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© Copyright 2002 ACCPAC International, Inc. All rights reserved.
Use of the software programs described herein and this documentation is subject to the
ACCPAC International License Agreement enclosed in the software package.
ACCPAC, the ACCPAC logo, and Simply Accounting are either registered trademarks or
trademarks of ACCPAC International, Inc. or its affiliates in the United States and/or other
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EXHIBIT A
TM
SupportPlus Program
Terms and Conditions
1. The following terms and conditions govern the relationship between Client and ACCPAC International,
Inc. (“ACCPAC”) with regard to the services to be supplied for the Products.
2. Levels of service during the term of the Agreement:
• Bronze – provides product upgrades and updates
• Silver – provides product upgrades and updates; TechnoPedia™; and callback support technician
service up to 12 issue resolutions (North America Only)
• Gold – provides product upgrades and updates; TechnoPedia; callback support technician service;
unlimited issue resolutions; support analyst service; system analysis service; environment profile;
orientation and quarterly review (North America Only)
3. Products: Client must be on the then-current version of the Product to purchase SupportPlus. Client
represents and warrants that the Products included are all the Products currently licensed from
ACCPAC.
4. SupportPlus Fee: The SupportPlus fee (“Fee”) will be based on the then-current list price. Multi-year
options are also available. ACCPAC agrees to invoice the Client for the Fee forty-five (45) days in
advance of the due date. Client agrees to pay the Fee as invoiced. Fees are non-transferable and non-
refundable.
5. Lapsed SupportPlus Coverage: To resume SupportPlus coverage after a lapse, Client must purchase a
minimum of one (1) full year of Service and pay a “Reinstatement Fee.” The Reinstatement Fee will be
ten percent (10%) of the then-current Fee for each month of lapsed coverage, as well as a surcharge of
ten percent (10%) of the Fee.
6. Upgrades: Clients who are not current on SupportPlus and desire to purchase a Product upgrade may do
so by contacting an ACCPAC Business Partner (“ABP”).
7. Term of Agreement/Renewal: This Agreement shall commence on the first date payment is received by
ACCPAC and will continue for the period set forth on the invoice (“Term”), but in no event less than
twelve (12) months or until terminated by providing ACCPAC with thirty (30) days written notice. The
Fee is not refundable.
8. Additional Services: Additional services may be purchased at ACCPAC’s then-current published rates.
All expenses incurred by ACCPAC, including reasonable transportation and lodging, shall be paid for
by Client. The Fee and availability of international on-site visits shall be determined on a case-by-case
basis.
9. Audit: Client shall permit ACCPAC and its representatives and agents to conduct periodic audits of
Client’s Products.
10. Client Responsibility: Client is responsible for maintaining the security of its Client ID number. Under
no circumstance shall Client allow persons other than employees of ABPs of Record to use its Client ID
number. Client’s ABP may be changed at any time by completing the Change of Business Partner of
Record Designation Form.
11. Limitations: ACCPAC shall have no obligation to support altered, damaged or modified Product, or to
remedy problems caused by: (i) Client’s negligence, abuse or misapplication of the Product; (ii) use of
the Product other than as specified in the ACCPAC documentation; or (iii) hardware malfunctions,
software not licensed by ACCPAC, or Product which is not the then-current release. Client agrees, at its
expense, to assist ACCPAC in its obligations hereunder by providing documentation of problems and
test data. ACCPAC shall have no obligation to resolve problems if Client fails to reasonably cooperate.
Support shall be provided in the English language, except as otherwise agreed by the parties and subject
to payment of any additional fees required by ACCPAC in connection therewith.
12. Limitation of Liability: ACCPAC liability for damages from any cause of action whatsoever relating to
ACCPAC’s agreement to provide services shall be limited to the amount paid by Client for the services
for the applicable year. ACCPAC’s liability shall be further limited as provided in the End User License
Agreement between Client and ACCPAC for the Product, which may be either a signed agreement or
electronic end-user license accompanying the Product (respectively “EULA”).
THESE TERMS AND CONDITIONS CONSTITUTE A SERVICE CONTRACT AND NOT A
PRODUCT WARRANTY. THE PRODUCT AND ALL MATERIALS RELATED TO THE
PRODUCT ARE SUBJECT EXCLUSIVELY TO THE WARRANTIES SET FORTH IN THE EULA.
THIS AGREEMENT IS IN ADDITION TO THE EULA AND DOES NOT CHANGE, EXPAND OR
SUPERSEDE ANY TERM OF THE EULA EXCEPT TO THE EXTENT UNAMBIGUOUSLY
EXPRESSED TO DO SO.
IN NO EVENT SHALL ACCPAC’S AGGREGATE LIABILITY FOR ANY CLAIM HEREUNDER
EXCEED THE FEES PAID TO ACCPAC FOR THE PRECEEDING TWELVE (12) MONTH PERIOD.
13. Force Majeure: Neither party shall be held responsible for any reasonable delay or failure in
performance hereunder caused by fires, strikes, embargoes, acts of nature, or other causes beyond their
reasonable control.
14. Default and Termination:
a) If Client breaches any of the terms, conditions or provisions of this Exhibit A, and fails to cure such
breach within thirty (30) days after written notice thereof, ACCPAC shall have the right to
terminate the Services without further notice.
b) In the event of Client’s breach, ACCPAC may, in addition to the right to withhold its performance
under and/or terminate this Agreement, avail itself of all other rights, remedies and causes of action
available at law, in equity or otherwise, against such party for damages as a result of such breach.
Unless otherwise provided in this Agreement, remedies shall be cumulative and there shall be no
obligation to exercise a particular remedy.
c) Any expiration or termination of this Agreement shall not prejudice, limit, or restrict any other
rights or remedies either party may have arising prior to such expiration or termination. ACCPAC
shall be under no obligation to refund any amounts paid by Client.
Contents
Getting Started v
Lesson 7: Generate, Print and Post a Batch of Checks ............................ 4–65
Specify Payment Criteria, Print the Pre-Check Register, and Generate
a Payment Batch...................................................... 4–66
Print the Batch Listing, and Print and Post Checks ........................... 4–71
Where To Now? .............................................................. 4–78
Index
Use Accounts You can access your Accounts Payable data using the ACCPAC
Payable through a desktop or through your Internet browser. All Accounts Payable
browser or from the data entry forms are designed to enable users at remote locations
ACCPAC desktop to enter and view transaction data using a browser.
The rest of this section describes some of the tasks you can
accomplish using Accounts Payable.
■ If you use the Enterprise Edition, you can choose the year
and period by which to accumulate vendor and group
statistics. (With other editions, you accumulate statistics by
fiscal year and fiscal period.) Retain the statistics for as long
as you want, or choose not to keep statistics.
Reports use the default aging periods specified for the ledger
unless you override the defaults at print time.
■ When adding entries, you must use valid codes for vendors,
vendor groups, account sets, terms, distribution codes,
distribution sets, tax groups, and bank accounts.
■ Enter run dates and cutoff dates for aging reports to ensure
that more recent transactions are not reported. Specify aging
periods at the time of printing.
Turn to the User Guide once you have finished setting up your
Accounts Payable system, following the instructions in this
Getting Started manual.
Where To Now?
If you have just purchased System Manager and Accounts
Payable, install the applications on your computer, following the
instructions in the System Manager Administrator Guide. If you
have already installed System Manager, install
Converting from If you are converting your data from ACCPAC Plus Accounts
ACCPAC Plus A/P? Payable to ACCPAC Advantage Series, follow the instructions in
the Converting from ACCPAC Plus Accounting manual.
Setting Up
Before
Setting Up Accounts Payable
Choosing Accounts Payable Options ............................................. 2–2
Company Information ...................................................... 2–2
Vendor Options ............................................................ 2–3
Using Multicurrency Accounting ......................................... 2–3
Default Number of Days to Keep Comments .............................. 2–4
Keep Vendor and Group Statistics ........................................ 2–4
Force Listing of Batches ................................................. 2–7
Keep History ........................................................... 2–8
Adding Optional Fields to Vendor and Vendor Group Records ............. 2–8
Invoicing Options .......................................................... 2–9
Use 1099/CPRS Reporting.............................................. 2–10
Allow Edit of 1099/CPRS Amounts ..................................... 2–10
Allow Edit of Imported Batches ......................................... 2–10
Setting a Default Tax Entry Method ..................................... 2–11
Assigning a Document Prefix and a Next Number to Recurring Payables ... 2–11
Defining Optional Fields for Invoice Entry ............................... 2–12
Payment and Aging Options ............................................... 2–13
Default Bank Code .................................................... 2–14
Default Bank Rate Type ................................................ 2–14
Defining Aging Periods ................................................ 2–15
Default Order of Open Documents ...................................... 2–15
Allow Adjustments in Payment Batch ................................... 2–16
Allow Edit of System Generated Batches ................................. 2–17
Assigning Document Prefixes and Next Numbers to Prepayments and
Adjustments ...................................................... 2–17
Aging Unapplied Credit Notes, Debit Notes, and Prepayments ............ 2–18
G/L Integration Options ................................................... 2–18
General Ledger Batch Types ............................................ 2–19
Create G/L Transactions During Posting or On Request ................... 2–19
Setting Up
Customizing Checks, Payment Advices, Letters, and Label Formats ................ 2–54
Before
Setting Up Multicurrency Accounting in Accounts Payable........................ 2–54
Where To Now? .............................................................. 2–56
Setting Up
Before
Setting Up Accounts Payable
This chapter explains the options you can select and the data you
need to add during setup.
Read this chapter Read this chapter before setting up Accounts Payable. It will help
before setting up you create a system that meets your company’s current and
Accounts Payable future needs.
Use the Accounts As you read this section, mark the options you want to use on the
Payable Options data Accounts Payable Options data entry form, one of the data entry
entry form forms shipped on the Accounts Payable CD. Select a form from
the Windows Start menu, in the Accounts Payable Checklists
And Forms subfolder.
Company Information
You keep and update most company address and contact
information using the Company Profile form in Common
Services. However, you can store the name of a contact person or
position for your accounts payable department, and enter the
telephone and fax numbers you use in your Accounts Payable
system on the Company tab on the A/P Options form.
This tab also displays the name and address entered for the
company in Common Services. To change the company name
and address, use the Company Profile form in Common Services.
Vendor Options
Use the Vendor tab on the A/P Options form to choose whether
your Accounts Payable system:
Setting Up
Before
■ Uses multicurrency accounting.
You can also set the default length of time to keep comments in
vendor records.
Multicurrency Accounts Payable can process and report transactions in all the
ledgers currencies used by your company and its vendors if you select
the Multicurrency option on the Vendor tab on the A/P Options
form.
Select multicurrency Before you can select the Multicurrency option in Accounts
accounting in Payable, you must select the Multicurrency option for the
Common Services company in Common Services.
You can select the Multicurrency option at any time, but once
you select and save the option, you cannot change Accounts
Payable back to a single-currency ledger.
Mixing multicurrency You can use Accounts Payable with all ACCPAC applications,
and single-currency even if some applications use multicurrency accounting and
applications others do not. For example, you can post transactions from a
multicurrency Accounts Payable system to a single-currency
ACCPAC General Ledger.
To make sure that comments are kept current, you can assign a
number of days for which you will retain each one. When you
use the Vendor Comments option on the Clear History form,
comments that have been kept for the specified number of days
are deleted, saving you from having to delete each comment
individually from the vendor records.
Enterprise Edition, you can choose the type of year and period
by which to accumulate statistics. For other editions, the year
and period is set to fiscal year and fiscal period.
Setting Up
Vendor statistics For each vendor, Accounts Payable stores the total amount and
Before
number of invoices, payments, discounts taken, discounts lost,
credit notes, debit notes, adjustments, and total paid invoices.
The data is reported by the period you specify, for as long as you
keep transaction details.
Period based on Statistics are accumulated into the year and period derived from
document date the document date. Even if you change the year and period to
which you post the transaction, the statistics will still go to the
period specified by the full document date.
Vendor activity Activity statistics kept for each vendor include the amount and
date of the vendor’s highest balance and largest invoice in the
current and previous years, as well as the amount and date of
the last invoice, payment, credit note, debit note, adjustment,
and discount posted to the account.
Each vendor record also shows the total amount of the invoices
paid in the current year, the number of checks, the average
payment, and the total and average number of days it took to
pay the invoices. Activity statistics for the previous year are
cleared at year end.
Vendor groups The same types of statistics are kept for vendor groups. Use the
Vendor Groups form to review the statistics.
Options for For vendor and vendor group statistics, you can choose:
maintaining statistics
■ Whether to allow editing of statistics.
Allow Edit Of You can choose whether to allow editing of the statistics you elect
Statistics to keep, using the Allow Edit Of Statistics options on the Vendor
tab on the A/P Options form.
Updating statistics Normally, you do not need to change statistics because they are
updated automatically and accurately by Accounts Payable each
time you post batches. However, if you set up your Accounts
From time to time, you may also want to edit a particular statistic
because unusual circumstances have exaggerated the amount.
For example, if a single invoice remained unpaid for a long
period on an otherwise satisfactory account, you could adjust the
total number of days to pay or the total number of paid invoices
to correct the average so that it more accurately reflects your
company’s paying habits for the vendor.
