ACCPAC AP Getting Started

apGS-ttl.doc, printed on 09/13/2004, at 3:01 PM. Last saved on 09/13/2004 3:01 PM.

ACCPAC INTERNATIONAL

Accounts Payable

Getting Started

apGS-ttl.doc, printed on 09/13/2004, at 3:01 PM. Last saved on 09/13/2004 3:01 PM.

ACCPAC INTERNATIONAL

© Copyright 2004 ACCPAC International, Inc. All rights reserved. ACCPAC International, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of ACCPAC International, Inc. Use of the software programs described herein and this documentation is subject to the ACCPAC International License Agreement enclosed in the software package. ACCPAC and the ACCPAC logo are either registered trademarks or trademarks of ACCPAC International, Inc. or its affiliates in the United States and/or other countries. All other marks are trademarks or registered trademarks of their respective companies.

Formatted Object EULA (Dec-13-02).doc, printed on 01/02/2003, at 8:45 AM. Last saved on 01/02/2003 8:44 AM.

ACCPAC International, Inc. Confidential

ACCPAC International, Inc. End User License Agreement for Indicated

Evaluation, Demonstration or Retail Software

THIS END USER LICENSE AGREEMENT APPLIES TO THESE ACCPAC SOFTWARE PRODUCTS:�� ACCPAC Advantage Series™

�� ACCPAC Exchange™

�� ACCPAC Options™

�� ACCPAC Warehouse

Management System™

�� BPI Accounting II™

�� Simply Accounting®

�� ACCPAC Pro Series™

Small Business Edition

�� ACCPAC VisionPoint®

SBA Edition

�� ACCPAC Plus™

�� ACCPAC ePOS™

�� BitWare®

�� Simply BitWare®

�� FAXserve™

�� Simply BitFax™

�� ACCPAC Messenger™

�� Simply Messenger™

IMPORTANT — READ CAREFULLY BEFORE YOU INSTALL OR USE THIS SOFTWARE: This End User License Agreement (“EULA”) is a legal agreement between You (“You” and “Your” includes a person and/or an individual entity) and ACCPAC International, Inc. (“ACCPAC”) concerning the specified evaluation, demonstration and/or retail software products(s) (hereinafter respectively referred to as “Evaluation Product,” “Demonstration Product” and “Retail Product”; and collectively referred to as “Software”). The Software includes all component parts, the associated media, any printed materials, any updates, and any “online” or electronic documentation, as applicable. By accessing, installing, copying or otherwise using the Software, You agree to be bound by the terms of this EULA. If You do not agree to the terms of this EULA, ACCPAC is unwilling to license the Software to You. In such event, You may not access, use or copy the Software, and You should promptly contact ACCPAC for instructions on returning the Software. WRITTEN ASSENT IS NOT A PREREQUISITE TO THE VALIDITY OR ENFORCEABILITY OF THIS EULA. ___________________________________________________________________________________________________________________________________

1. License.

a. License Grant.

(i) Retail Product. If You licensed a Retail Product, subject to the payment of all applicable license fees, and the terms and conditions of this EULA, ACCPAC hereby grants to You a limited, non-sublicensable, non-exclusive, non-transferable right to install and run one copy of the specified version of the Software and the accompanying documentation, solely for Your individual use. This EULA authorizes You to make one copy of the Retail Product solely for backup or archival purposes, provided that the copy You make contains all of the proprietary notices set forth in or on the original version of the Software.

(ii) Demonstration Product. If You licensed a Demonstration Product, subject to the payment of all applicable license fees, and the terms and conditions of this EULA, ACCPAC hereby grants to You a limited, non-sublicensable, non-exclusive, non-transferable and revocable right to install and run copies of the Demonstration Product and the accompanying documentation, solely on computer(s) owned or controlled exclusively by You, for Your individual use and for demonstration, marketing, promotional, end user support, training and/or development purposes, each to the extent permitted and/or required under the applicable ACCPAC Solution Provider, Certified Consultant, Development Partner, Professional Accountant Recommender, Online Referral Partner, Hosting Partner, Recognized Training Center, Distribution Agreement or other applicable agreements between You and ACCPAC (collectively the “Other ACCPAC Agreement”). Use of the Demonstration Product is limited to not more than the number of concurrent users and/or seats as specified in the Other ACCPAC Agreement, multi-user license, product packaging or accompanying documentation. This EULA authorizes You to make one copy of the Demonstration Product solely for backup or archival purposes, provided that the copy You make contains all of the proprietary notices set forth in or on the original version of the Software. You may have additional rights as may be set forth in the applicable Other ACCPAC Agreement.

(iii) Evaluation Products. If You licensed an Evaluation Product, subject to the terms and conditions of this EULA, ACCPAC hereby grants to You a limited, non-sublicensable, non-exclusive, non-transferable and revocable right to install and run one copy of the Evaluation Product and the accompanying documentation, solely for Your individual use for evaluation purposes.

(iv) All Software. Upon receipt of the appropriate Software registration information, ACCPAC will provide You an alphanumeric key (the “Activation Code” or “PAC Code”) to enable You to use the Software pursuant to the terms of this EULA. Documentation shall include, but not be limited to, any printed materials, “online” or electronic data provided by or obtained from ACCPAC with regard to this Software (“Documentation”). The Software and Documentation are licensed, not sold. Even though copies of the Software may be provided on media of different formats, copies of the Software on different media formats do not constitute multiple licenses to the Software. If the Software is licensed as a suite or bundle with more than one specified Software product, this EULA applies to all such specified Software products, subject to any restrictions or usage terms specified on the applicable product packaging or accompanying documentation that applies to any of such Software products individually.

b. Single-User. If this Software is licensed as a single user product, You may use only one copy of the Software, by not more than one user at a time, on a total of one computer or workstation, or personal digital assistant, or pager, or “smart phone,” or one such other electronic device for which the Software was designed (“Client Device”), unless otherwise set forth herein. The component parts of the Software may not be used individually or jointly in full or in part on more than one Client Device, unless otherwise set forth herein. The Software is “in use” on a computer when it is loaded into the temporary memory (i.e., random-access memory or RAM) of that Client Device.

c. Multi-User. If the Software is licensed with multi-user or networked license terms, You may use the Software on one server computer, or a greater number as specified in the applicable multi-user license, product packaging or accompanying documentation, within a multi-user or networked environment for connecting, directly or indirectly, to not more than the maximum number of Client Devices, concurrent users and/or seats, as specified in the applicable multi-user license, product packaging or accompanying documentation. Use of software, hardware or services that bypass any Software license restrictions and/or reduce the number of Client Devices, concurrent users and/or seats, as may be applicable, accessing or utilizing the Software (e.g., “multiplexing,” “pooling,” or third party add on software or hardware) expressly does not reduce the number of licenses required (i.e.,


ACCPAC INTERNATIONAL, INC. Confidential

the required number of licenses would equal the number of distinct inputs to the multiplexing or pooling software or hardware “front end”). If the number of Client Devices, concurrent users and/or seats that can potentially connect to the Software exceeds or has the potential to exceed the number of licenses You have obtained, then You must have a reasonable self-enforcing automatic mechanism in place to ensure that Your use of the Software does not exceed the use limits specified for the license You have obtained.

2. Term. Regardless of the location of the Software, You are responsible for strict compliance with any and all of the terms and conditions of this EULA. This EULA will terminate automatically if You fail to comply with any of the limitations or other requirements described herein, and such termination shall be in addition to and not in lieu of any criminal, civil or other remedies available to ACCPAC. When this EULA terminates, You must immediately cease using the Software and destroy all copies of the Software and the Documentation. You may terminate this EULA at any point by destroying all copies of the Software and the Documentation.

a. Retail Product. If You licensed a Retail Product, this EULA is effective unless and until You or ACCPAC terminates the EULA earlier, in accordance with the terms set forth herein.

b. Demonstration Product. If You licensed a Demonstration Product, this EULA is effective unless and until You or ACCPAC terminates the EULA earlier, in accordance with the terms set forth herein or the terms set forth in Your Other ACCPAC Agreement or upon the earlier termination or expiration of Your Other ACCPAC Agreement.

c. Evaluation Product. If You licensed an Evaluation Product, this EULA is effective for a period commencing on the earliest date this Evaluation Software is downloaded, installed or first run and thereafter continuing for the period specified in the product packaging or accompanying documentation, unless sooner terminated by You or ACCPAC in accordance with the terms set forth herein, but in no event shall such term exceed one hundred and eighty (180) days.

3. Updates. ACCPAC may, at its sole discretion, make bug fixes, updates and/or service packs available. ACCPAC’s maintenance service, if applicable and offered, is available for Retail Product at an additional cost to You, as Licensee, under a separate written agreement. ACCPAC’s maintenance service is not available for Evaluation Product.

4. Ownership Rights.

a. Ownership of Software. The Software and Documentation are protected by United States patent, copyright laws and other intellectual property laws, and international treaty provisions. ACCPAC and its third party licensors, if any, retain all title to and, except as expressly and unambiguously licensed herein, all rights and interest in (a) the Software, including, but not limited to, all copies, versions, customizations, compilations and derivative works thereof (by whomever produced) and all related Documentation; (b) the ACCPAC trademarks, service marks, trade names, icons and logos; (c) any and all copyright rights, patent rights, trade secret rights and other intellectual property and proprietary rights throughout the world in the foregoing; and (d) all Confidential Information (as defined in Section 14 below). You acknowledge that Your possession, installation, or use of the Software does not transfer to You any ownership, title, or registrable interest of any kind to the intellectual property in the Software, and that You will not acquire any rights to the Software except as expressly set forth in this EULA. You agree that all backup, archival, or any other type of copies of the Software and Documentation will contain the same proprietary notices that appear on and in the Software and Documentation.

b. Submissions. Should You decide to submit any materials to ACCPAC via electronic mail, through or to ACCPAC website(s), or otherwise, whether as feedback, data, questions, comments, ideas, concepts, techniques, suggestions or the like, You agree that such submissions are unrestricted and shall be deemed non-confidential upon submission. You grant to ACCPAC and its assigns a non-exclusive, royalty-free, worldwide, perpetual, irrevocable license, with the right to sublicense, to use, copy, transmit, distribute, create derivative works of, commercialize, display and perform such submissions.

5. Restrictions. You may not rent, lease, sublicense, loan, sell, distribute, market or commercialize any portion of the Software or its components. You may only install and use the Software on hardware which is (a) under Your exclusive control and (b) in the case of hardware performing any server functions, located at premises where You normally conduct day-to-day business operations. Notwithstanding the foregoing, if the Software is hosted under the auspices of an authorized ACCPAC Hosting Partner, it may be installed on server hardware located at premises under the exclusive or primary control of such Hosting Partner or its agent. You may not permit any parent, affiliate, subsidiary or any other third parties to benefit from the use or functionality of the Software, either directly or via a facility management, timesharing, service bureau or any other arrangement; provided, however, that You may use the Software, as provided herein, to process the data of an affiliate or subsidiary of which You own more than fifty percent (50%); provided, however, You may not exceed the number of datasets specified on the applicable product packaging or accompanying documentation. You may not use the Software as part of a facility management, timesharing, or service bureau arrangement. You may not transfer any or all of the rights granted to You under this EULA. To the maximum extent this restriction is permitted under applicable law, You may not rename files of, modify, translate, localize, decompile, disassemble, decrypt, reverse engineer, attempt to derive source code from, remove any proprietary notices from, or create derivative works based upon the Software, in whole or in part. You may not duplicate or copy any portion of the Software or Documentation, unless otherwise set forth herein. You may not remove any proprietary notices or labels on the Software, including, but not limited to, the ACCPAC and product names wherever they may appear. All rights not expressly set forth hereunder are reserved by ACCPAC. ACCPAC reserves the right to periodically conduct audits upon advance written notice to verify compliance with the terms of this EULA.

6. Warranty and Disclaimer.

a. Limited Warranty. ACCPAC warrants that for ninety (90) days from the date of original purchase the media on which the Software is contained will be free from defects in materials and workmanship.

b. Customer Remedies. ACCPAC’s entire liability and Your exclusive remedy shall be replacement of the defective media. To receive replacement of defective media, You must receive a return authorization number from ACCPAC and return the defective media to ACCPAC at Your expense with a copy of Your receipt. This limited warranty is void if the defect has resulted from accident, abuse, or misapplication. Any replacement media will be warranted for the remainder of the original warranty period. This remedy is not available to the extent it is prohibited under United States export control laws and regulations.

c. Warranty Disclaimer. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, AND EXCEPT FOR THE LIMITED WARRANTY SET FORTH HEREIN, THE SOFTWARE (AND ACCOMPANYING DOCUMENTATION) IS PROVIDED ON AN “AS IS” BASIS WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. WITHOUT LIMITING THE FOREGOING



PROVISIONS, YOU ASSUME SOLE RESPONSIBILITY FOR SELECTING THE SOFTWARE TO ACHIEVE YOUR INTENDED RESULTS, AND SOLE RESPONSIBILITY FOR THE INSTALLATION OF, USE OF, AND RESULTS OBTAINED FROM THE SOFTWARE. WITHOUT LIMITING THE FOREGOING PROVISIONS, ACCPAC MAKES NO WARRANTY THAT THE SOFTWARE WILL BE ERROR-FREE, VIRUS FREE, OR FREE FROM INTERRUPTIONS OR OTHER FAILURES OR THAT THE SOFTWARE WILL SATISFY YOUR SPECIFIC REQUIREMENTS. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ACCPAC DISCLAIMS ALL WARRANTIES AND CONDITIONS, EITHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO ANY (IF ANY) IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, OF FITNESS FOR A PARTICULAR PURPOSE, OF LACK OF VIRUSES, OF LACK OF ACCURACY OR COMPLETENESS OF RESPONSES, OF RESULTS, AND LACK OF NEGLIGENCE OR LACK OF WORKMANLIKE EFFORT, ALL WITH REGARD TO THE SOFTWARE AND ASSOCIATED DOCUMENTATION. THERE IS NO WARRANTY OR CONDITION OF TITLE, QUIET ENJOYMENT, QUIET POSSESSION, CORRESPONDENCE TO DESCRIPTION, OR NON-INFRINGEMENT WITH REGARD TO THE SOFTWARE. THE ENTIRE RISK OF THE QUALITY OF OR ARISING OUT OF USE OR PERFORMANCE OF THE SOFTWARE, IF ANY, REMAINS SOLELY WITH YOU. SOME STATES AND JURISDICTIONS DO NOT ALLOW LIMITATIONS ON IMPLIED WARRANTIES, SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU. THE FOREGOING PROVISIONS SHALL BE ENFORCEABLE TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

d. Indemnification. You agree to defend, indemnify and hold harmless ACCPAC and its directors, officers, employees, affiliates, sublicensees, and agents from and against all claims, defense costs (including reasonable expert and attorneys’ fees), judgments and other expenses arising out of or on account of any negligent act, omission, or willful misconduct by You or on Your behalf in (i) the installation or use of the Software or (ii) your compliance or failure to comply with this EULA.

e. Data. YOU ACKNOWLEDGE THAT ANY DATA ENTRY, CONVERSION OR STORAGE IS SUBJECT TO THE LIKELIHOOD OF HUMAN AND MACHINE ERRORS, MALICIOUS MANIPULATION, OMISSIONS, DELAYS, AND LOSSES, INCLUDING, BUT NOT LIMITED TO, INADVERTENT LOSS OF DATA OR DAMAGE TO MEDIA THAT MAY RESULT IN LOSS OR DAMAGE TO YOU AND/OR YOUR PROPERTY, AND/OR YOUR DETRIMENTAL RELIANCE ON MALICIOUSLY MANIPULATED DATA. ACCPAC SHALL NOT BE LIABLE FOR ANY SUCH ERRORS, OMISSIONS, DELAYS, OR LOSSES. YOU ARE RESPONSIBLE FOR ADOPTING REASONABLE MEASURES TO LIMIT THE IMPACT OF SUCH PROBLEMS, INCLUDING BACKING UP DATA, ADOPTING PROCEDURES TO ENSURE THE ACCURACY OF INPUT DATA, EXAMINING AND CONFIRMING RESULTS PRIOR TO USE, ADOPTING PROCEDURES TO IDENTIFY AND CORRECT ERRORS AND OMISSIONS, REPLACING LOST OR DAMAGED MEDIA, AND RECONSTRUCTING DATA. YOU ARE ALSO RESPONSIBLE FOR COMPLYING WITH ALL LOCAL, STATE, AND FEDERAL LAWS PERTAINING TO THE USE AND DISCLOSURE OF ANY DATA. IF YOU LICENSED AN EVALUATION PRODUCT, YOU ACKNOWLEDGE AND UNDERSTAND (I) THAT THE EVALUATION PRODUCT MAY BE USED FOR EVALUATION PURPOSES ONLY, (II) THAT THE EVALUATION PRODUCT SHALL BE OPERABLE ONLY FOR A LIMITED TIME AND (III) THAT, UPON EXPIRATION OF THE EVALUATION PERIOD, ANY DATA OR OTHER INFORMATION USED WITH, PROCESSED BY AND/OR STORED IN CONJUNCTION WITH THE EVALUATION PRODUCT MAY BE IRRETRIEVABLE, UNRECOVERABLE AND/OR OTHERWISE UNUSABLE.

f. Authorized ACCPAC Solution Providers and Certified Consultants. ANY AUTHORIZED ACCPAC SOLUTION PROVIDER, CERTIFIED CONSULTANT, RESELLER, INSTALLER OR CONSULTANT IS NOT AFFILIATED WITH ACCPAC IN ANY CAPACITY OTHER THAN AS A RESELLER, INSTALLER OR CONSULTANT OF ACCPAC’S PRODUCTS AND HAS NO AUTHORITY TO BIND ACCPAC OR MODIFY ANY LICENSE OR WARRANTY. ACCPAC MAKES NO REPRESENTATIONS, WARRANTY, ENDORSEMENT OR GUARANTEE WITH RESPECT TO THE SKILLS OR QUALIFICATIONS OF ANY AUTHORIZED ACCPAC SOLUTION PROVIDER, CERTIFIED CONSULTANT, RESELLER, INSTALLER OR CONSULTANT AND YOU ARE ENCOURAGED TO INDEPENDENTLY INVESTIGATE THE SKILLS AND QUALIFICATIONS OF ANY AUTHORIZED ACCPAC SOLUTION PROVIDER, CERTIFIED CONSULTANT, RESELLER, INSTALLER OR CONSULTANT WITH WHOM YOU ASSOCIATE.

7. Limitation of Liability. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, WHETHER IN TORT, CONTRACT, OR OTHERWISE, SHALL ACCPAC BE LIABLE TO YOU OR TO ANY OTHER PERSON OR ENTITY FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF PROFITS, LOSS OF GOODWILL, LOSS OF CONFIDENTIAL OR OTHER INFORMATION, FOR BUSINESS INTERRUPTION, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, FOR PERSONAL INJURY, LOSS OF PRIVACY, FOR FAILURE TO MEET ANY DUTY INCLUDING A DUTY OF GOOD FAITH OR OF REASONABLE CARE, FOR NEGLIGENCE (WHETHER ACTIVE OR PASSIVE), AND FOR ANY OTHER PECUNIARY OR OTHER LOSS WHATSOEVER) ARISING OUT OF OR IN ANY WAY RELATED TO THE USE OR INABILITY TO USE THE SOFTWARE, OR OTHERWISE UNDER OR IN CONNECTION WITH ANY PROVISION OF THIS EULA, EVEN IN THE EVENT OF FAULT, TORT (INCLUDING NEGLIGENCE, AND GROSS NEGLIGENCE), STRICT LIABILITY, BREACH OF CONTRACT, OR BREACH OF WARRANTY BY ACCPAC, AND EVEN IF ACCPAC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT WILL ACCPAC BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE LIST PRICE ACCPAC CHARGES FOR A LICENSE TO THE SOFTWARE. THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY TO THE EXTENT THAT APPLICABLE LAW PROHIBITS SUCH LIMITATION. FURTHERMORE, SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS LIMITATION AND EXCLUSION MAY NOT APPLY TO YOU. THE FOREGOING PROVISIONS SHALL BE ENFORCEABLE TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.

8. Entire Agreement. This EULA expressly supersedes and completely replaces any and all prior end user license agreements. ACCPAC shall not be bound by or liable to You for any pre-existing or contemporaneous written or oral representations or warranties, made by anyone, with respect to the Software Product, including any authorized Solution Provider, Certified Consultant, distributor or reseller or their respective agents, employees, or representatives, nor shall You be deemed a third party beneficiary of any obligations of ACCPAC to any such Solution Provider, Certified Consultant, distributor or reseller.

9. Attorneys’ Fees. If any party employs attorneys to enforce any rights arising out of or relating to this EULA, the prevailing party shall be entitled to recover its reasonable attorneys’ fees, costs, and other expenses.



10. Severability. If any provision of this EULA is held to be unenforceable, the enforceability of the remaining provisions shall in no way be affected or impaired thereby.

11. United States Government. The Software and accompanying Documentation are deemed to be “commercial computer software” and “commercial computer software documentation,” respectively, pursuant to DFAR Section 227.7202 and FAR Section 12.212, as applicable. Any use, modification, reproduction, release, performance, display or disclosure of the Software and accompanying Documentation by the United States Government shall be governed solely by the terms of this EULA and shall be prohibited except to the extent expressly permitted by the terms of this EULA.

12. Export Controls. You acknowledge that the Software may be subject to export controls imposed by U.S. laws and regulations. During the term of this EULA, You agree to comply with the U.S. Foreign Corrupt Practices Act and with all export laws and restrictions and regulations of the United States Department of Commerce or other United States or foreign agency or authority, and not to knowingly export, re-export, download, or allow the export, re-export or downloading of the Software or Documentation and any underlying information or technology in violation of any such restrictions, laws or regulations, to Afghanistan, Cuba, Iran, Iraq, Libya, North Korea or to any Group D:1 or E:2 country (or to any national of such countries), specified in the then current Supplement No. 1 to Part 740, or in violation of the embargo provisions in Part 746 of the U.S. Export Administration Regulations (or any successor regulations or supplement), except in compliance with all licenses and approvals required under applicable export laws and regulations, including, without limitation, those of the United States Department of Commerce. By accessing, installing, downloading or using the Software You are agreeing to the foregoing and You are certifying that You are not located in, under the control of, or a national or resident of any such country or on any such list.

EXPORT OF THE SOFTWARE MAY BE SUBJECT TO COMPLIANCE WITH THE RULES AND REGULATIONS PROMULGATED FROM TIME TO TIME BY THE BUREAU OF EXPORT ADMINISTRATION, UNITED STATES DEPARTMENT OF COMMERCE, WHICH RESTRICT THE EXPORT AND RE-EXPORT OF CERTAIN PRODUCTS AND TECHNICAL DATA. YOU ACKNOWLEDGE AND AGREE THAT IF THE EXPORT OF THE SOFTWARE IS CONTROLLED UNDER SUCH RULES AND REGULATIONS, THEN YOU SHALL NOT CAUSE THE SOFTWARE TO BE EXPORTED OR RE-EXPORTED, DIRECTLY OR INDIRECTLY, (A) WITHOUT ALL EXPORT OR RE-EXPORT LICENSES AND UNITED STATES OR OTHER GOVERNMENTAL APPROVALS REQUIRED BY ANY APPLICABLE LAWS, OR (B) IN VIOLATION OF ANY APPLICABLE PROHIBITION AGAINST THE EXPORT OR RE-EXPORT OF ANY PART OF THE SOFTWARE. SOME COUNTRIES HAVE RESTRICTIONS ON THE USE OF ENCRYPTION WITHIN THEIR BORDERS, OR THE IMPORT OR EXPORT OF ENCRYPTION EVEN IF FOR ONLY TEMPORARY PERSONAL OR BUSINESS USE. YOU ACKNOWLEDGE THAT THE IMPLEMENTATION AND ENFORCEMENT OF THESE LAWS IS NOT ALWAYS CONSISTENT AS TO SPECIFIC COUNTRIES. YOU ACKNOWLEDGE THAT IT IS YOUR ULTIMATE RESPONSIBILITY TO COMPLY WITH ANY AND ALL GOVERNMENT EXPORT AND OTHER APPLICABLE LAWS AND THAT ACCPAC HAS NO FURTHER RESPONSIBILITY AFTER THE INITIAL LICENSE TO YOU WITHIN THE ORIGINAL COUNTRY OF LICENSE.

13. High Risk Activities. The Software is not fault-tolerant and is not designed or intended for use in hazardous environments requiring fail-safe performance, including without limitation, in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, weapons systems, direct life-support machines, or any other application in which the failure of the Software could lead directly to death, personal injury, or severe physical or property damage (collectively, “High Risk Activities”). ACCPAC expressly disclaims any express or implied warranty of fitness for High Risk Activities.

14. Confidentiality. You agree that the Software, including, but not limited to, all source and object code components, screen shots and displays, graphical user interfaces, algorithms, formulae, data structures, scripts, application programming interfaces and protocols, and the Documentation (collectively the “Confidential Information”) are trade secrets of ACCPAC and are owned by ACCPAC or, where applicable, its third-party licensors. You agree to retain all Confidential Information in strict confidence at least with the same amount of diligence that You exercise in preserving the secrecy of Your most-valuable information, but in no event less than reasonable diligence. You agree to: (i) only disclose Confidential Information to Your employees and agents to the extent required to use the Software under the terms of this EULA and not to disclose or disseminate the Confidential Information to any third party without the prior written consent of ACCPAC, (ii) use the Confidential Information solely for Your benefit as provided for herein and not to allow any third party to benefit from the Confidential Information, and (iii) bind Your employees and agents, by terms no less restrictive than those set forth herein, to maintain the confidentiality of such Confidential Information, and not use or disclose such information except as permitted under this EULA. Notwithstanding the disclosure of any Confidential Information for any reason, such Confidential Information shall continue to be owned by ACCPAC or its licensors. Nothing contained herein shall be deemed to prevent You from disclosing or disseminating Your data, in any format or any report, to whomever You so choose. Notwithstanding anything else to the contrary in this Section 14, and only with respect to Demonstration Product, You are permitted to use the Demonstration Product to demonstrate and promote the functionality and benefits of the Product.

15. Miscellaneous. This EULA is exclusively governed by the laws of the United States and the State of California, without reference to conflicts of law principles. In the event of a dispute or legal action between the parties, they agree to waive any objections to personal jurisdiction, and agree to service of process and exclusive venue in the Federal District Court for Northern California or the California Superior Court of Alameda County. The application of the United Nations Convention of Contracts for the International Sale of Goods is expressly excluded. This EULA sets forth all of Your rights and is the entire agreement between the parties. This EULA supersedes any other communications with respect to the Software and/or Documentation. This EULA may not be modified except by a written addendum issued by a duly authorized representative of ACCPAC. No provision hereof shall be deemed waived unless such waiver shall be in writing and signed by a duly authorized representative of ACCPAC. You hereby acknowledge a breach of this EULA would cause irreparable harm and significant injury to ACCPAC that may be difficult to ascertain and that a remedy at law would be inadequate. You agree that ACCPAC shall have the right to seek and obtain immediate injunctive relief to enforce the obligations under this EULA in addition to any other rights and remedies it may have. If any provision of this EULA is held invalid, the remainder of this EULA shall continue in full force and effect. The controlling language of this EULA is English. If You have received a translation into another language, it has been provided for Your convenience only.

16. ACCPAC Customer Contact. If You have any questions concerning these terms and conditions, or if You would like to contact ACCPAC for any other reason, please call (925) 461-2625, or write to us at: ACCPAC International, Inc., 6700 Koll Center Parkway, Third Floor, Pleasanton, California 94566, USA. You may also find us on the Web at http://www.accpac.com or http://www.accpaconline.com.

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ACCPAC® SUPPORTPLUS™ TERMS AND CONDITIONS OF SALE

1. General. These terms and conditions (the “Terms and Conditions”), the invoice, statement, or notice (“Invoice”), and the end user license agreement (the “EULA”) for the Software, as defined below, constitute the entire agreement (the “Agreement”) between the ACCPAC entity identified in the Invoice (“ACCPAC,” “we,” “us,” or “our”) and the buyer identified in the “Bill To” section of the Invoice (“you” or “your”) regarding your purchase of SupportPlus. The “Software” refers the to ACCPAC software product(s) for which you have purchased SupportPlus. This Agreement supersedes all prior and contemporaneous agreements and may be amended only by a writing signed by ACCPAC.

2. SupportPlus Plans and À La Carte Options. Subject to your payment of all applicable fees set forth in the Invoice (the “Fees”), you will receive the SupportPlus Plan (Software Assurance, Standard or Premier) or à La Carte option (Tech-Support OnDemand or Payroll Update Plan) you purchased. The upgrades, service packs, payroll tax updates, technical telephone support, and/or other benefits included with the SupportPlus Plan or à La Carte option you purchased are set forth at www.accpac.com/supportplus (the “SupportPlus Website”). The SupportPlus Plans and à La Carte options may be amended or modified from time to time by ACCPAC, within its sole discretion, upon thirty (30) days notice via posting at the SupportPlus Website or other written notice given by ACCPAC. Certain SupportPlus Plans and à La Carte options may not be available in some countries.

