purchase Order.

4. If the Invoice is a purchase of items for a specific job you can enter or select

the job from the JOB NO. drop down. If a Job Number is selected each of the

line items on the invoice will be associated with the selected job.

Note: This list only shows Open jobs, if the job you are posting the invoice for is already

closed, you can manually key the job number into the field.)

5. Enter the Invoice Date. The DUE date will default based upon the terms of the

vendor.

6. Enter a unique Vendor Invoice number. Each invoice number that you enter

must be unique for the vendor selected. For example, you could have 2 vendor

invoices with the same number (E.g, 123456), as long as the invoices were

from different vendors.



7. If you need to add items to the invoice, click in the item detail area and press

Insert.

8. Add line items to the invoice by using the standard search method or by

entering the Item Number of the item you are purchasing.

9. Tab to the DEPARTMENT field and select the department that is purchasing the

item. (this is the department that will charged with the expense of the purchase

at the General Ledger level if applicable).

10. Tab to the QUANTITY field and enter the number of items being purchased.

11. Tab to the DESCRIPTION field to modify the description of the item if

necessary.

12. If the invoice item is being specifically purchased for a job, tab to the JOB

NUMBER field and enter or select the job number. If you selected a JOB

NUMBER at the top of the invoice or created the invoice directly from a job,

the job number selected will automatically appear on each line.

13. If you have activated inventory you will need to decide whether or not the

items being purchased are being received to a warehouse or directly to a job.

Including or excluding a warehouse will determine whether a Job Tag or

Warehouse Tag is created.

If Inventory is NOT activated, choosing a warehouse will affect your ability to

report on items purchased with a warehouse number attached to them (such as

with the Item Distribution report which can be run by warehouse).

14. Tab to the UNIT COST and modify the price if necessary.

15. If the item that you are adding to the invoice is eligible to receive a discount

be sure that an X appears in the DSC column. An X will appear in this column

by default and will have no effect on the invoice total if discount information

is not applied in the Discount area of the invoice.

16. If the Item you are purchasing is taxable, be sure to place an X in the TX

column. If you mark the first item on the invoice as taxable, any additional

items added will have the TX column marked automatically. Tax will be

applied using the tax rate identified when setting up the selected vendor or as

defined in the TAX % field at the bottom of the invoice.

17. Press Enter to save the line item



18. If the payment terms you have with the vendor allow for a discount the

discount will be displayed in the DISCOUNT field near the bottom of the

invoice. The discount percentage and amount can be edited if necessary.

19. Post the Invoice when finished.

Note: If you plan to create another invoice for the currently selected vendor, you can use

the New button at the bottom of the Vendor Invoice form to close the existing invoice

and create a new invoice for the same vendor.

Distributing or "Splitting" Items on an Accounts Payable Invoice

The items that you list on an AP Invoice can be divided between different Jobs,

Warehouses, or Departments through the ITEM DISTRIBUTION form. Material items can be

split by quantity. This means a single line item with for example a quantity of 10, can be

"split" so that 6 are received to one warehouse or against one department and the other 4

are received to another warehouse or department.

Overhead items can be split only between departments and must be divided, by a

percentage.. SuccessWare21 will track the percentages and will not allow you to exit the

form until the distributed percentages equal 100%.

This is also the form you will use to record serial numbers when receiving serialized

items.

When the invoice is posted, the expense associated with the items will be posted

proportionally based upon the splits (for example the percentages) that have been

defined.

To Split an Item:

Select the item on the AP Invoice that you want to split

1. Press Ctrl+S, or right-click and select Split on the item. This will open the

ITEM DISTRIBUTION window.

2. Press Enter on the listed line item to place it in edit mode and identify the

quantity, department or department for a material line item or the department

and percentage for an overhead item. Press Enter again to save the item.

3. Press Insert to add a new line. You will need to accommodate the full

quantity of items or for overhead items, create distributions that equal 100%

or the form will tell you that you are not in balance.



4. Once you have Click the X in the upper right hand corner of the ITEM

DISTRIBUTION box to save and close.

Applying Discounts to a Vendor Invoice

If you are eligible to apply a discount to an invoice that you have received from a vendor,

the discount information must be recorded on the AP invoice before it is posted. The

discount total, along with your payment will be used to satisfy the total balance of the

invoice. At the time you generate a payment to pay the opne invoice, the discount total

will be posted in the General Ledger to the Default Account you assigned to PAYABLES

DISCOUNTS TAKEN when setting up Default Accounts during General Ledger Setup.

When the invoice is paid, the discount amount will automatically be subtracted from the

total of the payment. If the discount has a cut off date associated with it (a Discount Date)

then SuccessWare21 will only automatically apply the discount to the payment if the date

of the payment is on or before the discount cutoff date. In this situation, you can, while

preparing your payment and selecting which invoices you plan to pay, you can right click

on any open items which are past the discount cutoff date and select Take Discount to

take the discount manually.