Keeping statistics in If you edit a vendor’s statistics, you should make the same
balance in vendor changes to the statistics for the vendor group to which the
groups vendor belongs. Print the Vendor Group Statistics and Vendor
Statistics reports for the records you change to verify that the
totals still balance.
Changing your You can change your choices for these options at any time. You
choices may want to turn on an option when you are setting up your
system, then turn it off to prevent errors caused by accidental
editing.
Include Tax In If your company pays taxes on its purchases, you can include tax
Statistics amounts in the statistical totals by using the Include Tax In
Statistics option.
Change the Include You can change your choice for the Include Tax In Statistics
Tax In Statistics option option any time you wish, but should make changes only at the
end of a reporting period. If you change before the end of a
period, statistics for the period may include taxes in some
amounts, but not in others, so that you cannot make meaningful
comparisons within a period or with other periods.
Accumulate By and You can choose the periods by which statistics are totaled and
Period Type reported: by seven-day periods, weekly, biweekly, four-week
periods, monthly, bimonthly (two months at a time), quarterly,
semiannually, or the periods in your company’s fiscal calendar.
Setting Up
Change the method You can change the type of year and period by which Accounts
Before
of reporting statistics Payable reports all three types of statistics, but such changes will
distort the figures in past periods.
Periods 1 2 3 4
Totals 500 300 600 0
Periods 1 2 3 4 5 6
Totals 500 300 600 0 0 0
Periods 7 8 9 10 11 12
Totals 0 0 0 0 0 0
If you use the option, you cannot post batches until you print
listings for them, and you must also print new listings of batches
you edit.
If you do not use the You can print batch listings whether or not you use the Force
option Listing Of Batches option. You can also print posting journals
that provide complete information about the contents of all
posted Accounts Payable batches.
You can change your choice for this option at any time.
Keep History
The fields you add to the Vendors form also appear in the
Vendor Groups form and in the Remit-To Locations form.
Assigning valid entries You can create a list of permitted entries for each field you add to
for the field in a form, using the Optional Tables form in Common Services. For
Common Services information about creating optional tables, see the System
Manager User Guide.
Setting Up
Before
Defining optional To define optional fields, you use the Vendor tab on the A/P
fields Options form. You can choose from eight types of fields, adding
one of each type to the vendor forms. You can select fields that
are 2, 3, 4, 12, 15, and 30 characters long. You can also add a date
field and an amount field.
For each field you want, you enter the name (title) to appear
beside the field in the Vendors and Vendor Groups forms. Then,
if you wish, select the optional table that contains the valid
entries for the field.
Turning optional fields You can turn an optional field on or off by selecting Yes or No in
on and off the Use column on the A/P Options form. When you turn off a
field, it will no longer appear on the Vendors and Vendor
Groups forms, but the definition for it — and the data it
contained — remains intact, so that you can easily turn it on
again.
Invoicing Options
Use the Invoicing tab on the A/P Options form to:
If you select the option Use 1099/CPRS Reporting, you can also
choose Allow Edit Of 1099/CPRS Amounts. This allows you to
edit an amount if it was entered incorrectly, or enter a zero
amount for a service provided by a 1099/CPRS-designated
vendor that is not subject to 1099/CPRS reporting.
Setting Up
Before
Setting a Default Tax Entry Method
Entering taxes When you create an invoice in Accounts Payable, you can enter
taxes manually or you can let the program calculate taxes for
you. These default tax fields let you select the method to be used
as the default for invoice entry and recurring payables.
You must ensure that the sum of the detail taxes equals the
total tax for each tax authority, or you will not be able to add
the invoice or the record.
You can always change the Tax Class, Tax Included, and the tax
group fields, regardless of your selection in the Tax Amount and
Tax Base fields.
You can use up to six characters for the recurring payable prefix.
The default prefix for recurring payable invoices is “RP.”
The first prepayment is If you do not enter a prefix and next number on the A/P Options
“1” form, Accounts Payable automatically assigns the default prefix
and 1 as the first document number.
Check number sequences and the next check number are set in
Bank Services.
You can add up to eight fields to the Invoice Entry form. This
option lets you customize invoice entry by including extra
information your company wants to keep in invoice records. For
example, you can add fields to record a warranty registration
number and expiry date.
To define the fields you want to add to the Invoice Entry form,
you use the Invoicing tab on the A/P Options form. You can
choose to add fields of up to six different lengths 2, 3, 4, 12, 15,
and 30 characters, a date field, and an amount field.
For each field, you enter the name (title) to appear beside the
field on the Invoice Entry form.
Use optional tables to If you wish, you can restrict the information that can be entered
verify entries into each optional field you add to the Invoice Entry form by
defining an optional table for the field.
Setting Up
To use an optional table, you must first create the table with the
Before
Optional Tables form in Common Services, then assign that table
to the field in the A/P Options form. When you later enter data
into the field in the Invoice Entry form, Accounts Payable checks
that the entry exists in the optional table. For more information
about creating optional tables, see the System Manager User Guide.
Turning optional fields You can turn an optional field on or off in the A/P Options form.
on and off When you turn off a field, it does not appear in the Invoice Entry
form, but the definition for it remains intact in the A/P Options
form, so you can easily turn it on again.
Defaulting to vendor If you want the optional fields in invoice entry to contain
optional field data optional field information from the vendor record, choose the
same optional fields on both tabs of the A/P Options form, and
enter the same title and optional table (if used) for the optional
fields.
The bank code you select on the Payment tab will appear as the
default bank code when you create a new payment batch or
automatically generate a check batch. You should choose the
bank on which you most often write checks.
Use the Default Bank Rate Type option on the Payment tab on
the A/P Options form to specify the rate type you normally use
with the default bank code for payment batches.
Setting Up
Before
Defining Aging Periods
IN (invoice)
T (interest invoice)
NCR (credit note)
NDR (debit note)
XADJ (adjustment)
■ Due Date. This choice lists open invoices, credit notes, and
debit notes by their due dates, beginning with the document
with the oldest (earliest) due date.
You might use this option, for example, when the amount of a
check you are entering to pay an invoice differs slightly from the
invoice total. You can quickly write off the difference when you
enter the payment.
You can choose the batch to which you want to add the
adjustment or create a new adjustment batch from Payment
Entry, and you can edit it later, if necessary, using the
Adjustment Entry form.
Setting Up
Before
Allow Edit of System Generated Batches
If you do not choose the option, you ensure that the amount of
each posted check matches the pre-check register you printed.
When the option is not selected, you cannot edit or delete checks,
or delete the check batch.
You can use up to six characters for each prefix. The default
prefix for prepayments is “PP” and the default for adjustments
is “AD.”
When you have credit notes, debit notes, and prepayments that
do not apply to specific invoice numbers or other documents,
you can specify whether to report the amounts in the aging
periods that contain their document dates, or you can group
them all in the current (not due) period.
Setting Up
Before
The Integration tab also displays the last accounts payable
posting sequence numbers for which General Ledger
transactions have been generated. The next accounts payable
posting sequence numbers are displayed on the Numbering tab
on the A/P Options form.
Types of General If you use ACCPAC General Ledger, Accounts Payable creates
Ledger batches separate batches of general ledger transactions from posted
invoice batches, payment batches, and adjustment batches. If you
use multicurrency accounting, Accounts Payable also creates a
separate General Ledger batch each time you revalue Accounts
Payable transactions.
To create general ledger batches only when you want to, select
On Request Using Create G/L Batch Icon for the Create G/L
Transactions option. If you use this option, you can also print the
G/L Transactions report, provided that you print it before you
run Create G/L Batch. When you create the general ledger batch,
the transactions are deleted from Accounts Payable.
If you use the Create G/L Batch form, you must create the
transactions before using the Year End form to do year-end
processing.
Using Append G/L To produce only one general ledger batch of each type, choose the
Transactions To Append G/L Transactions To Existing Batch option. If you do not
Existing Batch option choose the option, Accounts Payable creates a new general ledger
batch each time you post or revalue transactions.
Setting Up
the User Guide.
Before
If you have ACCPAC General Ledger, and view the Accounts
Payable revaluation batch using the G/L Journal Entry form, you
will notice that the Auto Reversal check box is selected for each
revaluation entry. This means that General Ledger will create a
reversing entry for each revaluation entry that will reverse it on
the first day of the fiscal period following the period of the
revaluation transaction.
Creating detailed If you require detailed general ledger transaction information for
general ledger your Accounts Payable records or want to drill down to
transactions transactions from General Ledger, do not choose to consolidate
general ledger transactions. This choice creates a single detail in
a general ledger batch for all amounts you post to a general
ledger account.
■ Vendor Number.
■ Document Number.
■ Order Number.
■ (Document) Description.
■ Detail Description/Reference.
■ Vendor Name.
Setting Up
If you consolidate general ledger transactions during posting, the
Before
reference and description for each transaction is “Consol. by
A/P.” If you do not consolidate by source code, the source code
after consolidation is AP-CO.
You can change any of your choices on the Integration tab at any
time. You should be aware that your new choices apply only to
general ledger transactions posted after the change, and do not
affect existing general ledger batches.
Warning! If you use the Create G/L Batch form to produce general ledger
batches and want to change to producing them during posting,
be sure that you first run Create G/L Batch to create any
outstanding transactions. If you make the change without
creating the outstanding transactions, they will be omitted from
your general ledger batches, and will not be posted to your
general ledger.
Reporting general You can print the G/L Transactions report, a listing of the
ledger data general ledger transactions created by Accounts Payable,
whether you post batches in General Ledger or not.
When you clear posting journals with the Clear History form, the
general ledger transactions that were created with the cleared
journals will no longer appear on the G/L Transactions report.
For more information about the G/L Transactions report, see
Chapter 7, “Reports,” in the User Guide.
Before you can use Accounts Payable, you must add codes to
identify the account sets, distribution codes, vendors, and other
records you will add to your system. You should take the time to
design sensible coding schemes for each type of code you
require, before you start assigning codes to records.
If you already have a system for most of these codes, you may be
able to continue with the same system. Check the list in
Figure 2.1 to see whether each code type allows for the number
and types of characters you use in your current system.
Maximum # of
Record Type Code Name
Characters
Account set Account set code 6 digits or letters
1099/CPRS 1099/CPRS code 6 digits or letters
code
Distribution Distribution code 6 digits or letters
code
Distribution set Distribution set 6 digits or letters
Terms Terms code 6 digits or letters
Vendor group Vendor group code 3 digits or letters
Vendor Vendor number 12 digits or letters
Payment Payment selection 6 digits or letters
selection code
Remit-to Remit-to location 6 digits or letters
location code
If you are designing new codes, you should assign codes that
make it easy to identify each record type and that list records in
Setting Up
example, each of the following could be a valid vendor number:
Before
123
123A
AB1234
A1
A01
123
123A
A-01
A01
A1
AB 1234
AB1234
For SQL Server, you can set up the database as a binary sequence
or in a dictionary sequence (where upper and lowercase letters
are intermixed). Codes containing fewer than the maximum
number of permitted characters are left justified in Accounts
Payable Finders and forms, and on reports.
You select icons from the Setup form to set up the following
records:
■ Account sets
■ 1099/CPRS codes
■ Distribution codes
■ Distribution sets
■ Terms
You can use one account set for all your vendors, or you can
have as many as you need to categorize vendor transactions by
the accounts to which they are posted in your general ledger. For
example, you may wish to use separate account sets to designate
Setting Up
different types of payables or vendors in different geographical
Before
areas.
You use the Account Sets form in the Setup folder to add account
sets. You must define at least one account set before you can add
vendors to Accounts Payable.
Multicurrency If you use multicurrency accounting, you must add at least one
ledgers account set for each currency used by your vendors. The account
set you assign to a vendor must use the currency of the vendor.
Contents of account To add an account set, you enter a unique code of up to six
sets characters for the set, and a description.
You then enter account numbers for the general ledger payables
control, purchases discounts, and prepayments accounts. In
multicurrency ledgers, you also assign exchange gain and loss
accounts to account sets that do not use the functional currency.
Identifying the If you use multicurrency accounting, you must assign a currency
account set’s code to each account set to identify the currency used by the
currency vendors you will assign to the set. Once you add an account set,
you cannot change its currency.
Multicurrency general Multicurrency account sets include the same accounts as single-
ledger accounts currency account sets, and include additional accounts to which
you post gains and losses that result when you revalue Accounts
Payable transactions at new exchange rates.
If you use the same account number for all the unrealized and
realized exchange gains and losses accounts, the balance in that
account in your general ledger will be the net exchange gain or
loss on all payables transactions.
Assigning account If you use ACCPAC General Ledger with Accounts Payable, you
numbers from should assign General Ledger accounts that can accept the
ACCPAC General currencies used with the account sets in Accounts Payable.
Ledger
See the ACCPAC General Ledger Getting Started manual for more
information.
Setting Up
Loss accounts. The income statement accounts to which
Before
you post the amount by which a multicurrency transaction
increases or decreases, respectively, in its functional-
equivalent value when you revalue it at a new exchange rate.
Assigning account After defining account sets, you assign them to vendor records,
sets to vendor records using the Vendor Groups form and the Vendors form. These
forms are described in the section, “Setting Up Vendor Records,”
later in this chapter.
Most 1099/CPRS Accounts Payable sets up most 1099/CPRS codes when you
codes are set up by activate a new database. You should have to add or edit codes
accounts payable only if the existing code structure changes. 1099/CPRS codes can
be up to six characters long but, in practice, they do not exceed
two digits.