3. Current Version; Media. To use or install any upgrades, service packs, payroll tax updates, or any other documentation data or materials available under SupportPlus (“Materials”), you must have a valid license for the then-current version of the Software; installing the Materials with older versions of the Software may cause the Materials and/or the Software to function improperly and/or the Software to cease functioning. The Materials, including but not limited to upgrades, service packs, and payroll tax updates, shall be released as determined appropriate by ACCPAC, in its sole discretion, and may be provided via CD, diskette, Internet, your Solution Provider and/or other delivery method at ACCPAC’s sole discretion. If available on CD or diskette, ACCPAC will deliver the Materials to you (i) FOB origin; and (ii) after advance payment of an annual shipping and handling charge for all regular shipments to you under this Agreement during the applicable Initial or Renewal Term, as defined in section 6.

4. Pricing, Payment, and Acceptance. All fees are nontransferable and non-refundable (even in the event you cancel your SupportPlus coverage). You agree to pay all Fees set forth in the Invoice in the currency specified therein within 30 days of the date of the Invoice. ACCPAC may raise the Fees for any renewal term upon 30 days prior notice. A $50.00 (U.S.) charge will be added to the amount of any dishonored check, charge, debit or transfer. You agree to pay all Fees, plus any applicable late fees or penalties, if any check, charge, debit or transfer is not honored by your financial institution for any reason. Unless you notify us in writing within 10 days of the date on your Invoice of any discrepancy between the Materials you ordered and those you received, you are deemed to have accepted delivery. By

installing, using or accepting delivery of the Materials, you agree to be bound by the EULAs and this Agreement. Unless otherwise indicated in the Invoice, all amounts set forth therein are exclusive of taxes, insurance, and shipping and handling charges and you are responsible for payment thereof.

5. Lapse. To resume your subscription to any SupportPlus Plan (Software Assurance, Standard or Premier) after a lapse, you must purchase a minimum of one (1) full year of service and pay a reinstatement fee of twenty percent (20%) of the then-current Fee for each month of lapsed coverage.

6. Term and Termination. Subject to your payment of all Fees, the term of the Agreement starts on the date indicated in the Invoice and shall continue in effect for a one-year period or such other period expressly set forth in the Invoice (“Initial Term”). Subject to your payment of the renewal and other Fees, this Agreement shall renew for successive one-year terms or such other period as expressly set forth in the Invoice (each a “Renewal Term”). The Agreement shall terminate upon (a) your failure to timely pay any renewal or other Fees, as specifically set forth in any Invoice; (b) your delivery of a written notice of termination to ACCPAC, provided that you are not in breach of any terms of the Agreement; or (c) your breach of the Agreement and failure to cure such breach within 30 days after written notice thereof by ACCPAC, provided that ACCPAC hereby reserves all rights and remedies available to it as a result of such breach. Upon expiration or termination of the Agreement for any reason, you acknowledge and agree that (i) you shall not be entitled to a refund or offset of any amounts owed or paid to ACCPAC; and (ii) you must cease using the Materials and any copies thereof, remove the Materials and any copies thereof from all computers and other devices in your control, and destroy all media in your control containing the Materials or copies thereof. Unless otherwise provided herein, remedies are cumulative and there is no obligation to exercise a particular remedy. Expiration or termination of the Agreement shall not prejudice, limit, or restrict any other rights or remedies either party may have arising prior to such expiration or termination. ACCPAC has no obligation to refund any amounts paid by you.

7. Additional Services. Technical support services, other than Tech-Support OnDemand, may be provided by ACCPAC, subject to a separate written agreement between the parties. Fees for such technical support services shall be at ACCPAC’s then-current published rates, plus any costs and expenses, including reasonable transportation and lodging. Availability of and Fees for international technical support services shall be determined by ACCPAC, in its sole discretion.

8. Audits. ACCPAC or its agents may audit your books, records and information systems to ensure that your use of the Product complies with the end user license agreement between you and ACCPAC concerning the Product (the “EULA”).

9. Client ID. You must maintain the security of your Client ID number, and you may not allow anyone other than your employees or employees of your authorized ACCPAC

��

Solution Provider of record to use your Client ID number. You may change your Solution Provider of record by completing the appropriate form provided by ACCPAC.

10. Limitations. ACCPAC has no obligation to support: (a) altered, damaged, or modified Software, (b) problems, issues, or errors caused by negligence, abuse, or misapplication of the Software; (c) use of the Software other than as specified in the ACCPAC documentation; or (d) hardware malfunctions, third-party software not licensed from ACCPAC, or Software which is not the then-current version. At ACCPAC’s request and your own expense, you will provide ACCPAC with documentation of problems and test data, and cooperate with ACCPAC to resolve the issue(s) submitted by you. ACCPAC shall provide SupportPlus in the English language, except as otherwise agreed in writing.

11. DISCLAIMER OF WARRANTIES. THE PRODUCT, UPGRADES AND MATERIALS RELATED THERETO ARE SUBJECT EXCLUSIVELY TO THE WARRANTIES SET FORTH IN THE EULA. NO OTHER WARRANTIES ARE MADE BY ACCPAC WITH RESPECT TO THE MATERIALS. SERVICES PROVIDED PURSUANT TO THE AGREEMENT ARE NOT WARRANTED. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ACCPAC PROVIDES THE MATERIALS AND SERVICES “AS IS” AND “AS AVAILABLE” AND THE ENTIRE RISK AS TO SATISFACTORY QUALITY, PERFORMANCE, ACCURACY AND EFFORT IS WITH YOU. EXCEPT AS PROVIDED IN THE LIMITED WARRANTY, IF ANY, ACCPAC HEREBY DISCLAIMS ALL WARRANTIES, CONDITIONS, OR DUTIES OF EVERY NATURE WHATSOEVER (EXCEPT ANY DUTIES OF GOOD FAITH). FURTHER, THERE IS NO WARRANTY OF TITLE, ENJOYMENT, OR LACK OF INFRINGEMENT, OR THAT THE PROVISION OR OPERATION OF ANY MATERIALS WILL BE TIMELY OR UNINTERRUPTED.

12. Limitation of Liability and Exclusion of Damages. NOTWITHSTANDING ANY DAMAGES YOU MAY INCUR FOR ANY REASON WHATSOEVER, ACCPAC’S ENTIRE LIABILITY FOR ANY BREACH OF THE AGREEMENT OR FOR ANY CAUSE OF ACTION OF ANY NATURE (INCLUDING WITHOUT LIMITATION, TORT OR PRODUCT LIABILITY), OR UNDER THE LIMITED WARRANTY, AND YOUR EXCLUSIVE REMEDY AGAINST ACCPAC SHALL BE LIMITED TO THE AMOUNT OF DAMAGES ACTUALLY INCURRED BY YOU, UP TO AN AMOUNT NOT TO EXCEED THE FEES PAID TO ACCPAC FOR THE PRECEDING 12-MONTH PERIOD. PROVISIONS SET FORTH IN SECTIONS 10, 11, AND 12 SHALL APPLY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, EVEN IF ANY REMEDY FAILS OF ITS ESSNTIAL PURPOSE. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL ACCPAC BE LIABLE FOR ANY SPECIAL, INCIDENTAL, CONSEQUENTIAL, PUNITIVE, SPECIAL OR INDIRECT DAMAGES OR LOSSES WHATSOEVER, ARISING OUT OF OR IN ANY WAY RELATED TO THE ACCPAC MATERIALS, EVEN IF ACCPAC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND EVEN IN THE EVENT OF FAULT, TORT (INCLUDING NEGLIGENCE) OR STRICT OR PRODUCT LIABILITY OR MISREPRESENTATION.

13. Miscellaneous. To the extent permitted by local law, this Agreement shall be governed by and construed exclusively in accordance with the laws of California without regard to the conflict of laws provisions thereof and without regard to the United Nations Convention on Contracts for the International Sale of Goods. In any action or proceeding to enforce rights under the Agreement, the prevailing party shall be entitled to recover costs and attorneys’ fees.

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Contents

Chapter 1: Introducing Accounts Payable

Accounts Payable Features...................................................... 1–1 Integrating with Other Programs ................................................ 1–9 How to Use This Manual ...................................................... 1–10 The User Guide ............................................................... 1–11 Converting From ACCPAC Plus................................................ 1–11 Where To Now? .............................................................. 1–12

Chapter 2: What You Need to Know Before Setting Up Accounts Payable

Choosing Accounts Payable Options ............................................. 2–2 Company Information ...................................................... 2–2 Processing Options ......................................................... 2–2 Transactions Options ...................................................... 2–11 Numbering Options ....................................................... 2–16 Retainage Options......................................................... 2–17 G/L Integration Options ................................................... 2–19

Designing Accounts Payable Coding Schemes ................................... 2–25 Sorting Order of Codes .................................................... 2–26

Entering Accounts Payable Setup Information ................................... 2–27 Setting Up Account Sets ................................................... 2–27 Setting Up 1099/CPRS Codes .............................................. 2–30 Setting Up Distribution Codes .............................................. 2–32 Setting Up Distribution Sets ................................................ 2–33 Setting Up Payment Selection Codes ........................................ 2–34 Setting Up Terms.......................................................... 2–36

iv ACCPAC Accounts Payable



Setting Up Optional Fields................................................. 2–37 Setting Up Vendor Records.................................................... 2–40

Defining Vendor Groups .................................................. 2–41 Adding Vendors.......................................................... 2–44 Adding Remit-To Locations................................................ 2–53 Adding Recurring Payables................................................ 2–54

Importing and Exporting Accounts Payable Records ............................. 2–57 Entering Current and Historical Transactions ................................... 2–59

Entering Current-Year Data................................................ 2–60 Previous-Year Statistics.................................................... 2–61

Customizing Checks, Payment Advices, Letters, and Label Formats ............... 2–62 Setting Up Multicurrency Accounting in Accounts Payable ....................... 2–62 Where To Now? .............................................................. 2–64

Chapter 3: Setting Up Your Accounts Payable System

Before You Begin .............................................................. 3–1 Using Accounts Payable with an Internet Browser ................................ 3–2 Overview of Accounts Payable Setup............................................ 3–3 While You Work............................................................... 3–4

Guideposts to Accounts Payable Information ................................. 3–5 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 Step 5: Add Accounts Payable Records ..................................... 3–23 Step 6: Add Vendor Records .............................................. 3–40 Step 7: Add Remit-To Locations (Optional) ................................. 3–56 Step 8: Add Recurring Payable Records .................................... 3–59 Step 9: Add Opening Balances and Current-Year Transactions ................ 3–70 Step 10: Add Vendor and Vendor Group Statistics (Optional)................. 3–76 Step 11: Create Payment Selection Codes to Process Payments Automatically .. 3–79 Step 12: Design Checks, Payment Advices, Labels, and Letters................ 3–82

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Where To Now? .............................................................. 3–84

Chapter 4: Tutorial Before You Begin............................................................... 4–2 Sample Company .............................................................. 4–3 Features of the Tutorial Lessons ................................................. 4–3 Starting the Sample Data........................................................ 4–4 Lesson 1: Enter an Invoice ...................................................... 4–6

Open the Invoice Entry Form ................................................ 4–7 Create a New Batch ........................................................ 4–8 Use the Finder to Look Up Vendor Numbers.................................. 4–9 Add Invoice Header Information ........................................... 4–10 Distribute Invoice Amounts ................................................ 4–13 Enter and Distribute Invoice Tax Information ................................ 4–16 Changing the Payment Terms .............................................. 4–18 Use Optional Fields........................................................ 4–19 Edit Exchange Rates ....................................................... 4–20 Check Invoice Totals....................................................... 4–21 Add the Invoice ........................................................... 4–22 Enter Prepayments with Invoices ........................................... 4–22

Lesson 2: Edit an Invoice to Add a Payment Schedule ............................ 4–25 Lesson 3: Add a Credit Note................................................... 4–28

Enter Batch and Document Information for the Credit Note ................... 4–29 Lesson 4: Print and Post an Invoice Batch ....................................... 4–32

Print a Batch Listing ....................................................... 4–33 Post an Invoice Batch ...................................................... 4–36 Print a Posting Journal ..................................................... 4–38 Reset the Printing Destination .............................................. 4–40

Lesson 5: Enter and Apply Payment Transactions................................ 4–41 Enter a Payment Using the “Direct” Mode for Payment Application............ 4–44 Edit Exchange Rates ....................................................... 4–47 Apply a Credit Note to an Invoice Using the “Select” Mode

for Payment Application ............................................... 4–49 Print a Batch Listing ....................................................... 4–52

vi ACCPAC Accounts Payable



Lesson 6: Enter a Prepayment and Print a Miscellaneous Check................... 4–54 Add a Prepayment Transaction with the Payment Entry Form ................ 4–55 Add a Miscellaneous Payment Transaction with the Payment Entry Form ...... 4–57 Print a Check from the Payment Entry Form................................. 4–60

Lesson 7: Generate, Print, and Post a Batch of Checks............................ 4–63 Specify Payment Criteria, Print the Pre-Check Register, and

Generate a Payment Batch ............................................. 4–65 Print the Batch Listing, and Print and Post Checks ........................... 4–70

Where To Now? .............................................................. 4–77

Appendix A: Setup Checklist Sample Setup Checklist ........................................................A–2

Index

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Introducing Accounts Payable

This chapter introduces you to Accounts Payable. It describes important features of the program, discusses how Accounts Payable integrates with other applications, and suggests how to use the Accounts Payable manuals to learn about the system.

Accounts Payable Features Accounts Payable handles all your payables record-keeping and reporting needs, regardless of the size and complexity of your business.

You can use the Accounts Payable program to set up and maintain your vendor accounts, enter or import transactions from various sources, and print checks. You can track account and transaction details on screen displays and printed reports. Accounts Payable produces the reports you need to avoid late payment charges, secure vendor discounts, and match cash requirements to cash resources.

You can use Accounts Payable by itself or as part of an integrated system with ACCPAC General Ledger and Financial Reporter. You can also transfer Accounts Payable account data to and from spreadsheet and database programs.

Use Accounts Payable through a browser or from the ACCPAC desktop

You can access your Accounts Payable data using the ACCPAC desktop or through your Internet browser. All Accounts Payable data entry forms are designed to enable users at remote locations 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.

Accounts Payable Features

1–2 ACCPAC Accounts Payable



Tailor Accounts Payable to Your Business

■ Set up any number of general ledger control account sets to assign to vendors.

■ Define distribution codes to represent General Ledger accounts and speed data entry.

■ Define distribution sets consisting of groups of General Ledger accounts to which you frequently distribute vendor transactions. Optionally assign a distribution set to each vendor.

■ Define as many payment terms as you need.

− Specify whether to include or exclude tax amounts in discount bases.

− Calculate due dates and discount dates from the invoice date, end of next month, day of next month, and days from day of next month.

− Define multiple payment schedules. Each payment can have a unique due date and discount date.

■ Define and use as many optional fields as you wish to store additional information for all types of transactions, vendor records, and remit-to locations (payment addresses).

■ Choose the year and period by which to accumulate vendor and group statistics. Retain the statistics for as long as you want, or choose not to keep statistics.

■ Determine the default tax calculation method for invoices and recurring payables. You can choose manual entry, or you can have the program calculate all taxes for you or distribute a manually entered total tax amount to invoice details. (You can change the type of tax calculation for individual invoices.)

■ Print checks, payment advices, letters, and labels using the supplied formats — or change them to suit your needs.

■ Delete groups of inactive vendor accounts quickly and easily.





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■ Keep 1099 and Contract Payment Reporting System (CPRS) information for vendors that are subject to 1099/CPRS reporting.

Produce Comprehensive Management Reports

Accounts Payable provides numerous sorting and selection options, on a full range of reports, journals, and lists, including:

■ Aged Payables and Overdue Payables. Reports outstanding or overdue transactions, aged by due date or by document date — selected and sorted as you choose. Report options include detail by date, detail by document, or summary report, and whether to include the vendor’s contact person, phone number, credit limit, transactions on hold, and applied details.

Reports use the default aging periods specified for the ledger, unless you specify different aging periods at print time.

■ Aged Cash Requirements. Reports outstanding transactions, aged by due date or by document date, for analyzing payables. Report options include detail by date, detail by document, summary report, whether to take discounts, and whether to include the vendor’s contact person, phone number, credit limit, transactions on hold, and applied details.

■ Aged Retainage, Overdue Retainage, and Future Retainage. Reports outstanding, overdue, and future retainage by due date. Report options include detail by document date, detail by document number, detail by retainage due date, or summary report, and whether to print amounts in the vendor currency or the functional currency.

Reports use the default aging periods specified for the ledger, unless you specify different aging periods at print time.

■ Vendor Transactions. Provides a complete listing of transactions, including applied details, if you wish. You can report documents by document date, document number, or





fiscal year and period. You can select types of transactions, additional vendor information, and the report order.

■ Vendor List And Statistics. Provides a summary of information in vendor records, including addresses, vendor options, statistics, and comments.

■ Batch Status. Provides a record of the types and statuses of all batches currently in your system, and of posted and deleted batches that have not been cleared.

■ G/L Transactions. Lists all transactions generated by Accounts Payable for posting to ACCPAC General Ledger or another general ledger. You can create and list a separate G/L transaction batch each time you post invoices, payments, adjustments, or revaluations.

Manage Your Vendor Records

■ Define an unlimited number of vendor groups for gathering statistics and reporting purposes. Each vendor is assigned to a group.

■ Define an unlimited number of remit-to locations (payment addresses) for each vendor.

■ Accumulate vendor statistics by periods you specify. Retain the statistics for as long as you want.

■ Enter an unlimited number of vendor comments, each up to 250 characters in length, with expiration and follow-up dates.

■ Set records such as vendors or payment terms to an inactive status if you want to stop using them on a daily basis, but wish to retain them in the system for historical and reporting purposes.

Adapt Transaction Processing to Your Needs

■ Maintain as many open batches of invoice, payment, and adjustment transactions as you need. This lets you group





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transactions by operator, time period, type of entry, or any other method you find useful.

■ Use retainage accounting for processing vendor invoices, debit notes, and credit notes.

■ Distribute invoices to as many general ledger expense or asset accounts as you require.

■ Adjust open invoices during payment entry.

■ View pending payments to avoid entering duplicate checks.

■ Enter prepayments for specific invoices, purchase orders, or sales orders at the same time that you enter the invoice.

■ Calculate tax for vendor invoices automatically or enter taxes manually. Tax can be included in the invoice amount.

■ Enter transactions directly or import them from other accounting systems or applications.

■ Generate invoices automatically for standard payables such as rent, equipment leases, or standing orders, and use reminders to alert you to process the payables when they come due. (You can process the transactions directly from the Reminder List, or use the Create Recurring Payable Batch form later.)

■ Allow or restrict editing of system-generated check batches, statistics, and batches retrieved and imported from other programs.

■ Create batches of currency revaluation transactions that reflect gains and losses from changes in exchange rates.

■ Define the prefixes Accounts Payable assigns to prepayments, adjustments, and invoices created for recurring payables.

Set Payment Controls at Both the Vendor and Invoice Level

■ Place holds on individual vendor accounts.





■ Force or withhold payment of individual transactions. Control the maximum payment amount and change the discount amount as required.

■ Establish standard payment selection criteria for creating check batches.

■ Create vendor exclusion lists for payment batch creation.

Control Check Processing at All Phases

■ Generate and print system checks, with or without payment advices, for current payables and forced transactions that you select for payment.

■ Process checks to prepay invoices that you have not yet received. Identify invoices by invoice number, purchase order number, or sales order number.

■ Automatically apply prepayments when posting payments and invoices.

■ Print checks individually as you enter them, or in batches.

■ Generate separate checks for each invoice, or create summary checks by vendor.

■ Process miscellaneous checks for vendors that are not defined in your Accounts Payable ledger.

■ Reinstate invoices by reversing posted checks.

■ Choose the language for printing written amounts on checks. Accounts Payable can print the check amount in English, French, and Spanish, and can use other language files written by third-party developers.

■ Specify the next check number to assign to each bank account (through Bank Services).

Produce Complete Audit Trails

■ Keep details of fully paid transactions for as long as you choose, and print a history report.





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■ Print a journal of the entries posted in each posting run, listing key pieces of information you can use to track each detail.

■ Print the Aged Overdue Payables, Aged Payables, and Vendor Transactions reports for a complete listing of transactions that have not yet been deleted.

■ Optionally require printing of batch listings before posting.

■ Specify the information you want as the references and descriptions for transactions sent to the general ledger.

■ Print reports of all checks issued by ACCPAC (using Bank Services).

■ Track all tax amounts included in invoice amounts or separately expensed (using Tax Services).

■ Delete history of fully paid transactions for selected vendors or vendor groups, and delete posted and printed journals for selected posting sequences.

Protect the Integrity of Your Accounts Payable Data

■ You cannot delete vendor accounts with outstanding transactions, and you cannot delete accounts that have non-zero balances.

■ You cannot post transactions with duplicate document numbers to the same vendor.

■ You cannot post an overpayment for a given invoice.

■ When adding entries, you must use valid codes for vendors, vendor groups, account sets, terms, distribution codes, distribution sets, tax groups, and bank accounts.

■ You must complete specific tasks before proceeding with year-end processing.





Ensure Date Sensitivity at All Times

■ 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.

■ Control the activation date of prepayments (so they do not affect vendor balances).

■ Keep all fiscal periods in balance (Accounts Payable posts all details of transactions to the same fiscal period that you choose during transaction entry).

Quickly Review Your Data, Using Screen Displays

■ Review current and historical transactions, as well as detailed statistics, for each vendor account.

■ Review the payment history for individual invoices during payment entry.

■ Review all invoices paid by a particular check.

■ Perform on-screen aging.

■ Display a summary of each batch in the system.

■ Drill down from General Ledger to view original transactions posted in Accounts Payable, and from Accounts Payable to originating entries in Purchase Orders.

Perform Multicurrency Accounting

ACCPAC multicurrency accounting allows you to enter, post, and report transactions in all the currencies you use in your business, including the euro.

You can also transfer multicurrency transactions from other ACCPAC applications to Accounts Payable, and import them from non-ACCPAC applications.

Integrating with Other Programs




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Accounts Payable lets you:

■ Accept the exchange rate associated with a rate type and date, or override the rate for individual invoices or payments.

■ Apply cash to invoices in any currency.

■ View account balances and print key analysis reports in both the functional currency (the home currency of a given set of data) and source currencies (the currency in which a transaction was entered).

■ Calculate unrealized gains and losses for open transactions that were entered in other currencies as exchange rates change. You can select the currencies, rate types, vendor records, and account sets for which to revalue transactions.

■ Recognize exchange gains and losses at the time of invoice settlement.

■ Print Aged Payables and Vendor Transactions reports that reflect the results of currency revaluation.

Integrating with Other Programs Accounts Payable can be used by itself (with System Manager installed) or as part of an integrated system with other ACCPAC accounting applications. You can also transfer Accounts Payable data to and from spreadsheet and database programs using the import and export facilities.

You can integrate Accounts Payable with the following ACCPAC applications:

■ General Ledger and Financial Reporter. Accounts Payable can create general ledger batches directly in General Ledger or create batches that are ready to import to General Ledger at a remote location.

You can choose to create general ledger batches automatically during posting or create the batches yourself when you are ready, and you can post transactions to the

How to Use This Manual




General Ledger in consolidated form or with full details. You can specify what you want to include as the reference and description for each transaction sent to the general ledger. You can select General Ledger account numbers from the Finder in Accounts Payable.

■ Inventory Control. Accounts Payable maintains all vendor information for Inventory Control. If you want to generate invoices from inventory receipts, you must also use the Purchase Orders application.

■ Purchase Orders. Accounts Payable maintains vendor information, terms codes, tax groups, remit-to locations and 1099/CPRS information for Purchase Orders. The Purchase Orders system creates invoices, credit notes, and debit notes in Accounts Payable.

■ Project and Job Costing. Accounts Payable lets you enter job-related invoices, debit notes, credit notes, and payments that will update contracts that you manage using ACCPAC Project and Job Costing.

How to Use This Manual This Getting Started manual explains how to set up your data and provides lessons for learning to use Accounts Payable.

To install ACCPAC and set up your printer, follow the instructions in the System Manager Administrator Guide.

In addition to Chapter 1, the Getting Started manual contains the following chapters:

Chapter 2, What You Need to Know Before Setting Up Accounts Payable, tells you how to create an accounts payable system that takes full advantage of the program’s features and meets your company’s current and future needs.

Chapter 3, Setting Up Your Accounts Payable System, guides you through setting up Accounts Payable to meet the unique needs of your company, and transferring your current accounts payable data to your new system.

The User Guide




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invoices and payment transactions and print checks.

Appendix A, Setup Checklist, describes and shows the setup checklist, and explains how to print it.

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

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

The Accounts Payable User Guide contains an overview of Accounts Payable processing and details daily and periodic processing and maintenance procedures. It also shows reports printed from the sample data.

The appendixes in the Accounts Payable User Guide describe the import and export features and provide other technical information for interested users.

Turn to the User Guide once you have finished setting up your Accounts Payable system according to the instructions in this manual.

Converting From ACCPAC Plus If you are upgrading from ACCPAC Plus Accounts Payable, read the guide Converting From ACCPAC Plus Accounting before you attempt to convert your data for ACCPAC Advantage Series. The Converting From ACCPAC Plus Accounting guide contains general information about conversion as well as the steps you must follow to convert your data to ACCPAC Accounts Payable.

Where To Now?




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 Accounts Payable, following the instructions in the System Manager Administrator Guide.

If Accounts Payable is already installed on your system, we suggest you read Chapter 2, “What You Need to Know Before Setting Up Accounts Payable,” in this manual, and try the exercises in Chapter 4, “Tutorial,” before you begin using Accounts Payable with your own data.

When you are ready to create your own Accounts Payable system, follow the instructions in Chapter 3, “Setting Up Your Accounts Payable System,” in this manual.

Converting from ACCPAC Plus A/P?

If you are converting your data from ACCPAC Plus Accounts Payable to ACCPAC Advantage Series, follow the instructions in the Converting from ACCPAC Plus Accounting manual.

Getting Started 2–i



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Choosing Accounts Payable Options ............................................. 2–2 Company Information ...................................................... 2–2 Processing Options ......................................................... 2–2

Using Multicurrency Accounting......................................... 2–3 Force Listing of Batches ................................................. 2–4 Editing Imported and External Batches ................................... 2–4 Keep History........................................................... 2–5 Using Retainage Accounting............................................. 2–5 Keep Vendor and Group Statistics........................................ 2–7 Defining Aging Periods ................................................ 2–10 Aging Unapplied Credit Notes, Debit Notes, and Prepayments ............ 2–10 Default Number of Days to Keep Comments ............................. 2–10

Transactions Options ...................................................... 2–11 Setting Defaults for Tax Calculation ..................................... 2–12 Use 1099/CPRS Reporting.............................................. 2–13 Allow Edit of 1099/CPRS Amounts ..................................... 2–13 Default 1099/CRPS Amount............................................ 2–13 Default Transaction Type............................................... 2–13 Default Order of Open Documents ...................................... 2–13 Default Bank Code .................................................... 2–15 Allow Adjustments in Payment Batch ................................... 2–15 Allow Edit of System Generated Batches................................. 2–15

Numbering Options ....................................................... 2–16 Retainage Options......................................................... 2–17

Specifying Retainage Defaults for Vendor Records (Optional).............. 2–17 Specifying Retainage Defaults for Invoice Entry and Retainage Processing .. 2–18

G/L Integration Options ................................................... 2–19 General Ledger Batch Types ............................................ 2–20 Create G/L Transactions During Posting or On Request ................... 2–21

2–ii ACCPAC Accounts Payable



Append G/L Transactions to Existing Batch ............................. 2–21 Revaluation Transactions Create Reversing Entries in the General Ledger .. 2–22 Choosing Consolidation Options for General Ledger Transactions ......... 2–22 Selecting References and Descriptions for General Ledger Transactions .... 2–23 Changing Your General Ledger Integration Options ...................... 2–24 Reporting General Ledger Data......................................... 2–24

Designing Accounts Payable Coding Schemes ................................... 2–25 Sorting Order of Codes .................................................... 2–26

Entering Accounts Payable Setup Information................................... 2–27 Setting Up Account Sets ................................................... 2–27 Setting Up 1099/CPRS Codes .............................................. 2–30 Setting Up Distribution Codes ............................................. 2–32

Entering and Posting Transactions with Distribution Codes ............... 2–32 Creating Distribution Codes............................................ 2–33

Setting Up Distribution Sets................................................ 2–33 Creating Distribution Sets.............................................. 2–34

Setting Up Payment Selection Codes........................................ 2–34 Using Payment Selection Codes ........................................ 2–35

Setting Up Terms ......................................................... 2–36 Setting Up Optional Fields................................................. 2–37

Optional Field Settings ................................................ 2–40 Setting Up Vendor Records.................................................... 2–40

Defining Vendor Groups .................................................. 2–41 Assigning Optional Fields to Vendor Groups ............................ 2–44

Adding Vendors.......................................................... 2–44 Assigning Vendor Numbers............................................ 2–47 Assigning a Group Code............................................... 2–48 Placing a Vendor Account on Hold or Setting to Inactive.................. 2–48 Entering Short Names ................................................. 2–48 Selecting Processing Options ........................................... 2–49 Entering Tax Information .............................................. 2–50 Subject to 1099/CPRS Reporting........................................ 2–50 Using Vendor Statistics ................................................ 2–50 Entering Retainage Information for Vendors ............................. 2–51 Assigning Optional Fields to Vendor Records............................ 2–52 Processing Vendor Comments.......................................... 2–52

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Adding Remit-To Locations ................................................ 2–53 Assigning Optional Fields to Remit-to Locations.......................... 2–54

Adding Recurring Payables ................................................ 2–54 Importing and Exporting Accounts Payable Records.............................. 2–57 Entering Current and Historical Transactions .................................... 2–59

Entering Current-Year Data ................................................ 2–60 Entering Outstanding Invoice Balances in Vendor Accounts ............... 2–60 Entering Current-Year Transactions ..................................... 2–60

Previous-Year Statistics .................................................... 2–61 Customizing Checks, Payment Advices, Letters, and Label Formats................ 2–62 Setting Up Multicurrency Accounting in Accounts Payable........................ 2–62 Where To Now? .............................................................. 2–64






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This chapter explains the options you can select and the data you need to add during setup.