To Apply Discounts on a Vendor Invoice

1. Create your AP Invoice through the normal methods

2. When adding line items that are eligible to receive a discount, be sure to put

an X in the Dsc column. This field is populated by default, so more likely you

will only have to REMOVE the X from items that are NOT eligible to receive

a discount, such as shipping charges.



3. If you have set up the vendor with a discount as part of their Payment Terms,

the discount as well as the discount cutoff date will automatically be

calculated and displayed at the bottom of the invoice, otherwise you can

manually add the discount information. If necessary you can modify the

PERCENTAGE, DOLLAR AMOUNT or DISCOUNT DATE.

4. Post the Invoice once you are finished.

Note: When setting up your Payment Terms, you can determine whether the discount

should be applied to the pre-tax or after-tax total of the discountable line items.

Paying from the Invoice

Click Apply Pmts to record payments at the time you are posting the invoice. You may

use this option to record handwritten checks; items that you purchased using a debit card,

or invoices that are paid with automatic bank withdrawals.

1. After completing the invoice line item information, but prior to posting the

invoice, click Apply Pmts located at the bottom of the invoice.

2. The INVOICE DATE and DUE DATES will default from the invoice.

3. Use the drop-down menu to select the Register Account from which you are

paying the invoice.



4. If you have chosen a bank account select whether you are recording a CHECK

or DEBIT payment. (A debit would indicate a payment made with a bank debit

card or an auto payment made directly from the bank account).

5. The AMOUNT will default to the invoice balance. Change the amount if

necessary.

6. DISCOUNT will default if the vendor’s payment terms include a discount and

the invoice meets the conditions of the terms. You can enter a discount

amount if necessary.

7. The next field will change depending upon whether you are paying by check

or debit. If you are recording a check payment the field will be labeled CHECK

NO. and you can record the check number used. If the payment was by debit,

the field will be labeled REFERENCE. You can record a reference number for

the payment. If the payment was made using a Credit Card, the field will be

labeled REFERENCE. You can use the field to record your authorization

number or even the AP Invoice number so that it displays in the Credit Card

Register.

8. Click Save changes to save the payment and return to the invoice.

9. Click Post to post the invoice and the payment.

Payables Invoice Posting Date

Normally when a Payables invoice is posted, it will post to the General Ledger on the

date identified in the INVOICE DATE field. However, a vendor invoice may be received

from the vendor after the accounting period has been closed.

In order to use the correct invoice date for properly tracking Accounts Payable, the

vendor invoice facilitates posting with a G/L post date different than the invoice date.

This allows the invoice to be posted with the correct invoice date without having to re-

open the fiscal period.

When a vendor invoice is posted and the invoice date is in a closed or locked period, the

system will calculate the start date of the first open period after the invoice date and

prompt the user as to whether they want to continue and post using that date as the

General Ledger post date or if they want to cancel the posting all together.

Note: The account register does not accommodate post dates separate from item dates so

the Post Date feature is not allowed for vendor invoices that have payment attached

(Apply Pmts button).



The alternate post dates are visible in the Posted View of the PAYABLES MANAGER. This

includes an ability to search specifically by the Post Date.

The A/P Aging, Open Payables, and A/P Transactions Reports all contain an option

which allows you to filter the date range based upon the Post Date

Accounts Payable Invoices Key Items to Remember

Vendor Invoices are created to record expenses that must be paid for.

Vendor invoices can be related to a Job, using the Job Number field.

Items on an AP invoice can be marked as discountable or not

discountable.

Invoice items can be split between different Jobs, Warehouses, or

Departments through the ITEM DISTRIBUTION form.

Overhead items can be split only between departments. SuccessWare21

will track the percentages and will not allow you to exit the form until the

distributed percentages equal 100%.

AP Invoice that are created after they have been paid can have the

payment recorded directly on the invoice and be posted as paid invoices.

RECURRING INVOICES

Recurring invoices serve as AP Invoice templates that can be used to represent

periodically occurring expenses such as rent, utilities, loan payments or software

subscriptions. These templates can then be used to generate, as needed, an AP Invoice

that already contains the line items that are to be purchased/paid for. For invoices

representing expenses for which the amount varies invoice to invoice, (such as utilities),

the price of the line items can be modified on the invoice created from the template.

In addition to the time saving aspect of recurring invoice templates, is your ability to

build "departmental expense splits" into the line items on the template. This is helpful for

overhead expenses that you would like to have divided (at the general ledger level) as

expense between many departments. The line item(s) on the template can be split, and

each invoice that is created from the template will contain those splits, which can be

modified at that time if necessary.

Note: The invoices that are created based upon recurring invoice templates are not

generated automatically by SuccessWare21. You must, as the selected bill is coming due,

open the template item and choose to create the current invoice based upon the template.

There are two steps to processing Recurring Payables:



1. Create the vendor invoice template, and

2. Process the recurring invoices.

The Recurring Invoice View

The RECURRING INVOICE view of the PAYABLES MANAGER displays your list of invoice

templates, and in the lower portion of the screen, invoices that have been created based

upon any of the templates selected in the upper portion. From this view, new templates

can be created or existing templates can be opened.