Setting Up
because you can make them shorter — and easier to remember
Before
— than the general ledger account numbers.
The codes are easier to remember than account codes and, if you
forget them, present a shorter Finder list during data entry.
You can also create Accounts Payable lets you distribute transactions by distribution
sets of distribution set (a group of distribution codes), by distribution code, or by
codes general ledger account number. You select a default distribution
method for each vendor in the vendor records.
Add at least one You must add at least one distribution code before you can add
distribution code invoices. You can define as many distribution codes as you need
to represent the various general ledger accounts to which you
distribute purchases.
You do not have to You do not have to create distribution sets, as Accounts Payable
use distribution sets lets you distribute transactions by distribution code or by general
ledger account number.
You use the Distribution Sets form to add distribution sets. For
each record you enter a unique code, up to six characters, a
Setting Up
description (name) for the code, the method for distributing the
Before
amounts, and the list of distribution codes in the set.
Setting Up Terms
Accounts Payable automatically keeps all the payment terms by
which your company determines invoice due dates. The terms
are assigned to each of your vendors, but can be changed on
individual invoices.
Installment payments Terms can be as simple as a due date and discount date and rate,
or they can include payment schedules to allow for several
installment payments.
Setting up installment If you use the Enterprise Edition or the Corporate Edition, you
terms can use the Multiple Payment Schedule option to set up a terms
code that allows installment payments. You can define
installment periods that vary in length and use different methods
to calculate due dates and discounts. You can also set up as many
installment periods for a terms code as you need.
Calculating discounts If you pay tax on purchases, you can specify whether to include
before or after tax tax in the document total that Accounts Payable uses to calculate
discount amounts.
Defining terms You must define at least one set of terms before you can add
vendor records. For each set of terms, use the Terms form in the
Setup folder to enter a unique code of up to six characters, and a
description.
The due date type and the discount type can be a time interval (a
specific number of days, or a number of days from a specific day
of the month) or a fixed date (the end of the next month, or a
specific day of the next month).
Using standard due If your vendor uses standard due dates (such as the 1st or 15th of
dates the month), you can create a terms code table to calculate a due
date for each of up to four ranges of days on which invoices were
issued.
When you use due date tables, you can either define discount
periods in the same way as for other terms options, or you can
enter a table of standard discount periods.
Assigning terms codes You assign a terms code to each vendor record to set the default
to vendor records terms that appear when you enter new vendor invoices. You can
choose different terms for the vendor during transaction entry
without changing the standard terms assigned in the vendor
Setting Up
record.
Before
Setting Up Vendor Records
Accounts Payable allows you to keep very detailed records about
your vendors, and provides several options you can use to
customize the records to match your business requirements.
Use this section to find out how vendor records are set up and
used in Accounts Payable, and to decide on the options that will
let you process vendor information and transactions to suit your
company’s procedures.
Preparing to add Before you can add vendor records to Accounts Payable, you
vendor records must set up account sets, 1099/CPRS codes, distribution codes,
distribution sets, and payment terms. If you need more
information about any of these tasks, see the section on setting up
for each type of record, earlier in this chapter.
Adding vendor You use the Vendor Groups form to define the vendor groups
groups you need.
■ Select the account set, terms code, and bank code you want
to use as the default selections for the vendor records you
will add to the group.
Once you select the method, you must specify a default code
for the method. For example, if you select G/L Account, you
Multicurrency ■ Specify the default rate type for vendors in this group (if you
Setting Up
have a multicurrency ledger and chose a non-functional
Before
currency account set).
Vendor group Accounts Payable keeps statistics for vendor groups, and
statistics displays them on the Statistics tab on the Vendor Groups form.
You can display the statistics by the type of year and period you
specified in the A/P Options form for vendor statistics.
For each group, Accounts Payable lists the amount and number
of invoices, payments, discounts taken, discounts lost, credit
notes, debit notes, adjustments, and total paid invoices. Accounts
Payable also calculates and displays the total days to pay, and
the average days to pay for the group.
You can edit the statistics in a vendor group if you select the
Allow Edit Of (vendor) Statistics option in the A/P Options
form.
Accumulating tax The totals kept for invoices, credit notes, and debit notes can
amounts include or exclude any tax amounts that were posted with the
documents, depending on the choice you enter for the Include
Tax In Statistics option in the A/P Options form.
Adding Vendors
Adding vendor records to Accounts Payable involves
transferring your existing vendor information to ACCPAC and
selecting options that let you process payables more effectively.
General information You use the Vendors form to enter most of your vendor
about your vendors information to Accounts Payable. This form lets you enter
information such as:
Setting Up
■ Comments you want to store with the vendor record or want
Before
to print on correspondence with the vendor, display during
transaction entry, or keep for other purposes. For more
information, see “Processing Vendor Comments,” later in
this section.
Processing options in You also use the Vendors form to identify the ways in which
the Vendors form you process transactions for each vendor, specifying the
following information.
■ The bank code and credit limit associated with the vendor.
Multicurrency ■ The rate type that Accounts Payable will use to calculate the
ledgers exchange rate between the functional currency and the
vendor currency.
Entering vendor In addition to the information you can enter for each vendor on
statistics the Vendors form, Accounts Payable automatically adds the
statistics it collects from all vendor transactions to each vendor
record.
Keeping additional If you need to keep more than one remit-to address for a vendor,
remit-to addresses for you can also define as many additional addresses as you need,
a vendor using the Remit-To Locations form, as described in the section,
“Adding Remit-To Locations,” later in this chapter.
Importing vendor You can also import vendor records into Accounts Payable from
records non-ACCPAC programs, instead of adding them with the
Vendors form. For information about importing records, see
Appendix C, “Importing and Exporting,” in the User Guide.
You use the Vendors form to add vendor records. For each new
record, you must assign a unique vendor number, up to
Setting Up
12 characters, including letters, numbers, and symbols.
Before
If your current system for assigning vendor numbers makes
sense in ACCPAC, you may want to transfer your present
system. However, you should probably take the time now to
evaluate your current system, because the best time to switch
systems is when you already have to recreate all your vendor
records.
If you assign a short name that is the first seven letters of the
name by which you want to list the accounts, they appear in this
order:
You may have designed your vendor numbers so that they list
vendors in alphabetical order or in another order that meets your
requirements. In that case, you might choose not to use short
names at all.
Setting Up
Before
Selecting Processing Options
You choose the processing options you wish to use with each
vendor on the Processing tab on the Vendors form:
■ Account Set.
■ Bank Code.
■ Credit Limit.
You then select the taxing authorities that tax your purchases
(collected by the vendor) and the tax class that indicates the type
of purchase that is taxed by each authority.
Activity statistics Accounts Payable keeps track of any outstanding balances on the
vendor’s account, the year-to-date amounts and the dates of the
highest balance and largest invoice in the current and previous
years, and the last invoice, payment, credit note, debit note,
adjustment, and discount posted to the vendor’s account.
Editing statistics You can edit the statistics in a vendor record if you select the
Allow Edit Of Statistics option in the A/P Options form. For
more information about accumulating vendor statistics, see
“Accumulating Vendor and Group Statistics,” earlier in this
Setting Up
chapter.
Before
Reporting tax The totals kept for invoices, credit notes, and debit notes can
amounts in statistics include or exclude tax amounts posted with the document,
depending on your choice for the Include Tax In Statistics option
in the A/P Options form.
You can also see, but not change, the outstanding balance, open
document count, current prepayment amount, and number of
prepayments for the account.
When you enter a comment, you can also enter a follow-up date
when you wish to check on the comment, as well as an
expiration date when you want to delete the comment. Once the
expiration date is reached, Accounts Payable automatically
deletes the comment when you use the Clear History form to
clear comments for the vendor number.
Primary remit-to If you mark a remit-to location as the primary remit-to location
location (an option in the Remit-To Locations form), Accounts Payable
will use this location as the default address on invoices and on
vendor checks.
Specifying remit-to You can change the remit-to address while you are entering an
locations invoice in the Invoice Entry form by choosing the Zoom button
beside the Remit-To Location field. You can then choose a remit-
to location using the Finder, or enter an alternative address for
this invoice only.
Customizing remit-to Remit-to locations have the same optional fields as vendor
address information records. See “Adding Optional Fields to Vendor and Vendor
Group Records,” earlier in this chapter, for details.
You use the Vendor tab on the A/P Options form to add extra
fields to the Optional Fields tab on the Remit-To Locations form.
When you are ready to produce invoices for the payables, you
use the Create Recurring Payable Batch form to create the
invoice batch automatically.
Setting Up
Specifying invoice You specify when to invoice recurring payables and how to
Before
frequency assign the invoice date by assigning to the recurring payable a
schedule that you have set up in Common Services.
Specifying limits To limit the number of times you invoice a recurring payable,
for the payable you can enter an expiration date for the payable. No invoices
would be created for the payable after its expiration date.
Assigning payment You enter a terms code for each recurring payable, according to
terms to recurring the terms your vendor offers. The code determines the due date
payable for recurring payable invoices, as well as the discount percentage
and period. You can change any of this information on the
invoice.
Using optional If you defined optional fields for invoices, the fields appear in the
invoice fields recurring payable record as well as on the Invoice Entry form. If
the optional invoice fields use optional tables, you must enter
valid codes in recurring payable records.
Last Invoiced date The record for each recurring payable shows the last date on
which an invoice was created for it. This date is changed by
Accounts Payable each time you use the Create Recurring
Payable Batch form to create an invoice for the payable.
Entering taxes Accounts Payable lets you enter detail and total taxes manually
in recurring payable records, if you wish, or you can let the
program calculate taxes for you when you create a recurring
payable batch.
If you wish to have the program calculate taxes for you, you can
choose to have Accounts Payable either:
■ Account Sets.
■ Distribution Codes.
■ Distribution Sets.
■ Remit-to Locations.
Setting Up
■ Terms Codes.
Before
■ Vendor Groups.
■ Vendors.
Adding prior and To set up your Accounts Payable system properly, you must
current-year data follow these steps:
3. Enter and post all invoices you received since the beginning
of the year up to your last Accounts Payable posting to the
General Ledger.
4. Enter and post all payments you made since the beginning of
the year up to your last Accounts Payable posting to the
General Ledger.
Once you have completed these steps you can proceed to enter
new invoice and payment transactions.
Setting Up
Before
Entering Outstanding Invoice Balances in Vendor Accounts
The opening balance invoice should use the first date of the
current fiscal year as the transaction (document) date. You can
also import the figures from a spreadsheet or other non-
ACCPAC program.
■ Post all the transactions for the current period, and the net
changes in each vendor’s invoice and payment totals for
each of the earlier periods in the current year.
Previous-Year Statistics
If you need to add purchases history for previous years to a new
Accounts Payable system, you can add it quickly or import it,
using the Vendors and Vendor Groups forms.
You enter statistics by the periods and years you specified for the
options to keep the data.
Entering vendor For each vendor and vendor group, you can enter the amount
statistics for previous and number of invoices, payments, discounts taken, discounts
years lost, credit notes, debit notes, adjustments, and paid invoices.
■ Amount and date of the high and low balance this year and
last year, and the largest invoice for each year.
You can review the figures in the Vendors and Vendor Groups
forms, and you can print them using the Statistics option in the
Setup reports for each type of data.
If you do not need historical data right away, you do not have to
add it when you set up an Accounts Payable system. The
application updates the figures automatically each time you post
transactions.
Setting Up
Before
vendors and invoices for payment. The way you do this is with a
payment selection code.
■ How you select invoices (by due date, discount date, or due
date and discount date).
You can change the payment selection criteria after you enter the
payment selection code in the Create Payment Batch form. So, if
your payment selection needs are fairly simple (for example, if
you use only one bank and have a small number of vendors),
you may define only one code and modify it if you are
generating a special check run.
You select the checks you want to use when you set up bank
accounts in Bank Services.
See Chapter 7 in the User Guide for examples of the default forms
you can print with Accounts Payable. See the online document,
Customizing Printed Forms with Crystal Reports, for instructions on
adapting the forms to your own use.
You should set up and test the forms you want to use before you
begin entering transactions.
Choose the 1. Turn on the Multicurrency option for the company, select a
Multicurrency option functional currency and default rate type in the Company
Setting Up
in Common Services Profile form in Common Services.
Before
2. Choose the Euro option if you use the euro as your reporting
currency.
Add currencies and 3. Use the Common Services Currency forms to add any
exchange rates in currency codes you need for Accounts Payable, and enter
Common Services rates for the currencies you use.
You probably will not need to define new codes unless you
do not use the international codes.
Add an account set 5. Use the Account Sets form to add at least one account set for
for each currency each currency you want to use in Accounts Payable. In each
account set, enter the currency code and the numbers of your
exchange gain and loss general ledger accounts.
Enter multicurrency 6. When you create vendor groups and vendor records, select
information for the account set and the rate type for each record.
vendor groups and
vendors The vendor’s account set determines the vendor’s currency.
The vendor group account set is only a default when adding
vendor records. You can override it.
Where To Now?
You are now ready to set up your own ACCPAC Accounts
Payable system, following the steps in Chapter 3, “Setting Up
Your Accounts Payable System.”