Read this chapter before setting up Accounts Payable

Read this chapter before setting up Accounts Payable. It will help you create a system that meets your company’s current and future needs.

After reading this chapter, follow the instructions in Chapter 3, “Setting Up Your Accounts Payable System.” For information about running your Accounts Payable system to process daily transactions, see the User Guide.

Before you can begin Accounts Payable setup, you must: 1. Install the ACCPAC System Manager, (including Bank

Services and Tax Services), and General Ledger (if you wish to use it), then install Accounts Payable.

2. Create a system database and a company database.

3. Choose company-wide options in Common Services.

4. Activate Bank and Tax Services.

5. Add information about the bank accounts, taxes, and currencies used in your accounts payable system. If you are using General Ledger, set it up before Accounts Payable.

6. Activate Accounts Payable.

For information on using the ACCPAC Setup Wizard to perform these steps, see the System Manager Quick Start Guide.

Choosing Accounts Payable Options




Choosing Accounts Payable Options Once you have activated Accounts Payable, your first task is to use Accounts Payable’s Options form to choose the options you want to use with your Accounts Payable system.

The options you choose determine how your Accounts Payable system will operate and the types of data that will be stored and displayed. You can also use the form after setup to review your entries and change most of them, if necessary.

This section explains the purposes and effects of the options in the A/P Options form, presenting topics in their order of appearance on the form. The options are briefly mentioned again in sections that discuss records and operations that are affected by the options you choose.

When you are ready to create your system, follow the instructions in Chapter 3, “Setting Up Your Accounts Payable System.”

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.

Processing Options

Use the Processing tab on the A/P Options form to choose whether your Accounts Payable system:

■ Uses multicurrency accounting.





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■ Keeps statistics, and whether Accounts Payable accumulates statistics by fiscal or calendar year.

■ Allows you to edit statistics.

■ Includes tax in statistics.

■ Allows you to edit imported and external batches.

■ Requires you to print batch listings before posting.

■ Keeps a history of all posted transactions.

■ Uses retainage accounting.

You also use the Process tab to:

■ Define the aging periods that Accounts Payable uses to group overdue transactions or balances on vendor analytical reports.

■ Choose how to age credit notes, debit notes, and prepayments that do not apply to specific invoice numbers or other documents.

You can also set the default length of time to keep comments in vendor records.

Using Multicurrency Accounting

Multicurrency ledgers

Accounts Payable can process and report transactions in all the currencies used by your company and its vendors if you select the Multicurrency option on the Processing tab on the A/P Options form.

Select multicurrency accounting in Common Services

Before you can select the Multicurrency option in Accounts Payable, you must select the Multicurrency option for the 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 and single-currency applications

You can use Accounts Payable with all ACCPAC applications, even if some applications use multicurrency accounting and others do not. For example, you can post transactions from a multicurrency Accounts Payable system to a single-currency ACCPAC General Ledger.

See “Setting Up Multicurrency Accounting in Accounts Payable,” near the end of this chapter for a summary of the steps to set up a multicurrency ledger. This manual discusses the multicurrency implications of creating records or processing transactions in the same sections as it discusses a single-currency system.

Force Listing of Batches

To strengthen your audit trail, select the Force Listing Of Batches option. This option requires that you print listings of all invoice, payment, and adjustment batches before you post them, and provides an important set of reports for your audit trail.

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 option

You can print batch listings whether or not you use the Force 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.

Editing Imported and External Batches

You can prevent users from deleting or making changes in transaction batches you created for Accounts Payable in other ACCPAC applications (such as Purchase Orders) or in non-ACCPAC programs, such as spreadsheets.

Allow Edit Of External Batches option

If you do not want to restrict editing of external batches, use the Allow Edit Of External Batches option. External batches are





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batches that you create in other ACCPAC programs and send to Accounts Payable (for example, invoice batches that you generate in Purchase Orders).

Allow Edit Of Imported Batches option

To permit editing of batches you import from non-ACCPAC programs, use the Allow Edit Of Imported Batches option.

Selecting these options lets you edit external or imported invoice, receipt, and adjustment batches in Accounts Payable before posting the batches. Not selecting the options increases your auditing and supervisory control by reducing the possibility of errors.

Keep History

The Keep History option allows your company database to store details of all posted invoices, payments and adjustments until you choose to clear history.

Transaction details are then available in the invoice, adjustment, and payment entry and batch list forms. With this option turned on, you can also drill down from your ACCPAC General Ledger to view transaction details in Accounts Payable.

This option can be turned on or off at anytime, handy if your database is becoming too large. If you turn off this option, your system stops recording transactions, but previously recorded transactions remain intact.

Using Retainage Accounting

Accounts Payable lets you account for retainage, or a holdback. Retainage (or a “holdback”) occurs when you delay payment of a percentage of a document total in one of the following circumstances:

■ Your contract with the vendor stipulates that certain conditions are to be fulfilled before a final payment is due.

■ Retainage is a statutory requirement (for example, under a Builders Lien Act).





To use retainage accounting in Accounts Payable, you must select the Retainage Accounting option on the Processing tab of the A/P Options form.

When you select the Retainage Accounting option, the Retainage tab appears, letting you specify default retainage settings for vendors and document processing. (For more information about choosing default retainage settings, see “Retainage Options,” later in this chapter.)

Turning off the Retainage Accounting option

You can turn off the Retainage Accounting option, later, only if there are no unposted batches that include retainage and no outstanding retainage amounts.

Preparing your system for retainage accounting

If you select the Retainage Accounting option, note that you must also specify a retainage control account for each account set in your Accounts Payable system.

For an overview on setting up account sets, see “Setting Up Account Sets,” elsewhere in this chapter. For step-by-step information on adding account sets, see the section “Add Account Sets,” in Chapter 3 of this guide.

Also, you select options that determine how Accounts Payable will process retainage.

Specify default retainage settings for vendors

You should also use the Retainage tab that appears to set options for processing original and retainage documents in Accounts Payable, and to specify default settings for each vendor, including the retainage percentage, retention period, and retainage terms.

When you add a new vendor, Accounts Payable displays in the new vendor record the default settings you specified in the A/P Options form, but you can change them for individual vendors. When you enter an invoice, credit note, or debit note for a vendor, Accounts Payable uses the settings from the vendor record as defaults.

For an overview on setting up vendors, see the section “Setting Up Vendor Records,” elsewhere in this chapter. For step-by-step information on adding vendor records, see “Step 6: Add Vendor Records,” in Chapter 3 of this guide.





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Keep Vendor and Group Statistics

Accounts Payable can keep statistics from transactions posted for your vendors and vendor groups. You can retain and review Accounts Payable statistics by period and year, as far back as the oldest year for which you keep transaction details. Accounts Payable lets you choose the type of year and period by which to accumulate statistics.

Vendor statistics For each vendor, Accounts Payable stores the total amount and 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 document date

Statistics are accumulated into the year and period derived from 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 maintaining statistics

For vendor and vendor group statistics, you can choose:

■ Whether to allow editing of statistics.

■ Whether to include tax amounts in totals.

■ The periods for which to display and report statistics.





Allow Edit Of Statistics You can choose whether to allow editing of the statistics you elect to keep, using the Allow Edit Of Statistics options on the Processing 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 Payable system partway through a fiscal year, you may want to use the option to edit statistics so that you can enter figures for previous periods of the current year or for previous years.

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 balance in vendor groups

If you edit a vendor’s statistics, you should make the same changes to the statistics for the vendor group to which the 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 choices

You can change your choices for these options at any time. You 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 Statistics

If your company pays taxes on its purchases, you can include tax amounts in the statistical totals by using the Include Tax In Statistics option.

Change the Include Tax In Statistics option

You can change your choice for the Include Tax In Statistics 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 Period Type

You can choose the periods by which statistics are totaled and reported: by seven-day periods, weekly, biweekly, four-week





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periods, monthly, bimonthly (two months at a time), quarterly, semiannually, or the periods in your company’s fiscal calendar.

You can also specify the dates to include in each period by choosing whether to use calendar dates or fiscal dates. If you keep statistics by calendar year, the first period begins with January 1. If you keep dates by fiscal year, the first period begins on the first date in your company’s fiscal year.

Use the Accumulate By and Period Type options on the Processing tab on the A/P Options form to indicate how you want to group statistics.

Change the method of reporting statistics

You can change the type of year and period by which Accounts Payable reports all three types of statistics, but such changes will distort the figures in past periods.

For example, if you update statistics quarterly for nine months, then change to monthly updating, the totals for the first three quarters become the totals for the first three months. The result is overstated totals in each of the first three months, and zeros in the following six months.

Begin with quarterly reporting, posting these totals in the first three quarters:

Periods 1 2 3 4

Totals 500 300 600 0

Switch to monthly reporting. The totals from the first three quarters become the totals for the first three months, causing incorrect figures for the first nine months:

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 need to change the type of year or period by which Accounts Payable reports statistics, you should either do so after





running Year End, or edit the statistics for the earlier periods in the year to correct distortions.

Defining Aging Periods

Accounts Payable sorts outstanding transactions and balances for the Aged Cash Requirements, Aged Retainage, and Overdue Payables reports into five periods: a current (not due) period and four overdue (or future, for the future retainage report) periods. You specify the length of each aging period for the Accounts Payable system on the A/P Options form.

You can also specify different aging periods for reports at printing time. At that time, you can also choose whether to age transactions by their due dates or their document dates for each type of report.

For more information, see “Analytical Reports” in Chapter 2 of the User Guide.

Aging Unapplied Credit Notes, Debit Notes, and Prepayments

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.

You choose these options on the Processing on the A/P Options form. You can change your choices for the options at any time.

The options have no effect on credit notes, debit notes, and prepayments that are applied to specific document numbers. Applied amounts are always included in the same aging periods as the documents to which they apply.

Default Number of Days to Keep Comments

The Vendor Groups and Vendors forms allow you to enter comments of up to 250 characters with vendor records. For





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example, you might enter a comment stating why you have placed a vendor payment on hold.

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.

To specify the number of days to keep the comments, use the Default Number Of Days To Keep Comments option on the Processing tab on the A/P Options form. Note that you can change the number of days to keep comments on individual vendor records.

Transactions Options

Use the Transactions tab of the Options form to specify how the Invoice Entry and Payment Entry forms will operate. You can:

■ Choose whether to keep information for 1099 (US) or CPRS (CDN) reporting.

■ Choose whether you can edit 1099 or CPRS payment amounts.

■ Choose whether you can edit imported batches.

■ Choose a default method for entering tax amounts and tax bases on invoices and in recurring payable records.

■ Assign extra fields you want to use when entering invoices, credit notes, and debit notes.

■ Enter the default bank code for payment batches.

■ Indicate the order for the list of open (unpaid or unapplied) documents that appears when you are applying payments.

■ Specify the level of control you wish to maintain over payment (check) batches, including whether to:

− Allow adjustment entries in payment batches.





− Allow editing and deleting of check batches generated by Accounts Payable.

Each of these options is described in more detail in the following sections.

Setting Defaults for Tax Calculation

Default entry methods for the tax amount and tax base

When you create an invoice in Accounts Payable, you can enter taxes manually or you can let the program calculate taxes for you. The Default Tax Amount and the Default Tax Base fields let you select the method to be used as the default for invoice entry and recurring payables.

You choose separate default tax-entry methods for the tax amount and the tax base from the following alternatives:

Enter. Selecting Enter lets you enter tax amounts or tax bases manually on invoices, and lets you change most tax fields. However, the program will not calculate any tax amounts unless you use the Calculate Tax button.

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.

Calculate. When you select Calculate, the program automatically calculates detail and total taxes (amounts and bases) according to information entered in Tax Services. You cannot change any tax fields, except Tax Class, Tax Included, and the tax group.

Distribute. Selecting Distribute lets you enter total tax amounts and total tax bases on the Taxes tab. However, you cannot change detail tax amounts; you must use the Distribute Taxes button to allocate amounts to details.

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.





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Use 1099/CPRS Reporting

This option determines whether Accounts Payable will track 1099/CPRS payment amounts. Choose this option if your company reports any payments to vendors that are subject to 1099/CPRS reporting. To activate this feature for vendors subject to 1099/CPRS reporting, select this option on the Taxes tab on the Vendors form.

If you choose this option and select the Subject To 1099/CPRS Reporting option on the Vendors form, the program maintains calendar year-to-date information for the vendor record. Even if your company does not print 1099 or CPRS forms, you can still select this option to accumulate 1099/CPRS amounts paid to vendors on any period basis you wish.

Allow Edit of 1099/CPRS Amounts

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.

Default 1099/CRPS Amount

Select this option if you wish to you use document totals as default amounts subject to 1099/CPRS reporting on invoices, debit notes, and credit notes.

Default Transaction Type

Select a default transaction type for Payment Entry. You can choose Payment, Prepayment, Apply Document, or Miscellaneous Payment

Default Order of Open Documents

You can control the order in which open documents (such as invoices that are not yet paid, or credit notes that have not been





applied) appear in selection lists when you are applying payments in the Payment Entry form. This option lets you display the documents in the order that is easiest for you to use.

Accounts Payable displays open documents by document number unless you choose another order. To change the order at any time, use the Default Order Of Open Documents option on the Transactions tab of the A/P Options form.

You can choose to display open documents for each vendor account by:

■ Document Number. This choice lists open documents, such as invoices, credit notes, and debit notes, by their document numbers, beginning with the lowest document number for each transaction type.

If you use this option, you should consider prefixing vendor invoices, credit notes and debit notes so Accounts Payable will list documents in the order you prefer.

The following prefixes would list invoices first, followed by interest invoices, credit notes, debit notes, and adjustments:

IN (invoice) T (interest invoice) NCR (credit note) NDR (debit note) XADJ (adjustment)

■ Purchase Order Number. This choice groups open (unpaid or unapplied) documents (invoices, credit notes, and debit notes) by their purchase order numbers. Documents issued from the lowest purchase order number are displayed first.

■ 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.

■ Sales Order Number. This choice groups open documents by their sales order numbers. Documents entered with the lowest sales order number are listed first.





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■ Document Date. This choice lists open documents by the document dates entered with them, beginning with the oldest date.

■ Balance Due. This choice lists open documents by their outstanding balances, beginning with the smallest amount.

Default Bank Code

Each batch of checks is assigned to one bank code, which determines the bank accounts on which checks are drawn, the currency of the checks, and the check forms on which check information is printed.

The bank code you select on the Transactions 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.

Allow Adjustments in Payment Batch

This option lets you enter adjustments in Accounts Payable payment batches during payment entry, rather than having to enter them separately using the Adjustment Entry form.

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.

Allow Edit of System Generated Batches

Accounts Payable lets you edit system-generated check entries if you select the Allow Edit Of System Generated Batches option. You should use this editing feature on an exception basis.





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.

This option applies to system-generated batches only.

Numbering Options

Use the Numbering tab of the Options form to specify how Accounts Payable will identify transactions and batches that you create. You can:

■ Enter the document prefixes to be used with payments, prepayments, adjustments, and recurring payables. Accounts Payable uses the prefixes and a sequence number to identify payments, prepayments, adjustments, and recurring payables.

■ Enter the next number to assign to each type of transaction.

■ Specify the length of each document number.

■ View the next batch numbers and the next posting sequence numbers that Accounts Payable will assign.

Accounts Payable assigns a unique number to each document added to a batch. The number is a combination of a prefix you enter on the A/P Options form to identify the transaction type, and a number that is assigned sequentially by Accounts Payable, starting with the number you specify.

You can use up to six characters for each prefix. The prefixes let you easily identify transactions in Accounts Payable forms and on reports.

You can also specify the length of each document number, using a maximum length of 22 characters, including prefixes.

Changing the next document number

If you want to change the next number to assign to a lower number, change the prefix for the document type as well. You cannot use the same document number and prefix more than once in Accounts Payable.





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Letting Accounts Payable assign prefixes and document numbers

If you do not enter prefixes and document numbers, Accounts Payable automatically assigns 1 as the first document number and uses the following prefixes for each document type, as listed here: Document Type Prefix Recurring Payable RP Payment PY Prepayment PP Adjustment AD

Note: Check number sequences and the next check number are set in Bank Services. Invoices use the numbers assigned by the vendor.

Retainage Options

You must select the Retainage Accounting option before you can set other retainage options

When you select the Retainage Accounting option on the Processing tab of the A/P Options form, the Retainage tab appears. Selecting the Retainage Accounting option is described in the section “Using Retainage Accounting,” earlier in this chapter. (Chapter 2 in the User Guide contains overview information on processing original and retainage documents.)

The Retainage tab contains a number of default retainage options that can save you time when you add vendors to your Accounts Payable system or process retainage in Accounts Payable.

Specifying Retainage Defaults for Vendor Records (Optional)

The retainage tab lets you specify the following default retainage settings for new vendor records:

The default retainage percentage

■ Default Retainage Percentage. The default retainage percentage you enter on the Retainage tab appears on all new vendor records. The retainage percentage from the vendor record appears on original documents you enter for the vendor. The retainage percentage determines the portion of a document total that you can withhold until the retainage due date.





The default retention period

■ Default Retention Period. You also specify the number of days from an original document date that you can withhold a retained amount. The program determines the default retainage due date by adding the days in the default retention period to the original document date.

You can always change the retainage settings for particular vendors in the vendor record and, if necessary, on documents you enter or edit in Invoice Entry.

Specifying Retainage Defaults for Invoice Entry and Retainage Processing

Accounts Payable uses the following settings as defaults when processing original and retainage documents:

Multicurrency ■ Default Retainage Exchange Rate. If you use

multicurrency, you also choose the type of exchange rate to use when you process outstanding retainage. The Default Retainage Exchange Rate field lets you select whether to use the current exchange rate or the exchange rate used on the original document as the default.

Specify whether the retainage amount is based on tax

■ Base Retainage Amount On. Use this field to specify whether retainage will be calculated on the document total before or after tax is calculated.

Numbering retainage documents

■ Document Type/Length/Prefix/Next Number. Use the numbering grid to specify the numbering for retainage documents that you generate using the Create Retainage Batch form. Specify the next number, length, and prefix to assign to retainage invoices, retainage credit notes, and retainage debit notes that you process to clear outstanding retainage amounts.

Specifying when to create retainage documents

The Retainage tab also contains two options that let you control the timing of retainage processing:

■ Number Of Days In Advance To Create Retainage Documents. This option lets you specify the number of days before retainage is due to generate retainage documents using the Create Retainage Batch form.





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For example, if you enter 5, you can create the retainage invoice five days before the retainage is due.

Scheduling automatic retainage processing

■ Schedule To Use For Automatic Creation Of Retainage Documents. If you plan use the Reminder List to process retainage, you need to enter the schedule code for the frequency with which you want to process outstanding retainage.

“Zoom” button If the schedule does not yet exist in Common Services, you can click the Zoom button beside the field, then create the schedule using the Schedules form that appears. You can also click the Zoom button to view the information for an existing schedule.

For information on using schedules and the Reminder List, see the System Manager User Guide.

Last invoiced date In the Last Invoiced field, the program displays the date that you last ran Create Retainage Batch from the Reminder List.

Changing retainage options

You can edit the options on the Retainage tab at any time, but your changes will affect only vendor records and transactions that you add after making the changes.

G/L Integration Options

Using the Integration tab on the A/P Options form, you can:

Choosing when to produce general ledger transactions

■ Specify when to create general ledger transaction batches. You can create them automatically when you post Accounts Payable batches or you can use the Create G/L Batch form to create general ledger batches at any time you choose.

■ Choose whether to create a new batch each time you generate General Ledger transactions, or add transactions to existing transaction batches already created by Accounts Payable. (This option applies only if you use ACCPAC General Ledger with Accounts Payable.)

■ Choose whether to create detailed general ledger transactions (one for each invoice, payment, and adjustment) or to consolidate them during posting of Accounts Payable





batches, as described under the heading, “Choosing Consolidation Options for General Ledger Transactions,” later in this section.

Note that you cannot drill down from consolidated transactions to source documents such as the original invoice entry.

■ Select the reference and description to include with each unconsolidated general ledger transaction, as described under the heading, “Selecting References and Descriptions for General Ledger Transactions,” later in this section.

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.

General Ledger Batch Types

If you use ACCPAC General Ledger, Accounts Payable creates batches of Payables transactions right in General Ledger, where you can edit and post them.

If you use another general ledger system, or if your ACCPAC General Ledger system is at another location, Accounts Payable creates a single batch which you can import into the other general ledger, or print, then enter manually.

Types of General Ledger batches

If you use ACCPAC General Ledger, Accounts Payable creates 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.

Accounts Payable provides several options for producing general ledger transactions in the form and at the time that best suits your requirements.





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Create G/L Transactions During Posting or On Request

If you want to automatically create general ledger transactions each time you post Accounts Payable transactions, choose During Posting for the Create G/L Transactions option.

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.

Append G/L Transactions to Existing Batch

If you use ACCPAC General Ledger with Accounts Payable, you specify whether to add general ledger transactions to existing General Ledger batches when you create general ledger transactions, or to create a new general ledger batch each time you create them.

Accounts Payable creates four different types of general ledger batches, one each for:

■ Posted invoice transactions.

■ Posted payment transactions.

■ Posted adjustment transactions.

■ Posted revaluation transactions, if you use multicurrency accounting.

Using Append G/L Transactions To Existing Batch option

To produce only one general ledger batch of each type, choose the Append G/L Transactions To Existing Batch option. If you do not choose the option, Accounts Payable creates a new general ledger batch each time you post or revalue transactions.





Revaluation Transactions Create Reversing Entries in the General Ledger

If you are using a non-ACCPAC General Ledger, it is very important to know that unrealized gain or loss transactions created by the Accounts Payable Revaluation form create automatically reversing entries for the general ledger.

Reversing entries in an export file are identical to other general ledger entries, except that the Auto Reversal flag is set to “1.” For details of the export file structure that Accounts Payable creates if you do not have ACCPAC General Ledger, see Appendix B in the User Guide.

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.

Choosing Consolidation Options for General Ledger Transactions

You can create consolidated batches of General Ledger transactions that combine several details into a single detail, or you can create unconsolidated batches that include all the details posted to each general ledger account.

Drilldown Note: If you consolidate transactions, you cannot drill down

from General Ledger to source documents (invoices, for example) in Accounts Payable. Do not consolidate transactions if you want to use drilldown.

Consolidating general ledger transactions during posting

To consolidate transactions, use the Consolidate G/L Batches option. This option lets you combine details posted with the same account number and fiscal period into single details for each general ledger account. You can also choose to combine (consolidate) the details by account number, fiscal period, and source code.

Consolidation reduces the amount of information in the general ledger batch and results in a shorter G/L Transactions report. The option also “consolidates” the information in the Reference





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and Description fields for each transaction, as described under “Selecting References and Descriptions for General Ledger Transactions,” later in this section.

Use the Consolidate G/L Batches option if you do not need a record of all details posted to every General Ledger account from Accounts Payable transactions.

Creating detailed general ledger transactions

If you require detailed general ledger transaction information for your Accounts Payable records or want to drill down to 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.

The choice provides complete information in your general ledger transaction batch, but can result in a long G/L Transactions report and a large General Ledger batch. However, you can consolidate the batch when you post it in ACCPAC General Ledger.

Selecting References and Descriptions for General Ledger Transactions

You can specify the type of information to use in the Reference and Description fields for each unconsolidated general ledger detail. The information appears in the Reference and Description columns on Accounts Payable’s G/L Transactions report and in the Journal Entry form, and on reports in ACCPAC General Ledger.

Select the information you need for your audit trail of unconsolidated Accounts Payable transactions. As the reference or description for each unconsolidated detail, you can choose:

■ Vendor Number.

■ Vendor Short Name.

■ Document Number.

■ Order Number.

■ Purchase Order Number.





■ Posting Sequence — Batch-Entry (Posting Sequence Batch Number and Entry Number in the Description field).

■ (Document) Description.

■ Detail Description/Reference.

■ Vendor Name.

If you consolidate general ledger transactions during posting, the 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.

Changing Your General Ledger Integration Options

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 Ledger Data

Reporting general ledger data

You can print the G/L Transactions report, a listing of the 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.

Designing Accounts Payable Coding Schemes




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Designing Accounts Payable Coding Schemes This section describes the various codes you need to define in your Accounts Payable system, and offers some guidelines for designing your coding schemes.

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 following list to see whether each code type allows for the number and types of characters you use in your current system:

Record Type Code Name Maximum # of Characters

Account set Account set code 6 digits or letters

1099/CPRS code

1099/CPRS code 6 digits or letters

Distribution code

Distribution code 6 digits or letters

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 selection

Payment selection code

6 digits or letters

Remit-to location

Remit-to location code

6 digits or letters

If you are designing new codes, you should assign codes that make it easy to identify each record type and that list records in the order you want them to appear on reports and in Finder forms.

Designing Accounts Payable Coding Schemes




Each code is a unique set of letters, symbols, and digits. For example, each of the following could be a valid vendor number:

123 123A AB1234 A1 A01

To simplify codes, we recommend that you:

■ Use the same number of characters in all codes of the same record type.

■ Where permitted, define codes of at least three characters to allow for future expansion.

■ Use a numbering system that is significant for your business, such as representing a geographical region or division or vertical market.

■ If possible, use only numbers (not letters or symbols), for consistency of sorting.

Sorting Order of Codes

Accounts Payable sorts codes on screens and reports in a specific order, which you should take into consideration when designing codes.

Accounts Payable reads codes from left to right, and generally uses the database sequence to put them in order.

For Pervasive SQL, the database order is usually a binary sequence, like this:

[Blank] ! " # $ % & ' ( ) * + , - . / 0 1 2 3 4 5 6 7 8 9 : ; < = > ? @ A B C D E F G H I J K L M N O P Q R S T U V W X Y Z [ \ ] ^ _ ` a b c d e f g h i j k l m n o p q r s t u v w x y z { | } ~

Accounts Payable would sort the codes listed in the introduction to this discussion into the following order:

123

Entering Accounts Payable Setup Information




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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.

Entering Accounts Payable Setup Information Before you can add your vendor records to Accounts Payable, you must set up other records to assign to your vendors. This section describes the records you need, and explains the options you can select when setting up each type of record.

You select icons from the Setup form to set up the following records:

■ Account sets ■ 1099/CPRS codes ■ Distribution codes ■ Distribution sets ■ Terms ■ Payment Selection codes ■ Optional fields (optional)

Setting Up Account Sets

Account sets are groups of general ledger accounts to which you post Accounts Payable transactions. You assign an account set to each vendor record to identify the general ledger control accounts to which you post the vendor’s transactions.

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 different types of payables or vendors in different geographical 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.


If you use multicurrency accounting, you must add at least one 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 sets

To add an account set, you enter a unique code of up to six 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.

You can use an account number more than once in an account set.

You enter account numbers for the following general ledger accounts:

■ Payables Control account. A liability account that contains the total amount payable to all vendors assigned to the control account set. The account is credited when invoices or debit notes are posted, and debited when payments or credit notes are posted.

The word “control” in the account name means that the account contains subledger totals, whereas the information stored by the Accounts Payable program contains details at the transaction-distribution level.

If all transactions are processed correctly, the total of all payable balances in the Accounts Payable system balances with the totals in the payable control accounts in your general ledger.

■ Purchase Discounts account. An income statement account that is credited with discounts taken for early invoice payment.





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■ Prepayment Liability account. An asset account to which prepayments are debited. The account is credited when prepayments are applied to invoices or refunded.

■ Retainage account. If you use retainage accounting, a liability account that accumulates outstanding retainage amounts until you clear the amounts by processing retainage invoices, retainage debit notes, and retainage credit notes.

If you have a single-currency ledger, the currency code of the account set will match your functional currency, and you cannot change it.

Identifying the account set’s currency

If you use multicurrency accounting, you must assign a currency code to each account set to identify the currency used by the vendors you will assign to the set. Once you add an account set, you cannot change its currency.