The Cancelled filter allows you to view Recurring Invoice Templates that have been

cancelled and are therefore no longer active.

Creating a Vendor Invoice Template

There are two different ways of creating recurring invoice templates:

From the RECURRING INVOICE view of the PAYABLES MANAGER, click

New template.

From an existing, posted AP invoice. Open the invoice, right-click in the

gray area of the form and select Make recurring. (When using this option

you can skip to step 7 below.)

To Create a Recurring AP Invoice Template



1. Open the RECURRING VENDOR INVOICE TEMPLATE.

2. Choose the vendor from the drop-down list.

3. Enter a DESCRIPTION of the invoice template you are creating. This description

will appear in the Recurring Invoice view of the Payables Manager when you

select the template in the list view. This is helpful in differentiating between

multiple invoice templates that may be related to the same vendor. (Such as

multiple loans for vehicles that may be paid to the same finance company)

4. Click into the grid area and press Insert to add a new line.

5. Enter an ITEMNUMBER or search for one from the PriceBook and choose the

DEPARTMENT, QUANTITY and UNIT COST. For items that change in cost from

month to month such as utilities, you can enter $0 as the UNIT COST.

6. Press Enter to save the item.

7. For an overhead expense item, you can split the divide the expense of the

overhead item amongst departments. To do so, right-click on the line item and

choose split. Then create your percentage allocations. Close the ITEM

DISTRIBUTION form using the X in its upper right corner.



8. Press the Recurring setup button to establish the frequency and schedule of

the recurring invoice.

9. In the RECURRING INVOICE SETUP window, choose whether the recurrence is

Open-Ended or is for a Limited Term. If you select Limited Term be sure to

identify the Total # of Payments required..

10. Choose the recurrence interval for the invoice by choosing whether it is Due

on a Monthly Basis or Due on a Daily Basis.

If you have selected Monthly- Choose how often in months the invoice is

due and the day of the month it will be due.

If you have selected Daily- Select the number of days that pass between

each invoice coming due.

11. Tab to the NEXT DUE (ACTUAL) field. This will default the next possible

billing date based upon the recurrence pattern you identified. If the date of the

first billing is correct continue on. If the date is incorrect, manually enter the

date that the first invoice based on the template will be due.

12. If you have changed the date in the NEXT DUE (ACTUAL) field the CREATE

WHEN NEXT DUE checkbox will be cleared automatically. After the first

invoice using the template is created the checkmark will automatically be

returned and the recurrence pattern of the invoice will begin as defined.

13. Note: The Cancelled checkbox allows you to tell SuccessWare21 that you no

longer wish to show invoices due based upon the template.

14. Click Save.



15. Close the template.

Creating an Invoice Based Upon a Recurring Invoice Template

Once a Recurring Invoice Template has been created, you will use it to create new AP

Invoices.

To Create an Invoice Based on a Recurring Invoice Template

1. Select the RECURRING INV view in the PAYABLES MANAGER. All recurring

invoice templates will display.

2. Select the template for which you want to create an invoice and press Enter to

open it or right click on the template and select Open Recurring Template.

3. In the Invoice Template form, click the Create Next button in the lower left

corner

A new Accounts Payable invoice will open modeled after the template.

4. Make any necessary changes to the line item(s) on the invoice. This may

include editing the cost.

5. If you have already paid the invoice you are entering, either through a

handwritten check or via a credit card or automatic withdrawal transaction,

select the Apply Payment button and record your payment information. If the

invoice is posted without a payment it will appear as an open payable that can

be paid at a later point.

6. Post the invoice.



Recurring Invoices Key Items to Remember

Use Recurring Payables to post invoices that occur periodically such as

rent, loan payments, etc.

You can use recurring invoices to process invoices even if the amounts

change each month.

If you did not post a payment on the invoice it will still be available for

payment, just as with your other invoices.

PAYING YOUR BILLS

There are five methods that you can use to pay a vendor.

You can choose to pay a single vendor,

You can pay multiple vendors in a batch,

You can record payments on individual Accounts Payable invoices

You can make a miscellaneous payment to a vendor that is not related to

an invoice.

You can pay a vendor with a Credit Card

Paying a Single Vendor

Paying a single vendor allows you to generate a check that will pay any outstanding

amounts owed to that vendor only. The Payment option allows you to generate a single

vendor payment, or to pay by miscellaneous checks (which will be covered later in this

lesson).

1. Open the PAYABLES MANAGER and display the ACCOUNTS view.

2. Select the account to which you want to make a payment.

3. Click Payment at the bottom of the PAYABLES MANAGER.

The MAKE PAYMENT window will open.



4. Choose the account from which you want to make the payment.

5. Be sure that Vendor payment is selected.

6. Select whether you are paying by check or debit.

7. If by check, either confirm or enter the check number

8. Enter or accept the date.

The lower half of the window displays open items owed to the vendor.