Accounts Payable
Using Accounts Payable with an Internet Browser ................................. 3–2
Setting Up
Overview of Accounts Payable Setup ............................................ 3–3
While You Work ............................................................... 3–4
Guideposts to Accounts Payable Information ................................. 3–5
Using Finders .......................................................... 3–5
Using Help ............................................................ 3–5
Finding Additional Information .......................................... 3–5
Finding Multicurrency Information....................................... 3–6
Protecting Your Work ................................................... 3–6
Setting Up an Accounts Payable System .......................................... 3–6
Step 1: Gather Data From Your Present Payables System ....................... 3–7
Step 2: Add Payable Accounts to Your Chart of Accounts ...................... 3–8
Step 3: Add Tax, Bank, Currency, and Security Information .................... 3–9
Step 4: Select Accounts Payable Options...................................... 3–9
Change Your Selection of Accounts Payable Options ...................... 3–22
Step 5: Add Accounts Payable Records ...................................... 3–23
Add Account Sets ..................................................... 3–24
Add 1099/CPRS Codes ................................................ 3–26
Add Distribution Codes ................................................ 3–28
Add Distribution Sets .................................................. 3–29
Add Payment Terms ................................................... 3–31
Examples of Payment Terms ............................................ 3–34
Modify Accounts Payable Records ...................................... 3–36
Step 6: Add Vendor Records ............................................... 3–36
Add Vendor Groups ................................................... 3–37
Modify Vendor Groups ................................................ 3–42
Add Vendors.......................................................... 3–43
Modify Vendor Records ................................................ 3–51
Accounts Payable
Payable system suited to your business. It also describes how to
transfer your existing payables records to ACCPAC Accounts
Setting Up
Payable after you have set up the system.
Using the Setup If you are using the Setup wizard to create a new ACCPAC
wizard database, refer to the instructions in the System Manager Quick
Start Guide, then return to this chapter to complete Accounts
Payable setup. The Setup wizard activates Accounts Payable and
allows you to choose Accounts Payable options.
Converting from If you plan to convert from the DOS version of ACCPAC
ACCPAC Plus Accounts Payable, first read the instructions in the Converting
from ACCPAC Plus Accounting manual before following the steps
in this chapter.
Activate Tax and Bank Services as described in the Tax and Bank
Services User Guide.
To find out how to set up your system for use on the Web and
how to sign on to ACCPAC through your browser, see the
System Manager Administrator Guide.
Accounts Payable
Setting Up
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Review “What You When you need background information before selecting an
Need to Know...” option, consult Chapter 2, “What You Need to Know Before
Setting Up Accounts Payable,” in this manual.
Skip steps that do not apply to the way you will use Accounts Payable.
Using Finders
Use the Finder When you see a Finder icon beside a field in an ACCPAC form,
Accounts Payable
you can use it to display a list of possible entries for the field.
Setting Up
Click the Finder button or press the F5 key.
Using Help
Press the F1 If you have questions or encounter error messages as you work
key in ACCPAC applications, press the F1 key or choose Help from
the menu to display information about the form, fields, or
message on your screen.
Check data Throughout this chapter, the microscope in the margin reminds
and make you to check data integrity and make backups of your ACCPAC
backups data.
For most offices, this means a routine, daily integrity check and
backup of their accounting records.
Refer to First, gather all your current accounts payable records. These can
existing be manual records or printed listings and reports from other
records accounting software, such as:
Accounts Payable
payable system, including the payables control, purchases
Setting Up
discount, and prepayment accounts.
See page 2-26 These accounts are described in “Setting Up Account Sets,”
in Chapter 2 of this manual.
■ A list of your vendors and the data you keep for each vendor
account, including year-to-date and previous-year statistics.
Account sets
Distribution codes
Distribution sets
Payment terms
Vendor groups
Remit-to locations
Work from data entry ■ The data entry forms and checklists you printed and filled out
forms and checklists while reading Chapter 2, “What You Need to Know Before
Setting Up Accounts Payable.”
Consider importing ■ You may be able to enter much of the accounts payable data
the data by reading it directly from files created by another program.
In ACCPAC, this is called importing.
■ Payables control
■ Purchase discounts
■ Prepayment
Accounts Payable
instructions in the System Manager User Guide.
Setting Up
Security Use Administrative Services to assign passwords, create security
groups and assign user authorizations for Accounts Payable. See
Chapter 7 in the System Manager Administrator Guide for more
information.
You enter this information on the A/P Options form, which you
choose from the A/P Setup folder.
■ Company
■ Vendor
■ Invoicing
■ Payment
■ Numbering
■ Integration
Using Help Remember to press F1 any time you want more information or
have questions about the A/P Options form.
See page 2-2 For background reading about setup options, see “Choosing
Accounts Payable Options,” in Chapter 2 of this manual.
1. Choose the Options icon from the Setup folder to display the
first tab of the A/P Options form:
2. If you want, you can change the entries on the Company tab
as follows:
Accounts Payable
Setting Up
4. Complete the Vendor tab as follows:
You cannot turn off You can turn on the option at any time, but cannot turn it off
the Multicurrency again once you have chosen it and saved the Accounts
option Payable Options form.
See page 2-4 For information about keeping statistics, see “Keep Vendor
and Group Statistics,” in Chapter 2 of this manual.
Use this option when You may want to turn on the option while you are setting up
setting up partway your Accounts Payable system, particularly if you are
through an creating the system partway through an accounting year.
accounting year You can then enter more complete payables records by
adding the statistics from your previous system.
When you use the option, you cannot post batches until you
print listings for them, and you must reprint the listings for
any batches you edit.
You can change your choice for this option at any time.
Required for Keep History. Select this option if you want your company
drilldown database to store details of all posted accounts payable
transactions. This option can be turned on or off at anytime.
If you turn off this option, the system stops storing posted
transactions, but previously posted history remains intact.
Accounts Payable
Optional Fields for Optional Field. If you use Enterprise Edition or Corporate
Vendors, Vendor Edition, choose the optional fields you want to add to the
Setting Up
Groups, and Remit-To forms for vendors, vendor groups, and remit-to locations.
Locations
You can use up to eight fields from the list. Make sure you
select fields with appropriate lengths and types for the data
they will contain.
Use. Press the spacebar in this field (or click the field with
the mouse) to change the entry to “Yes.” All fields marked
“Yes” will appear in the forms for vendors, vendor groups,
and remit-to locations.
You can turn the fields off without losing the titles and
optional tables you assigned — or even the data in the
vendor records (although the fields will not be visible while
they are turned off).
Optional tables let you restrict the data you can enter in a
field to a valid table entry, and then let you use the Finder to
select entries from the optional table.
Using optional vendor If you assign exactly the same optional fields for invoice
information on entry and to vendor records (same titles and optional tables),
invoices the vendor optional field information will appear by default
in the invoice optional fields during invoice entry.
Remit-to information If you use remit-to locations, the optional fields information
overrides the vendor for a primary remit-to location will replace the vendor
record optional field information as the default on invoices.
Change entries in the Do not use the option if you want to make sure that imported
originating program batches are posted without changes. If you do not use this
option, you must correct batches containing errors in their
source applications and then re-import them into Accounts
Payable.
Select a default tax Default Tax Amount and Default Tax Base. Select the entry
entry method methods for the tax amount and tax base to be used as
defaults during invoice entry. Accounts Payable also uses the
default tax amount entry method when you enter a new
recurring payable record.
■ Enter. With this method, you must enter all tax amounts
yourself. The program will not make any calculations
automatically for you. However, you can always use the
Calculate button to calculate tax amounts and tax bases
for invoices using information from Tax Services.
Accounts Payable
amounts or tax bases manually. However, you can still
change tax classes and, if the tax authority permits it,
Setting Up
whether tax is included in the price.
Specify the prefix and Recurring Payable Prefix and Next Number. Type up to
next number for six characters for the prefix to be used in numbering invoices
recurring payables for recurring payables. The default prefix is “RP.”
Optional fields for Optional Field. If you use the Enterprise or Corporate
Invoices Edition, you can choose the optional fields you want to add
to invoices.
You can use up to eight fields from the list. Make sure you
select fields with appropriate lengths or types for the data
they will contain.
See page 2-12 For more information about optional fields, see “Defining
Optional Fields for Invoice Entry,” in Chapter 2 of this
manual.
Use. Press any key in this field (or double-click the field
with the mouse) to change the entry to “Yes.” All fields
marked “Yes” will appear in the Invoice Entry form when
you add new vendor invoices.
You can turn the fields off without losing the titles and
optional tables you assigned.
Title. Type names for the fields you select, using up to ten
characters for each title.
Optional tables let you restrict the data you can enter in a
field to a valid table entry, and then let you use the Finder to
select entries from the optional table.
Adding the same You can also add optional fields to vendor records, vendor
optional fields to groups, and remit-to locations (on the Vendor tab).
vendor and remit-to
records If you assign exactly the same optional fields to invoice entry
as you assigned to vendor records (same titles and optional
tables), the vendor optional field information will appear by
default in the invoice optional fields during invoice entry.
Accounts Payable
Setting Up
8. Complete the Payment tab as follows:
Default Bank Code. Select the code for the bank account
on which you most often write checks.
You will not see this option on your screen if you do not use
multicurrency accounting.
Specifying default Aging Periods. Use these fields to set the default time
aging periods periods into which Accounts Payable groups outstanding
transactions or balances for the Aged Payables and Aged
Cash Requirements reports.
Note that if you edit check amounts, they will not match the
pre-check register you printed. Use this editing feature on an
exception basis only.
Accounts Payable
■ As Current. Includes unapplied credit notes and debit
Setting Up
notes in the current aging period. Accounts Payable will
not use the notes in calculating the outstanding balances.
Create G/L Use these settings to specify when to create general ledger
Transactions transactions:
Use this option during If your general ledger already contains the totals for
setup transactions you will post during setup, you may want to
select this option.
If you do not use This option has an effect only if you use ACCPAC General
ACCPAC General Ledger with Accounts Payable.
Ledger
If you use another general ledger, Accounts Payable places
all general ledger transactions into a single batch file that you
can import into your other general ledger system. It does not
Accounts Payable
create separate batches for each transaction type.
Setting Up
Consolidate G/L Batch. Use this option to specify whether
to combine transaction details for the same general ledger
account into single details, or to send unconsolidated
Accounts Payable transaction details to General Ledger. You
can choose:
Use this option during We recommend you select this option during setup, so
setup that the G/L Transactions report provides complete
detail of all the transactions you enter to create opening
vendor account balances. You can then check the report
against source documents and your general ledger
account balances, to be sure you entered all transactions
correctly.
11. When you are finished with the last tab of the A/P Options
form, check your entries, then click Save.
You cannot turn off ■ You can select the Multicurrency option at any time, but
Multicurrency cannot turn it off once you select it and save the change.
Change statistical ■ If you use the Enterprise Edition or the Corporate Edition of
method at year end Accounts Payable, you can change the type of year (fiscal or
calendar) and period by which you accumulate vendor
statistics, but you should do so only at year-end.
You cannot change ■ You cannot change settings, then save the form, if other
settings while other Accounts Payable forms are open.
Accounts Payable
forms are open For example, you cannot select different options on the
Invoicing tab and save the changes when the Invoice Entry
form is in use — either by you or by another user on a
network. An error message appears when you try to save,
and you must close the other forms before you can save the
changes to the A/P Options form.
Accounts Payable
Setting Up
Step 5: Add Accounts Payable Records
This step shows you how to enter all the records you need to
assign to your vendor accounts when you add them, such as
account sets, 1099/CPRS codes, distribution codes and sets, and
payment terms.
In most cases, you must add these records before you can add
vendor records.
The icons you will be using are all in the Accounts Payable Setup
folder:
■ Account Sets
■ 1099/CPRS Codes
■ Distribution Codes
■ Distribution Sets
■ Terms
While adding these records, you will notice that two fields are
common to all the Setup forms included in this step:
You would not likely use this option when adding records.
Normally, you select it when you have decided to delete a
record, and want to ensure no further vendor accounts are
assigned to it. You can change your selection for the option at
any time.
To change a You can change most of the data in your records if you need to.
record, see Refer to the section, “Modify Accounts Payable Records,“ at the
page 3-36 end of this step for information about how to change or delete
records and about any restrictions that may apply.
Using Help If you need information about the Accounts Payable folder you
are working with, or about any of the fields on the screen, press
the F1 key for help or the Help button. (The Help button appears
on error messages and warnings when the F1 button is inactive.)
Use valid G/L account ■ Be sure your general ledger contains the accounts you want
numbers to assign to account sets in Accounts Payable.
■ Find out the numbers to assign to each account set for these
general ledger accounts:
− Payables control
− Purchase discounts
− Prepayment
Accounts Payable
See page 2-26 For more information, see “Setting Up Account Sets,” in
Chapter 2.
Setting Up
To add an account set:
Starting a new To begin adding a new account set, you can type the code for
account set the set, or you can click the New icon next to the Account Set
Code field.
Currency code Currency Code. If this set will be assigned to vendors who
determines do not use your functional currency, enter the appropriate
vendor currency code.
currency
Note that Accounts Payable will assign this currency to all
vendors that are assigned this account set. All invoices for
these vendors will be in this currency.
Multicurrency If you are defining a multicurrency account set that does not
account sets use the functional currency, you must also enter the currency
code and account numbers for the unrealized exchange gain,
unrealized exchange loss, realized exchange gain, and
realized exchange loss accounts.