Multicurrency general ledger accounts

Multicurrency account sets include the same accounts as single-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.

The general ledger accounts you assign to multicurrency account sets depend on the type of currency information you require in your general ledger.

For example, you might use a separate Payables Control account for each currency, but use the same discount account for all the account sets.

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 numbers from ACCPAC General Ledger

If you use ACCPAC General Ledger with Accounts Payable, you should assign General Ledger accounts that can accept the currencies used with the account sets in Accounts Payable.

See the ACCPAC General Ledger Getting Started manual for more information.





You assign the following general ledger accounts to multicurrency account sets to record exchange gains and losses:

■ Unrealized Exchange Gain and Unrealized Exchange Loss accounts. The income statement accounts to which 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.

A gain occurs when a transaction benefits you; a loss occurs when the transaction benefits the vendor.

The gain or loss is “unrealized” because the transaction is not completed (that is, you have not paid it) and the exchange rate for the transaction can continue to change until it is fully paid.

■ Realized Exchange Gain and Realized Exchange Loss accounts. The income statement accounts to which you post the amount by which a completed multicurrency transaction changed in value in the functional currency due to a difference between the original exchange rate and the rate at which it was paid.

The gain or loss occurred when the transaction was completed, because you paid less or more money in your functional currency than you expected.

The gain or loss is “realized” because the exchange rate for the transaction will not change again.

Assigning account sets to vendor records

After defining account sets, you assign them 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.

Setting Up 1099/CPRS Codes

1099/CPRS expense class codes identify different categories of 1099/CPRS payments and establish how you print 1099/CPRS forms for different vendors.





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You must assign a 1099/CPRS code in the Vendors form to each vendor you mark as subject to 1099/CPRS reporting.

Most 1099/CPRS codes are set up by Accounts Payable

Accounts Payable sets up most 1099/CPRS codes when you activate a new database. You should have to add or edit codes 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.

The codes created by Accounts Payable are:

1099/CPRS Code Description

1 Rents

2 Royalties

3 Other Income

4 Federal Income Tax Withheld

5 Fishing Boat Proceeds

6 Medical/Health Care Payments

7 Non-employee Compensation

8 Substitute Payments

10 Crop Insurance Proceeds

11 State Income Tax Withheld

If you want to stop assigning a code to vendors, you can set it to Inactive.

1099/CPRS vendor amounts are not accumulated by code. Accounts Payable accumulates a total invoice amount for each vendor and uses the 1099/CPRS code only to indicate where that amount will be printed. (In other words, you can only assign one code to a vendor record. If you need two codes for a vendor you would have to create two vendor records.)





Setting Up Distribution Codes

Distribution codes provide a quick and easy way to specify a single general ledger account when you distribute purchases, because you can make them shorter — and easier to remember — than the general ledger account numbers.

For example, the following distribution codes are easier to use than the general ledger account numbers they represent:

Distribution Code Description G/L Account

OFFEXP Office supplies 6500-100-20

SHPEXP Shop supplies 6620-200-20

RENT Office rent 6560-100

INV Inventory 1300-100

GST GST input tax CR 2435

The codes are easier to remember than account codes and, if you forget them, present a shorter Finder list during data entry.

Once you define distribution codes, you can group them in distribution sets, to provide sets of default distributions for assignment to vendors.

You can also create sets of distribution codes

Accounts Payable lets you distribute transactions by distribution set (a group of distribution codes), by distribution code, or by general ledger account number. You select a default distribution method for each vendor in the vendor records.

Entering and Posting Transactions with Distribution Codes

When you use distribution codes in invoice and adjustment entry, Accounts Payable displays the corresponding account number (and description) in the transaction entry form. When you post invoice and adjustment batches, Accounts Payable creates general ledger transactions for the accounts represented by the distribution codes, and lists the codes and account numbers on the posting journals.





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Creating Distribution Codes

You use the Distribution Codes form to add distribution codes. For each record you enter a unique code, up to six characters, a description (name) for the code, and the general ledger account number that the code represents.

Add at least one distribution code

You must add at least one distribution code before you can add invoices. You can define as many distribution codes as you need to represent the various general ledger accounts to which you distribute purchases.

Setting Up Distribution Sets

A distribution set is a group of distribution codes that represents a standard group of distributions you would make when entering vendor transactions. Distribution sets are used to speed data entry.

You must define distribution codes before you can define distribution sets.

The following distribution set contains two codes that distribute a supplies purchase to two general ledger accounts using a fixed percentage:

Dist. Code Description G/L Account %

OFFEXP Office supplies 6500-100-20 30

SHPEXP Shop supplies 6620-200-20 70

For each vendor account, you choose whether to distribute transactions for the vendor by general ledger account numbers, distribution codes, or distribution sets, and you enter the default set, code or account number. (You can override the default during data entry.)

You do not have to use distribution sets

You do not have to create distribution sets, as Accounts Payable lets you distribute transactions by distribution code or by general ledger account number.





Creating Distribution Sets

You use the Distribution Sets form to add distribution sets. For each record you enter a unique code, up to six characters, a description (name) for the code, the method for distributing the amounts, and the list of distribution codes in the set.

You can define as many distribution sets as you need to represent the various combinations of general ledger accounts to which you post invoice data.

Distribution Method. You can choose Manual, Spread Evenly, or Fixed Percentage for the distribution methods.

If you select Manual, you must enter the amounts to be distributed to each distribution code on the invoice. If you select Spread Evenly, the program divides the invoice amount evenly among the codes. If you select Fixed Percentage, you enter the percentage of the invoice total that should be distributed to each code.

No matter which method you choose, you can change the distribution amounts when you enter or edit invoices and adjustments.

Distribution Code. Select the distribution codes that form the set. Accounts Payable will insert the description and general ledger account of each code. If you chose to distribute by percent, you also have to enter the percentage of the distribution that should be allocated to each code.

Distribution Percent. If you chose the Fixed Percentage distribution method, enter the percentage of the total invoice that should be allocated to each distribution code. You can override the percentage during invoice entry.

Setting Up Payment Selection Codes

When you create an automatic payment batch with Accounts Payable, you must tell the program how you want it to select vendors and invoices for payment. The way you do this is with a payment selection code.





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Payment selection codes are identified by codes of up to six characters (letters and digits). The rest of the selection record defines the criteria for selecting — or excluding — vendor invoices for payment.

Payment selection codes define the following elements:

■ The bank on which the checks are drawn.

■ How you select invoices (by due date, discount date, or due date and discount date).

■ Whether you pay all documents or forced documents only.

■ The range of vendor groups.

■ The range of vendors.

■ The range of account sets.

■ The range of check amounts (for example, so you could pay all the small outstanding amounts first).

■ Vendors you want to exclude from the payment selection.

■ Optional information that you wish to include with payment batches (if you use optional fields).


■ The bank currency (multicurrency ledgers only).

■ The vendor currency (multicurrency ledgers only).

Using Payment Selection Codes

You create payment selection codes using the Payment Selection Codes form.

You cannot use the Create Payment Batch form to generate checks unless you have defined at least one payment selection code.

You can change the payment selection criteria after you enter the payment selection code in the Create Payment Batch form. 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.

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.

Accounts Payable uses the terms on each invoice to calculate due dates and discount dates.

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 terms

You 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 before or after tax

If you pay tax on purchases, you can specify whether to include 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 dates

If your vendor uses standard due dates (such as the 1st or 15th of 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.

For example, your table could specify that invoices entered between the 1st and 15th of each month are due on the 30th of





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the month, and that invoices entered between the 15th and the end of the month are due on the 15th of the next month.

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.

For more information about using terms codes to calculate discounts, see “Calculating Discounts” in Chapter 2 of the User Guide.

Assigning terms codes to vendor records

You assign a terms code to each vendor record to set the default 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 record.

Setting Up Optional Fields

This form appears in the A/P Setup folder if you use Transaction Analysis and Optional Fields Creator, a separately licensed package that you can purchase and use with any edition of Accounts Payable.

Use optional fields to customize Accounts Payable

Optional fields let you customize your Accounts Payable system by letting you store an unlimited amount of additional information with transactions, and with vendor and remit-to location records.

Because you can select records by optional field on a number of reports, optional fields also provide an additional means of analyzing vendors and transactions in Accounts Payable.

G/L can keep optional field information sent with transactions from Account Payable

If you use exactly the same optional fields in Accounts Payable and General Ledger, General Ledger will retain the optional field information used in transactions that you send from Accounts Payable.

First, you must set up optional fields for your ACCPAC system

You can use an unlimited number of optional fields in Accounts Payable. However, you must first define optional fields for your ACCPAC system using the Optional Fields form in Common





Services. (For more information about setting up optional fields in Common Services, see the System Manager Administrator Guide.)

Define the optional fields you want to use in Accounts Payable

Once you have set up optional fields for your ACCPAC system, you use the A/P Optional Fields form in the A/P Setup folder to define optional fields for use with the following Accounts Payable records and transactions:

■ Vendors and vendor groups ■ Remit-to locations ■ Invoices ■ Invoice details ■ Payments ■ Adjustments ■ Revaluation transactions

For each optional field you plan to use in Accounts Payable, you specify:

■ The type of optional field you are entering, indicating whether the optional field is to be used with specific Accounts Payable setup records (vendors or remit-to locations) or transactions (invoice headers or details, adjustments, payments, or revaluations).

You can set up an unlimited number of optional fields for each type, providing the optional fields are set up in Common Services for use in your system.

■ The optional field code for each optional field you are defining. Note that if you want to retain optional field information from Accounts Payable transactions when you create batches for General Ledger, you must use the same optional fields for transactions in Accounts Payable as you use in General Ledger.

■ The default entry to use for the optional field. If the optional field you select requires validation, you must select a value that is defined for the optional field in Common Services. However, if the optional field allows blanks, you can leave the default entry blank.

If the optional field does not use validation, you can:





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− Select a value that is defined for the optional field in Common Services.

− Leave the field blank.

− Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No. In an Integer field you can enter any integer with an absolute value less than 2,147,483,647.

■ Whether the program will display the optional field and its default entry on the form for the type of optional field when you set up new records or enter transactions.

For example, if you define Transit Number as an optional field for Invoices and you select Yes in the Auto Insert field, the Transit Number field will appear automatically in Invoice Entry.

■ Settings that determine whether General Ledger accounts and Project and Job Costing can be updated with optional field information from posted transactions, as described in the next section, “Optional Field Settings.”

Assigning optional fields to particular A/P records

After defining optional fields, you can assign them to particular vendor, vendor group, and remit-to location records, as described in the section, “Setting Up Vendor Records,” later in this chapter.

Accounts Payable assigns optional fields when you create transactions automatically

Accounts Payable assigns the optional fields you define for payables transactions when you generate transactions using the following forms:

■ Create Recurring Payable Batch (invoice optional fields)

■ Create Payment Batch (payment optional fields)

■ Create Retainage Batch (invoice optional fields)

Setting Up Vendor Records




Optional Field Settings

You can — and should — restrict the flow of information that is passed to General Ledger when you post transactions that use optional fields. The Optional Fields setup form lets you specify groups of accounts for which values for an optional field can be passed to General Ledger. (The optional fields used in a transaction must also match the transaction details optional fields used for an account in order to be passed to General Ledger.)

If you use ACCPAC Project and Job Costing, you can also specify whether optional field information for job-related transactions will be passed to Project and Job Costing, if the optional fields match those used for external cost tranactions in that program.

Important Note that while all account groups are initially selected for new optional fields, you need to consider carefully the purpose of the optional field you are defining. You should send values to General Ledger only for optional fields that require financial analysis, and only to accounts where they are required. For example, you might want to send optional fields that contain vendor numbers or sales territories only to revenue accounts.

You do not need to send optional field information for analysis that is performed only in Accounts Payable. If you routinely send all the optional fields you use in Accounts Payable transactions, your General Ledger may become unwieldy, and you may also slow down processing considerably.

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.





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Preparing to add vendor records

Before you can add vendor records to Accounts Payable, you must set up account sets, 1099/CPRS codes, distribution codes, distribution sets, and payment terms.

In addition, if you use ACCPAC Transaction Analysis and Optional Field Creator (a separately licensed package), you must also set up in Common Services the optional fields that you want to assign to Accounts Payable records.

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.

You take the following steps to set up vendor records in Accounts Payable:

1. Define the groups by which you wish to group vendors for reporting purposes.

Vendor groups also determine a number of default settings that appear when you add new vendor records (but which can be overridden for individual vendors).

2. Add vendor records.

These steps are described in more detail in the following sections.

Defining Vendor Groups

You use vendor groups to classify your vendor records into groups that share similar characteristics. You must define your vendor groups before you can add vendor records.

Vendor groups provide the following features. They let you:

■ Set default entries to speed up the task of adding vendor records.

■ Select accounts for payment. (The vendor group is one of the selection criteria.)





■ Select vendors on reports. (Vendor transactions, aged payables, aged cash requirements, letters, and labels can all be printed for a range of vendor groups.)

You can add as many vendor groups as you wish, but you must add at least one group.

Adding vendor groups

You use the Vendor Groups form to define the vendor groups you need.

To define a vendor group, you must:

■ Assign a unique code, up to six characters, to identify each group.

For information about selecting vendor group codes, see the section, “Designing Accounts Payable Coding Schemes,” earlier in this chapter.

■ 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.

■ Specify the default method for distributing transactions to general ledger accounts. You can distribute invoices by distribution set, distribution code, or general ledger account. You can also suppress the default distribution line on documents by selecting None as the Distribute By method for vendors.

If you select Distribution Set, Distribution Code, or G/L Account as the method, you must also specify a default code for the method. For example, if you select G/L Account, you must specify the default general ledger account to which you want distributions made.

Select None as the Distribute By method for job-related vendors

If you use ACCPAC Project and Job Costing, we recommend that you select None as the Distribute By method for vendors from whom you frequently purchase goods or services. (Because you cannot mix job-related details with other details on an invoice, the program does not let you choose the Job Related option when a detail that is not job-related appears on an invoice. If you choose None, you will not have to delete the default detail each time you want to enter a job-related invoice.)





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Multicurrency ■ Specify the default rate type for vendors in this group (if you

have a multicurrency ledger and chose a non-functional currency account set).

■ Choose whether to check for duplicate invoices with the same vendor and amount and/or same vendor and date.

■ Choose whether to generate separate payments for each invoice, or pay several invoices with a single check.

■ Set default entries for vendor optional fields.

■ Select the default tax group for vendors in this vendor group. You must also enter a tax class for each tax authority in the group, and indicate whether tax is usually included in the invoice details.

■ Specify whether the vendors in this group are subject to 1099/CPRS reporting and, if so, specify the appropriate 1099/CPRS code. (You can override this choice for individual vendors.)

Vendor group statistics

Accounts Payable keeps statistics for vendor groups, and 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.

For more information about vendor group statistics, see “Vendor Options,” earlier in this chapter.

Accumulating tax amounts

The totals kept for invoices, credit notes, and debit notes can 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.





Assigning Optional Fields to Vendor Groups

If you use optional fields, you can assign to each vendor group the optional fields and values you want to use as defaults for new vendors that use the group code.

Any optional vendor fields that you set up for automatic insertion appear automatically, along with their default entries, on the Optional Fields tab of the Vendor Groups form.

You can accept the optional fields that are displayed as defaults, or you can delete them. You can also assign any additional optional fields that are defined in Accounts Payable for vendors and vendor groups.

You can also accept or change any entries that appear as defaults. If the optional field is validated, you must select a value that is defined for the optional field in Common Services.

You can add an unlimited number of optional fields to vendor group records, providing that you first set them up:

■ For your ACCPAC system, in Common Services.

■ For Accounts Payable vendors and vendor groups using the A/P Optional Fields 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 about your vendors

You use the Vendors form to enter most of your vendor information to Accounts Payable. This form lets you enter information such as:

■ The vendor number (the code you use to identify the account), as described under “Assigning Vendor Numbers,” later in this section.

■ Whether the account is on hold or inactive. (See “Placing a Vendor Account on Hold or Setting to Inactive,” later in this section.)





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■ The vendor group, which categorizes the record and assigns default processing, tax, and optional field entries.

■ An optional “short name,” (an abbreviation or acronym that represents the vendor). For more information, see “Entering Short Names,” later in this section.

■ The vendor’s name, address, and phone numbers.

■ The date on which you started to do business with the vendor.

■ The vendor’s email addresses and Web site URL.

■ Additional information your company wants to include in the optional fields you created for your vendor records.

■ For more information about optional fields, see “Setting Up Optional Fields,” earlier in this chapter.

■ Comments you want to store with the vendor record or want 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 the Vendors form

You also use the Vendors form to identify the ways in which you process transactions for each vendor, specifying the following information.

■ The account set, which determines the general ledger accounts to which the vendor’s transactions are distributed. Each set includes accounts for payables control, purchase discounts, and prepayments.


If you use multicurrency accounting, the account set determines the vendor currency. A multicurrency account set also includes unrealized and realized exchange gain and loss accounts.

See “Setting Up Account Sets,” earlier in this chapter.

■ The default payment terms that Accounts Payable will use to calculate the due date, discount period, and discount amount for vendor invoices.





See “Setting Up Terms,” earlier in this chapter.

■ The bank code and credit limit associated with the vendor.

The vendor bank code is the bank account on which you usually write checks to pay the vendor. (See the Tax and Bank Services User Guide.)

■ The method for distributing invoice amounts to General Ledger accounts.

You may distribute amounts by distribution code, distribution sets, or by general ledger account code.

See “Setting Up Distribution Codes” and “Setting Up Distribution Sets,” earlier in this chapter.


■ The rate type that Accounts Payable will use to calculate the exchange rate between the functional currency and the vendor currency.

■ Retainage percentage, retention period, and retainage terms, if you use retainage accounting in your Accounts Payable system. Accounts Payable uses these settings as defaults when you enter an invoice, credit note, or debit note for the vendor.

When you add a new vendor record, Accounts Payable displays the settings you specified in the A/P Options form as defaults, but you can change them.

■ How you check for duplicate vendor invoices.

■ Whether you pay each invoice with a separate check or cover several invoices with a single payment.

■ Tax information for vendor invoices, and whether the vendor is subject to 1099/CPRS reporting.

The tax group for the vendor determines the taxing authorities and tax class for each authority to which you would pay tax on an invoice. This information tells Accounts Payable how to calculate tax amounts on the vendor’s invoices. For more information, see “Entering Tax Information,” later in this section.





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For information on tax groups, tax authorities, and tax classes, see the Tax and Bank Services User Guide.

Entering vendor statistics

In addition to the information you can enter for each vendor on the Vendors form, Accounts Payable automatically adds the statistics it collects from all vendor transactions to each vendor record.

If you select the Allow Edit Of (vendor) Statistics option on the A/P Options form, you can enter statistical figures when you are setting up a new Accounts Payable system, and revise them as needed. For more information, see “Using Vendor Statistics,” later in this section.

Keeping additional remit-to addresses for a vendor

If you need to keep more than one remit-to address for a vendor, you can also define as many additional addresses as you need, using the Remit-To Locations form, as described in the section, “Adding Remit-To Locations,” later in this chapter.

Importing vendor records

You can also import vendor records into Accounts Payable from non-ACCPAC programs, instead of adding them with the Vendors form. For information about importing records, see Appendix B, “Importing and Exporting,” in the User Guide.

Assigning Vendor Numbers

You use the Vendors form to add vendor records. For each new record, you must assign a unique vendor number, up to 12 characters, including letters, numbers, and symbols.

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 do not have a logical method of assigning vendor numbers, you should develop a system before you add any vendor records to Accounts Payable.

Your numbering system should let you organize the records as you require, such as alphabetically, by region, and for reporting





purposes. The system should also allow for expansion as your business grows.

For information about developing Accounts Payable coding systems, such as vendor numbers, see the section, “Designing Accounts Payable Coding Schemes,” earlier in this chapter.

Assigning a Group Code

Vendor groups let you categorize vendors on reports and provide default entries for processing, taxes, and optional fields. The vendor group includes the Account Set, which determines the vendor currency.

Placing a Vendor Account on Hold or Setting to Inactive

You can place a vendor account on hold. When an account is on hold, Accounts Payable warns you when you start to enter an invoice for the vendor, so that you can choose whether to continue entering the invoice.

If a vendor is on hold, you cannot make payments or prepayments, or otherwise decrease the balance in the vendor account, using the Create Payment Batch form. However, you can use the Payment Entry form to make payments. The system warns you that the vendor is on hold.

You can set a vendor account to inactive only if there is no balance owing. Once you set an account to inactive, you can no longer enter transactions, but you can view the vendor’s account history.

Entering Short Names

You can enter a code or “short name” of up to ten characters for each of your vendors. Short names are a means by which you can list vendors in alphabetical order (or any other order) on reports, and still include the full vendor name in the vendor record, because Accounts Payable can sort records by short name first.





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To illustrate, assume you have the following four vendors. When listed alphabetically, the names appear in this order:

A. Craig & Son Bashaw Bulldozing Mr. Stephen Kershaw The Garden Restaurant

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:

Vendor Name Short Name Bashaw Bulldozing A. Craig & Son The Garden Restaurant Mr. Stephen Kershaw

BASHAW CRAIG GARDEN KERSHAW

If you wish, you can print short names on vendor statements. You might then want to use them for a purpose that is unrelated to vendor names.

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.

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.

■ Default Payment Terms.

■ Bank Code.

■ Credit Limit.

■ Method for distributing invoice amounts to general ledger accounts.

■ Rate Type for converting source currencies to their functional-currency equivalents (multicurrency ledgers).





■ Whether you pay each invoice separately.

■ How you check for duplicate vendor invoices.

Entering Tax Information

Whether you are charged taxes on purchases or are tax exempt, you enter all the necessary tax information in the vendor record. Accounts Payable can then automatically calculate all the applicable taxes so you can verify the invoices you receive from vendors.

To specify tax information in the Vendors form, you first select the tax group that includes the taxing authorities and tables that apply to your purchases in the vendor’s geographical area. (You set up tax groups in the Tax Services forms in Common Services.)

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.

If you have a tax-exemption number or a registration number, such as for the Canadian Goods and Services Tax (GST), you also enter it here.

Subject to 1099/CPRS Reporting

Specify whether the vendor is subject to 1099/CPRS reporting and, if so, specify the appropriate 1099/CPRS code.

Using Vendor Statistics

Accounts Payable keeps statistics for vendors, and displays them in the Vendors form. You can view the statistics by the type of year (fiscal or calendar) and length of period you specified in the A/P Options form for vendor statistics.

For each vendor, the application displays the amount and number of invoices, payments, discounts taken and lost, credit notes, debit notes, adjustments, and total paid invoices. The





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application also calculates and displays the total days to pay and average days to pay for the vendor.

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.

Finally, Accounts Payable calculates and displays the total invoices paid, number of checks, total days to pay, and average days to pay for the 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 chapter.

Reporting tax amounts in statistics

The totals kept for invoices, credit notes, and debit notes can 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.

Entering Retainage Information for Vendors

Default retainage settings for vendors

If you use retainage accounting in your Accounts Payable system, you should also specify default settings for each vendor, including the retainage percentage, retention period, and retainage terms.

When you add a new vendor, Accounts Payable displays on the Invoicing tab of the new vendor record the default retainage percentage, retention period, and retainage terms you specified on the A/P Options form, but you can change these settings for individual vendors.

When you enter an invoice, credit note, or debit note for a vendor, Accounts Payable uses the settings from the vendor record as defaults.





Assigning Optional Fields to Vendor Records

If you use Transaction Analysis and Optional Fields Creator, you can assign optional fields to store additional information you want to keep with vendor records.

You use the Optional Fields tab on the Vendors form to assign optional fields to particular vendors.

Optional fields that are marked for automatic insertion in vendor records appear on the tab, along with their default values. You can accept the optional fields that are displayed as defaults, or you can delete them.

You can also assign any additional optional fields that are defined in Accounts Payable for vendors and vendor groups.

The program assigns default values to the optional fields, as follows:

■ For optional fields that match those used by the vendor group, values from the vendor group record appear as defaults.

■ If no default entry is specified for an optional field in the vendor group record, the program uses the value specified in the optional fields record.

You can accept or change the default entries. However, if the optional field is validated, you must use a value that is defined for the optional field in Common Services.

Processing Vendor Comments

Accounts Payable lets you enter any number of comments in vendor records, using up to 250 characters for each comment.

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.





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Adding Remit-To Locations

Remit-to locations are the addresses to which vendors want you to send payments. (For example, the remit-to address may be different from the mailing address if the address in the vendor record is just for ordering.) You use the Remit-To Locations form to add remit-to addresses for your vendors.

Primary remit-to location

If you mark a remit-to location as the primary remit-to 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.

Accounts Payable can keep an almost unlimited number of remit-to addresses for your vendors, and you can choose the location to use when you are entering invoices and payments.

For each remit-to location, you can:

■ Specify whether it is the primary location.

■ Set the location to active or inactive.

■ Specify the check language.

■ Enter a remit-to address.

■ Provide default entries for the vendor optional fields. If you use the remit-to location, these entries will override the optional field entries provided by the vendor record.

Specifying remit-to locations

You can change the remit-to address while you are entering an 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.

When you add a remit-to location in the Remit-To Locations form, you assign a code that identifies the location. You then use the code to select the location during invoice or payment entry.

Customizing remit-to address information

Remit-to locations have the same optional fields as vendor 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.

Assigning Optional Fields to Remit-to Locations

If you use Transaction Analysis and Optional Fields Creator, you can assign an unlimited number of optional fields to store additional information you want to keep with remit-to locations.

You must first set up optional fields for remit-to locations using the Optional Fields setup form before you can assign them to particular remit-to location records.

If you define and use the same optional fields for vendors and remit-to locations as you use for invoices, the program can assign optional field entries from the remit-to location record on invoices, debit notes, and credit notes when you specify a particular remit-to location in Invoice Entry.

Optional fields and values marked for automatic insertion appear as defaults

Any remit-to location optional fields that you marked for automatic insertion on the Optional Fields setup form appear, along with their default entries, on the Optional Fields tab when you add a new remit-to location.

You can accept the default optional fields, or you can delete them. You can also assign any other optional fields that are defined remit-to locations in Accounts Payable.

The default entry comes from the optional field record

The program displays the default entry from the optional field record. You can accept or change the default value. However, if the optional field is validated, you must select a value that is defined for the optional field in Common Services.

Adding Recurring Payables

If you have vendors to whom you make standard payments at regular intervals, such as for rent, equipment leases, or standing orders, you can define records for the payments and vendors using the Recurring Payables setup form.

Note that when you delete a vendor record, all recurring payables for the vendor are also deleted.





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When you are ready to produce invoices for the payables, you use the Create Recurring Payable Batch form to create the invoice batch automatically.

Specifying invoice frequency

You specify when to invoice recurring payables and how to assign the invoice date by assigning to the recurring payable a schedule that you have set up in Common Services.

Reminders to produce recurring payable invoices

If the schedule is set up with a reminder, the payable appears automatically on your Reminder List when it is due for processing.

You can set up payables to recur indefinitely or only until a specific date.

Specifying limits for the payable

To limit the number of times you invoice a recurring payable, you can enter an expiration date for the payable. No invoices would be created for the payable after its expiration date.

You can also specify a maximum amount for a payable. When you have reached the maximum amount, no further invoices will be created for the recurring payable.

Assigning payment terms to recurring payable

You enter a terms code for each recurring payable, according to the terms your vendor offers. The code determines the due date for recurring payable invoices, as well as the discount percentage and period. You can change any of this information on the invoice.

Adding general ledger and tax information

You can distribute each detail of a recurring payable to a different distribution code or general ledger payable account, and you can specify how to calculate taxes on invoices generated for the recurring payable.

Using optional invoice fields

If you defined optional fields for invoices, the fields appear in the 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.

Entering remit-to information

You can assign a remit-to location for invoices.

You can also enter a sales order number and purchase order number with each recurring payable.





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:

■ Calculate all tax amounts.

■ Distribute manually entered total taxes to individual detail lines.

For information about creating and processing invoices for recurring payables, see the “Invoicing Recurring Payables” section in Chapter 2 of the User Guide.

Using optional fields If you use optional fields, an Optional Fields tab appears.

When you first add a recurring payable record, the tab displays any optional fields that you set up for automatic insertion on invoices, and assigns default entries, as follows:

■ If you assigned to the vendor the same optional fields you defined for invoices, the program displays the optional field entries from the vendor record.

■ If you assigned to the remit-to location the same optional fields you defined for invoices, the program displays the entries from the remit-to location record.

■ If you assigned the same optional fields to the vendor record and the remit-to location record, the program displays the values from the remit-to location record.

■ If an optional field that is defined for invoices is not assigned either to the vendor or the remit-to location, the program displays the default value specified for the invoice optional field.

Importing and Exporting Accounts Payable Records




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You can delete or change the optional invoice fields used with a recurring payable, or add any that you have set up for use with invoices.

Optional detail fields Any invoice details optional fields that you set up for automatic insertion are assigned to recurring payable detail.