The amount of the check will be determined by which outstanding

payables you choose to pay.

9. Select each item you intend to pay and use the appropriate keystrokes or right-

click options:

Menu Option Effect

Edit

amount/discount

To make changes to the payment amount (i.e. partial

payment) or the amount of the discount you are

taking. The keystroke for this option is Enter.

Tag/untag for

payment

This option toggles. If the item has been marked for

payment it will un-mark it. If the item has not been

marked for payment, it will mark it. The keystroke

for this option is Spacebar.



Menu Option Effect

Take discount Use this option to take discounts on items that are past

the discount due date. The system will automatically

take available discounts on items that are prior to the

discount due date. The keystroke for this option is

Ctrl+D.

Items that will be paid with this check will be preceded by a red checkmark.

10. To post the check without printing (for instance, to record a handwritten

check), click Post.

11. To print the check, click Print. The system will post the payment once the

check has printed successfully.

12. You will be prompted as to whether the checks printed successfully or not.

13. If Yes, SuccessWare21 will post the payments.

14. If No, you will be asked whether to void the check or try to reprint.

If you choose to void, you will be returned to the MAKE PAYMENT window. The check

number will be increased by one.

Paying Multiple Vendors

SuccessWare21 allows you to generate batches of checks for multiple vendors.

1. Click Pay Bills from the PAYABLES MANAGER and select the Payables option

or right-click and select Payables.



2. Enter or select the due date through which you wish to pay bills. Select

INCLUDE DISCOUNTS to include items with a discount due date prior to that

date.

3. Choose the account from which you want to write the checks.

4. Use the appropriate keystrokes or right-click options in the open item grid to

select items you wish to pay. Options include:

Option Effect

Edit

amount/discount




Tag/untag for

payment



marked for payment, it will mark it. The keystroke

for this option is Spacebar.

Take discount Use this option to take discounts on items that are past

the discount due date. The system will automatically

take available discounts on items that are prior to the

discount due date. The keystroke for this option is

Ctrl+D.



Option Effect

Tag all Use this option to mark all displayed items for

payment. If you are paying most invoices, you may

wish to “tag all” then un-mark the ones you do not

wish to pay. The keystroke for this option is Ctrl+A.

Report Use this option to print the grid report.

Untag all Use this option to un-mark all items that have been

tagged for payment. The keystroke for this option is

Ctrl+U.

Checks Opens the check queue.

Close To close the pay bills screen. Keystroke is Esc.

5. Once you have completed the item selection, click Checks to go to the CHECK

QUEUE. The CHECK QUEUE will display the checks that the system will print

based on the selections you have made.

6. Verify that the CHECK DATE and STARTING CHECK NO (number). is correct.

7. To post the checks without printing (for instance to record handwritten

checks), move to the last check in the list and press the Spacebar or right-

click and select Mark void/reprint/ok. The system will prompt “Mark prior

checks print ok?”. Click Yes and then click Post.

8. To print the checks, click Print. The system will print the checks and prompt

you to verify that they all printed correctly.



If all checks printed ok, click Yes. The system will post the checks and

update the vendor accounts.

If all checks did not print ok, click No. The system will display the

message “Checks can be marked as printed ok (to-post), printed bad (to-

void), or not printed (to-print). Mark checks and post before reprint”.

Select OK.

The system will return to the CHECK QUEUE where you will mark each check with the

appropriate option. Right-click and select Mark void/reprint/ok or use the Spacebar to

toggle through the options.

Indicates that the check printed ok and is ready to post.

Indicates that the check is to be voided.

No symbol in front of the check indicates that the check has not been printed.

9. If you have marked all checks to void but wish to reprint them using the same

check numbers (for instance, they printed on paper and you still have the

blank checks) mark the first check for reprint. The system will prompt “Mark

remaining checks for reprint?”. Click Yes, then print the checks again.

Making Payments Using Your Credit Card Account

Credit card register accounts can be used when making either vendor or miscellaneous

payments.

Credit card payments can be applied from the Payables manager using the Payment or

Pay Bills options as you would with most outstanding vendor balances, but more likely

you will apply the credit card payment at the time of posting the AP invoice.

You can also process miscellaneous payments from the Account Register that will be

applied against the Credit Card account.

To Pay an AP Invoice Using a Credit Card Account

1. Complete the Account Payable invoice as you normally would



2. After adding all items to the invoice, select the Apply Payments button at the

bottom of the invoice (or press the letter P on the keyboard).

3. Select the Credit Card account you wish to charge from the REGISTER ACCT

drop down list. This will automatically select the Credit Card option in the

PAY BY row of the PAYMENT form.

4. Tab to the AMOUNT field to automatically fill in the amount of the payment

based upon the total of the Invoice.

5. Enter a reference in the REFERENCE field. (You may choose to enter the credit

authorization number or the transaction date.)