Add the account set 3. When finished, click the Add button.
Repeat steps 2 and 3 for each account set you want to add.
4. Click Print on the File menu or choose the Account Sets icon
in the Setup Reports folder to print a list of the account sets
you have added to verify that they are correct and complete.
File the report.
1099 forms are used in the United States to report the amount of
purchases from your US vendors. The Contract Payment
Reporting System is a Canadian tax reporting system designed
for reporting payments to Canadian construction subcontractors.
The 1099/CPRS codes specify the boxes on the 1099 form into
which you enter the amount of these purchases. We recommend
that Canadian companies use code 3, Other Income, for vendors
subject to CPRS reporting.
Accounts Payable
6 Medical/Health Care Payments
Setting Up
7 Non-employee Compensation
8 Substitute Payments
10 Crop Insurance Proceeds
11 State Income Tax withheld
16 State/Payer’s State Number
See page 2-29 See “Setting Up 1099/CPRS Codes,” in Chapter 2, for more
information.
Add the 1099/CPRS 3. When finished, click the Add button. Repeat steps 2 to 3 for
code each code you want to add.
You can group If you have three distribution codes that you always use for the
distribution codes into same vendors, you can group these codes into sets, and identify
sets them with a distribution set code. Distribution sets are covered
in the next section.
See page 2-31 For more information, see “Setting Up Distribution Codes,” in
Chapter 2.
Accounts Payable
Setting Up
2. Add the distribution codes you need, entering for each:
Add the distribution 3. When finished, click the Add button. Repeat steps 2 and 3 for
code each distribution code you want to add.
You do not have to add distribution sets, but they provide you
with greater data entry efficiency than single distribution codes.
See page 2-32 For more information, see “Setting Up Distribution Sets,” in
Chapter 2.
Accounts Payable
Accounts Payable displays the code description and General
Ledger account number so you can verify it.
Setting Up
If you are adding to an existing list of codes, press the Insert
key to start a new line.
Add the distribution 3. When finished, click the Add button. Repeat steps 2 to 3 for
code each distribution set you want to add.
4. Click Print from the File menu or choose the Distribution Sets
icon in the Setup Reports folder to print a list of the sets you
have added to verify that they are correct and complete. File
the report.
You must add at least one terms record before you can enter
Accounts Payable invoices.
1. Choose the Terms icon from the Setup folder to display the
Terms form:
Select:
Select:
Accounts Payable
■ Days From Invoice Date — if invoices are due by a
Setting Up
specific number of days from the invoice date.
Using Help If you need help adding the information, press the F1 key to
display Help windows (or click Help on the menu) to find
out how to fill in a particular field or column.
Add the terms code 3. When finished adding a set of terms, click the Add button.
Repeat steps 2 to 3 for each set of terms you want to add.
4. Click Print on the File menu or choose the Terms icon in the
Setup Reports folder to print a list of the payment terms you
added, to verify that they are correct and complete. File the
report.
1. In the Due Date Type and Discount Type fields select Days
From Invoice Date.
Example 3 Invoices are due on the 15th day of the month that follows
(Due on the 15th) the invoice date. (Invoices issued in June are due on July 15.)
Example 4 (Due in the Invoices are due 30 days after the 15th day of the month
month after the that follows the invoice date. (Invoices issued in June are due
invoice date) on August 14.)
1. In the Due Date Type field select Days from Day Of Next
Month.
Accounts Payable
3. Type 15 in the Day of Month column.
Setting Up
Example 5 Invoices are to be paid in four equal monthly installments,
(Multiple Payment starting at the end of the next month after the invoice date.
Schedule) (If the invoice is issued in June, payments are due on July 31,
August 31, September 30, and October 31.)
4. Press Tab then the Insert key to move to the next line.
When you enter invoices for this type of terms schedule, you set
the due date for the first payment. For example, you can specify
that the first payment is not due for a year from the invoice date.
Example 6 Invoices are due on the date assigned for the range of days
(Due Date Table) in which an invoice was issued. (Invoices dated from the 1st to
the 15th of June are due on July 1, while invoices dated from
June 16 to 30 are due on July 15.)
Standard discounts If your vendor uses standard discount periods for invoices
entered within specified ranges of days, type the discount
percentage for the terms, then complete the Discount Date Table,
as described above for the Due Date Table.
■ Account sets
■ 1099/CPRS codes
■ Distribution codes
■ Distribution sets
■ Payment terms
You cannot delete You can delete account sets, distribution codes, distribution sets,
codes assigned to a and terms codes only when they are not assigned to vendor or
vendor vendor group records.
Use the Vendors folder icons to add two types of vendor records:
■ Vendor Groups
■ Vendors
Accounts Payable
Importing vendor You can import vendor records into Accounts Payable from
Setting Up
records another ACCPAC Accounts Payable database or from a non-
ACCPAC program. You can import everything in the records
except vendor activity statistics.
Multicurrency If you use multicurrency accounting, you must also know the
ledgers rate type to use for the group, and you must assign an account
set that uses the same currency as vendors you will assign to the
group.
Adding statistics If you want to enter statistics for vendor groups, first turn on the
Allow Edit Of Statistics option on the Vendor tab of the A/P
Options form.
See page 2-36 For more information, see “Defining Vendor Groups” in
Chapter 2.
If editing, see You can change most of the entries you make in a vendor group
page 3-42 record if you need to. Refer to the section, “Modify Vendor
Groups,” at the end of these instructions for information about
editing or deleting vendor groups and about any restrictions that
may apply.
Group Code. Type the code that identifies the group, using
up to three characters. Then press the Tab key to move to the
description field, and type a description (name) for the
vendor group.
Accounts Payable
■ Distribution Set. Select Distribution Set to use a group
of distribution codes that have been defined as a set,
Setting Up
then specify the distribution set you want to use.
Accounts Payable will list the distribution codes by
default when you add an invoice.
You do not see this field if you do not use the Multicurrency
option.
The Processing/
Optional Fields tab of
the Vendor Groups
form
Optional fields from the Vendor
tab of the A/P Options form
appear here.
Use the Finder If the Finder appears next to an optional field, you can click
the Finder button and choose from a list of entries
(established with the Optional Tables form in the Common
Services folder).
Accounts Payable
6. Complete the Taxes tab as follows:
Setting Up
Tax Group. Select the tax group with the taxes that are
applied to the purchases you make with vendors in this
group. The taxing authorities in the group appear on the
screen so you can enter tax classes for each authority.
Tax Class. Select your tax class with each tax authority. You
can change the classes for individual vendors and on
invoices.
Add the record 7. When you finish entering the tax information, click Add to
add the group. You should enter group statistics after you
have added vendors and posted current invoices to vendor
accounts.
If you also added statistics, use the same menu choice or icon to
print the Vendor Group Statistics report. Check the reports to
verify that your vendor group records are correct and complete,
then file them.
You can change and delete vendor groups as needed, with these
restrictions:
■ You can edit group statistics only if you use the Allow Edit
Of Statistics option.
Add Vendors
You must add vendor records before you can enter and process
transactions in Accounts Payable.
Accounts Payable
distribution set, bank code, terms code, and tax group you
Setting Up
want to assign to the vendor.
− Vendor Group
− Tax Group
Adding statistics If you want to enter statistics for vendors, select the Allow Edit
Of Statistics option on the Processing tab of the A/P Options
form before you continue.
See page 2-38 For more information about vendor records, see “Adding
Vendors” in Chapter 2.
To add a vendor:
You must enter a name for each vendor before you can add
the record.
See page 2-42 For information about using short names, see the section,
“Entering Short Names,” in Chapter 2.
Remit-to addresses You can add a separate remit-to location for any vendor,
Accounts Payable
which Accounts Payable will use automatically as the
Setting Up
payment address. See Step 7, “Add Remit-to Locations,”
later in this chapter.
Start Date. Type the date when you first started using this
vendor.
Account Set, Terms Code, Bank Code. The codes you see
in these fields are the codes that were assigned to the vendor
group you selected. You can change them on this tab.
Accounts Payable
The Optional Fields
Setting Up
tab of the Vendors
form
If you use optional fields, this tab will contain the default
information, if any, entered for the vendor’s group. You can
enter other information in the fields for this vendor. If you
specified identical fields for the Invoice Entry form, these
entries will appear by default when you add an invoice for
the vendor.
Tax Group. Select the code for the tax group to which you
belong when invoiced by this vendor. The taxing authorities
in the group appear on the screen so you can enter tax
classes for each authority.
Tax Class. Select your tax class for each of the tax
authorities in the tax group.
To see all tax If necessary, you can display more information by dragging
authorities the edges of the form to enlarge it.
Accounts Payable
(Unknown, Social Security Number, Employer ID Number,
Setting Up
GST Registration number, Business Number or Social
Insurance Number).
Enter vendor 8. If you use the Enterprise or Corporate Edition, the Comments
comments tab appears to let you add miscellaneous information to the
vendor record.
Add new To enter more than one comment for the same date, use the
comments New button for each comment (otherwise, you will edit an
existing comment, rather than add new comments).
Add the vendor 10. When finished, click Add to add the vendor to your records.
record Repeat the preceding steps for each vendor you want to add.
Add vendor statistics If you want to enter statistics for the vendor, see “Step 10:
and activity later Add Vendor and Vendor Group Statistics,” later in this
chapter. You should enter all your vendor records and the
current-year transactions before entering vendor statistics.
11. Click Print on the File menu or choose the Vendors icon in
the Setup Reports folder to print a list of the records you
added.
If you added vendor statistics, use the same menu choice or icon
to print the Vendor Statistics report. Check the reports to verify
that your vendor records are correct and complete, then file
them.
When you finish adding your vendor records, you should check
data integrity and make a backup copy of the data, to ensure that
you do not have to add the records a second time.
Accounts Payable
Modify Vendor Records
Setting Up
You can modify and delete vendor records, as needed, with
these restrictions:
■ You can edit vendor statistics only if you use the Allow Edit
Of Statistics option.
Multicurrency ■ You can change the vendor group, account set, and tax
ledgers group assigned to a vendor, but only to another vendor
group, account set, or tax group that uses the same currency.
See page 2-45 For more information, see “Adding Remit-to Locations” in
Chapter 2.
To revise a You can revise most of your entries whenever you need to. Refer
location, see to the section, “Modify Remit-To Locations,” at the end of this
page 3-55 step for information about changing or deleting remit-to
locations and about any restrictions that may apply.
Using Help Remember to press F1 to use Help when you want information
about fields and tabs in the Remit-To Locations form.
Accounts Payable
Setting Up
3. Click the New button to open a new record for the vendor.
The Address tab, the first tab of the Remit-To Locations
record, appears as follows:
4. Type the code for the new location in the Remit-To Location
field, and then press the Tab key.
Accounts Payable
Setting Up
You can change any of the optional fields. The entries you
make will appear as default entries if you select this remit-to
location for invoices.
See page 2-8 For information about optional fields, see “Adding Optional
Fields to Vendor and Vendor Group Records” in Chapter 2.
Add the remit-to 7. When ready, click the Add button. Repeat steps 2 through 6
location for each remit-to location you want to add.
Note that you must have Invoice Batch Entry security access to
be able to add, modify, or delete recurring payables records.
Note that the code and the vendor number together identify
the recurring payable record. Therefore, you can use the
same recurring payable code for different vendors.
Accounts Payable
Zoom If you wish to set up a new schedule or modify an existing
Setting Up
one, click the Zoom button. You can use up to 15 characters
to create the new code. (Note that you must have a security
authorization to maintain schedules in Common Services to
be able to add or modify an existing schedule.)
Start Date. Enter the date that the recurring payable for this
vendor begins.
The rate type from the vendor record appears as the default,
but you can enter a different rate type if you wish.
You cannot edit this field, but you can clear it during year-
end processing.
Accounts Payable
recurring payables batch.
Setting Up
Order Number. If you wish, enter the sales order number,
using up to 22 alphanumeric characters. The order number is
used on the invoice when you create a recurring payables
batch.
The due date, discount date, and discount amount for the
invoice is determined by the terms code.
If you enter taxes manually, you must ensure that the sum of
the detail taxes matches the total you specify for each tax
authority in the Totals window. If the amount you enter is
greater than the document total, Accounts Payable displays
an error message and will not let you add or save the
recurring payable record.
Note that for recurring payables, the tax base entry method
is set to Calculate, and you cannot change it.
Accounts Payable
Complete the Detail tab as follows:
Setting Up
Create Details By. Choose how the details are to be
distributed to accounts. Accounts Payable uses the Distribute
By setting from the vendor record as the default, but you can
change it.
7. For each detail, highlight the detail line, then click the
Accounts/Taxes button to display the Detail
Accounts/Taxes form.
10. Click the Tax/Totals tab to display the taxes for the
document.
Accounts Payable
Fill in the fields on the Tax/Totals tab as follows:
Setting Up
Vendor Tax Class. Accept or change the Vendor Tax Class
(use the Finder).
Tax Included. You can change the Tax Included option only
if the option Allow Tax in Price option is selected for the tax
authority in Tax Services.
Distribute taxes b) Make sure that the sum of the taxes for each detail
manually matches the total you specify in the Tax window.
■ You have already added the tax groups, tax authorities, tax
classes, and tax rates you will use with Accounts Payable.