Optional fields indicator

An Optional Fields indicator (a field or a checkbox, depending whether you are using the detail-entry grid or the Detail Accounts/Taxes form) shows whether a selected detail uses optional fields. Note that the program sets this indicator — you cannot select or clear it. If you delete all the optional fields associated with the detail, the program resets the Optional Fields indicator.

Zoom To check or to change the optional fields that are used for the detail, select the detail, then click the Zoom button beside the field, or press Shift+F9. The Optional Fields form appears, where you can add or delete optional fields for the detail. You can add any optional fields that are defined for invoice details.

You can change the value for an optional field, as follows:

■ If the optional field is validated, you must specify a value that you have defined for the optional field in Common Services. You can leave the value blank only if the optional field allows blanks.

■ If the optional field is not validated, you can either select a value that you defined for the optional field in Common Services, or you can enter any value that is consistent with the type of optional field and does not exceed the length specified for the field.


If you are using another computerized accounts payable system, you may be able to transfer vendor records directly into ACCPAC Accounts Payable by importing them.





You can also export records from another ACCPAC Accounts Payable database, edit them in a spreadsheet or other program to change codes, amounts, and other information, then import them into the new Accounts Payable system you are setting up.

Accounts Payable records you can import and export include:

■ Account Sets.

■ 1099/CPRS Codes (although these are set up by Accounts Payable).

■ Distribution Codes.

■ Distribution Sets.

■ Remit-to Locations.

■ Terms Codes.

■ Vendor Groups.

■ Vendors.

■ Payment Selection Codes.

You could, for example, export vendor records to a spreadsheet to analyze their statistics. You could also export all vendor records with the same account set to a spreadsheet, change their tax group, then import them back into Accounts Payable.

You can also import and export transaction batches, as described in the section, “Importing and Exporting Batches,“ in Chapter 2 of the User Guide.

Accounts Payable can create export files in several formats, including Microsoft Excel 2000 and Excel 5.0, Microsoft Access, Comma Separated Values, dBase 5.0, and ODBC formats. You select the format to use when you export the data.

You can also create files to be imported by Accounts Payable in any of the above programs or formats.

For information about importing and exporting Accounts Payable records, see Appendix B in the User Guide and the

Entering Current and Historical Transactions




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chapter on importing and exporting in the System Manager User Guide.

Entering Current and Historical Transactions Accounts Payable can display statistical information for vendor accounts and vendor groups for the current year and for all the previous years for which you retain the data. You add the historical information you need during setup. Accounts Payable then automatically updates the statistical information every time you post transactions.

Adding prior and current-year data

To set up your Accounts Payable system properly, you must follow these steps:

1. Enter and post the outstanding invoice balances in your vendor accounts at the beginning of the fiscal or calendar year — depending on your method for collecting vendor statistics.

For example, if you have two partially paid invoices from vendor 1000, enter the unpaid portion of each invoice.

The dates for these transactions should be the dates of the original invoices.

2. If you want to have prior-year statistics in the vendor records, edit the statistics after posting the opening invoice amounts.

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.

5. Delete all general ledger batches created from posting historical transactions. If you post these to your general ledger, you will be duplicating posted transactions.





Once you have completed these steps you can proceed to enter new invoice and payment transactions.

Entering Current-Year Data

When you first set up your Accounts Payable system, you must establish the opening balances in your vendor accounts and enter any transactions that are outstanding at the time.

The information in this section outlines the steps you take to enter figures for the current year-to-date. For step-by-step instructions, see “Step 9: Add Opening Balances and Current-Year Transactions,” in Chapter 3, “Setting Up Your Accounts Payable System.”

Entering Outstanding Invoice Balances in Vendor Accounts

You create the opening balances in your vendor accounts by entering them as invoices using the Invoice Entry form, then posting them.

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.

Entering Current-Year Transactions

When you set up an Accounts Payable system partway through a fiscal year, you must enter the transaction data for the current year-to-date. To add the data, enter it directly into Accounts Payable batches, or import it, then post it using one of the following methods.

■ Post all the current-year transactions, one at a time, period by period.

This provides full detail for current-year transactions.





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■ 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.

This provides full detail for current-period transactions, and creates accurate balances for previous periods in the current year.

■ Post the net changes in each vendor’s invoice and payment totals for each of the periods in the current year.

This produces accurate balances for each account in each period of the current year, but does not provide transaction detail for the audit trail reports.

■ Post the net change between the opening and current balances for each vendor account.

This is the quickest method of entering the data, but it does not provide transaction detail for audit trail reports.

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 statistics for previous years

For each vendor and vendor group, you can enter the amount and number of invoices, payments, discounts taken, discounts lost, credit notes, debit notes, adjustments, and paid invoices.

You can also enter the:

■ Amount and date of the high and low balance this year and last year, and the largest invoice for each year.

■ Amount and date of the last invoice, payment, credit note, debit note, adjustment, and discount.

■ Total number of invoices paid, number of checks, and total days to pay.

Customizing Checks, Payment Advices, Letters, and Label Formats




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.

Customizing Checks, Payment Advices, Letters, and Label Formats

The ACCPAC Accounts Payable package includes sample checks and payment advices, letters, labels, and forms that you may be able to use “as is,” or adapt for the forms you currently use.

You select the checks you want to use when you set up bank accounts in Bank Services.

See the online document, Customizing Printed Forms with Crystal Reports, for instructions on adapting the forms to your own use.

The readme file, PRINTERS.WRI, provides a description of the fields and parameters you can use when customizing your reports.

You should set up and test the forms you want to use before you begin entering transactions.

Setting Up Multicurrency Accounting in Accounts Payable

Accounts Payable lets you process invoices and payments in any currencies your vendors use. This section summarizes the steps you take to set up a multicurrency Accounts Payable system.

Setting Up Multicurrency Accounting in Accounts Payable




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To create a multicurrency Accounts Payable system, you:

Choose the Multicurrency option in Common Services

1. Turn on the Multicurrency option for the company, select a functional currency and default rate type in the Company Profile form in Common Services.

2. Choose the Euro option if you use the euro as your reporting currency.

Add currencies and exchange rates in Common Services

3. Use the Common Services Currency forms to add any currency codes you need for Accounts Payable, and enter rates for the currencies you use.

When you install ACCPAC, you also install a large set of currency codes that use standard international abbreviations.

You probably will not need to define new codes unless you do not use the international codes.

Turn on multicurrency accounting in A/P

4. Use Accounts Payable’s Options form to select the Multicurrency option for your Accounts Payable system.

Add an account set for each currency

5. Use the Account Sets form to add at least one account set for 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 information for vendor groups and vendors

6. When you create vendor groups and vendor records, select the account set and the rate type for each record.

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.

Invoices are always issued in the vendor currency, although payment can be in any currency.

7. If you post transactions to add year-to-date figures, enter them in the appropriate currencies.

8. If you enter statistics for previous years and periods, you must enter amounts in both the functional and vendor currencies. Accounts Payable cannot calculate equivalent amounts from statistics you enter yourself.

Where To Now?




When you post transactions during and after setup, Accounts Payable calculates statistical totals in both the functional currency and the vendor's currency, using the exchange rate posted with each transaction.

For information on processing multicurrency transactions, see “Processing Multicurrency Transactions” in Chapter 2 of the User Guide.

For information on using the euro in ACCPAC Advantage Series, see the chapter on entering currency information in the System Manager User Guide.

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.”

You may also want to practice processing Accounts Payable transactions, using the lessons in Chapter 4, “Tutorial,” in this manual.

If you are unfamiliar with the operation of the System Manager, you should read the System Manager User Guide.




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Chapter 3 Setting Up Your Accounts Payable System

Before You Begin............................................................... 3–1 Using Accounts Payable with an Internet Browser................................. 3–2 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 Systems...................... 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 Add Optional Fields (Optional) ......................................... 3–36 Modify Accounts Payable Records ...................................... 3–39

Step 6: Add Vendor Records ............................................... 3–40 Add Vendor Groups ................................................... 3–40 Modify Vendor Groups ................................................ 3–46 Add Vendors ......................................................... 3–46 Modify Vendor Records................................................ 3–55




Step 7: Add Remit-To Locations (Optional) ................................. 3–56 Modify Remit-To Locations ............................................ 3–59

Step 8: Add Recurring Payable Records .................................... 3–59 Step 9: Add Opening Balances and Current-Year Transactions ................ 3–70 Step 10: Add Vendor and Vendor Group Statistics (Optional)................. 3–76 Step 11: Create Payment Selection Codes to Process Payments Automatically .. 3–79 Step 12: Design Checks, Payment Advices, Labels, and Letters................ 3–82

Where To Now? .............................................................. 3–84




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Chapter 3 Setting Up Your Accounts Payable System

This chapter contains instructions for creating an Accounts Payable system suited to your business. It also describes how to transfer your existing payables records to ACCPAC Accounts Payable after you have set up the system.

The purpose of this chapter is to get you “up and running” quickly. The instructions assume you have read Chapter 2, “What You Need to Know Before Setting Up Accounts Payable,” and know which options you want to use in your Accounts Payable system.

Using the Setup wizard

If you are using the Setup wizard to create a new ACCPAC 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 ACCPAC Plus

If you plan to convert from the DOS version of ACCPAC Accounts Payable, first read the instructions in the Converting from ACCPAC Plus Accounting manual before following the steps in this chapter.

Before You Begin Install and set up the ACCPAC System Manager first

Before taking the steps in this chapter, you must install the ACCPAC System Manager, create system and company databases, choose some company-wide options in Common Services, and install and activate Bank and Tax Services.

If you use ACCPAC General Ledger, you must also add the general ledger accounts you need for the account sets you want to use in Accounts Payable.

Using Accounts Payable with an Internet Browser




Install and activate Accounts Payable according to the instructions in the System Manager User Guide.

Using Accounts Payable with an Internet Browser All Accounts Payable forms are designed to enable users at remote locations to enter and view data using an Internet browser.

If you are using Accounts Payable through a browser, you navigate the program a little differently than you would from the ACCPAC desktop. Because the differences are minimal, they are noted once, here, rather than throughout this manual.

The following illustration depicts the browser after you have signed on to your company database.

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.

The left-hand panel provides buttons that let you open the program you wish to use. These buttons correspond to the folders and icons on the ACCPAC desktop.

Click the button in the left panel for the form you wish to use, or click the related icon in the area to the right.

Overview of Accounts Payable Setup




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Overview of Accounts Payable Setup Once you have activated the Accounts Payable program for your company database, you are ready to set up the Accounts Payable ledger.

The following flowchart lists the steps for setting up an ACCPAC Accounts Payable system. The step numbers identify the sets of instructions in this chapter that explain the tasks more fully.

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While You Work Use the setup checklist as a guide

You can simplify the setup process by using the Setup Checklist, checking of each step as you complete it. Appendix A, “Setup Checklist,” in this guide, contains a sample checklist and tells you how to print it.

Review “What You Need to Know...”

When you need background information before selecting an 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.

While You Work




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Guideposts to Accounts Payable Information

This section describes the icons used throughout this chapter to identify information or suggestions that will help make setup easier and protect your work.

Using Finders

Use the Finder When you see a Finder icon beside a field in an ACCPAC form, you can use it to display a list of possible entries for the field. Click the Finder button or press the F5 key.

To select from a Finder list, click a record, then double-click or press Enter to choose it.

The Finder also lets you search for records automatically, or by specifying selection criteria (matching records based on the contents of particular fields). For instructions on using the various features of the Finder, press F1 when it appears.

Using Help

Press the F1 key

If you have questions or encounter error messages as you work 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.

To get help on a specific topic, click Contents on the Help menu and choose a topic from the list, or click the Index tab, type a description of the topic, then choose from the list.

Finding Additional Information

Further information

The Information icon identifies other sections in the Accounts Payable manuals that contain background information about the setup tasks. You should read the suggested sections when you need more information about the task you are trying to accomplish.

Setting Up an Accounts Payable System




Finding Multicurrency Information


The multicurrency icon identifies information and instructions for setting up a multicurrency Accounts Payable ledger. If you do not use multicurrency accounting, the icon lets you easily recognize sections you should skip.

Protecting Your Work

Check data and make backups

Throughout this chapter, the microscope in the margin reminds you to check data integrity and make backups of your ACCPAC data.

Do not ignore this suggestion!

You should check integrity and back up your data:

■ When you have added records that would be time-consuming to enter a second time.

■ Before you post batches or do other major tasks that change your Accounts Payable data.

For most offices, this means a routine, daily integrity check and backup of their accounting records.

For information about checking data integrity and making backups, see the System Manager User Guide.

Setting Up an Accounts Payable System This section guides you through the process of setting up ACCPAC Accounts Payable. The instructions in each step list the required and optional information that you enter for your particular system.

Step 1: Gather Data From Your Present Payables System




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For information on using a mouse or keyboard, see the appendix in the System Manager User Guide.


Once you have activated Accounts Payable for your company database, you can begin to add the data from your company’s present payables system to ACCPAC.

Refer to existing records

First, gather all your current accounts payable records. These can be manual records or printed listings and reports from other accounting software, such as:

■ A list of the general ledger accounts used in your accounts payable system, including the payables control, purchases discount, prepayment, and retainage control accounts.


If you use multicurrency accounting, also list the numbers of the accounts you use for unrealized exchange gain, unrealized exchange loss, realized exchange gain, and realized exchange loss.

See page 2-27 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.

■ Aged accounts payable listing as of the date you are transferring the information, including full account details for invoices, credit notes, and debit notes, if possible.

■ Lists of the other information you need to set up vendor records:

− Account sets

− Distribution codes

− Distribution sets

− Payment terms

− Vendor groups






− Remit-to locations

− Additional information you may wish to track in optional fields, if you use Transaction Analysis and Optional Field Creator

The above information is stored in separate records, each of which is identified by a unique code. Decide on your coding schemes before you start to set up your ledger.

■ Information on recurring payables (if any).

■ Samples of the preprinted or laser-printed forms for the checks, payment advices, letters, and labels you send to your vendors.


■ If you use a multicurrency accounts payable ledger, a list of the source currencies in which you deal, and a list of current exchange rates.

Use the Setup checklist

■ The checklist you printed and filled out while reading Chapter 2, “What You Need to Know Before Setting Up Accounts Payable.”

Consider importing the data

■ You may be able to enter much of the accounts payable data by reading it directly from files created by another program. In ACCPAC, this is called importing.

You can import data into ACCPAC Accounts Payable for vendors, vendor groups, account sets, distribution codes, distribution sets, and terms codes. To see whether you can import data, read Appendix B, “Importing and Exporting,” in the User Guide.

Step 2: Add Payable Accounts to Your Chart of Accounts

Add the accounts to your general ledger that you need for your accounts payable data, including:

■ Payables control ■ Purchase discounts ■ Prepayment ■ Retainage control (if you use retainage accounting)

Step 2: Add Payable Accounts o

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Step 3: Add Tax, Bank, Currency, and Security Information




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If you are creating a multicurrency accounts payable ledger, also add accounts for:

■ Unrealized exchange gain ■ Unrealized exchange loss ■ Realized exchange gain ■ Realized exchange loss

Step 3: Add Tax, Bank, Currency, and Security Information

Tax and Bank Services

Use the Bank Services and Tax Services folders in Common Services to enter the bank and tax information used in Accounts Payable. For information about these services, see the Tax and Bank Services User Guide.


If you use currency codes or currencies not currently included in the Common Services Currency forms, add the currencies you require, and enter rates for each currency, following the instructions in the System Manager User Guide.

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.

Step 4: Select Accounts Payable Options

After you install the Accounts Payable program and activate Accounts Payable for your company database, your first task is to select Accounts Payable processing options and enter general information about your payables ledger.

You enter this information on the A/P Options form, which you choose from the A/P Setup folder.

If you change settings after setup, you can modify the information on the A/P Options form.

The A/P Options form contains the following tabs:

■ Company ■ Processing

Step 3: Add Tax, Bank, Currency, and Securty nfor

mation






■ Transactions ■ Numbering ■ Retainage (if you use retainage accounting) ■ 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:

The Company tab of the A/P Options form

2. If you want, you can change the entries on the Company tab as follows:

Contact Name. Type a name to identify a contact person or position in the company that is responsible for the accounts payable department, or use the field for your own purposes.

Telephone Number, Fax Number. Type the telephone and fax numbers of the accounts payable department.

To change other information on this tab, use the Company Profile form in the Common Services folder.

3. When finished, click the Processing tab.





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The Processing tab of the A/P Options form

4. Complete the Processing tab as follows:

Currency Options

Multicurrency. Select this option if you want to use more than one currency in your Accounts Payable system.

The option does not appear in Accounts Payable unless you chose it on the Options tab of the Company Profile form in Common Services.

You cannot turn off the Multicurrency option

You can turn on the option at any time, but cannot turn it off again once you have chosen it and saved the Accounts Payable Options form.

Force Listing Of Batches. Select this option if you want to make sure that lists of all invoice, payment, and adjustment batches are printed before the batches are posted.

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.

Allow Edit Of Imported Batches. This option lets you revise transactions that you imported from from non-ACCPAC programs.

Allow Edit Of External Batches. If you want to be able to edit batches that you create in ACCPAC Purchase Orders (if you use it) and send to Accounts Payable, select this option.

Do not use the option if you want to make sure that exported batches are posted without changes.





Change entries in the originating program

Do not use these options if you want to make sure that imported and external batches are posted without changes. If you do not use these options, you must correct batches containing errors in their source applications and then re-import them into Accounts Payable.

Required for drilldown

Keep History. Select this option if you want your company 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.

You must select this option if you want to view historical details in entry forms or drill down to Accounts Payable entries from the General Ledger Transaction History form.

Use retainage accounting

Retainage Accounting. Select this option if you withhold retainage, or holdbacks, from your vendor invoices.

When you select this option, Accounts Payable displays a Retainage tab on the Options form, allowing you to select retainage defaults.

See also page 2-5

For more information about retainage accounting, see the section “Using Retainage Accounting,” in Chapter 2 of this guide.

Keep Statistics. Choose whether to keep vendor and vendor group statistics. Keep Statistics is selected by default.

Vendor and Group Statistics

Accounts Payable automatically accumulates statistics from the transactions you post to vendor accounts, and displays them in the Vendors and Vendor Groups forms.

See page 2-7 For information about keeping statistics, see “Keep Vendor

and Group Statistics,” in Chapter 2 of this manual.

Using the other options in this section, you can specify whether to allow users to change statistics, whether to include taxes in the totals kept, and the periods for keeping statistics.

Allow Edit Of Statistics. Select this option if you want to be able to enter or revise year-to-date or previous-year totals for vendors and vendor groups.





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Use this option when setting up partway through an accounting year

You may want to turn on the option while you are setting up your Accounts Payable system, particularly if you are creating the system partway through an accounting year. You can then enter more complete payables records by adding the statistics from your previous system.

Once your system is operating, you should turn off the option because the program automatically updates the statistics when you post invoice, adjustment, and payment batches.

Include Tax In Statistics. Use this option if you wish to include tax amounts in the invoice totals kept for each vendor and vendor group. If you do not select this option, Accounts Payable adds only before-tax totals to the statistics.

Accumulate By and Period Type. Use these options to indicate whether to report statistics by fiscal year or calendar year, and to specify the period type to use.

If you choose to accumulate by calendar year, the starting date for statistics will be January 1. If you choose to accumulate by fiscal year, the starting date will be the first day of your fiscal year, as specified in the fiscal calendar in Common Services.

Use the Vendors and Vendor Groups forms to enter the statistics when adding vendor records in Step 6.

Specifying default aging periods

Aging Periods. Use these fields to set the default time periods into which Accounts Payable groups outstanding transactions or balances for the Aged Payables, Aged Retainage, and Aged Cash Requirements reports.

Age Unapplied Credit Notes and Debit Notes. Select the method you use to assign unapplied credit notes and debit notes (notes that are not yet assigned to a specific invoice) to aging categories:

■ As Current. Includes unapplied credit notes and debit notes in the current aging period. Accounts Payable will not use the notes in calculating the outstanding balances.





■ By Date. Includes each unapplied credit and debit note in the aging period containing its document date.

Age Unapplied Prepayments. Select the method you use to assign prepayments to aging categories:

■ As Current. Includes prepayments in the current aging period. Accounts Payable will not include the transactions when calculating outstanding period balances.

■ By Date. Includes unapplied cash and prepayments in the aging periods that contain their document dates.

Default Number Of Days To Keep Comments. Specify the default number of days to keep any comments you enter in vendor records.

5. When finished, click the Transactions tab.

The Transactions tab of the A/P Options form

6. Complete the Transactions tab as follows:

Select a default tax entry method

Default Tax Amount and Default Tax Base. Select the entry 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.

You can select from the following options:

■ 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





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Calculate button to calculate tax amounts and tax bases for invoices using information from Tax Services.

■ Calculate. With this method, the program makes all the tax calculations for you, and you cannot enter tax amounts or tax bases manually. However, you can still change tax classes and, if the tax authority permits it, whether tax is included in the price.

■ Distribute. With this method, you enter the total tax amount or tax base, but you cannot change the detail tax amounts or tax bases. You use the Distribute button to allocate amounts to the invoice or recurring payable details.

Use 1099/CPRS Reporting. Select this option if you need to print 1099 forms or generate CPRS reports for vendors subject to 1099/CPRS reporting.

Allow Edit Of 1099/CPRS Amounts. Select this option if you have vendors that supply additional goods or services that are not subject to 1099/CPRS reporting.

Default Transaction Type. Accounts Payable lets you select a default transaction type for Payment Entry. You can choose: Payment, Prepayment, Apply Document, or Miscellaneous Payment, as used most frequently in Payment Entry.

Payment processing options

Default Order of Open Documents. Choose the order in which to list documents (such as invoices, debit notes, and credit notes) when you apply cash, checks, and other payments to vendor accounts in the Payment Entry form.

You can choose to list open documents by:

■ Document Number. Begins with the lowest document number for each transaction type.

■ PO Number. Lists documents by their purchase order numbers, beginning with the lowest purchase order number and earliest document.





■ Due Date. Lists by due date, beginning with the document with the oldest (earliest) due date.

■ Sales Order Number. Lists documents by their sales order numbers, beginning with the lowest sales order number.

■ Document Date. Lists by the date entered with the document, beginning with the oldest date.

■ Balance Due. Lists by outstanding balances, beginning with the smallest balance.

Default Bank Code. Select the code for the bank account on which you most often write checks.

You must use one of the bank codes defined in Bank Services. For information about setting up bank accounts, see the Tax and Bank Services User Guide.


Default Rate Type. If you are creating a multicurrency Accounts Payable ledger, choose a rate type to appear when you enter payments for vendors who do not use the functional currency.

You will not see this option on your screen if you do not use multicurrency accounting.

Allow Adjustments in Payment Batch. Select this option if you want to be able to enter adjustments or quickly write off small amounts while entering payments, rather than having to enter the transactions separately in the Adjustment Entry form.

Allow Edit Of System Generated Batches. Select this option if you want to be able to edit or delete payment batches after you have generated them. If the option is not selected, you cannot edit or delete checks, or delete the check batch.

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.

7. Click the Numbering tab.





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8. Complete the document numbering options as follows:

Define document numbers

Document Type, Length, Prefix and Next Number. You can use up to 22 characters, including prefixes, for Accounts Payable document numbers.

Type up to six characters for the prefix to be used for each type of document, or accept the default prefix.

Accounts Payable automatically assigns 1 as the first document number for each type. Type a different number to change the numbering sequence. If you want to change the next number to assign to a lower number, you should also change the prefix to prevent Accounts Payable from assigning the same document number twice. You cannot post two documents with identical document numbers.

9. When finished, click the Retainage tab. (The Retainage tab appears only if you selected the Retainage Accounting option on the Processing tab.)

The Retainage tab of the Options form





You use the Retainage tab to specify default settings and numbering options for transactions that include retainage and for the automatic processing of outstanding retainage.

10. Complete the Retainage tab as follows:

Default Retainage Percentage (optional). Enter the percentage of the document total to withhold on invoices, credit notes, and debit notes. This percentage will appear as the default when you add new vendors, but you can change the retainage (or holdback) percentage for particular vendors in the vendor record.

Default Retention Period (optional). Enter the number of days from the original document date that you can typically withhold a retained amount. The program determines the default retainage due date by adding the retention period to the original document date.

Default Retainage Exchange Rate. If you use multicurrency, specify whether to use the current exchange rate or the exchange rate used for the original document as the default for retainage documents.

Base Retainage Amount On. Select whether retainage will be calculated on the document total before tax or after tax is calculated.

Document Type, Length, Prefix, and Next Number. Specify the next number, length, and prefix to assign to retainage invoices, credit notes, and debit notes that you process to clear outstanding retainage amounts.

Number Of Days In Advance To Create Retainage Documents. Enter the number of days before the retainage due date that you can generate retainage documents using the Create Retainage Batch form.

When you create a retainage batch, the program generates documents only for retainage that is due or will become due during the period encompassed by the specified number of days in advance.





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Schedule To Use For Automatic Creation Of Retainage Documents (optional). Enter or use the Finder to select the code for the schedule you want to use to process retainage from the Reminder List.

“Zoom” button If the schedule does not yet exist in Common Services, you can click the Zoom button, and then create the schedule using the Schedules form that opens. You can also click the Zoom button after entering a schedule code to view information about the schedule.

For information on using schedules and the Reminder List, see the System Manager User Guide.

Last Invoiced (display only). The Retainage tab displays the date that you last ran Create Retainage Batch from the Reminder List.

11. When finished, click the Integration tab.

The Integration tab of the A/P Options form

12. Complete the Integration tab as follows:

Create G/L Transactions

Use these settings to specify when to create general ledger transactions:

■ During Posting. Select this option to automatically create general ledger transactions when you post batches of Accounts Payable transactions.

■ On Request Using Create G/L Batch Icon. Select this option to create general ledger transactions using the Create G/L Batch form. (The option lets you print





Accounts Payable’s G/L Transactions report. You must print the report before creating general ledger batches.)

Append G/L Transactions To Existing Batch. Select this option if you want to add new general ledger transactions to batches already created by Accounts Payable.

Do not select this option if you want to create new general ledger batches each time you create general ledger transactions. (You might do this for auditing purposes.)

In either case, Accounts Payable automatically creates separate general ledger batches for invoices, payments, and adjustments, and for revaluation transactions (if you use multicurrency accounting).

Use this option during setup

If your general ledger already contains the totals for transactions you will post during setup, you may want to select this option.

This choice will reduce the number of general ledger batches you need to delete after setup, making it easier to ensure that you do not accidentally post general ledger transactions twice.

If you do not use ACCPAC General Ledger

This option has an effect only if you use ACCPAC General Ledger with Accounts Payable.

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 create separate batches for each transaction type.

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:

■ Do Not Consolidate. The General Ledger transaction batch includes separate details for each invoice, credit note, debit note, payment, or adjustment posted in Accounts Payable.





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Use this option during setup

We recommend you select this option during setup, so 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.

You should also choose this option if you want to be able to drill down to Accounts Payables transactions from General Ledger.

■ Consolidate By Posting Sequence, Account And Fiscal Period. Accounts Payable combines all details with the same posting sequence, account number, and fiscal period into one detail.

■ Consolidate By Posting Sequence, Account, Fiscal Period And Source. The program combines all details with the same posting sequence, account number, fiscal period, and source code into one detail.

G/L Reference Field, G/L Description Field. Select the type of information you want to appear with unconsolidated details in the Reference and Description columns on the G/L Transactions report and in those fields in the general ledger batch.

13. When you are finished with the last tab of the A/P Options form, check your entries, then click Save.

14. To print a report of the options you selected for your Accounts Payable system, click Print on the A/P Options File menu or choose the Options icon from the Setup Reports folder.

15. Finally, click Close to close the A/P Options form.

For information about setting up your printer and printing

ACCPAC reports, see the chapter on printing in the System Manager User Guide.





Change Your Selection of Accounts Payable Options

After setup, you can change any of the selections and information you entered on the A/P Options form, with the following exceptions and restrictions:

You cannot turn off Multicurrency

■ You can select the Multicurrency option at any time, but cannot turn it off once you select it and save the change.

Change statistical method at year end

■ 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.

If you change either method partway through a year, the statistics already accumulated will be incorrect or in the wrong period. For a more detailed explanation, see “Keep Vendor and Group Statistics,” in Chapter 2.

Turning off the Retainage Accounting option

■ You can turn off the Retainage Accounting option only if there are no unposted batches that include retainage and no outstanding retainage amounts.

You cannot change settings while other Accounts Payable forms are open

■ You cannot change settings, then save the form, if other Accounts Payable forms are open.

For example, you cannot select different options on the Transactions 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.

Step 5: Add Accounts Payable Records




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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.

Everything you need to know or do before adding each type of record is listed at the beginning of each section.

The icons you will be using are all in the Accounts Payable Setup folder:

■ Account Sets ■ 1099/CPRS Codes ■ Distribution Codes ■ Distribution Sets ■ Terms ■ Optional fields (optional)

While adding these records, you will notice that two fields are common to all the Setup forms included in this step:

■ Last Maintained. This is an information field in which Accounts Payable automatically inserts the date of the last change made to the record. You do not fill in this field.

■ Inactive. Select this option if you do not want to assign the records to any vendors.

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.