6. Select Save Changes

7. Post the AP Invoice

The Invoice will be marked as paid in full and the Credit Card account will display the

transaction in the Account Register.

To Make a Miscellaneous Payment Using a Credit Card Account

1. Open the ACCOUNT REGISTER

2. Use the SELECT AN ACCOUNT drop down list to select the Credit Card from

which you want to make a miscellaneous payment.

3. Click the Payment button at the bottom of the ACCOUNT REGISTER (or press

Alt+2)

4. Tab to the DESCRIPTION field of the MAKE PAYMENT form and type a

description of the transaction. This will display in the transaction view of the

credit card account.

5. Complete the PAY TO, REFERENCE, DATE and AMOUNT fields of the MAKE

PAYMENT form.

6. Choose and adjustment code (or codes) for the payment.



7. Post the Payment

The Credit Card account will display the transaction in the Account Register.

Paying a Credit Card as a Payable

SuccessWare21 allow you to pay your credit card bill as a payable. Credit card payments

can also be made using the Payment option in the ACCOUNT REGISTER.

A Credit Card account must be reconciled through the ACCOUNT REGISTER before you

apply a payment to the account through Payables.

To Pay a Credit Card Account through Payables

1. Open the PAYABLES MANAGER

2. Click the Pay Bills button at the bottom of the window and select the Credit

Card option

Each credit card account will be displayed with its Payment due date as well as the

minimum balance due. Additionally, any payments that have not yet been reconciled will

be totaled in the OUTSTANDINGPMTS column.



3. Use the appropriate keystrokes or right-click options in the open item grid to

select items you wish to pay.

Option Effect

Edit

amount/discount




Tag/untag for

payment



marked for payment, it will mark it. The keystroke for

this option is Spacebar.

Tag for Minimum

Payment

This option will tag the item form payment and use

the minimum payment amount as entered during

reconciliation as the amount for the payment.

Tag all Use this option to mark all displayed items for

payment. If you are paying most invoices, you may

wish to “tag all” then un-mark the ones you do not

wish to pay. The keystroke for this option is Ctrl+A.

Untag all Use this option to un-mark all items that have been

tagged for payment. The keystroke for this option is

Ctrl+U.

Report Use this option to print the grid report.

Checks Opens the check queue.

Close To close the pay bills screen. Keystroke is Esc.



Note: If you select to tag an account that has an outstanding, unreconciled payment, you

will be notified and asked to confirm that you wish to make another payment to the

account.

4. Click the Checks button to generate the checks for payment to the credit card

accounts.

Remittance Reports

There may be situations when you are paying a vendor for so many individual invoices,

that the list of remittances will not fit in the remittance area of the check stub.

SuccessWare21 allows for the printing of a separate remittance report in this

circumstance so that you do not waste pre-printed check forms.

Enabling Remittance Report Generation

In order to have SuccessWare21 generate remittance reports, you must mark that option

in the Company Setup.

1. Click the icon.

2. Click on Setup and select Company.

3. Click on the INVOICES/STATEMENTS/ACCOUNT REGISTER tab.

4. In the lower left hand corner, be sure that USE REMITTANCE REPORTS? is

selected.

(If it is not, click Edit, check the box, and then click Save.)

Printing a Remittance Report

1. Print your checks as you normally would.

2. If there are checks that contain more remittances than can be listed on the

stub, you will be prompted that the check requires a remittance report



3. Click Yes to print the report. (If you select no, you can got to the Account

Register, right click on the check itself and choose to print the check

remittance report.)

4. In the print dialog box that opens, choose the printer you wish to print to and

click OK.

NOTE: If you do not choose the option of printing remittance reports through

setup, when printing checks, SuccessWare21 will void the next check number and

continue the remittance listing on the next stub. It will continue to void each

check number until all remittances have been listed.

Check Print Formatting and Alignment

When printing your checks, SuccessWare21 supports three different check layouts and

allows for user-defined check alignment. Changes made to the check layout and

alignment will be saved on the workstation where the changes have been made.



Available Check Layouts

SuccessWare21 has three available check layouts:

Format A (Format D is the same as Format A with the Payee Name and Address raised

slightly)

Format B

Format C

This format is consistent with QuickBooks checks #167653 10/01.



Setting Check Layout and Alignment

1. After you have cleared items to be paid and are ready to print the checks, click

on the Print Alignment button in the CHECKS window.

2. In the PAGE SIZE window, choose the layout of the check by selecting a check

format from the CHECK FORMAT drop down list.

3. If your check forms contain a second stub, select SECOND STUB?.

4. If you always want to use the default printer settings when printing checks

(Default printer, 8.5/11 paper), select USE DEFAULT PRINTER SETTINGS, if you

want to be given the option to change printer settings each time you print a

check, select USE PRINTER DIALOG.

5. Use the arrows on the individual check sections to position the sections the

way that they appear on your check forms.

NOTE: Once an arrow on a section of the check from is selected, you can use the

arrow keys on the keyboard to reposition.