■ You have defined the banks you need for Accounts Payable
in Bank Services, and have already added all payments and
prepayment information.
■ You have selected the options you wish to use to enter and
edit vendor and vendor group statistics in the steps that
follow. Some of these statistics will be created as you post
the setup transactions.
You must decide on the amount of detail you need for each
vendor and invoice. In many cases, you will only want the
outstanding balance in your new ledger; for some invoices, you
may want the original amount, plus every payment, credit note,
or adjustment applied to it. The more detail you want, however,
Accounts Payable
the more time it will take you to set up your records.
Setting Up
There are also other methods you may want to use to set up your
system. For example, you can start your Accounts Payable
system as an all-new system, entering only new invoices and
other transactions that occur after set up. You then run two
payables systems, processing existing invoices in your previous
system until they are all completed, before switching entirely to
ACCPAC Accounts Payable.
This method also does not let you initially use Accounts Payable
to print complete payables reports, and may cause confusion
about which system to check when tracking transactions — but if
all your payables are short-term, this method may provide an
easier transition.
Turn off tax tracking 1. Select No Reporting for the Tax Tracking option in all the tax
authorities you use with Accounts Payable.
See the Tax and Bank Services User Guide for information
about selecting options for tax authorities.
See the Tax and Bank Services User Guide for information
about defining banks.
Create general 3. If you have not already done so, select On Request Using
ledger batches Create G/L Batch Icon for the Create G/L Transactions
“On Request” option on the G/L Integration tab of the A/P Options form.
Prepare and enter 4. Create one invoice for the amount of each invoice that is
invoices currently outstanding. Make sure you enter the correct
document dates and terms, so that the transactions are aged
correctly.
Use the SETUP bank Use the SETUP bank code with each batch of payments you
create.
Do not select Print Do not select the Print Check option for any of the payments
Check you enter. Record the number of the check in the check
number field.
Set batches 7. When the batches are correct, select the Ready To Post option
Ready to Post for each batch in the Accounts Payable Invoice Batch List
form.
9. Choose the Post Batches icon, then post all invoice and
adjustment batches.
10. Choose the Payment Batch List icon from the A/P
Accounts Payable
Transactions folder, select the payment batch you want to
Setting Up
post, then click the Print/Post button.
You can post only one payment batch at a time. If you have
more than one payment batch, use the Print/Post button to
post each additional batch.
15. Choose the Create G/L Batch icon from the Periodic
Processing folder, then create the general ledger transactions
for the batches you posted.
17. File the batch listings, posting journals, and other reports
you printed in these steps as part of your setup records.
18. Check the G/L Integration tab of the A/P Options form to
see whether you want to change your selections for any of
the options, such as the Append G/L Transactions To
Existing Batch option and the Consolidate G/L Batches
option.
a) Make a bank entry for the total check amount sent to the
bank by your Accounts Payable setup transactions (if
you entered payments).
See the Tax and Bank Services User Guide for instructions
about reconciling and deleting banks.
Accounts Payable
Setting Up
■ If you use ACCPAC General Ledger, follow the instructions
in the General Ledger User Guide. The batches will appear as
open General Ledger batches, and you must set General
Ledger to Allow Edit Of Imported Entries, on the Posting tab
of the G/L Options form.
If you do not have ACCPAC General Ledger, you can import the
General Ledger batches into another computerized general
ledger, or use your copy of the G/L Transactions report to
manually enter the transactions in your general ledger.
See page 2-44 For more information, see “Using Vendor Statistics” in Chapter 2.
To add statistics:
2. Enter the number of the vendor for whom you are adding
statistics, or choose the number from the Finder.
Year. Type the year for which you want to add statistics, or
use the Finder to choose the year.
Choose the period Period. Type the period for which you want to add statistics,
or select it using the navigation buttons.
Accounts Payable
for the vendor during the displayed period.
Setting Up
Count. Type the number of invoices, payments, credit
notes, and other transaction types that were processed for
the vendor in the period.
10. Click Print on the File menu or choose the Vendors icon in the
Vendor Reports folder.
Add vendor group 13. Use the Vendor Groups form to enter statistical totals for all
statistics vendors in each of your vendor groups. You enter only
period statistics for vendor groups. No activity statistics are
kept for groups.
14. Click Print on the File menu or choose the Vendor Groups
icon in the Vendor Reports folder.
Check the report to be sure the totals for the vendor group
equal the totals for the vendors in the group. Correct any
Accounts Payable
errors, either in the vendor group record or the individual
Setting Up
vendor records.
15. If desired, turn off the Allow Edit Of Statistics option on the
A/P Options form to prevent accidental changes to the
statistics.
Pay From Bank. Select the bank on which you are writing
the checks.
Multicurrency If you have a multicurrency ledger, you also select the bank
ledgers currency and the vendor currency.
Accounts Payable
■ Rate Type. If the vendor currency is different form your
functional currency, you can enter or select the exchange
Setting Up
rate type for converting vendor currency to functional
currency.
The due date you enter when you create a check batch in
each case is the latest date up to which you want transactions
to be included. At batch creation, you must also enter a date
indicating how far back you want to take discounts. The
program will ignore discounts that ceased to be available
before the date you enter.
7. Click the Exclusion tab. The Exclusion tab lets you list
vendors that you want to exclude from the check run.
Add the payment 8. When ready, click the Add button. Repeat the preceding
selection code steps for each payment selection code you want to add.
Form Consider…
Accounts Payable
With most printer drivers, this form prints
Setting Up
APCHECK.RPT
and 13 advice lines in the advice section.
APCHK02.RPT Enter 13 in the Advice Lines Per Page
column, or the number of lines your
printer driver prints in the advice section
APCHK03.RPT, With most printer drivers, this form prints
APCHK011.RPT, 18 lines in the advice section.
and Enter 18 in the Advice Lines Per Page
APCHK14.RPT column, or the number of lines your
printer driver prints in the advice section.
You select the checks you want to use when you set up bank
accounts in Bank Services.
See the System Manager User Guide for examples of the default
checks and advices you can print with Accounts Payable, and
lists of the types of data you can print from your vendor records.
Test reports with Before you begin processing transactions, you should test your
sample data check formats by printing on the forms you use. The easiest way
to test printing is to use the sample data that comes with
Accounts Payable.
Use Payment Entry to ■ Use the Payment Entry icon from the A/P Transactions
test checks folder to print checks. See Chapter 5 of the User Guide for
instructions.
Use the 1099/CPRS ■ Use the 1099/CPRS report icon from the Vendor Reports
report icon to test folder to print 1099 forms and reports on CPRS vendor
1099/CPRS reporting payments.
Use the Letters/ ■ Use the Letters/Labels report icon in the Vendor Reports
Labels report icon to folder to test labels. See the System Manager User Guide for
test labels instructions on creating label formats to match the printer
you use.
Where To Now?
Your Accounts Payable system is now ready to use. Refer to the
User Guide for information about entering transactions and
operating your Accounts Payable system on a daily basis.
Tutorial
Use Optional Fields........................................................ 4–21
Edit Exchange Rates ....................................................... 4–21
Check Invoice Totals ....................................................... 4–22
Add the Invoice ........................................................... 4–23
Enter Prepayments with Invoices ........................................... 4–23
Lesson 2: Edit an Invoice to Add a Payment Schedule ............................ 4–27
Lesson 3: Add a Credit Note ................................................... 4–29
Enter Batch and Document Information for the Credit Note ................... 4–30
Lesson 4: Print and Post an Invoice Batch ....................................... 4–33
Print a Batch Listing ....................................................... 4–34
Post an Invoice Batch ...................................................... 4–37
Print a Posting Journal ..................................................... 4–39
Reset the Printing Destination .............................................. 4–41
Lesson 5: Enter and Apply Payment Transactions ................................ 4–42
Enter a Payment Using the “Direct” Mode for Payment Application ............ 4–45
Edit Exchange Rates ....................................................... 4–49
Apply a Credit Note to an Invoice Using the “Select” Mode
for Payment Application ............................................... 4–50
Print a Batch Listing ....................................................... 4–53
Tutorial
payments.
You can also use the sample data to try out Accounts Payable
features you might want to use, without affecting your own data.
We suggest that you briefly review the lessons and select those
that are most useful to you. You can skip lessons that discuss
tasks you will not be doing, and wait to do others if you have
difficulty using the form.
Update sample data If more than one person will do the tutorial, reinstall the sample
data to refresh it for each new learner. To install or reinstall the
sample data, follow the instructions in Chapter 3 of the System
Manager Administrator Guide.
Sample Company
The tutorial lessons use data from “Sample Company,” a
fictional company that sells office furniture and supplies.
If you do not have G/L installed, you will not see account
descriptions in many data entry forms.
Tutorial
additional fields and tabs that appear in a multicurrency ledger,
and clearly mark all information that applies to multicurrency
ledgers only.
Tools used in The first lesson contains specific instructions for moving
ACCPAC through Accounts Payable forms using either a mouse or a
keyboard. Later lessons provide more general information, and
assume that you have already learned how to operate
ACCPAC.
Using Help If you have questions while doing these lessons, remember to use
the Help key (F1) to find more information or instructions about
using ACCPAC Accounts Payable. If you need information
about using Help, click Using Help on the Help menu.
4. In the Session Date box, type June 30, 2010, in the date
format your company uses.
5. Click OK.
The Sample
Company desktop
Tutorial
6. To display Accounts Receivable folders and icons, click the
Accounts Payable folder displayed in the list on the left.
The Accounts
Payable folder
The Accounts Payable folder contains the icons for all the
Accounts Receivable forms you can use.
■ Press and hold down the Alt key, then press the F4 key.
In this lesson, you will add and distribute the invoice, using the
Invoice Entry form.
You will also use the Invoice Entry form to add a credit note
from another vendor.
Figure 4.1, later in this section, shows the invoice from Grant
Office Supplies.
Tutorial
■ Add an invoice and manually enter tax amounts.
5 6
7
A Use these tabs to display other information for the invoice. The
Rates tab appears only in multicurrency ledgers, letting you
change the invoice exchange rate, rate date, and rate type.
When you are working with your own data, you may want to
write the batch number on the source documents you use for the
batch.
1. Using your mouse or the Tab key to move from field to field,
fill out the batch header information as follows.
Tutorial
2. In the next field, type Invoices - June 30, 2010 as the
description for the batch.
Using the batch The batch description is part of the information that is
description displayed for the batch in the Batch List form.
If you do not know the number for a vendor, use the Finder. The
Finder is the main lookup tool that is used throughout ACCPAC.
If you know how to use the Finder, you can skip to the heading
“Add Invoice Header Information,” in the following section.
If you do not know how to use the Finder, you should read
this section.
Using the To display the Finder, click the Finder icon next to the Vendor
Finder Number field, or press F5 in the Vendor Number field.
Note: The Finder works only for the fields that have a Finder
button. If you are using F5 to display the Finder, you must first
make sure that the cursor is in the correct field.
When you choose the Finder in the Vendor Number field, the
following form appears:
Click the Maximize button to enlarge the Finder form to list more
vendor records at a time, if required.
Choose a vendor To choose from the Finder, double-click the vendor you want, or
use the Down Arrow key on your keyboard to highlight the
vendor, then press Enter.
Search for a vendor In large databases, you can refine your search so that the Finder
record displays a short list rather than a long one you have to scroll
through. For example, you can search for a vendor name that
meets certain criteria, as follows:
Tutorial
4. Double-click the line with the vendor you need or use the
arrow keys to move to that line, then click Select.
You do not have to choose the New button when you are
adding the first document in a batch, although you have to
choose New for each additional document in the batch.
This is the description for the invoice. You can also enter a
brief description with each distribution for this invoice.
Zoom button To check the name and address in the vendor , click the
Zoom button beside the Vendor Number field. You can also
press the F9 key in the field.
Checking the Remit-To. To see the address to which you send invoice
shipping location payments to the vendor, click the Zoom button next to the
Remit-To field, or click the field and press F9.
Assigning the invoice Document Number. Type IN135187. (The number 135187
number is the vendor’s invoice number, to which “IN” has been
added.)
Accounts Payable uses the document date to set the due date
for invoices, to age credit notes and debit notes, and to look
up exchange rate information if the vendor’s currency is
different than your functional currency.
Tutorial
Year and Period. Make sure the year is 2010 and the period
is 6. This is the year and period to which the invoice will be
posted.
Changing the year If you need to change the year and period, use the right and
and period left arrow keys to switch between Fiscal Year and Period
fields, then type your entries manually, or select the fiscal
year and period from the drop-down list for the field.
3. When ready, click the Taxes tab to enter the tax information
from the invoice.
Accounts Payable also lets you define distribution sets, which are
Tutorial
made up of several distribution codes. When you use a
distribution set, you select the set, enter the amount to be
distributed to the set, then create the distribution.
Experiment If you have a mouse, you can change the width of the Account
with columns Description column by selecting the line between the titles of the
Account Description column and the Amount column.
Hold down the left mouse button, and drag the column
boundary to the right, so you can see the entire Account
Description column.
b) Type furn.
6. Select the Amount field on the second line, and type 700.00
as the amount of the second distribution, then press Tab.
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The invoice details are now distributed. Now, you need to
enter and distribute the tax.
The tax group determines the tax authorities used on the invoice.
You can change the tax group, if necessary.
You can select a different tax class and you can change the Tax
Included status, if the tax authority permits it.