Remember to check data integrity (in the Administrative Services folder) and back up your data regularly while setting up your ledger.

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To change a record, see page 3-36

You can change most of the data in your records if you need to. Refer to the section, “Modify Accounts Payable Records,“ at the 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.)

Add Account Sets

Account sets identify the general ledger accounts to which you post transactions entered for your vendors.

You must add at least one account set to Accounts Payable before you can add vendor records.

Before adding an account set, you must:

Use valid G/L account numbers

■ Be sure your general ledger contains the accounts you want to assign to account sets in Accounts Payable.

■ Decide on the account set codes you want to use. (Account set codes identify the account sets.)

■ Find out the numbers to assign to each account set for these general ledger accounts:

− Payables control − Purchase discounts − Prepayment − Retainage

Multicurrency account sets

If you are creating a multicurrency ledger, you also need to know the currency code for each account set that does not use the functional currency, as well as account numbers for the following accounts in each set:

− Unrealized exchange gain − Unrealized exchange loss − Realized exchange gain − Realized exchange loss





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See page 2-27 For more information, see “Setting Up Account Sets,” in

Chapter 2.

To add an account set:

1. Choose the Account Sets icon from the Setup folder.

2. Add the account sets you need, entering for each:

Account Set Code. Type a unique code, up to six characters, to identify the account set.

Starting a new account set

To begin adding a new account set, you can type the code for the set, or you can click the New icon next to the Account Set Code field.

Description. Type a description of the account set.

General Ledger Account. Type the general ledger account numbers for the payables control, purchase discounts, and prepayment accounts that make up the set. If you use retainage accounting in Accounts Payable, you must also specify a retainage control account.

Currency code determines vendor currency

Currency Code. If this set will be assigned to vendors who do not use your functional currency, enter the appropriate currency code.

The Currency Code field appears only in multicurrency ledgers. Additional account fields appear if the account set does not use the functional 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.


If you are defining a multicurrency account set that does not 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.

Add 1099/CPRS Codes

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.

Most 1099/CPRS codes have already been added to Accounts Payable. You will have to add a code only if the code you need is not listed in the following table.


1 Rents

2 Royalties

3 Other Income

4 Federal Income Tax Withheld





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5 Fishing Boat Proceeds

6 Medical/Health Care Payments

7 Non-employee Compensation

8 Substitute Payments

10 Crop Insurance Proceeds

11 State Income Tax withheld

16 State/Payer’s State Number

Before adding 1099/CPRS codes, you must:

■ Know the box number on the 1099/CPRS form you need to use.

■ Select the Use 1099/CPRS Reporting option from the Transactions tab of the A/P Options form.

See page 2-31 See “Setting Up 1099/CPRS Codes,” in Chapter 2, for more

information.

To add a 1099/CPRS code:

1. Choose the 1099/CPRS Codes icon from the Setup folder to display the 1099/CPRS Codes form:

2. Add the 1099/CPRS codes you need, entering for each:

1099/CPRS Code. Type the number of the box on the form that contains the 1099/CPRS code.

Description. Type a description of the 1099/CPRS code.





Add the 1099/CPRS code

3. When finished, click the Add button. Repeat steps 2 to 3 for each code you want to add.

4. Click Print on the File menu or choose the 1099/CPRS Codes icon in the Setup Reports folder to print a list of the codes you have added to verify that they are correct and complete. File the report.

Add Distribution Codes

Distribution codes identify general ledger accounts to which you post data from purchases transactions.

A distribution code is simply an easy-to-remember name for an account number. For example, you might use code “OFFSUP” for purchases of office supplies — easier to remember than 6945-100-20.

You must add at least one distribution code to Accounts Payable before you can add vendor records.

You can group distribution codes into sets

If you have three distribution codes that you always use for the same vendors, you can group these codes into sets, and identify them with a distribution set code. Distribution sets are covered in the next section.

Before adding a distribution code, you must:

■ List the purchase distributions that you use.

■ Be sure your general ledger contains the accounts you need for the distribution codes.

■ Decide on the coding scheme you will use.

See page 2-32 For more information, see “Setting Up Distribution Codes,” in

Chapter 2.





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To add a distribution code:

1. Choose the Distribution Codes icon from the Setup folder:

2. Add the distribution codes you need, entering for each:

Distribution Code. Type a code, up to six characters, to identify the distribution code.

Description. Type a description of the distribution code.

General Ledger Account. Type the general ledger account number that this code stands for.

Discountable. Specify a default discount status for a distribution code. Your choice for the distribution code appears as the default discount status when you use the distribution code in an invoice, credit note, debit note, or recurring charge detail.

Add the distribution code

3. When finished, click the Add button. Repeat steps 2 and 3 for each distribution code you want to add.

4. Click Print on the File menu or choose the Distribution Codes icon in the Setup Reports folder to print a list of the codes you have added to verify that they are correct and complete. File the report.

Add Distribution Sets

Distribution sets are groups of distribution codes. This means that if you typically distribute invoices from vendors to three different accounts, you can define three distribution codes, then define one distribution set that includes the three codes. You can then assign the distribution set to vendor accounts.





You do not have to add distribution sets, but they provide you with greater data entry efficiency than single distribution codes.

Before adding a distribution set, you must:

■ Add the distribution codes that comprise the set.

■ Decide on the codes you will use for identifying distribution sets.

See page 2-33 For more information, see “Setting Up Distribution Sets,” in

Chapter 2.

To add a distribution set:

1. Choose the Distribution Sets icon from the Setup folder to display the Distribution Sets form:

2. Add the distribution sets you need, entering for each:

Distribution Set. Type a code, up to six characters, to identify the distribution set.

Description. Type a description of the distribution set.

Distribution Method. Select the method by which you are going to apportion the invoice amount among the accounts in the distribution set. The setting you select determines the default invoice distribution, which you can override at invoice entry.





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You have three choices:

■ Spread Evenly. This method divides the invoice amount evenly among all the distribution codes in the distribution set. You can then edit the result.

■ Fixed Percentage. This method lets you specify the percentage of the total invoice amount to allocate to each distribution code.

■ Manual. This method provides no amount allocation; it just enters the distribution codes and lets you enter the amounts of the distribution.

Distribution Code. Type or select the code that you want to add to the distribution set. Once you enter the code, Accounts Payable displays the code description and General Ledger account number so you can verify it.

If you are adding to an existing list of codes, press the Insert key to start a new line.

Distribution Percent. If you selected Fixed Percentage, enter the percentage of the invoice total that should be distributed to this code.

The total of all distributions must add up to 100%.

Add the distribution code

3. When finished, click the Add button. Repeat steps 2 to 3 for 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.

Add Payment Terms

Accounts Payable uses terms codes during invoice entry to calculate the due dates of invoices. If you can claim discounts for early payment of invoices, Accounts Payable also uses terms codes to calculate discount periods and amounts on invoices.





You must add at least one terms record before you can enter Accounts Payable invoices.

Before adding a terms record, you must know:

■ The terms code.

■ The method of calculating the invoice due dates for each term.

■ Discount periods and percents (if used).

Further information

For background information about payment terms, see “Setting Up Terms,” in Chapter 2.

To add a terms record:

1. Choose the Terms icon from the Setup folder to display the Terms form:

2. Add the terms records you need, entering for each:

Terms Code. Type a code to identify the terms, using up to six characters, then type a description (name) for the terms code in the adjacent field.

Calculate Base For Discount With Tax. Use this option to specify whether to include tax amounts in the invoice totals on which discount amounts are calculated.





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Select:

■ Included — if you receive a discount on taxes.

■ Excluded — if you do not receive a discount on taxes or are not charged taxes by your vendors.

Multiple Payment Schedule. You can select this option to create a schedule of installments. Then choose the due date type (described next) and enter the information for each payment as shown in Example 5, in the section “Examples of Payment Terms.”

Due Date Type. Select the method by which your vendor calculates invoice due dates.

Select:

■ Days From Invoice Date — if invoices are due by a specific number of days from the invoice date.

Then type the number of days in the Number Of Days column that appears. (See Examples 1 and 2, following step 4.)

■ End Of Next Month — if invoices are due on the last day of the next month.

■ Day Of Next Month — if invoices are due on a specific day in the next month.

Then type the number (representing the due date) in the Day of Month column, as shown in Example 3.

■ Days From Day Of Next Month — if invoices are due a standard number of days after a specific day in the next month.

Then type the number of days and the number that represents the day of the month, as in Example 4.

■ Due Date Table — if your vendor uses standard due dates for invoices with specific ranges of days.





Then complete the table that appears, as shown in Example 6.

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.

Discount Type. Select the method your vendor uses to calculate the last day on which you may take a discount for prompt payment. You select from the options described above for Due Date Type, and type discount percentages. (See example 2 at the end of this step.)

If you do not receive discounts from your vendors, ignore the discount fields and columns.

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.

Examples of Payment Terms

Use the following examples as guides when entering your own terms information.

Example 1 (Net 30)

Terms are Net 30 (invoices are due in 30 days, no discount).

1. In the Due Date Type field select Days From Invoice Date.

2. Type 30 in the Number Of Days column.

Example 2 (2/10 Net 30)

Terms are 2%/10 net 30 (invoices are due in 30 days, 2% discount if paid in the first ten days).

1. In the Due Date Type and Discount Type fields select Days From Invoice Date.

2. Type 30 in the first Number Of Days column.

3. Type 2 in the Discount Percent column.





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4. Type 10 in the second Number Of Days column.

Example 3 (Due on the 15th)

Invoices are due on the 15th day of the month that follows the invoice date. (Invoices issued in June are due on July 15.)

1. In the Due Date Type field select Day Of Next Month.

2. Type 15 in the Day Of Month column.

Example 4 (Due in the month after the invoice date)

Invoices are due 30 days after the 15th day of the month that follows the invoice date. (Invoices issued in June are due on August 14.)

1. In the Due Date Type field select Days from Day Of Next Month.

2. Type 30 in the first Number Of Days column.

3. Type 15 in the Day of Month column.

Example 5 (Multiple Payment Schedule)

Invoices are to be paid in four equal monthly installments, starting at the end of the next month after the invoice date. (If the invoice is issued in June, payments are due on July 31, August 31, September 30, and October 31.)

1. Select Multiple Payment Schedule.

2. In the Due Date Type field, select End Of Next Month.

3. For Payment 1, enter 25 in the Percent Due column.

4. Press Tab then the Insert key to move to the next line.

5. Repeat steps 3 and 4 for payments 2, 3, and 4.

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 (Due Date Table)

Invoices are due on the date assigned for the range of days 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.)

1. In the Due Date Type field select Due Date Table.





2. Complete the table as shown:

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.

Add Optional Fields (Optional)

The Optional Fields form is available in the A/P Setup folder only if you use ACCPAC Transaction Analysis and Optional Field Creator.

Before adding A/P optional fields

Before you can define optional fields for use in Accounts Payable, you must first set them up for system-wide use in Common Services. For information on setting up system-wide optional fields, see the System Manager User Guide.

To define optional fields for your Accounts Payable system:

1. Choose Optional Fields from the A/P Setup folder.





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2. Complete the following fields for each optional field you plan to use in Accounts Payable:

Optional Fields For. Select the type of record or transaction for which you are defining the optional field. You can choose:

■ Vendors And Vendor Groups.

■ Remit-To Locations.

■ Invoices. (These optional fields are associated with document headers. Optional fields for document details are defined separately.)

■ Invoice Details.

■ Payments.

■ Adjustments.

■ Revaluation.

Optional Field and Description. Use the Finder to select the optional field codes you want to use for each type.

You can define an unlimited number of optional fields for each type, providing the optional fields are set up in Common Services for use in your system.

Note: If you want to retain Accounts Payable optional field information when you create batches for General Ledger, you must use the same optional fields for transactions in Accounts Payable as you use in General Ledger.

When you select an optional field code, the program displays the description for the optional field.

Default Value and Description. Enter or select the value that the program will display as the default for the optional field.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services. However, if the optional field allows blanks, you can leave the default value field blank.





If the optional field does not use validation, you can do one of the following:

■ Select a value that is defined for the optional field in Common Services.

■ Leave the field blank.

■ Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No. In an Integer field you can enter any integer with an absolute value less than 2,147,483,647.

When you specify a value from Common Services, the program displays the description for the value.

Auto Insert. Select Yes in this field if you want the program to display the optional field and its default value on the form for the type of optional field when you set up new records or enter transactions.

Select No if you do not want the optional field to appear automatically.

For example, if you define Transit Number as an optional field for invoices and you select Yes in the Auto Insert field, the Transit Number field will appear automatically in Invoice Entry.

Specify additional settings for the optional field

3. Click the Settings button.

A separate form appears that lists all the groups of accounts that are affected when you post transactions of the type for which you are defining the optional field. Use the form to select:

■ The account groups for which you want to pass values to General Ledger when you post transactions that include the optional field.

■ Whether optional field information for job-related transactions will be passed to Project and Job Costing, if

Step 6: Add Vendor Records




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the optional fields match those used for external costs in that program. (Note that this option appears only if you use ACCPAC Project and Job Costing.)

4. Click Add (or Save) to add the optional field.

You can now assign the optional fields to vendor, vendor group, and remit-to location records, or use them in the types of transactions for which they are defined.

Modify Accounts Payable Records

You can modify and delete the following records:

■ Account sets ■ 1099/CPRS codes ■ Distribution codes ■ Distribution sets ■ Payment terms ■ Optional fields

To modify a record, you select the code that identifies it (such as the account set code or the distribution code), then make your changes and save them.

You can change everything in most records except the identifying code. To change the code, you first add a record with the code you want to use, then delete the record with the code you do not want.


If you use multicurrency accounting, you cannot change the currency code assigned to an account set.

You cannot delete codes assigned to a vendor

You can delete account sets, distribution codes, distribution sets, terms codes, and optional fields only if they are not assigned to vendor, vendor group, remit-to location records, or transactions.

If you want to delete a code that is assigned to a record or transaction, you must first assign a different code to the vendor record, then delete the code.

Step6:

Add Vendor Records






This step guides you through the process of adding your vendor records to Accounts Payable.

Use the Vendors folder icons to add two types of vendor records:

■ Vendor Groups ■ Vendors

Remember to check data integrity (using Administrative Services) and back up your database regularly.

Remember to use Help when you want quick information about Accounts Payable fields and forms.

Importing vendor records

You can import vendor records into Accounts Payable from another ACCPAC Accounts Payable database or from a non-ACCPAC program. You can import everything in the records except vendor activity statistics.

See Appendix B in the User Guide for information about importing data.

Add Vendor Groups

Use vendor groups to classify your vendor records into groups that share similar characteristics, such as currency, country, or type of purchase.

You can use as many vendor groups as you wish. However, you must add at least one vendor group before you can add vendor records.

Before adding a vendor group, you must:

■ Add records for the account sets, distribution codes, distribution sets, bank codes, tax groups, terms codes, and optional fields that you want to assign to vendor groups.

■ Decide on the vendor group codes and descriptions.





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If you use multicurrency accounting, you must also know the 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 Processing tab of the A/P Options form.

See page 2-41 For more information, see “Defining Vendor Groups” in

Chapter 2.

If editing, see page 3-46

You can change most of the entries you make in a vendor group 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.

To add a vendor group:

1. Choose the Vendor Groups icon from the Vendors folder to display the Group tab, the first tab of the Vendor Groups form.





2. Fill in the Group tab as follows:

Group Code. Type the code that identifies the group, using up to six characters. Then press the Tab key to move to the description field, and type a description (name) for the vendor group.

You must enter a description for each vendor group before you can add the record.

Account Set, Terms Code, Bank Code. Type the codes for the account set, terms code, and bank code to use for the group, or select them from the Finders.

Multicurrency rate type

Rate Type. If you use multicurrency accounting, type or select the rate type normally used to convert invoice amounts for the group’s vendors to your functional currency.

You do not see this field if you do not use the Multicurrency option.

Generate Separate Payments for Each Invoice. Select this option if you want Accounts Payable to generate separate checks for each invoice when you automatically process payments. If you do not select the option, Accounts Payable will create a single payment for each vendor.

3. When you are ready, click the Invoicing tab.

The Invoicing tab of the Vendor Groups form





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4. Complete the Invoicing tab as follows:

Distribute By. Choose the method by which you want to distribute invoice amounts to General Ledger accounts for invoices from this vendor group. Accounts Payable provides three alternatives, which you can change for individual vendors and on individual invoices.

■ Distribution Set. Select Distribution Set to use a group of distribution codes that have been defined as a set, then specify the distribution set you want to use. Accounts Payable will list the distribution codes by default when you add an invoice.

■ Distribution Code. Select Distribution Code to distribute to a single general ledger account represented by a code.

■ G/L Account. Select G/L Account, then specify the account number if you want to distribute to a particular account number, but do not want to use a distribution code.

■ None. Select this option if you wish to suppress the default distribution line on the Invoice Entry and Recurring Payables forms for most vendors in this vendor group. (This setting is recommended if you use ACCPAC Project and Job Costing.)

Enter the code for the distribution set, distribution code, or G/L account number (depending on what you chose for Distribute By).

Duplicate Invoice Checking. Select how you want Accounts Payable to check for duplicate vendor invoices. You can have the program ignore, warn, or stop you from posting invoices that might be duplicates according to two separate criteria:

■ The invoices are for the same vendor and amount.

■ The invoices are for the same vendor and date.





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 groups are defined in Tax Services (in Common Services), and include the taxing authorities and 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.

Tax Included. Specify whether this tax is typically included in the total invoice amount or listed separately.

If you have a tax-exemption number or a registration number, such as for the Canadian Goods and Services Tax (GST), you can enter it in the vendor records.

Tax Reporting. If the vendors in this group are subject to tax reporting, select 1099 or CPRS, depending on the jurisdiction that applies.

This field appears only if you selected the Use 1099/CPRS Reporting option on the A/P Options form.

1099/CPRS Code. Select the 1099/CPRS code that matches the type of goods or services you purchase from this vendor group. (This field appears only if the vendor group is subject to 1099/CPRS reporting.)

For payments to Canadian vendors subject to CPRS reporting, we recommend that you choose code 3, Other Income.

5. If you use ACCPAC Transaction Analysis and Optional Field Creator and you want to assign optional fields to this vendor group, click the Optional Fields tab.





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Optional Fields tab of the Vendor Groups form

Optional fields that are set up for automatic insertion in vendor group and vendor records automatically appear on this tab, along with their default entries.

You can accept the optional fields that appear or you can delete them, and you can accept or change any default entries that appear:

■ To delete an optional field, select the line on the grid, then press the Delete key.

■ To assign additional optional fields, select an existing line on the grid, press the Insert key, and then complete the fields on the new line, as follows:

Use the Finder Optional Field. Use the Finder to select the optional field codes you want to use with this vendor group.

When you select an optional field code, the program displays the description for the optional field.

Value. Enter or select the value to display as the default in new vendor records.

Add the record 6. When you finish entering information for the vendor group, click Add to add the record. You should enter group statistics after you have added vendors and posted current invoices to vendor accounts.





7. Click Print on the File menu or choose the Vendor Groups icon in the Setup Reports folder to print a list of the Vendor Group records you added.

If you want to enter statistics for the vendor group, see “Step 10: Add Vendor and Vendor Group Statistics,” in this chapter.

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.

Modify Vendor Groups

You can change and delete vendor groups as needed, with these restrictions:

■ To change the vendor group code, you must first set up a new vendor group with the code you want to use, then delete the group using the code you no longer want.

■ You cannot delete a vendor group that is assigned to a vendor record, unless you first assign a different vendor group to the vendor.

■ You can edit group statistics only if you use the Allow Edit Of Statistics option.

Add Vendors

Use the Vendors form to add records for your vendors to Accounts Payable.

You must add vendor records before you can enter and process transactions in Accounts Payable.

Before adding a vendor, you must:

■ Add the vendor group, account set, distribution codes, distribution set, bank code, terms code, optional fields, and tax group you want to assign to the vendor.





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■ Decide on the vendor number and name.

■ Find out which codes identify the vendor’s:

− Vendor Group − Tax Group


If you are creating a multicurrency Accounts Payable ledger, you must assign an account set that uses the vendor’s currency. You must also know the rate type to use for vendors with different source currencies.

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 2-44 For more information about vendor records, see “Adding

Vendors” in Chapter 2.

To add a vendor:

1. Choose the Vendors icon from the Vendors folder.





2. Complete the Address tab as follows:

Vendor Number. Type the code, up to 12 characters, to identify the vendor account. Then press the Tab key to move to the vendor name field, and type the vendor’s name.

You must enter a name for each vendor before you can add the record.

Group Code. Type the code for the vendor’s group or choose it from the Finder. Once you choose the group, Accounts Payable supplies all the default entries associated with the vendor group (mainly on subsequent tabs of the form).

On Hold. Select this option if the account is on hold.

Short Name. Type a code of up to ten characters, such as the first ten characters of the vendor’s last name — or company name without the “The” — to use when selecting vendors for reports. You can also leave the field blank.

See page 2-48 For information about using short names, see the section,

“Entering Short Names,” in Chapter 2.

Address. Type the vendor’s address, telephone and fax numbers, and the name of a contact person or position for the vendor.

The address entered on this tab is automatically entered on invoices and payments for the vendor.

Remit-to addresses You can add a separate remit-to location for any vendor, which Accounts Payable will use automatically as the 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.

Contact’s E-mail. Enter the vendor contact’s e-mail address, if it is different from the vendor’s e-mail address.

Vendor’s E-mail. Enter the vendor’s e-mail address (such as an e-mail address for sending orders).





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Web Site. Enter the company’s Web site address.

3. When finished, click the Contact tab, then enter the contact’s name, telephone number, fax number, and e-mail address. (This information is optional.)

4. When finished, click the Processing tab.

The Processing tab of the Vendors form

5. Fill in the Processing tab as follows:

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.


If you use multicurrency accounting, you must select an account set that uses the same currency as the vendor.

Check Language. Select the language in which you print checks for this vendor.

Delivery Method. Specify the preferred method for sending purchase orders and returns to a vendor, if you use ACCPAC Purchase Orders.

You can select choose:

■ Mail — to print to your usual print destination for conventional mailing.





■ E-mail — to send purchase orders and returns to the e-mail address specified for the vendor on the Address tab.

■ Contact’s E-mail — to send purchase orders and returns to the e-mail address specified for the vendor contact on the Contact tab.

Generate Separate Payments For Each Invoice. Select this option if you want Accounts Payable to generate separate checks for each invoice when you automatically process payments. If you do not select the option, Accounts Payable will create a single check to cover this vendor’s outstanding amount.

Credit Limit. Type the credit limit permitted by the vendor.

Multicurrency rate type

Rate Type. If you use multicurrency accounting, type or select the rate type normally used to convert the vendor’s invoice amounts to your functional currency.

6. Next, click the Invoicing tab.

The Invoicing tab of the Vendors form

7. Complete the fields on the Invoicing tab, as follows:

Distribute By. Choose the method by which you want to distribute invoice amounts to general ledger accounts for invoices from this vendor. You can change the method for individual invoices.





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■ Distribution Set. Select Distribution Set to use a group of distribution codes that have been defined as a set, then specify the distribution set you want to use.

■ Distribution Code. Select Distribution Code to distribute to a single general ledger account represented by a code, then specify the distribution code you want to use.

■ G/L Account. Select G/L Account, then specify the account number if you want to distribute to a particular account number, but do not want to use a distribution code.

Duplicate Invoice Checking. Select how you want Accounts Payable to check for duplicate vendor invoices from this vendor. You can have the program ignore, warn, or stop you from posting invoices that might be duplicates according to two separate criteria:

■ The invoices are for the same vendor and amount.

■ The invoices are for the same vendor and date.

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.

Multicurrency tax groups

If you use multicurrency accounting, you can only select a tax group that uses the same currency as the vendor. The Finder displays the tax groups that use the vendor’s currency.

Tax Class. Select your tax class for each of the tax authorities in the tax group.

To see all tax authorities

If necessary, you can display more information by dragging the edges of the form to enlarge it.

Registration Number. Type your tax registration or exemption numbers, if any.

Tax Included. Specify whether this tax is typically included in the total invoice amount or listed separately.





Tax Reporting. If you have to print 1099 forms or CPRS reports for this vendor, select 1099 or CPRS, accordingly. If the vendor is not subject to tax reporting, select None.

This field appears only if you selected the Use 1099/CPRS Reporting option on the A/P Options form.

1099/CPRS Tax Number. Type the vendor’s 1099/CPRS tax number (you can match this to the type of number in the Type field).

This field appears only if the vendor is subject to 1099/CPRS reporting.

Type. Specify the type of tax number you entered (Unknown, Social Security Number, Employer ID Number, GST Registration number, Business Number or Social Insurance Number).

1099/CPRS Code. Select the 1099/CPRS code that matches the type of goods or services you purchase from this vendor. (This field appears only if the vendor is subject to 1099/CPRS reporting.)

Retainage % (Percentage) / Retention Period / Retainage Terms. Specify retainage settings to be used as defaults when you enter an invoice, credit note, or debit note for the vendor.

Accounts Payable displays the settings you specified in the A/P Options form as the default for a new vendor record, but you can change the settings.

8. When ready, click the Optional Fields tab.





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The Optional Fields tab of the Vendors form

Optional Fields Optional vendor fields that are marked for automatic insertion appear on the tab, along with their default values.

You can accept the optional fields that are displayed as defaults, or you can delete them. You can also assign any additional optional fields that are defined in Accounts Payable for vendors and vendor groups.

If the assigned group uses the same optional fields, the program displays the entries from the vendor group record as defaults for the vendor.

If no default entry is specified for an optional field in the vendor group record, the program displays the entry used in the optional field setup record.

You can accept or change the default entries. However, if the optional field is validated, you can use only a value that is defined for the optional field in Common Services

Enter vendor comments

9. The Comments tab lets you add miscellaneous information to the vendor record.

If you do not want to add any vendor comments, click the Add button to add the vendor record now.





The Comments tab of the Vendors form

10. Fill in the Comments tab as follows:

Date Entered. Type or select the date you want to use, or use the displayed (system) date.

Accounts Payable stores comments by entry date.

Add new comments

To enter more than one comment for the same date, use the New button for each comment (otherwise, you will edit an existing comment, rather than add new comments).

Use the Finder or the Browse buttons to select from existing comments.

Follow-up Date. Type or select the date on which you want to check on the comment.

You can print comments on the Vendors report, and can select vendors by a range of follow-up dates.

Expiration Date. Type or select the date used for marking the comment for deletion.

You use the Clear History form to remove comments that have reached their expiration dates. You can also delete comments individually in the Vendors form using the Delete Comment button.

Comment. Type the comment, using up to 250 characters.





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Entering separate comment lines

Type your comment in a single, long line, or in several shorter lines. Press the Enter key to start each new line.

Add the vendor record

11. When finished, click Add to add the vendor to your records. Repeat the preceding steps for each vendor you want to add.

Add vendor statistics and activity later

If you want to enter statistics for the vendor, see “Step 10: 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.

12. 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.

Modify Vendor Records

You can modify and delete vendor records, as needed, with these restrictions:

■ To change the vendor number, you must first set up a new vendor account with the number you want to use, then delete the record you no longer want.

■ You can edit vendor statistics only if you use the Allow Edit Of Statistics option.

■ You cannot delete a vendor record that is used in an unposted batch or that has outstanding transactions.


■ You can change the vendor group, account set, and tax group assigned to a vendor, but only to another vendor group, account set, or tax group that uses the same currency.

Step 7: Add Remit-To Locations




Step 7: Add Remit-To Locations (Optional)

The Remit-To Location form lets you add addresses to which you send your payment checks (if the address is different from the address in the vendor record). You can add unlimited remit-to locations for a vendor.

This step guides you through the process of adding a remit-to location record.

Before adding a remit-to location, you must:

■ Add the vendor record.

■ Find out the remit-to locations to add for the vendor.

■ Decide on the code to use to identify the remit-to location.

See page 2-53 For more information, see “Adding Remit-to Locations” in

Chapter 2.

To revise a location, see page 3-59

You can revise most of your entries whenever you need to. Refer to the section, “Modify Remit-To Locations,” at the end of this 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.

To add a remit-to location:

1. Choose the Remit-To Locations icon from the Vendors folder.

2. Type the vendor number in the Vendor Number field, or use the Finder or the navigation buttons to select it.

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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. In the Remit-To Location field, type a unique code, up to six characters, to identify the payment address. Press the Tab key to move to the description field, and then type a description of the location.

5. Fill out the Address tab as follows:

Primary Remit-To. Select Primary Remit-To if you want Accounts Payable to use this location as the default address on invoices you enter from this vendor and on the checks you print for the vendor.

The vendor number you entered earlier appears here. Accept the entry, type a different one, or use the Finder to select the vendor number for which you are adding a remit-to location.





Address. Type the address, telephone and fax numbers, e-mail address, and the name of a contact person or position at the remit-to location.

Check Language. Choose the language in which you print checks for this remit-to location.

6. When finished, click the Contact tab, and enter the name, telephone and fax numbers, and an e-mail address for a contact person at the remit-to location.

7. Click the Optional Fields tab, if available.

If you do not use ACCPAC Transaction Analysis and Optional Field Creator, you do not see the Optional Fields tab. Skip to step 7, below.