6. Use the following buttons to:

Click the Tool button at the bottom of the window to open the PRINTER

dialog box use custom printer settings.

Click the Printer button to print a test page that displays the changes you

have made to the check layout and alignment.

Click the Adjust button to restore the check print settings to the

SuccessWare21 default.

7. Click Save to save the changes to the check layout and alignment.

Making Adjustments to Vendor Accounts

The adjustments feature is used to enter debit or credit adjustments to the vendor’s

account. The terms debit and credit do not indicate how you wish to affect the General

Ledger, but rather how you wish to affect the vendor’s account.

A credit adjustment will reduce the amount you owe the vendor and will

debit the accounts payable account in the General Ledger.

A debit adjustment will increase the amount you owe the vendor and will

credit the accounts payable account in the General Ledger.

You will use a credit adjustments to change you current balance with the vendor.

Note: For a Credit adjustment to display on the check stub or remittance report you send

to your vendor, be sure to leave the adjustment UNALLOCATED on the vendor account.

If you have received a Credit Invoice from a vendor, it can be recorded as Negative AP

Invoice instead of using an AP Adjustment.

To Enter a Vendor Adjustment

1. Locate the vendor account in the PAYABLES MANAGER.

2. Right-click on the account and select Open History or click Enter to open the

VENDOR ACCOUNT HISTORY.

If you are entering the adjustment for a specific invoice, highlight the

invoice.

If you are adjusting multiple invoices, or applying the adjustment to the

account, you don’t need to select a particular invoice.

3. Click Adjust located at the bottom of the VENDOR ACCOUNT HISTORY form.

You can also right-click and select Adjust, or press Alt+2.

The A/P ADJUSTMENT form will open.



4. Use the mouse or spacebar to mark the radio button to indicate how you want

to apply the adjustment.

Apply to invoice - to indicate that the adjustment is applied to the selected

invoice. If you selected an invoice prior to opening the A/P ADJUSTMENT

form, this will be the default.

Note: For a Credit adjustment to display on the check stub or remittance

report you send to your vendor with payment, be sure to leave the

adjustment UNALLOCATED on the vendor account.

Apply to account - to indicate that the adjustment is applied to the selected

vendor account. (It may be applied to multiple invoices, other

adjustments, or to the account.)

5. Use the mouse or spacebar to mark the radio button to indicate whether the

adjustment is a CREDIT MEMO (to reduce the account’s balance), or a DEBIT

MEMO (to increase the vendor account balance). Debit memos will not be

applied to an invoice.


Field Description

Date Enter the date you wish to post the adjustment to the

General Ledger.

Adjust Code Select the appropriate code from the drop-down list.

Adjust Amount If you are applying the adjustment to an invoice that

has a balance, the amount will default to the invoice

balance. You can accept the amount or change it. If

the adjustment is unapplied, enter the amount.



Field Description

Acct The General Ledger account will default based on the

Adjust code selected. The field cannot be changed.

SubAcct If the General Ledger account has sub-accounts you

must select a sub-account (using the drop-down list).

If you enter a sub-account when setting up the

adjustment code, the sub-account will default.

Dept Select the appropriate department from the drop-down

list.

Reference If you wish to use a reference ID, enter it here. If you

are recording a credit “invoice” that you received

from the vendor, enter that invoice number here.

Comment Optional field for your notes.

7. Use the mouse or spacebar to select the radio button to indicate how you wish

to allocate the adjustment.

If the adjustment amount is the same as the invoice balance, the system

defaults to AUTO ALLOCATE ADJUSTMENT. The system will automatically

apply the adjustment to the selected invoice when you post.

If the adjustment amount is different than the invoice balance, the system

defaults to MANUAL ALLOCATION. You will allocate the adjustment after

you Click Post.

UNAPPLIED can be selected any time and will post the adjustment to the

account as an open item when you post.

8. After completing all fields for the adjustment click Post. If MANUAL

ALLOCATION is the allocation mode, the system will display the allocation

form where you will indicate how to apply the adjustment. Otherwise the

system will post the adjustment and return to the VENDOR ACCOUNT HISTORY

form.

Manual Allocation of Adjustments

Manual Allocation is used to tell the system how to apply an adjustment when the

amount does not match the balance of the item for which you are entering the adjustment,

or when the adjustment is for multiple transactions.

When you click Post for an adjustment on which you have selected Manual Allocation,

the system will open the allocation form.

You will see the VENDOR ACCOUNT HISTORY heading on the screen, but notice that the

bottom portion of the screen only displays the open items for the account, and the system

states that you are posting a transaction (i.e. POSTING ADJ CREDIT MEMO $38.00).



The bottom of the form will display the balance of the payment that is still un-allocated.

1. Select an item and press the following keys to perform the allocation

Keystroke Effect

Enter Auto apply this item. If the unapplied balance is greater

than the item’s balance, pressing Enter will fully “pay”

the item. If the unapplied balance is less than the item’s

balance, pressing Enter will apply the full un-applied

amount to the item.