You cannot edit tax authorities and tax rates. (They are defined
in Tax Services.)
The entry methods you choose for the Tax Amount and Tax Base
fields let you control the way taxes can be entered:
■ If you select Enter, you can manually enter the total tax
amounts and distribute the tax for the details.
In this section, you will manually enter the tax totals from the
sample invoice.
Note that tax is not included in prices for the tax authorities.
You can also change your tax class for this invoice by
selecting or entering a different class in the Vendor Tax Class
column.
4. Move to the Tax Amount field for the first tax in the list, and
type 186.13 as the tax amount. You can do this by:
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6. Choose the Distribute Taxes button.
Check the 7. To see that the document total is now fully allocated, check
distributions on the the detail distribution grid on the Document tab.
Document tab
2. Click the Terms Code field, then click the Finder button or
press the F5 key.
The N30 terms code does not provide for a discount, so the
Discount Date field is blank, and the Discount (Disc.)% and
Discount Amount (Disc. Amt.) fields contain zeroes. If Grant
Office Supplies offered a discount on this invoice, you could
enter the discount date and the percent or amount in these
fields.
You can use these fields to add any extra information from
invoices to the database for permanent storage.
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Edit Exchange Rates
If you are not using the multicurrency sample data, go to the
next section, “Add the Invoice.”
Multicurrency If you are using the multicurrency sample data, click the Rates
ledgers tab.
All amounts are in ■ Amounts on an invoice — including the document total and
vendor currency tax amounts — are always in the vendor’s currency.
Keep in mind that you can pay an invoice in any currency you
use, but you always enter it in the vendor’s currency.
Click the Totals tab to compare the totals on the Invoice Entry
form to the amounts on the sample invoice.
? This section helps you check the invoice totals against those on the
source document.
@ The tax summary shows you where the tax has been distributed. This
is especially useful if you have recoverable or separately expensed
tax; in which case, the amounts allocated on the Document tab do
not match the total tax amounts.
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Add the Invoice
Click the Add button on the Invoice Entry form to add the
invoice to the batch.
Note: You must add the invoice before you can choose the
Prepay button.
3. Using your mouse or the Tab key to move from field to field,
fill out the Payment Entry form as follows:
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check). For this lesson, select Print Check.
7. Click the Close button to close the Payment Entry form and
return to Invoice Entry.
What next? With this step, you finish adding the invoice. If you wish to
start Lesson 2 or Lesson 3, leave the Invoice Entry form open. If
you do not want to enter further transactions in the Invoice
Entry form, go to Lesson 4 to print the batch listing for the
batch you created, post the batch, and print the posting journal.
If you want to take a break or do another lesson that does not use
Invoice Entry, click the Close button to leave the form.
■ You can use the Finder to search for vendor records and
G/L account numbers.
■ You can use the Totals tab to check taxes and invoice totals
while you are entering the invoice.
■ You can change the rates used to calculate tax amounts only
in Tax Services. (But you can change the tax amount for the
invoice.)
In this lesson, you reopen the invoice you added in the last
lesson, change the terms code, create a payment schedule, and
set the due dates for the payments.
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■ Edit an existing, unposted invoice.
If you have not already done so, read the section, “Setting Up
Terms,” in Chapter 2 in this manual, and the section, “Assigning
Multiple Payment Schedules to Invoices,” in Chapter 2 in the
User Guide.
The first three steps of this lesson show you how to open an
existing invoice so that you can change the terms code to a code
that creates a payment schedule.
Until you post a batch, you can add, delete, and modify
transactions, change any of the information associated with the
batch, and even delete the entire batch.
3. Select entry 1, the invoice you added for vendor 1580, Grant
Office Supplies.
4. Select the Terms tab, and change the terms to P90, a payment
schedule with three payments.
When you enter the new terms code, the details for a single
due date disappear from the tab and a payment schedule
appears instead.
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■ You can change the amounts and due dates in a payment
schedule.
In this lesson, you will enter a credit note, and you will have the
program calculate the appropriate tax.
Create a 2. Click the “New” button beside the Entry Number field.
new entry
3. Type a description for the credit note, such as “Inv135187 -
two damaged chairs.”
Document type is 5. Select Credit Note as the document type. (You can tab to the
Credit Note Document Type field, then press the Down Arrow key until
Credit Note is displayed.)
Assign a credit note 6. Grant Office Supplies’ credit note does not have a number,
number so type CN135187. (135187 is the number of the invoice to
which this credit note applies.)
8. Make sure the year is 2010 and the period is 6. This is the
year and period to which the credit note will be posted.
“Apply To” is blank 9. Leave the Apply To field blank. You can select only posted
documents in the Apply To field, and you have not yet
posted the Grant Office Supplies invoice. You can apply the
credit note later.
13. Select Calculate in the Tax Amount and Tax Base fields.
In this credit note, the tax is added to the cost of the chairs,
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so leave Tax Included as “No.”
Your tax amounts Note: Your taxes may differ from the amounts illustrated
may be different here — especially if you are using the multicurrency sample
data, or if you change the tax group for the vendor. Use
these numbers as a guideline only for balancing your own
credit note.
1. Print and check the batch listing. Correct the batch entries, if
necessary, then reprint the listing.
This lesson guides you through these steps, and shows you how
to print to your screen, in case it is not convenient for you to
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print tutorial exercises to a printer. You can use a printer if you
prefer.
Choose Preview as ■ Select Preview as the print destination (to print the report to
the print destination the screen), as follows:
3. Choose OK.
Force Listing Of All If you select the Force Listing Of All Batches option on the
Batches option Vendor tab of the Options form, you must print all transaction
batches before you can post them.
There are three ways to open the Batch Listing Report form:
■ Select the batch on the Invoice Batch List form and choose
Print.
The steps in this section assume you are printing to your screen.
Sample Company would not normally print batch listings on the
screen because the company requires hard copies of listings for
its audit trail.
Note: Because the system treats all print destinations the same,
printing to the screen satisfies the Force Listing Of All Batches
option (if you selected it on the Options form). Therefore, if you
use Print Preview as your print destination, make sure that you
obtain a hard copy of all batch listings.
3. Choose Print from the File menu to open the Batch Listing
Report form, or click the Print button.
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4. If required, use the Finder to select the number of the batch
you used in Lesson 1, 2, or 3. Type the same number in both
the From and To Batch Number fields.
When the report appears, notice that the date at the top left
is today’s date. For audit purposes, Accounts Payable uses
the computer’s current date — not the program’s session
date.
You can drag the edge of the form to view more of the
report, or you can change the zoom percentage on the
toolbar.
10. Click the Close button on the Batch Listing Report form
(where you chose your print options) to return to the Invoice
Batch List.
You can post invoice batches from the Invoice Batch List form or
from the Post Batches form.
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the Batch List form, see Chapter 4 in the User Guide.
If you are posting more than one batch, you can use the Post
Batches form.
■ Deletes the contents of the batch if you have not selected the
Keep History option; otherwise, it changes the batch status to
posted and prevents further batch editing — keeping data
strictly for lookup purposes.
Backing Up When you work with your own data, you should back up before
posting. The posting process can take some time to complete,
increasing the risk of damage to data through a power surge or
equipment failure.
To post a batch:
If the batch is not set Ready To Post the program will ask if
you want to post the batch.
1. Open the Invoice Batch list form and set the batches Ready
To Post.
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3. Select Range, then enter the range of batches you want to
post.
You can use the number to track the details from the G/L
Transactions report back to the source documents, if you do
not consolidate details during posting.
Reprinting journals When you print journals for a range of posting sequences,
Accounts Payable automatically omits journals you have
already printed. If you want to reprint all the journals in the
range of posting sequence numbers, select the Reprint
Previously Printed Journals option.
For more information about the posting journal, see the sample
Invoice Posting Journal report in Chapter 7, “Reports,” in the
User Guide.
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print to the screen in this lesson, you can change it back,
following these instructions:
3. Click OK.
■ You can print batch listings either from the Batch List form
or by choosing the Batch Listing icon from the Transaction
Reports folder.
■ You can print a listing for one batch or for a range of batches.
■ You should reprint the batch listings for every batch you
edit. You must reprint listing before posting if you use the
■ You must set a batch Ready To Post from the Invoice Batch
List form before you can post it.
■ You can post batches using either the Post Batches form or
the Invoice Batch List form. If you wish to post a range of
batches, you must use the Post Batches form.
■ The Payment Entry form lets you enter and print single
checks for vendors.
This lesson shows you how to use the Payment Entry form to
enter payments and print checks.
You use the Payment Entry form to perform any of the following
tasks:
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■ Print the payment batch listing.
1 2
Batch Date. Type June 30, 2010 in the date format your
company uses, or select the date from the drop-down
calendar.
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Enter a Payment Using the “Direct” Mode for Payment Application
Select mode and Accounts Payable provides two ways to look up the documents
Direct mode to which you want to apply payment: Select mode and Direct
mode.
Direct mode works best when you know the number of the
invoice you are paying, because it provides the quickest data
entry.
This step shows you the most common way to add a payment for
an invoice when you know the invoice number. You will enter a
check and use Direct mode to apply the payment.
To add a payment:
You do not have to choose the New button when you are
adding the first document in a batch, although you have to
choose New for each additional document in the batch
(unless you use the Auto Clear setting).
Date. Type June 30, 2010, in the date format your company
uses. This is the date that will appear on the check.
Year and Period. Check that 2010 is entered for the year
and that 6 is entered for the period.
Remit-To. Leave the Remit-To field as is. This field lets you
specify a different payee than is listed in the vendor record.
Print Check. Select this option so you can print the check
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from Accounts Payable.
You use Direct mode when you know the number of the
document to which you are applying the invoice, or when
you have so many vendor documents that it is faster to look
them up in the Finder than to scroll through them at the
bottom of the screen.
The above column widths have been adjusted so you can see
all the information.
3. Press the Insert key or tab through all columns to start a new
line.
When Accounts Payable inserts the new line, you will notice
that it updates the Vendor Applied amount and the Check
Amount:
The next section (after “Edit Exchange Rates”) shows you how to
use the Select mode of payment application to apply a posted
credit note to a posted invoice.
The Rates button appears only if the bank currency or the vendor
currency is different from the functional currency. You click the
Rates button to open the Rate Override form, where you can edit
exchange rates.
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functional currency.
Multicurrency If the bank currency and the vendor currency are the same
payment application as the functional currency, the Rates button does not appear.
If both the bank currency and the vendor currency are the
same, the Rate Override form allows you to enter one rate,
identified as the Bank Rate (This rate field applies to both the
Bank and Vendor exchange rates.)
To apply a document:
2. Open the last payment batch by clicking the Last button next
to the Batch Number field.
3. Click the New button beside the Entry Number field to create
a new payment entry.
Click the down arrow beside the field, then select the
transaction type from the drop-down list, or tab to the field
and then press the “A” key.
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The check information fields disappear from the form when
you select Apply Document.
Date. Type June 30, 2010, in the date format your company
uses, or select the date from the calendar. This is the date of
the transaction for statistical purposes.
Year and Period. Check that 2010 is entered as the year and
6 is entered as the period. This is the year and period to
which the transaction will be posted.
7. Choose Select from the Mode box (it is the default choice).
You know the number of the invoice to which you are going
to apply the credit note, but you can check to see whether a
payment has already been entered — but not yet posted —
for this invoice.
Or
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them as part of the audit trail.
Force Listing Of All If you select the Force Listing Of All Batches option on the
Batches option Vendor tab of the Options form, you must print listings of all
transaction batches before you can post them.
■ Select the batch on the Payment Batch List form, then choose
Print.
■ Choose Print from the File menu on the Batch List form.
The steps in this section assume you are printing to your screen.
3. Select Print from the File menu or click the Print button to
open the Batch Listing form.
5. Use the Finder to select the number of the batch you created
earlier in this lesson. Enter the same number in both the
From and To Batch Number fields.
9. If you have set the screen as your print destination, click the
close button in the upper right corner to close the form.
10. Click the Close button on the Batch Listing Report form
(where you chose your print options) to return to the
Payment Batch List form.
11. If you found mistakes in the batch, open the Payment Entry
form, select the document by typing its entry number in the
Entry Number field, correct any errors, then reprint the
batch listing.
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Lesson 6: Enter a Prepayment and Print a
Miscellaneous Check
You have already seen how to enter checks and apply
documents with the Payment Entry form.
■ Print a check.
Later, when you post the invoice, Accounts Payable will try to
match it up to the prepayment by using the number you enter. If
it cannot match the prepayment (because the number is
incorrect), you can use the Apply Document transaction type to
apply the prepayment.
To add a prepayment:
2. Select the last payment batch by clicking the Last button next
to the Batch Number field.
3. Click the New button beside the Entry Number field to start
a new entry.
Click the down arrow beside the field, then select the
transaction type from the drop-down list.
Date. Type June 30, 2010 in the date format your company
uses, or select the date from the drop-down calendar. This is
the date of the transaction for aging purposes (unless you
age prepayments as current).
Year and Period. Check that 2010 is entered as the year and
6 is entered as the period. This is the year and period to
which the transaction will be posted.
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Vendor Number. Type 1580, the vendor number for Grant
Office Supplies, then press the Tab key. You can also choose
the number from the Finder.
7. Type 26700 in the PO Number field. You can use the Finder
to see the PO numbers in invoices that have already been
posted.