The Optional Fields tab of the Remit-to Locations form

Optional fields that are marked for automatic insertion on new remit-to location records appear on the tab, along with their default values.

If the optional fields for the remit-to location match those defined for vendors and vendor groups, the entries from the vendor record appear as default values. You can accept or change the values.

See page 2-54 For information about optional fields, see “Assigning

Optional Fields to Remit-to Locations” in Chapter 2.

Add the remit-to location

8. When ready, click the Add button. Repeat steps 2 through 6 for each remit-to location you want to add.

Step 8: Add Recurring Payable Records




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9. Click Print on the File menu or choose the Remit-To Locations icon in the Vendor Reports folder to print a list of the locations you added, to verify that they are correct and complete. File the report.

Modify Remit-To Locations

You can change or delete a remit-to location at any time.

To change a record, select the vendor number and remit-to location code for the record you want to modify, then select or type new information in the fields you want to change.

You can change all the information in a record except the remit-to code. To change this code, you must add another record using the new code, then delete the record you no longer need.

When finished modifying a record, click Save to confirm your changes.

To delete a remit-to record, select the vendor number and remit-to code for the record, then click Delete.


Before you can process a recurring payables batch, you must create recurring payable records in the Recurring Payable Setup window. This step guides you through the process of adding a recurring payable record.

Note that you must have Invoice Batch Entry security access to be able to add, modify, or delete recurring payables records.

To set up a recurring payable record:

1. From the Vendors folder, choose the Recurring Payable setup icon.






2. In the Recurring Payable Code field, select an existing code using the Finder or the Previous/Next buttons, or choose the New button and type in a new code.

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.

3. In the Vendor Number field, type the vendor number or use the Finder to select the vendor for whom you are creating the record.

4. Enter a description to identify the recurring payable record.

5. On the Invoice tab, enter the following details:

Schedule Code. Enter the schedule code that you wish to attach to this record, or select it using the Finder.

Zoom If you wish to set up a new schedule or modify an existing 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.)

Note: Any changes you make to a schedule will affect all other programs using the schedule throughout ACCPAC.





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For more information about setting up schedules for recurring transactions, refer to the System Manager User Guide.

Start Date. Enter the date that the recurring payable for this vendor begins.

When you create a batch using the Create Recurring payables batch form, Accounts Payable includes the invoice in the batch only if the run date for the batch is the same or later than the specified start date.

Expiration Type. Select either No Expiration Date or Specific Date.

When you select Specific Date, another field appears to let you enter an expiration date. If there is an expiration date, the program includes the invoice in the recurring payables batch only if the expiration date is later than the run date.

Last Invoiced. Accounts Payable updates this date field when you create an invoice for this recurring payable.

Maximum Amount. Enter the maximum amount that can be invoiced for the recurring payable.

When you create a recurring payables invoice batch, if the amount invoiced to date plus the new invoice amount will exceed the maximum, Accounts Payable does not create the invoice. A message appears at the end of processing stating that the recurring payable for the vendor will exceed the maximum amount.

Note that Accounts Payable treats the default of 0.00 as an unlimited amount. It will create invoices for the recurring payable indefinitely, until you either enter a maximum amount or delete the recurring payables record.

Currency. This field appears only in multicurrency Accounts Payable ledgers. The Currency field displays your vendor currency.

Rate Type. This field appears only in multicurrency ledgers. It shows the rate type to be used to determine the exchange rate when you create a recurring invoice.





The rate type from the vendor record appears as the default, but you can enter a different rate type if you wish.

Amount Last Invoiced. Accounts Payable updates this field when you create an invoice for this recurring payable.

Amount Invoiced To Date. When you create an invoice for this recurring payable, Accounts Payable updates the Amount Invoiced To Date field with the total amount invoiced.

You cannot edit this field, but you can clear it during year-end processing.

Remit-To. If you have a primary remit-to location or specify a remit-to location, it will appear on an invoice created for the recurring payable. The Remit-To field displays the code for the primary remit-to location, if you have set one up for the vendor.

Zoom To display the remit-to location information, click the Zoom button next to the field. If the field is blank, Accounts Payable displays the address from the vendor record.

If a code is displayed, you can accept it or change it to another remit-to location, or you can leave the field blank.

PO Number. If the recurring payable is for a blanket order or a standing order, enter the purchase order number. You can use up to 22 alphanumeric characters.

Description. Enter a description for the recurring payable. You can use up to 30 alphanumeric characters. The description is used in the invoice when you create a recurring payables batch.

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.

Terms. The payment terms from the vendor record appear by default in this field. You can either tab out of the field to





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accept the terms, or enter different terms by typing a valid code or using the Finder to choose it.

The due date, discount date, and discount amount for the invoice is determined by the terms code.

If you use a terms code for a multiple payment schedule, Accounts Payable creates payment schedules when you create invoices for the recurring payable.

1099/CPRS Code and 1099/CPRS Amount. These fields appear only if you have selected both of the following options:

■ Use 1099/CPRS Reporting (on the Invoicing Options page in the Options notebook).

■ Subject To 1099/CPRS Reporting (on the Tax Information page in the vendor record).

Accounts Payable displays the 1099/CPRS code from the vendor record as the default. You can accept the default, or you can enter another 1099/CPRS code either by typing it or by using the Finder to select it. You can also leave the field blank.

Enter a positive amount, or zero, in the 1099/CPRS Amount field. The amount must not exceed the document total when the invoice is created.

6. Click the Detail tab to enter distribution information.





Complete the Detail tab as follows:

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.

■ Distribution Set. If you select Distribution Set, two additional fields and a button appear:

− Distribution Set (additional field). Enter a valid Distribution Set code, or select it using the Finder.

If Distribution Set is selected as the Distribute By option in the vendor record, the Distribution Set code from the vendor record appears by default.

− Distribution Amount. Enter the amount to distribute among the distribution codes in the distribution set.

Click the Create Dist. (Distribution) button to create a detail line for each distribution code in the distribution set.

The amount is distributed according to the method specified for the distribution set: spread evenly, fixed percentage, or manual. If the distribution method is manual, enter the amount for each distribution code.

■ Distribution Code. If you choose this option, enter a distribution code and an amount for each detail.

■ G/L Account. If you choose this option, enter a General Ledger account and an amount for each detail.

■ None. If you choose this option, no default distribution line will appear for new recurring payable records.

7. For each detail, click the detail line, then click the Accounts/Taxes button to display the Detail Accounts/Taxes form.





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Enter information for the detail as follows:

Discountable. The Discountable status for the distribution code appears as the default in this field, but you can change the status for a selected recurring payable detail.

To indicate that the detail is subject to the invoice discount, select the field. (You can also enter No for the Discountable field on the Detail tab.)

G/L Account. Enter a new General Ledger account, if required. If you change the account, the program updates the G/L Account field on the related detail line.

Purchase Tax Class/Tax Included. Specify the tax class for each tax authority.

Tax Amount. If you calculate taxes manually (you selected Enter as the tax amount entry method), you can specify the tax amount for each tax authority and detail.

Assign optional fields to details

Optional Fields. If you use ACCPAC Transaction Analysis and Optional Field Creator, click the Zoom button beside the Optional Fields indicator to open a separate Optional Fields form where you can assign optional fields to the detail.





The form displays any invoice detail optional fields that are set up for automatic insertion. You can accept or delete optional fields that appear as defaults. You can also assign different invoice details optional fields, and you can change the entries for any fields that appear on the tab.

■ To delete an optional field, select it, then press the Delete key.

■ To add an optional field, press the Insert key, then use the Finder to choose an optional field code.

See page 2-37 For an overview of optional fields, see “Setting Up Optional

Fields” in Chapter 2.

8. Click Close to return to the Detail tab.

9. When ready, click the Optional Fields tab, if there is one.

The Optional Fields tab of the Recurring Payables setup form

The Optional Fields tab appears if you use ACCPAC Transaction Analysis and Optional Fields Creator, a separately licensed package. If you do not use optional fields, go to step 10, below.





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Assign invoice optional fields to the payable document

This tab lets you assign invoice optional fields to the recurring payable document. (These optional fields are assigned at the document level, unlike the invoice detail optional fields you may have assigned in step 7.)

Any invoice optional fields that you set up for automatic insertion on invoices appear on this tab when you first add a recurring payable. These optional fields and values will appear on the recurring payable invoices that you create, unless you change them.

■ To delete an optional field, select it, then press the Delete key.

■ To add an optional field, press the Insert key, then use the Finder to choose an optional field code.

See also page 2-37

For an overview of optional fields, see “Setting Up Optional Fields” in Chapter 2.

For background information on assigning optional fields to recurring charge records, see “Adding Recurring Payables,” in Chapter 2.

10. Click the Tax/Totals tab to:

■ Verify the taxes and totals for the recurring payable. (Note that the invoice total appears in a display-only field.)

■ Enter tax totals for the document, if you are entering taxes manually.

■ Change the vendor tax classes, if necessary.





Fill in the fields on the Tax/Totals tab as follows:

Tax Group. Accounts Payable uses the vendor’s tax group as the default for this field. Accept the tax group, or enter a different one either by typing it in the field or by using the Finder to select it.

If you are using a multicurrency ledger, the currency for the tax group must be the same as the vendor’s currency.

Tax Amount/Tax Base (entry method). The default tax entry methods you selected on the A/P Options form appear, but you can change them. For the tax amount and the tax base, you can select:

■ Calculate — to have the program calculate all tax amounts for you when you create the recurring payables batch. This method prevents you from changing tax amounts manually.

■ Distribute — if you wish to enter total tax amounts manually but distribute tax automatically to individual distribution lines using the Distribute Taxes button. This choice prevents you from changing taxes for distribution lines.

■ Enter — if you wish to enter all tax amounts manually. Clicking the Calculate Taxes button or the Distribute Taxes button lets you override manually entered amounts, but you can always change the total tax amounts and the taxes for distribution lines.

Note that with this entry method, you must ensure that the sum of the amounts you enter for the details equals the totals you enter on the Tax/Totals tab. If the amounts are different, Accounts Payable displays an error message and will not let you add or save the recurring payable record.

11. For each tax authority, accept or change the fields on the tax grid, as follows:

Vendor Tax Class. Accept or change the Vendor Tax Class, if necessary (use the Finder).





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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.

Tax Base. If you selected Enter or Distribute as the tax base entry method, enter the tax base in this field for each tax authority.

Tax Amount. If you selected Enter or Distribute as the tax amount entry method, specify the total amount of tax for each tax authority in this field.

If you selected Calculate (or Distribute) as the entry methods for both the tax amount and tax base, you can add or save the recurring payable record now. (You cannot change the detail tax amounts or bases.)

Distribute taxes manually

If you selected Enter as the method for the tax amount, ensure that the sum of the amounts and bases you entered for the document details equals the total on the Tax/Totals tab. (If you selected Distribute for the tax base, you cannot change the detail tax bases.)

If you selected Enter as the method for the tax base and Distribute for the tax amount, ensure that the sum of the bases you entered for the document details equals the total on the Tax/Totals tab.

If you selected Calculate for the tax amount and Distribute or Enter for the tax base, the program will use the tax bases to calculate tax amounts automatically.

12. Click Add to add the recurring payable record.

Accounts Payable warns you if the amount before tax exceeds the maximum. However, if the 1099/CPRS Amount exceeds the document total when you try to create an invoice for the recurring payable, Accounts Payable will not create the invoice.

Step 9: Add Opening Balances and Current-Year Transactions





In this step, you prepare and post invoices and (where necessary) payment and adjustment transactions to set up the current balances in each of your vendor accounts.

The method you use to create current vendor account balances depends on how much information you want to transfer to ACCPAC Accounts Payable from your previous system.

The instructions in this step assume that:

■ Your general ledger is up to date.

In other words, you have already posted all transactions from purchases to your general ledger. The only transactions you want to post to your general ledger are for invoices or payments that you record after you set up the Accounts Payable ledger.

■ You have already added the tax groups, tax authorities, tax classes, and tax rates you will use with Accounts Payable.

Further, we assume that your tax information is up to date, and that you do not want to send any tax information to Tax Services when you add your current Accounts Payable balances in this step.

■ You have defined the banks you need for Accounts Payable in Bank Services, and have already added all payments and prepayment information.

In other words, we assume that you do not want to send information to your banks when you add your current Accounts Payable balances.

■ You want to enter only the outstanding balance of each vendor invoice.

If necessary, on an individual basis, you can enter original invoice amounts and all documents applied to the invoice. You can also enter the original invoice amount in the invoice description field of the invoice, or you can enter the invoice history as a comment in the vendor record.

Step9:

Add Opening Balances and Current-Year Transactions





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■ 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, the more time it will take you to set up your records.

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.

To add outstanding transactions to create opening balances:

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.

Use a dummy bank 2. Create a bank called SETUP in Bank Services.

If you use multicurrency accounting, select the Multicurrency option for the bank account, then select the functional currency as the statement currency.

See the Tax and Bank Services User Guide for information about defining banks.





Create general ledger batches “On Request”

3. If you have not already done so, select On Request Using Create G/L Batch Icon for the Create G/L Transactions option on the G/L Integration tab of the A/P Options form.

Prepare and enter invoices

4. Create one invoice for the amount of each invoice that is currently outstanding. Make sure you enter the correct document dates and terms, so that the transactions are aged correctly.

Use the Invoice Entry form to add the transactions, as described in the User Guide.

Note that if you choose to enter the original amount of each invoice, you will also have to enter transactions for each payment, credit or debit note, and adjustment that has been applied to the invoice.

5. Create a payment entry for each prepayment you have made to a vendor.

Use the SETUP bank Use the SETUP bank code with each batch of payments you create.

Do not select Print Check

Do not select the Print Check option for any of the payments you enter. Record the number of the check in the check number field.

If you previously added original invoice amounts, enter all payments, credit notes, debit notes, and adjustments made to those invoices.

Use the Invoice Entry, Payment Entry, and Adjustment Entry forms to add the transactions, as described in the User Guide.

6. Choose the Batch Listing icon from the Transaction Reports folder to print a listing of each batch you create. Compare the listings to the source documents from your previous system to be sure the data is complete and correct.

If you find mistakes, correct the batches, then print new listings of the corrected batches.





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Set batches Ready To Post

7. When the batches are correct, select the Ready To Post option for each batch in the Accounts Payable Invoice Batch List form.

8. Use Administrative Services to check data integrity and make a new backup copy of your data to prepare for posting.

9. Choose the Post Batches icon, then post all invoice and adjustment batches.

10. Choose the Payment Batch List icon from the A/P Transactions folder, select the payment batch you want to 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.

11. Choose the Posting Journals icon from the Transaction Reports folder, then print the journals of the batches you posted.

Compare the posting journals to the batch listings you printed earlier and to the source documents from your previous system.

12. Choose the Vendor Transactions icon from the Transaction Reports folder to print the Vendor Transactions report for all your vendors.

Select all transactions types, and print the report by fiscal year and period, and for all transaction types and account types. Select Account Set as the first Sort By option.

13. Check the Vendor Transactions report against your vendor accounts, to be sure you posted all transactions correctly.

14. Check the account set balances on the Vendor Transactions report against the balances in the Payables Control accounts in your general ledger to be sure the total of outstanding payables in your general ledger equals the total of the Accounts Payable ledger.





If the totals do not match, post missing transactions and adjustments to correct errors, then print the report and check it against the general ledger total again.

15. Choose the Create G/L Batch icon from the Periodic Processing folder, then create the general ledger transactions for the batches you posted.

16. Choose the G/L Transactions icon from the Transaction Reports folder, then print the report for each of the batch types you posted in Accounts Payable.

Compare the report to the General Ledger summaries on the posting journals and to the general ledger listing from your previous system to be sure the totals balance.

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.

19. If necessary, change your selection for the Tax Tracking option to At Invoice Level for the tax authorities you use with Accounts Payable. (You selected No Reporting for the option in step 1 of these instructions.)

20. Reconcile, then delete the SETUP bank as follows:

a) Make a bank entry for the total check amount sent to the bank by your Accounts Payable setup transactions (if you entered payments).

b) Clear the individual checks.

c) Post the reconciliation to reduce the bank balance to zero.

d) Delete the bank.

See the Tax and Bank Services User Guide for instructions about reconciling and deleting banks.





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21. Process the general ledger batches.

If your general ledger already contains the correct Accounts Payable and Bank balances, you will need to delete the general ledger batches that you created by posting the Accounts Payable transactions.

If you do not delete the batches, you risk posting transaction amounts twice in your general ledger.

To delete the batches:

■ 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 use another general ledger, delete them from the directory in which you keep your company’s data. (Delete the files that begin with the letters GLAP and GLBK, and have the filename extension .CSV.)

If your general ledger does not contain the Accounts Payable transactions (that is, you have not previously posted payables transactions to the General Ledger), you should print the payables batch listing in General Ledger, check it for errors, then post the batch, following the instructions in the ACCPAC General Ledger User Guide.

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.

If you do not have ACCPAC General Ledger, Accounts Payable creates general ledger batch files in CSV format (Comma Separated Values). These files begin with the letters GLAP and GLBK, and have the filename extension CSV.

Step 10: Add Vendor and Vendor Group Statistics




Step 10: Add Vendor and Vendor Group Statistics (Optional)

After you post transactions to set up the current balances in your vendor accounts, you may want to add account totals from earlier periods and years as statistics in the vendor records.

Before adding vendor statistics, you must:

■ Add records for vendors and vendor groups.

■ Select the Allow Edit Of Statistics option on the Processing tab of the A/P Options form.

See page 2-50 For more information, see “Using Vendor Statistics” in Chapter 2.

To add statistics:

1. Choose the Vendors icon from the Vendors folder.

2. Enter the number of the vendor for whom you are adding statistics, or choose the number from the Finder.

3. Click the Statistics tab.

The Statistics tab of the Vendors form

4. Fill in the Statistics tab as follows:

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.

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tatitics

The Currency field appears only for multicurrency ledgers.





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Currency. If you use multicurrency accounting, select the currency in which you are entering the statistics. You can add statistics in the vendor’s currency or in the functional currency.

5. After specifying the year, period, and currency (if applicable), fill in the following fields:

Amount. Type the total amount of invoices, payments, credit notes, and other transaction types that were processed for the vendor during the displayed period.

Count. Type the number of invoices, payments, credit notes, and other transaction types that were processed for the vendor in the period.

6. When finished, click the Activity tab.

The Activity tab of the Vendors form

7. Fill in the Activity tab as follows:


Currency. If you use multicurrency accounting, select the currency in which to enter amounts. You can enter statistics in the functional currency or the vendor’s currency.

Amount. Type the amount of the highest balance this year, highest balance last year, and so on, for the vendor.

Date. Type the date on which each balance or amount was added to the vendor account.

These fields refer to the last posted documents.





Total Invoices Paid. Type the number of invoices paid to the vendor in the current year to date.

Number Of Checks. Type the number of checks sent to the vendor in the current year to date.

Total Days To Pay. Type the number of days it has taken your company to pay all the invoices that have been paid for this vendor in the current year to date.

8. When finished, click Save.

9. Repeat steps 4 through 8 for each set of vendor statistics you want to add.

10. Click Print on the File menu or choose the Vendors icon in the Vendor Reports folder.

When the Vendor Report form appears, select Vendor Period Statistics as the report type.

Make other selections to include the periods and vendors for which you have entered statistics.

Choose Vendor Group as the first Select By option. This choice arranges vendors on the report by group, so you can compare your vendor statistics report with the statistical report you will print for vendor groups.

Print the report.

11. Compare the figures on the report to the statistical information in your previous payables system to be sure you correctly entered all the statistics you require.

If you find mistakes, edit the statistics for those vendors.

12. Repeat step 10, selecting Vendor Activity Statistics as the report type, to print a report of the activity statistics you entered.

Add vendor group statistics

13. Use the Vendor Groups form to enter statistical totals for all vendors in each of your vendor groups. You enter only period statistics for vendor groups. No activity statistics are kept for groups.

Step 11: Create Payment Selection Codes




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14. Click Print on the File menu or choose the Vendor Groups icon in the Vendor Reports folder.

When the Vendor Group Report form appears, select Vendor Group Statistics as the report type. Select the Include Counts option and make other selections to include the periods and groups for which you have entered statistics, then print the report.

15. Check the report to be sure the totals for the vendor group equal the totals for the vendors in the group. Correct any errors, either in the vendor group record or the individual vendor records.

16. If desired, turn off the Allow Edit Of Statistics option on the A/P Options form to prevent accidental changes to the statistics.

17. After setup, Accounts Payable automatically updates these statistics when you post transactions.

Step 11: Create Payment Selection Codes to Process Payments Automatically

You must create at least one payment selection code if you want Accounts Payable to generate payments for invoices automatically.

You do not have to create payment selection codes if you intend to enter all your payments individually to a batch using the Payment Entry form.

To add payment selection codes:

1. Choose the Payment Selection Codes icon from the Setup folder.






2. In the Selection Code, field, enter or select a code to identify the payment selection criteria (such as “ALL” if you are defining only one). Tab once to move to the next field, then type a description for the code.

3. Complete the Select tab as follows:

Pay From Bank. Select the bank on which you are writing the checks.

Select Vendors With This Bank Code Only. This option restricts the payment selection to vendors that specify this bank in their vendor records.


If you have a multicurrency ledger, you also select the bank currency and the vendor currency.

All checks in a batch must be:

■ Drawn on the same bank. ■ In the same check currency. ■ For vendors with the same source currency.

Bank Currency. This is the check currency. You can only use one in a batch.

■ Rate Type. If the bank currency is different from your functional currency, you can enter or select the exchange rate type you want to use. (You can override this rate when you create a payment batch.)

This tab appears only if you use ACCPAC Transaction Analysis and Optional Field Creator.





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Vendor Currency. All the vendors must use the same source currency. However, you do not have to specify the currency in the selection criteria record; you can select it when you generate payments.

■ Rate Type. If the vendor currency is different form your functional currency, you can enter or select the exchange rate type for converting vendor currency to functional currency.

4. Click the Criteria tab.

5. Choose whether you are taking early payment discounts. Accounts Payable gives you the following choices:

Due Date. Selects documents that are due on or before the end date you specify when you create the payment batch. The program does not select according to the discount date, but will take any discounts that are available.

Discount Date. Selects documents that are eligible for a discount if paid on or before the end date you specify.

Due Date And Discount Date. Selects documents that are due on or before the date you specify, or that have a discount available if paid on or before the date you specify.

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.

6. Choose to pay all documents in the selection, or only transactions that have a Forced status. (You use the Control Payments form to place invoices on hold or force their payment.)

7. Select the range of vendor groups, vendor numbers, account sets, and check amounts from which you want to choose.

The last choice lets you maintain different procedures for smaller checks.

Step 12: Design Checks, Payment Advices, Labels, and Letters




8. Click the Exclusion tab. The Exclusion tab lets you list vendors that you want to exclude from the check run.

9. Click the Optional Fields tab, if you use ACCPAC Transaction Analysis and you wish to assign optional fields to this payment selection code.

Any optional fields that you set up for automatic insertion on payments appear on the grid, along with their default values. You can accept, change, or delete these entries. You can also add any other optional fields that are defined for payments.

Add the payment selection code

10. When ready, click the Add button. Repeat the preceding steps for each payment selection code you want to add.

11. Click Print on the File menu or choose the Payment Selection Codes icon from the Setup Reports folder to print a list of the selection criteria you added. File the report.


ACCPAC Accounts Payable includes sample report formats for checks and payment advices, letters, and mailing labels. You can adapt these reports to print on the check forms you send to your vendors, or you may want to create your own formats.

Accounts Payable provides six check and advice formats that you can use or modify:

APCHECK.RPT — Check-Advice format for dot matrix printers (8.5"x7").

APCHK01.RPT — Advice-Check-Advice format for laser printers (8.5"x11").

APCHK02.RPT — Advice-Check format for dot matrix printers (8.5"x7").

APCHK03.RPT — Check-Advice-Advice format for laser printers (8.5"x11").

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APCHK11.RPT — Check-Advice-Advice format for laser printers (8.5"x11") (contains minor alignment differences from APCHK03).

APCHK14.RPT — Check-Advice-Check-Advice format for laser printers (8.5"x14").

Note the following additional formatting considerations when choosing a form for customization or printing:

Form Consider…

APCHK01.RPT With most printer drivers, this form prints 16-lines in each advice section.

Enter 16 in the Advice Lines Per Page column, or the number of lines your printer driver prints in each advice section

APCHECK.RPT and APCHK02.RPT

With most printer drivers, this form prints 13 advice lines in the advice section.

Enter 13 in the Advice Lines Per Page column, or the number of lines your printer driver prints in the advice section

APCHK03.RPT, APCHK011.RPT, and APCHK14.RPT

With most printer drivers, this form prints 18 lines in the advice section.

Enter 18 in the Advice Lines Per Page 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.

The Crystal Reports manuals provide instructions for adapting the standard forms for your own use

The readme file, PRINTERS.WRI, lists the fields and parameters you can use when customizing your reports.

Where To Now?




Test reports with sample data

Before you begin processing transactions, you should test your 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.

To print test copies of checks, advices, 1099 forms, CPRS reports, and labels:

Use Payment Entry to test checks

■ Use the Payment Entry icon from the A/P Transactions folder to print checks. See Chapter 5 of the User Guide for instructions.

Use the 1099/CPRS report icon to test 1099/CPRS reporting

■ Use the 1099/CPRS report icon from the Vendor Reports folder to print 1099 forms and reports on CPRS vendor payments.

You must first:

− Select the Use 1099/CPRS Reporting option from the A/P Options form.

− Select the Subject To 1099/CPRS Reporting option in the Vendor form for at least one vendor.

− Enter and post invoices from the vendors who are subject to 1099/CPRS reporting.

Use the Letters/ Labels report icon to test labels

■ Use the Letters/Labels report icon in the Vendor Reports folder to test labels. See the System Manager User Guide for 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.

Where To Now?


Apgs-4.doc, printed on 09/14/2004, at 12:17 PM. Last saved on 09/14/2004 11:48 AM.


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Chapter 4 Tutorial

Before You Begin............................................................... 4–2 Sample Company .............................................................. 4–3 Features of the Tutorial Lessons ................................................. 4–3 Starting the Sample Data........................................................ 4–4 Lesson 1: Enter an Invoice ...................................................... 4–6

Open the Invoice Entry Form ................................................ 4–7 Create a New Batch ........................................................ 4–8 Use the Finder to Look Up Vendor Numbers.................................. 4–9 Add Invoice Header Information ........................................... 4–10 Distribute Invoice Amounts ................................................ 4–13 Enter and Distribute Invoice Tax Information ................................ 4–16 Changing the Payment Terms .............................................. 4–18 Use Optional Fields........................................................ 4–19 Edit Exchange Rates ....................................................... 4–20 Check Invoice Totals....................................................... 4–21 Add the Invoice ........................................................... 4–22 Enter Prepayments with Invoices ........................................... 4–22

Lesson 2: Edit an Invoice to Add a Payment Schedule ............................ 4–25 Lesson 3: Add a Credit Note................................................... 4–28

Enter Batch and Document Information for the Credit Note ................... 4–29 Lesson 4: Print and Post an Invoice Batch ....................................... 4–32

Print a Batch Listing ....................................................... 4–33 Post an Invoice Batch ...................................................... 4–36 Print a Posting Journal ..................................................... 4–38 Reset the Printing Destination .............................................. 4–40

Lesson 5: Enter and Apply Payment Transactions................................ 4–41 Enter a Payment Using the “Direct” Mode for Payment Application............ 4–44 Edit Exchange Rates ....................................................... 4–47 Apply a Credit Note to an Invoice Using the “Select” Mode

for Payment Application ............................................... 4–49 Print a Batch Listing ....................................................... 4–52


Apgs-4.doc, printed on 09/14/2004, at 12:17 PM. Last saved on 09/14/2004 11:48 AM.


Lesson 6: Enter a Prepayment and Print a Miscellaneous Check................... 4–53 Add a Prepayment Transaction with the Payment Entry Form ................ 4–53 Add a Miscellaneous Payment Transaction with the Payment Entry Form ...... 4–53 Print a Check from the Payment Entry Form................................. 4–53

Lesson 7: Generate, Print, and Post a Batch of Checks............................ 4–53 Specify Payment Criteria, Print the Pre-Check Register, and

Generate a Payment Batch ............................................. 4–53 Print the Batch Listing, and Print and Post Checks ........................... 4–53

Where To Now? .............................................................. 4–53


Apgs-4.doc, printed on 09/14/2004, at 11:26 AM. Last saved on 09/14/2004 11:23 AM.


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Chapter 4 Tutorial

This chapter contains seven lessons designed to familiarize you with the Accounts Payable tasks you are most likely to perform. The lessons also give you experience with Accounts Payable before you start to work with your own data, and help you learn how to use ACCPAC tools such as Help and Finders.

The tutorial shows you how to:

■ Enter invoices and debit and credit notes.

■ Edit an invoice and add a payment schedule.

■ Post an invoice batch and print the associated reports.

■ Enter prepayments, vendor payments, and miscellaneous payments.

■ Print single checks.