Alt+Enter Manually allocate. Alt+Enter will place the line item

in edit mode where you can enter the amount you wish

to apply to the item in the ALLOCATE column.

Del Clear the allocation. If an incorrect amount is in the

ALLOCATE column for the item, clear the allocation and

either automatically or manually allocate the item again.

Ctrl+End Auto apply the remaining balance. The system will

automatically allocate the un-applied balance starting

with the oldest item.

2. Once you have completed the allocations, click Post. If there is still an un-

applied balance, the system will prompt, “The item is not fully allocated,

continue & post?”



Clicking Yes will post the item, leaving the un-applied balance as an

unapplied adjustment.

Clicking No will return to the allocation form where you can continue to

allocate the adjustment.

Paying Your Bills Key Items to Remember

Paying a single vendor allows you to generate a check that will pay any

outstanding amounts owed to that vendor.

The Payment option allows you to generate a single vendor payment, or to

pay by miscellaneous checks.

When in the VENDOR INVOICE screen, you may use the Apply Pmts

option to record handwritten checks, items that you have purchased with a

debit card, or automatic bank withdrawals.

You can adjust credits and debits associated with a vendor’s account.

Use the Manual Allocation feature to tell the system how to apply an

adjustment when the amount does not match the balance, or when working

with multiple transactions.



VENDOR CREDITS AND REFUNDS

When you post a negative receipt to return an item or items to a vendor, the system

automatically creates an un-posted AP Credit Invoice.

If you have posted a Negative Receipt to represent the item returned the vendor and the

vendor sends you a credit invoice which you can apply to your next payment, there is

only one step necessary to record the invoice, post the Un-posted Vendor Credit Invoice

to the vendor's account.

If the vendor refunds your payment by either issuing a check or cash, or crediting your

credit card, you will post the invoice that was created by the receipt leaving a credit

invoice as an open item in the vendor’s account. When you record the actual refund you

will allocate the refund to the credit transaction.

If you have not activated Inventory, you may also manually create a Negative Vendor

Invoice without creating a negative receipt.

Recording a Vendor Credit Invoice

When you have returned parts to a vendor, or if you have received a Credit Invoice from

a vendor, you can build a negative AP Invoice to represent the credit in the Vendor's

Account History. The credit will appear in the vendor’s account history as a separate

item with a transaction type of CRM. Once the credit invoice is recorded on the vendor's

account, you then be able to

Select the credit item (along with invoices you must pay) when creating a

payment to the vendor to reduce the net check you will send to the vendor

by the amount of the credit.

If the vendor issues you a cash, check or credit card refund, the refund can

be allocated to Credit Invoice.

Accounts Payable Credit Invoices can be created or opened from the:

Purchase Order - click Receipts/Invoices and select New Invoice.

Payables Manager - click New Invoice or press Insert.

A Negative Receipt - an un-posted credit invoice will be created

automatically when the negative receipt is posted. The existing credit

invoice can then be found in the Un-posted Invoices view of the

PAYABLES MANAGER.

Call Center - Right click on a call in the CALL CENTER and point to

Materials/Purchasing, then select Vendor Invoices. From here you can

create new or open existing, job-related, un-posted credit invoices.

The Job Form- Right click, select Job Materials/Purchases and then

select Vendor Invoices. From here you can create new or open existing,

job-related, un-posted credit invoices.



To Post A Credit Invoice

1. Open an existing, un-posted Credit Invoice from the Un-posted Invoices view

of the PAYABLES MANAGER (Credit Invoices will appear with a negative

TOTALAMOUNT in the list) or create a new Vendor invoice using one of the

methods listed above.

2. If you have created a Negative PO for the selected vendor that you have not

yet recorded a receipt for, you can select the PO from the PO # field to create

the Credit Invoice directly. The Credit Invoice will be populated with the line

items from the Negative PO

3. If you are not using inventory and want to track that you will have received a

credit for items purchased for a specific job, you can include the Job Number

in the JOB NO field.

If you are using Inventory and the items represented on the credit were

returned to the warehouse from a job (as described in Vendor Returns) DO

NOT enter a job number as that will create a negative job tag that will have to

be manually deleted.

4. Enter the Credit INVOICE DATE. The DUE DATE will default based upon your

terms with the vendor.

5. Enter a unique Credit INVOICE NUMBER

6. If you have opened an un-posted invoice that was created based on a posted

negative receipt, the line items on the Credit Invoice will automatically be

populated with the line items from the negative receipt. If you are creating the

credit invoice from scratch, press Insert to add line items to the invoice for

which you are receiving credit. When adding items be sure to use a negative

value in the QTY field.

7. If you have already received a refund from the vendor and want to post the

refund as part of the Credit Invoice, you can click the Apply Payment button.

If you will be applying the Credit Invoice to future payments to the vendor or

are still awaiting a vendor refund, do not record a payment.