10. Once you have edited the Activation Date, choose the Add
button to add the transaction.
2. Click the Last button next to the Batch Number field to select
the last payment batch.
3. Click the New button beside the Entry Number field to start
a new entry, and type Donation - Flood Relief in the
description field next to the entry number.
Click the down arrow beside the field, then select the
transaction type from the drop-down list.
5. Press Tab to move to the Date field, and type June 30, 2010
in the date format your company uses. This is the date that
will appear on the check.
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Year and Period. Check that 2010 is entered for the year
and that 6 is entered for the period. This is the year and
period to which the transaction will be posted.
6. The Remit-To field contains the name of the payee for the
check.
Press Tab after typing the city name, then press F9 again, or
choose the Close button.
When the popup form disappears, you will see the name you
typed in the Remit-To field.
11. Press Enter or Tab to complete the line, then click the Add
button to add the transaction.
In the next part of this lesson, you print a check for a payment
entry that you added.
Prepare to print If you are not connected to a printer you can use, select Preview
as the printing destination (to print checks to a print form on the
screen).
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For instructions on changing print destinations, see the
beginning of Lesson 4, earlier in this chapter. You can also print
to your printer, if you prefer.
To print a check:
If you prefer, you can select the miscellaneous check you just
entered.
2. When you have selected the check you want to print, choose
the Print Check button to display the Print Checks form.
3 4
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Use the scroll bar on the right side of the form to scroll down
to the check portion.
Click the close button to leave the Preview form and return
to the Print Checks form.
5. When you see a message that asks whether all checks were
printed successfully, choose Yes.
If checks are not You should always look over your checks before choosing
printed properly . . . Yes. If you choose No, you can reset the print status to Not
Printed (by clicking in the Check Status column or using the
Select Reprint Range button), and reprint the check.
Voiding printed If you discover after leaving the Print Checks form that the
checks check is incorrect, you will have to delete the payment entry
to void the check with Bank Services, then create a new
entry.
6. When you return to the Payment Entry form, note that the
check number has been added.
In the next lesson, you will use Create Payment Batch to generate
checks for all outstanding invoices.
■ You can reject the checks if they were not printed properly,
and reprint them.
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4. Change selection criteria or payment controls, if necessary,
and reprint the Pre-Check Register.
6. Print the Payment Batch Listing to make sure that you have
created the correct payment entries.
You must print batch listings if you selected the Force Listing
Of All Batches option in the Options form.
You cannot edit the payment batch unless you select the
Allow Edit Of System Generated Batches option in the
Options form.
8. Open the Payment Batch List form, select the payment batch,
and choose the Print/Post button.
Only one system- You can process only one system-generated payment batch at a
generated batch at time. If you want to use Create Payment Batch to generate two
a time separate batches, you must print all checks from the first batch,
and post the transactions, before you generate the second batch.
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If the Selection Code field does not appear at the top of the
Create Payment Batch form, choose the Clear button to
specify new payment selection criteria.
2
Currency fields and the
Rates tab appear in a
multicurrency ledger.
4
? Select the Payment Selection Code on which you want to base
the payment selection criteria. You can create as many
selection codes as you need. Choose the Clear button if you
selected the wrong code (the field for the selection code
disappears when you select the code).
@ Select the bank for the check run. You must also select the
currency in a multicurrency ledger.
A The dates show what check processing has been done
recently.
B The buttons let you print a Pre-Check Register, proceed to
generate the payment batch, or clear the current selection
criteria, and specify a new payment selection code.
If you need to check the date format you use, go back to the
first tab and look at the Check Date and Batch Date fields.
7. Leave all the range fields as they are to include all vendors.
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list, pressing the Insert key, then typing a vendor number or
selecting one from the Finder. You can delete vendors from
this list by highlighting the vendor number and pressing the
Delete key.
You can edit the Bank Rate for the batch if the bank currency
differs from the functional currency, and you can edit the
Vendor Rate if the vendor currency differs from the
functional currency.
1. When you have completed all the tabs, choose the Register
button to print the Pre-Check Register.
The next step after generating the payment batch is to print the
batch listing.
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Once the payment batch has been generated, it is the same as the
batch of payments you created with the Payment Entry form.
Force Listing Of All You must print batch listings if you select the Force Listing Of
Batches All Batches option in the Options form.
■ Select the Print choice from the File menu in the Payment
Batch List form.
3. Use the Finder to select the number of the batch you created
earlier in this lesson. Type the same number in both the
From and To fields beside the Batch Number field.
5. Choose Print.
6. Once you have looked at the list, close the Preview form,
then choose Close from the Batch Listing Report form.
2. Highlight the batch for which you want to print checks, then
choose the Print/Post button.
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If you generated the batch using Create Payment Batch,
choose the batch with the description “SYSTEM
GENERATED CHECK BATCH”, the following message
appears:
This is the same form that appears when you print single
checks from the Payment Entry form, and the procedure for
printing is the same.
6. Choose Yes.
If printing separate ■ If you are printing checks then advices, Accounts Payable
advices will:
a) Print the checks first and ask you to confirm that they
are correct.
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b) Ask you to confirm that you have loaded the advice
forms in the printer.
c) Print the advices and ask you to confirm that they were
printed correctly.
You can reject the checks and the advices and reprint them,
if necessary.
a) Tell you that a restart record exists and ask whether you
want to proceed.
b) Open the Print Checks form and let you print the check
that was not printed earlier.
You now have to select the same batch again and choose
Print/Post in order to print and post the rest of the checks in
the batch.
2. Choose Print.
6. Choose Print.
The Check Register prints all valid checks, but does not list
alignment checks, voided checks or continuation checks. For
information on all checks that have been printed by
Accounts Payable, print the Checks Status report from Bank
Services.
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You Have Learned That:
■ You can print and post batches of checks from the Payment
Batch List form.
■ You can use the Payment Posting Journal to ensure that all
payment entries were correctly posted to vendor accounts.
■ The Check Register lists all valid checks that were recorded
or printed by Accounts Payable.
Where To Now?
Now that you have used the major transaction entry forms in
Accounts Payable, you can begin working with your own data.
Remember that online Help is always there when you are using
Accounts Payable. Press the F1 key to find out about the field or
form you are currently using.
Index
for vendor records, 2–44
entering, 3–25
Adding
entering for vendor groups, 3–39
1099/CPRS codes, 2–29
entering for vendor records, 3–46
account sets, 2–26
Account sets
current and historical transactions, 2–49
account set code, 3–25
distribution codes, 2–31
assigning to vendor records, 2–29
distribution sets, 2–32
currency code, 3–26
payment selection codes, 2–53
description, 3–25
remit-to locations, 2–45
general ledger account, 3–26
terms codes, 2–33
general ledger accounts used, 2–27
vendor groups, 2–36
setting up, 2–26, 3-24
vendor records, 2–38
Accounts
Adding numbers with the calculator
See General ledger accounts, 2–29
(tutorial), 4–16
Accounts Payable
Address information
features, 1–1
entering for remit-to locations, 3–54
manuals, 1–10, 1–11
Index
CPRS see Contract Payment Reporting Date entered
System, 1–3 entering for vendor comment, 3–50
CPRS codes Debit notes
defined, 3–26 aging, 2–18
selecting for vendor groups, 3–41 Default bank code
selecting for vendors, 3–49 entering, 3–17
setup instructions, 2–29, 3–26 selecting, 2–13, 2–14
CPRS payments Default bank rate type
reporting, 2–10 entering, 3–17
CPRS tax number Default number of days to keep comments
entering for vendors, 3–49 entering, 3–11
Create G/L transactions Default Order Of Open Documents option
selecting method to, 3–20 selecting, 2–15, 3–17
Create G/L Transactions option Default rate type, selecting, 2–14
selecting, 2–19
G/L accounts
setup instructions, 3–8
G/L description field I
selecting, 3–22
G/L integration options Imported batches
changing, 2–23 editing, 2–10
selecting, 2–18 Importing
G/L reference field Accounts Payable records, 2–48
selecting, 3–22 file formats, 2–49
G/L transactions transaction batches, 2–49
appending to existing batch, 2–20 vendor records, 2–40
batch types, 2–19 Include Tax In Statistics option
consolidation options, 2–21 selecting, 2–6, 3–12
creating, 2–19 Installment
descriptions, 2–22 payments, 2–34
references, 2–22 setting up terms, 2–34
G/L Transactions report, 2–23 Integrating Accounts Payable
General Ledger with other ACCPAC Advantage Series
integrating with Accounts Payable, 1–9, applications, 1–9
1–10 Internet
General ledger accounts using Accounts Payable through a
assigning to vendor records, 2–29 browser, 1–1, 3–2
entering in account sets, 3–26 Invoice entry
entering in distribution codes, 3–29 creating batches, 4–7, 4–9
Index
in account sets, 2–27 distributing invoice amounts (tutorial),
multicurrency exchange gain and loss 4–16
accounts, 2–29 editing exchange rates (tutorial), 4–21
Payables Control, 2–27 tutorial, 4–11
Prepayment, 2–28 using the calculator (tutorial), 4–16
Purchases Discount, 2–28 using the totals tab (tutorial), 4–22
General ledger batch types, 2–19 Invoice posting journal
Generate payment batch print (tutorial), 4–39
tutorial, 4–65, 4–71 Invoice terms, purpose, 2–33
Generate separate payments for each invoice Invoices
option correcting errors (tutorial), 4–27
selecting a method for vendor groups, for recurring payables, overview, 2–46
3–40 Invoicing options, 2–9
selecting for vendor records, 3–47
Getting Started manual
chapters, 1–10
N
L
National account number
sorting order, 2–25
Label formats, customizing, 2–54 New batches
Letters and labels creating, 4–7, 4–9
printing test copies, 3–76 New invoices
Letters, customizing, 2–54 creating (tutorial), 4–11
List batches (tutorial), 4–34, 4–72 Next number
List payment batches (tutorial), 4–53 for prepayments in options, 3–18
Number
sorting order, 2–25
M Number Of Days To Keep Comments
option, 2–4
Numbering adjustments, 2–17
Miscellaneous payments
Numbering prepayments, 2–17
enter (tutorial), 4–55
Numbering recurring payables, 2–11
Modifying options, 3–22
Modifying records, 3–36
Modifying remit-to locations, 3–55
Modifying vendor groups, 3–42 O
Modifying vendor records, 3–51
Multicurrency account sets, setting up, 2–28 On hold option
Multicurrency accounting selecting for vendor records, 3–44
adding to payment selection codes, 2–53 Online
assigning to vendor records, 2–37 using Accounts Payable through a
integrating with other applications, 2–4 browser, 3–2
multicurrency general ledger accounts, Open documents
2–28 choosing the display order, 2–15
overview, 2–3 Opening balances
restriction on changing, 2–3 setup instructions, 3–56, 3–64
revaluation transactions, 2–20 Optional fields
selecting, 2–3, 3–11 adding for invoices, 3–15
selecting the default rate type, 2–14 adding for vendors, vendor groups, and
setting up, 2–54 remit-to locations, 3–13
specifying a rate type in vendor records, adding to invoice records, 2–12
2–43 adding to remit-to locations, 2–46
Index
use 1099/CPRS reporting option, printing test copies, 3–76
3-14 Payment advices, customizing, 2–54
Keep Statistics, 3–11 Payment And Aging options, 2–13
modifying, 3–22 Payment batch
Payment tab generate (tutorial), 4–71
age credit notes and debit notes, Payment entry
3-19 editing exchange rates (tutorial), 4–49
age prepayments, 3–19 Payment schedules
aging periods, 3–17 adding to invoices (tutorial), 4–27
allow adjustments in payments Payment selection codes
batch, 3–18 bank and currency selection criteria tab
allow edit of system generated bank currency, 3–74
batches, 3–18 select vendors with this bank only,
default bank code, 3–17 3–74
default bank rate type, 3–17 selection code, 3–74
vendor currency, 3–75
Index
1099 payments, 2–10 terms codes, 2–33
CPRS payments, 2–10 using the Setup wizard, 3–1
Reports vendor groups, 2–36
specifying aging periods, 2–13 vendor records, 2–35
Revaluation transactions, 2–20 Setup information
Reversing entries, 2–20 entering, 2–26
types of records, 2–26
Setup instructions
1099/CPRS codes, 3–26
S account sets, 3–24
advices, 3–76
SAMINC bank information, 3–9
single currency sample data, 4–2 before you begin, 3–1
SAMLTD checks, 3–76
multicurrency sample data, 4–2 currency information, 3–9
Index
adding payment schedules to invoices,
4–27
Vendor and vendor group statistics
checking invoice totals, 4–22
entering, 3–11
create a new invoice batch, 4–9
Vendor currency
direct mode for applying payments,
entering for payment selection codes,
4-45
3-75
distributing invoice and tax amounts,
Vendor group statistics
4-15
setup instructions, 3–70
editing invoice exchange rates, 4–21
Vendor groups
editing payment exchange rates, 4–49
changing, 3–42
enter an invoice, 4–7
editing statistics, 2–37
enter miscellaneous checks, 4–55
group information tab
enter payments, 4–42
account set code, 3–39
enter prepayments, 4–55
bank code, 3–39
entering invoice tax information, 4–18
description, 3–38
generate payment batch, 4–65, 4–71
distribute by option, 3–39