If you received a cash or check refund- Choose your Undeposited Funds

account from the REGISTER ACCOUNT field and record the payment

information

If you received a direct credit to your bank account- Choose the bank

account from the REGISTER ACCOUNT field (Bank Credit will be selected

by default as the PAY BY) and record the payment information.



If the refund was applied directly to your credit card- Select the credit

card account from the REGISTER ACCOUNT filed (Credit Card will be

selected by default as the PAY BY) and record the rest of the payment

information

8. If you are posting a credit that will be given to you (or that a refund will be

applied against) which will have its total reduced by the amount of a discount

that you took related to the original purchase, you can apply the discount to

the Credit Invoice as well. Move to the discount field near the bottom of the

invoice. The discount percentage and amount can be edited if necessary. The

invoice will be posted at its full value as a reduction of expense and as an AP

Credit, however when the credit is applied or a refund from the vendor is

allocated to the credit the credit or refund will be equal to the AFTER

discount amount of the credit invoice.



9. Post the Invoice when finished. If the Credit Invoice contains a discount you

will be prompted to confirm that you want the Credit Invoice to include the

discount. If the discount should not be included, choose NO, then remove the

discount and Re-Post the Credit Invoice

The transaction will appear on the vendor’s account history as a transaction type CRM.

General Ledger Effects of Posting the Invoice:

The General Ledger effect of posting a Credit Invoice depend on whether or not you have

activated Inventory in SuccessWare21.

If Inventory has been activated and the Credit Invoice was created based

on a previously posted Negative Receipt:

- Items that are marked as “valued” will credit pending payables and

debit accounts payables.

- Items that are not marked as “valued” will debit accounts payable and

credit the account that is assigned to the expense type associated with

the line item.

If Inventory has not been activated or the Credit Invoice is not based on

inventoried items, the invoice will debit accounts payable and credit the

account that is assigned to the expense type associated with the line item.

Recording a Vendor Refund

If you have paid a vendor and the vendor refunds your payment by either issuing a check

or cash, or crediting your credit card, you will need to both record the refund you have

received as well as create a Credit Invoice which reverses the original expenses related to

the items you purchased This Credit Invoice can be created manually or automatically

created based upon a negative receipt (which can be used to remove the item from your

inventory stock if you have inventory active). Once you post the Credit Invoice it will

appear as an open credit item on the vendors account. When you record the actual

refund you will allocate the refund to the credit transaction.

You will record the vendor refund in the Vendor Account History form. You can enter

the refund as cash, a check, or refund to your credit card.



To Record a Vendor Refund

1. Open the PAYABLES MANAGER and locate the vendor account that issued the

refund.

2. Highlight the account and right-click to select Open Account, or press F4 to

open the VENDOR ACCOUNT HISTORY form.

3. Highlight the credit transaction you created and select Refund (you can also

right-click and select Refund or press Alt+3) to open the VENDOR REFUND

form.

4. If the vendor doesn't have a credit balance the system will display the

following message

5. Select Yes to continue.

6. Choose the account to which you wish to receive the refund.

If the refund is cash or a check you should receive it into the default

receipt account (undeposited funds.)

If the refund is a credit to your credit card account, select the appropriate

credit card account.

If the refund is a direct credit to your bank account select the appropriate

bank account.

Note: If you have selected Undeposited Funds be sure that the correct REFUND BY option

is selected, either Cash or Check.

7. Enter the correct CHECK NUMBER or REFERENCE for the refund.

8. Enter or accept the date.

9. The lower half of the window displays open items for the vendor. If you

selected a Credit item in the Vendor Account History before selecting the

Refund button, that credit item will be selected. If the refund you received

also covers other listed items select those credit items as well. The amount of

the refund will be determined by the total of the outstanding credits that you

select.

To select the items use the appropriate keystrokes or right-click options:

Menu Option Effect

Edit

amount/discount

To make changes to the refund amount (i.e. partial

refund) or the amount of the discount. The

keystroke for this option is Enter.



Menu Option Effect

Tag/untag for

payment

This option toggles. If the item has been marked

for payment it will un-mark it. If the item has not

been marked for payment, it will mark it. The

keystroke for this option is Spacebar.

Take discount Use this option to take discounts on items that are

past the discount due date. The system will

automatically take available discounts on items

that are prior to the discount due date. The

keystroke for this option is Ctrl+D.

Items that will be refunded with this transaction will be preceded by a red checkmark.

10. Confirm that the AMOUNT of the refund is correct (it will be a negative

number), then select Post to post the transaction.

Refunds that were made by cash or check will appear in the un-deposited

funds account where they can be reconciled and included in the

appropriate deposit.

Refunds made to your credit card account will appear in the register for

the account as an addition to the account balance.

Refunds made as direct credits to a bank account will appear as a deposit

in the register for that bank account.

Documents

Purchasing and Payables - SuccessWare®21Purchasing and Payables 6 SuccessWare®, Inc PO Date - the PO Date indicator will list purchase orders created within a specified date range