■ Create a check batch.

■ Print and post a batch of system-generated checks.

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.

You do not need to perform most of the lessons in this tutorial in the order they appear.

Before You Begin




Before You Begin You must install Accounts Payable and the sample data before you can do the tutorial. In these lessons, you use the sample data provided with the System Manager for the following companies:

■ A single-currency company called Sample Company Inc., which operates only in the United States.

■ A multicurrency company called Sample Company Limited, with a Canadian home office, which does business in a number of countries.

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.

If your computer is part of a local area network, ask your supervisor or network administrator to install or reinstall the sample data, if necessary. The network administrator can also show you how to log on to the network, start ACCPAC, and choose the sample data.

ACCPAC desktop or Internet browser?

This tutorial demonstrates how to sign on to Accounts Payable using the ACCPAC desktop. However, you can also use an Internet browser to complete this tutorial. All Accounts Payable data entry forms are designed to enable users at remote locations to enter transactions or view data using an Internet browser.

You should also read Chapter 2, “What You Need to Know Before Using Accounts Payable,” in the User Guide, so that you are familiar with the concepts behind the tasks that are discussed in these lessons.

If you are not familiar with choosing commands or moving your cursor around in ACCPAC forms, refer to the appendix, “Using a Mouse or Keyboard,” in the System Manager User Guide.

Print out the chapter for easy reference

If you don’t have a printed version of the Getting Started manual, print out the online version of this chapter so you can refer to it easily while doing the lessons.

Sample Company




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Sample Company The tutorial lessons use data from “Sample Company,” a fictional company that sells office furniture and supplies.

You do not need other ACCPAC applications to do this tutorial, but if you have installed and activated other programs, their icons also appear on the company desktop described in “Starting the Sample Data,” later in this chapter.

If you do not have G/L installed, you will not see account descriptions in many data entry forms.

Features of the Tutorial Lessons Multicurrency fields included

Many of the forms shown in these lessons include multicurrency fields. To avoid confusion, the instructions point out the additional fields and tabs that appear in a multicurrency ledger, and clearly mark all information that applies to multicurrency ledgers only.

You can do the lessons using either the multicurrency or single-currency sample data. There is very little difference in the steps you take to process transactions and print reports in Accounts Payable, whether you use the Multicurrency option or not.

Tools used in ACCPAC

The first lesson contains specific instructions for moving 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.

Each step in a lesson lists the action to take first, followed by explanations and additional information about the task. This separation of information allows you to quickly identify the action in each step, and to read only the information you need.

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.

Starting the Sample Data





1. To start ACCPAC from the company desktop, click the Windows Start button. Click Programs, then click ACCPAC in the ACCPAC program group.

If ACCPAC is already running, click File, then Open Company.

The Open Company dialog box appears.

The program displays the user ID and company from the most recent work session.

The session date is the Windows system date, unless you previously entered a different date — in which case, that date is displayed.

2. In the User ID field, enter ADMIN if it is not displayed.

If no one else uses your computer in the meantime, the next time you start ACCPAC, this ID appears in the Open Company dialog box.

3. In the Company field, select Sample Company Inc. (single-currency), or Sample Company Ltd. (multicurrency), by clicking first the down arrow beside the Company box, and then the name of the company you want.

4. In the Session Date box, type June 30, 2010, in the date format your company uses.

5. Click OK.

Company desktop The company desktop appears. The company’s name is displayed in the title bar of the form. The session date is displayed in the status bar at the bottom of the form.





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The following picture shows the Sample Company Ltd. desktop with program names and icons. The desktop may look different on your computer, depending on your settings and the programs you have installed. (To display program names with icons, click Large Icons on the View menu.)

The Sample Company desktop

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.

Use Help 7. To learn more about an Accounts Payable icon:

a) Display the form by choosing (double-clicking) the icon.

b) When the form opens, press the F1 key to display Help.

Lesson 1: Enter an Invoice




To switch back to the Accounts Payable form from which you opened Help without closing the Help window, do one of the following:

■ Press Alt+Tab, then release, to display the Accounts Payable form.

■ Click the Minimize button in the top right-hand corner of the Help window.

To close an Accounts Payable form, do one of the following:

■ Click Close on the form’s File menu.

■ Click the Close button (if one appears on the form).

■ Press and hold down the Alt key, then press the F4 key.

8. Click the Accounts Payable folder before you begin Lesson 1.

Lesson 1: Enter an Invoice The Sample Company has bought some office furniture from Grant Office Supplies in Houston. Two of the chairs are for the Sample Company’s own reception area, and the rest of the order is going into inventory.

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.

This lesson teaches you how to:

■ Create a new invoice batch.

■ Add an invoice and manually enter tax amounts.

■ Enter a credit note and calculate tax on the transaction.





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■ Enter a prepayment with an invoice.

■ Use the Finder, Help, and other ACCPAC Accounts Payable keys and icons.

To prepare for this lesson:

Read the sections, “Processing Accounts Payable Batches” and “Processing Invoices, Debit Notes, and Credit Notes,” in Chapter 2 of the User Guide, to learn how Accounts Payable handles invoice entry.

Open the Invoice Entry Form

If you have not already done so, display Accounts Payable by clicking the Accounts Payable folder. Then:

1. Click the A/P Transactions folder.

2. Choose the Invoice Entry icon to open the Invoice Entry form.

The Document tab of the Invoice Entry form, ready to enter a new invoice

� Use the Batch Number field to select an existing batch or to create a new batch.

� Use the Entry Number field to select an entry or create a new entry. Accounts Payable automatically assigns entry numbers.





� Use these tabs to display other information for the invoice. The Rates tab appears in multicurrency ledgers, letting you change the invoice exchange rate, rate date, and rate type. If you use Transaction Analysis and Optional Field Creator, you can use the Optional Fields tab to add additional information for the invoice.

� The Currency field appears only in multicurrency ledgers.

� You can select a detail line, then click this button to view all the information — including tax information — for the detail on one form.

� The Undistributed Amount field displays a zero amount when you have fully distributed the document total.

� Use these buttons to save or delete entries, enter prepayments with invoices, print invoices, and close the form.

Create a New Batch

Accounts Payable assigns a new batch number to each new batch you create. This batch number is part of the audit trail for all transactions you enter in the batch, and you cannot assign it to another invoice batch — even if you delete the batch you created.

The batch number also appears with each transaction on the posting journal you will print in lesson 4.

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.

To create a new batch:

1. Using your mouse or the Tab key to move from field to field, fill out the batch header information as follows.

Batch Number. To create a new batch number, click the New button next to the Batch Number field.

2. In the next field, type Invoices - June 30, 2010 as the description for the batch.

Using the batch description

The batch description is part of the information that is displayed for the batch in the Batch List form.

Although you are not required to enter a description for each batch, it is a valuable tool that helps you easily identify your





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batches. If more than one person enters transactions for your company, you may also want to include the operator’s initials in each batch description.

Batch Date. When you create a new batch number in the Batch Number field, the date you typed to start the sample data appears in this field. This is the date to use for this lesson.

Use the Finder to Look Up Vendor Numbers

Vendor numbers identify vendors in Accounts Payable. However, your vendor invoices may not include the vendor number.

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 Finder

To display the Finder, click the Finder icon next to the Vendor 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.

When you select the vendor number, other fields on the Document tab fill out with the data that is entered for the vendor in the Vendors form.

Search for a vendor record

In large databases, you can refine your search so that the Finder 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:

1. From the Find By drop-down list, select Vendor Name.

2. In the next field, select Contains, then select Auto Search.

3. Type batteries in the description field.

4. Double-click the line with the vendor you need or use the arrow keys to move to that line, then click Select.

See Chapter 4 of the System Manager User Guide for more information on using the Finder and setting criteria for customized searches.

Add Invoice Header Information

In this section you will add the header information from the sample invoice in Figure 4.1. Header information is the





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information from the top of the invoice that applies to all the invoice details — such as the address, the terms, the order number, and so on.

To add invoice header information:

1. Referring to the sample invoice in Figure 4.1, fill out the Document tab as follows:

Entry. Accept “1” as the entry number. Accounts Payable assigns the entry number. You do not type in this field when adding a document.

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.

Description. Type Purchase of chairs.

This is the description for the invoice. You can also enter a brief description with each distribution for this invoice.

Vendor Number. Select Grant Office Supplies from the Finder list, or type 1580, the vendor number for this vendor.

When you select the vendor number, Accounts Payable fills in other fields on the tab automatically with information from the vendor record (for example, the tax group and terms).

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.

If you are using the multicurrency sample data, the vendor’s currency code appears beside the vendor name.

Checking the shipping location

Remit-To. To see the address to which you send invoice payments to the vendor, click the Zoom button next to the Remit-To field, or click the field and press F9.

In this example, the remit-to address is the same as the vendor address.





Accounts Payable lets you add as many remit-to locations as you need for a vendor. These locations are displayed when you use the Finder. You can select any of the locations when you enter a check to pay the invoice.

Document Type. Since Invoice is already chosen as the document type, press Tab to move through this field.

Assigning the invoice number

Document Number. Type IN135187. (The number 135187 is the vendor’s invoice number, to which “IN” has been added.)

You can group all invoices together on document lists if you assign consistent document prefixes.

Document Total. Type 4,169.21 as the total amount payable for the invoice.

Document Date. Type June 24, 2010, in the date format you use, or select the date from the drop-down calendar.

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.

Year/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.

Accounts Payable automatically displays the year and period from the company’s fiscal calendar for the date you type.

Changing the year and period

If you need to change the year and period, use the right and 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.

Multicurrency ledger

If you are using the multicurrency sample data, keep in mind that this amount is in the vendor’s currency — as are all other amounts you enter for the invoice.





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Purchase Order Number. Type 86453.

Order Number. Type APR-483, the number assigned by Grant Office Supplies to your sales order.

2. Check all entries on the Document tab against the invoice.

Distribute Invoice Amounts

The invoice from Grant Office Supplies listed items that were destined for inventory and two chairs for reception. In this section, you will distribute the amounts of these purchases to two general ledger accounts in the detail distribution grid at the bottom of the Document tab.

The Grant Office Supplies vendor record provides the default distribution code for an inventory purchase. The distribution code INV is just an easy-to-remember way to enter G/L account number 1300.

Accounts Payable also lets you define distribution sets, which are 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 with columns

If you have a mouse, you can change the width of the Account 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.

You can also experiment with changing the order of columns in Accounts Payable forms.





743 Wark Street Date: Jun 24, 2010

Sacramento, CA 93721 Tel: (916) 555-1422 Invoice: 135187 Fax: (916) 555-2625

SOLD TO: Sample Company 123 Sample Company Plaza Any City

SHIP TO:

Reference Terms PO number Order number Order date

Net 30 PO 86453 APR-483 Apr 18, 2010

Item number Item Description/comments Qty Unit price Amount

C78-3945-1 Executive desk chair 5 374.50 1,872.50

C78-6278-2 Deluxe workstation chair 10 115.00 1,150.00

C33-7896-1 Reception arm chair 2 350.00 700.00

Your prompt payment is appreciated.

Subtotal before taxes 3,722.50

Tax 1 — 5% 186.13

Tax 2 — 7% 260.58

Please send your payment to: Grant Office Supplies 743 Wark Street Sacramento, CA 93721

Attention: Ms. Elspeth Bryant Invoice Total 4,169.21

Figure 4.1. The sample invoice you enter in Lesson 1.





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To move a column, place the mouse pointer on the column title, press the left mouse button, and drag the column to a new location.

ACCPAC saves the changes you make to column widths or position until you restore the original settings for the form. To restore the original settings, right-click the icon on the desktop, then click Restore Defaults. In the Restore Defaults form that appears, click All Other Settings, then click OK.

To enter the invoice details:

1. Select the Amount column for the INV distribution (either tab to it or click it), then press the + key on the numeric keypad on your keyboard to display the calculator. You will use the calculator to add two details from the invoice.

2. Using your numeric keypad:

a) Type 1872.50 + 1150.

b) Press the Enter key.

c) Choose the Paste button from the calculator.

The amount of 3,022.50 is transferred to the Amount field.

3. Press the Insert key to create a new distribution line. (You can also use the Tab key to move through the rest of the columns on the line, and onto a new line.)

4. Select the G/L Account column on the second line.

The second distribution is for the Furniture and fixtures account. Since no distribution code is defined for it, you need to enter the account number.

5. Press F5 or click the Finder button, then:

a) Select the Auto Search option, then in the Find By fields select Description and Starts with.

b) Type furn.





The Finder will display the results of the search — account 1500 Furniture and fixtures.

c) Click the Select button or press the Enter key.

6. Select the Amount field on the second line, and type 700.00 as the amount of the second distribution, then press Tab.

The invoice details are now distributed. Now, you need to enter and distribute the tax.

Enter and Distribute Invoice Tax Information

The Taxes tab shows the tax group, the tax authorities, your tax status (the tax class), and the tax amounts for this invoice. It also lets you choose a tax calculation or entry method, and lets you distribute total tax amounts to individual details, if you wish.

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 Distribute as the entry method in the Tax Amount field, you can enter the total tax amounts manually, but the program will distribute them to the details.





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■ If you select Enter, you can enter the total tax amounts manually and distribute the tax for the details.

■ If you select Calculate, the program calculates and distributes all tax amounts automatically, and you cannot change them.

In this section, you will manually enter the tax totals from the sample invoice.

To enter tax information:

1. Click the Taxes tab.

2. Leave the tax group as it is.

Note that tax is not included in prices for the tax authorities.

3. Select Distribute as the entry method for the Tax Amount, and select Calculate for the Tax Base.

The Distribute method lets you enter tax totals manually, then allocate them to the invoice details using the Distribute button. It also prevents you from changing tax amounts for individual details.

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:





■ Pressing the Tab key until the field is selected, then typing the number.

■ Clicking the field with the mouse, then typing the number.

You may prefer to double-click the field or press the Spacebar before typing, to be sure the field is selected.

5. Move to the second amount field, and type 260.58 as the amount of the second tax.

6. Click the Distribute Taxes button.

You have now finished distributing the invoice and tax amounts.

Check the distributions on the Document tab

7. To see that the document total is now fully allocated, check the detail distribution grid on the Document tab.

Note that amounts now appear in the Allocated Tax and G/L Distribution Amount columns on the Document tab. The Undistributed Amount field is zero.

Ordinarily, you would check the distribution amounts on this tab, then add the invoice. For this lesson, however, you will also:

■ Change the payment terms on the Terms tab.

■ Check the invoice totals on the Totals tab.

■ Edit the invoice exchange rates, if you are using the multicurrency sample data.

Changing the Payment Terms

This vendor normally allows you 10 days to pay invoices. However, you have negotiated a 30-day term for this purchase,





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so you will change the payment terms for the invoice accordingly.

1. Click the Terms tab.

2. Click the Terms Code field, then click the Finder button or press the F5 key.

3. Select N30 (Net 30) for the payment terms.

When you select the terms, Accounts Payable will calculate a due date of July 24.

The N30 terms code does not provide for a discount, so the Discount (Disc.) 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, and you could also change the discount base, if different from the invoice total net of tax.

Use Optional Fields

If you use Transaction Analysis and Optional Field Creator (a separately licensed package available from ACCPAC), and you set up optional fields for automatic insertion on invoices, they appear on the Optional Fields tab:





You can use these fields to add any extra information from invoices to the database for permanent storage.

Edit Exchange Rates

If you are not using the multicurrency sample data, go to the next section, “Add the Invoice.”


If you are using the multicurrency sample data, click the Rates tab.

Note that the Rates tab appears only if:

■ You are using the multicurrency sample data.

■ The vendor does not use your functional (home) currency.

In this example, Grant Office Supplies is a US customer, and the functional currency of the sample data is Canadian dollars.





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Notice two points about amounts displayed on the Invoice Entry form:

All amounts are in vendor currency

■ Amounts on an invoice — including the document total and tax amounts — are always in the vendor’s currency.

■ The batch total in the upper-right corner of the form is a hash total, which means that it is a total of all invoices — regardless of 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.

Check Invoice Totals

Before you add the invoice, make sure you have entered all the amounts correctly.

Click the Totals tab to compare the totals on the Invoice Entry form to the amounts on the sample invoice.

You can change the rate by changing the Rate Type or the Rate Date, or by typing the correct rate in the Exchange Rate field.





The Totals tab of the Invoice Entry form

� 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.

You cannot change any of the information on this screen.

Add the Invoice

Click the Add button on the Invoice Entry form to add the invoice to the batch.

Enter Prepayments with Invoices

You can add one prepayment to each invoice you enter in an invoice batch.

Note: You must add the invoice before you can choose the Prepay button.

1. Click the Prepay button to open the Prepayments form.





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The Prepayments form — when you select or create a batch, Accounts Payable fills in the fields for the prepayment

2. Use the Batch Number field to create a new batch or to select the payment batch to which to add the prepayment. (If you are using the sample data, you will probably have to create a new batch.)

To open an existing batch, either:

■ Choose the number from the Finder, or

■ Type the batch number, then press Tab or Enter.

To create a new payment batch:

a) Click the New button. Accounts Payable assigns a new batch number.

b) In the Batch Description field, type a description for the batch, such as “Prepayments.”

c) In the Batch Date field, enter or select a new date from the calendar if you want to change it.

d) Type the bank code or choose it from the Finder. (For this entry, choose SEATAC.)

3. Using your mouse or the Tab key to move from field to field, fill out the Payment Entry form as follows:

■ Check date (to appear on check and for aging and statistical purposes).





■ Year and period (to which you want to post payment).

■ Prepayment amount. Enter 500.00.

■ Activation date for prepayments (usually the date of the invoice).

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

■ Print Check (if you want to print a check from Accounts Payable; do not select it if you have already issued the check). For this lesson, select Print Check.

■ Check Number (if recording a manually written check; you cannot enter a number if you selected Print Check).

■ Check Language (for printing the amount only; edit the check form to change other aspects of the check).

4. When everything is correct, click the Add button.

Accounts Payable adds the prepayment and assigns the prepayment number using the prefix and next number specified for prepayments on the Options form.

If you selected the Print Check option in step 3, the Print Check button becomes active.

If you didn’t select the Print Check option in step 3, skip to step 7.

5. Click the Print Check button to display the Print Checks form.

For step-by-step instructions for printing checks, see the section, “Printing Single Checks from Payment Entry,” in Chapter 5 in the User Guide.

6. Click the Close button to close the print Checks form.

When the message appears asking if you want to cancel the print run, choose Yes.

Lesson 2: Edit an Invoice to Add a Payment Schedule




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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 Have Learned That:

■ Accounts Payable assigns a batch number to each new batch you create and an entry number to each new entry.

■ 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. (However, you can change the tax amount for the invoice.)

■ You can enter a prepayment for an invoice at the same time as you enter the invoice.

■ You can edit the exchange rates for invoices entered in another currency.

Lesson 2: Edit an Invoice to Add a Payment Schedule Accounts Payable handles multiple payment schedules, such as three payments over 90 days, monthly payments for three years, and so on.

Like other payment terms, you enter payment schedules on the Terms tab. Before you can add a payment schedule with an





invoice, however, you must define a terms code that uses the Multiple Payment Schedule option.

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.


■ Reopen an unposted batch.

■ Edit an existing, unposted invoice.

■ Change the payment terms for the invoice.

■ Create and modify a payment schedule.


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.

To add and edit a payment schedule:

1. If necessary, open the Invoice Entry form. (Choose Invoice Entry from the A/P Transactions folder.)

2. Select the batch to which you added the invoice in Lesson 1.

3. Select entry 1, the invoice you added for vendor 1580, Grant Office Supplies.





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To reopen an existing document, type its entry number in the Entry Number field or choose the invoice using the Finder.

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.

5. Make sure the As Of Date is June 24, 2010, to match the invoice date. If it is not correct, enter the correct date.

If you change the date, Accounts Payable displays a message asking if you want to continue. Choose Yes.

This schedule is for three payments of 50%, 30%, and 20%. If you want to change the due dates or amounts for any of the payments, select the field you want to change, and enter the new data.

The program multiplies the discount base by the discount percentage to determine the discount amount. Accounts Payable displays the document amount as the default, but you can change the discount base, if needed.

6. Choose Save to save the changes you have made to this invoice.

Lesson 3: Add a Credit Note





■ You can open an unposted batch by typing its number in the Batch Number field or by choosing it from the Finder beside the Batch Number field.

■ You can reopen an unposted invoice by typing its number in the Entry Number field or by choosing it from the Finder.

■ To add a payment schedule to an invoice, you must select a terms code that includes a payment schedule.

■ When you specify the starting date for a payment schedule, Accounts Payable automatically calculates the due dates for each payment.

■ You can change the amounts and due dates in a payment schedule.

Lesson 3: Add a Credit Note Two of the chairs you received in the shipment from Grant Office Supplies were damaged, and Grant Office Supplies has issued you a credit note for the items.

In this lesson, you will enter a credit note, and you will have the program calculate the appropriate tax.


■ Add a credit note.

■ Calculate tax for an invoice or credit note.

■ Use the “undistributed amount” information to calculate the document total.


■ If you have not already done so, read the sections “Processing Accounts Payable Batches” and “Processing





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Invoices, Debit Notes, and Credit Notes” in Chapter 2 in the User Guide.

■ If necessary, start the sample data and open the Invoice Entry form, following the instructions in the section “Open the Invoice Entry Form” at the beginning of Lesson 1.

■ If you need help creating a new invoice batch, read the section “Create a New Batch” at the beginning of Lesson 1.

Enter Batch and Document Information for the Credit Note

In this lesson, you can create a new batch for the credit note, or use the batch you created previously for the invoice.

1. Open the Invoice Entry form if it is not already open, and select the last open batch by clicking the navigation button next to the Finder.

Create a new entry

2. Click the “New” button beside the Entry Number field.

3. Type a description for the credit note, such as “Inv135187 - two damaged chairs.”

4. Enter 1580 as the vendor number, then press the Tab key.

Document type is Credit Note

5. Select Credit Note as the document type. (You can either use your mouse to select the document type or, with the insertion point in the Document Type field, press the Down Arrow key until Credit Note is displayed.)

Assign a credit note number

6. Grant Office Supplies’ credit note does not have a number, so type CN135187. (135187 is the number of the invoice to which this credit note applies.)

7. Type or select June 28, 2010 as the document date — four days after the invoice date. (We’ll fill in the total later.)

Accounts Payable uses the document date to age credit notes and debit notes.

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.

10. Tab down to the detail area.

The Distribution Code, INV, is already selected, so you do not need to make a new selection. (The chairs were originally distributed to INV on the invoice.)

11. Type 230.00 in the Amount column for the distribution.

Taxes tab 12. Click the Taxes tab.

13. Select (or accept) Calculate in both the Tax Amount and Tax Base fields.

In this credit note, the tax is added to the cost of the chairs, so leave Tax Included as “No.”

Because you selected Calculate as the tax entry method, Accounts Payable automatically calculates tax amounts and displays the tax in the Allocated Tax field.

Enter the document total

14. Click the Document tab.

Accounts Payable shows the tax plus the price of the damaged chairs as a negative number in the Undistributed Amount field, because you have not yet entered the document total.





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The actual amount of the credit note appears in the G/L Distribution Amount field.

If you were totaling several distribution lines, you could check the document total on the Totals tab, as shown below:

15. Type 248.98 (the G/L Distribution Amount) in the Document Total field, then press the Tab key to leave the field.

16. Check that the undistributed amount is now zero.

Your tax amounts may be different

Note: Your taxes may differ from the amounts illustrated 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.

17. Click the Add button.

When you add a credit note, Accounts Payable updates the number of entries and the batch total shown at the top right corner of the form.


■ You can specify a document number to which to apply a credit note, or enter it with no document number, then apply the credit note later in Payment Entry.

■ You can calculate the tax amount for an invoice or credit note if you do not already know it.

■ You do not type negative symbols or signs when entering amounts on a credit note.

Lesson 4: Print and Post an Invoice Batch




Lesson 4: Print and Post an Invoice Batch After entering documents such as invoices and credit notes, Sample Company takes the following steps to finish processing the transactions:

1. Print and check the batch listing. Correct the batch entries, if necessary, then reprint the listing.

2. Post the batch.

3. Print and check the posting journal.

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 print tutorial exercises to a printer. You can use a printer if you prefer.


■ Print a batch listing. ■ Post an invoice batch. ■ Print and check a posting journal.


■ If necessary, start ACCPAC, select the Accounts Payable sample data, and set the Session Date to June 30, 2010.

Choose Preview as the print destination

■ Select Preview as the print destination (to print the report to the screen), as follows:

1. On the company desktop (the main ACCPAC window), click the File menu.

2. Select Print Destination, then select Preview.

3. Choose OK.

■ Review the sections “Listing Batches,” “Posting Batches,” and “Printing Audit Trail Reports of Batches” in Chapter 2 in the User Guide.





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Print a Batch Listing

In this step, you will print a listing of the batch you created in Lesson 1. You should always print batch listings before posting batches, correct any errors in the batches, reprint the listings, and then attach the listings to their corresponding source documents and file them as part of the audit trail.

Force Listing Of All Batches option

If you select the Force Listing Of All Batches option on the Vendor tab of the Options form, you must print all transaction batches before you can post them.

There are two ways to open the Batch Listing Report form:

■ Select the batch on the Invoice Batch List form, and then choose Print.

■ Choose the Batch Listing icon from the Transaction Reports folder.

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.

To print a batch listing:

1. Choose the Invoice Batch List icon from the A/P Transactions folder.

2. Highlight the batch you created in Lesson 1.





3. Choose Print from the File menu to open the Batch Listing Report form, or click the Print button.

The Batch Listing Report form

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.

This step ensures that only one batch will be listed.

To learn more about the options for printing batch listings, press F1 to view Help.





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5. If the batch you selected contains a payment schedule, select the Show Schedules option to include the payment information on the batch listing.

6. Select “Entered” as the type and “Open” as the status.

7. Click Print to print the listing:

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.

8. Review the information on the batch listing.

You can drag the edge of the form to view more of the report, or you can change the zoom percentage on the toolbar.

If you printed the batch you created in Lesson 1, compare it to the sample invoice in Figure 4.1, to be sure all information and figures match.

If you need more information about batch listings, see Chapter 7, “Reports,” in the User Guide.

9. Click the Close button to close the report.

You can click this button to send the report to your printer.





10. Click the Close button on the Batch Listing Report form (where you chose your print options) to return to the Invoice Batch List.

11. If you found mistakes in the batch, reopen the document (invoice or credit note) by typing its entry number in the Entry Number field on the Document tab, correct any errors, then reprint the batch listing.

Post an Invoice Batch

In this step, you use the Invoice Batch List form to set the batch you created to Ready To Post, then use the Post button to post the batch.

You can post invoice batches from the Invoice Batch List form or from the Post Batches form.

The Batch List form provides information about each batch, including its status (Open, Deleted, Ready To Post, Post In Progress, or Posted), type (Entered, Generated, Recurring, Imported, External, or Retainage), when it was created and last edited and whether it has been printed. The information can help you decide which batches are ready for posting. For more information about using 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.

The posting process:

■ Enters the posted transactions in the vendors’ accounts.

■ Updates statistics in the vendor and vendor group records. If you do 1099/CPRS reporting, posting also updates the 1099/CPRS summary information for the vendors.

■ Creates transactions in a General Ledger transaction batch, if you use the option to create general ledger batches during posting.





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■ Assigns a unique posting sequence number to all invoices in the batch and produces a posting journal, the audit trail report of all transactions posted at the same time.

■ Produces an error batch if there are incorrect entries that cannot be posted.

■ 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.

It is not necessary to back up the few changes you have made to the sample data, unless you want to practice backing up. Follow the instructions for making backups in the System Manager User Guide. If you are on a network, consult your network administrator or supervisor before backing up data.

To post a batch:

1. Choose Invoice Batch List from the A/P Transactions folder.

2. Select the batch you want to post, then double-click in the Ready To Post column.

3. Click the Post button.





If the batch is not set Ready To Post the program will ask if you want to post the batch.

During posting you see messages telling you which transactions are being posted, followed by a message telling you that posting is completed and that general ledger transactions have been created. (Sample Company uses the option to create general ledger transactions during posting.)

4. Click the Close button to finish.

To post several batches at once:

1. Open the Invoice Batch list form, and set the batches Ready To Post.

2. Choose Post Batches from the A/P Transactions folder.

3. Select Range, then enter the range of batches you want to post.

4. Click the Post button.

You see messages telling you which transactions are being posted, followed by a message telling you that posting is completed and that general ledger transactions have been created, if you selected this option.

Print a Posting Journal

Sample Company prints the posting journal immediately after posting batches, verifies the report to the batch listing, then files it with other posting journals.

The journal is the audit trail report of the posted entries.





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To print the posting journal:

1. Choose the Posting Journals icon from the Transaction Reports folder. (You can also double-click the Posting Sequence Number column in the Batch List form to print posting journals.)

2. Select options as follows:

Select Posting Journal. Select Invoice.

Sort By. Select Batch/Entry Number to print the journal in the same order as the batch listing, so you can easily compare the two reports.

From Posting Sequence/To Posting Sequence. Type the number shown in the To Posting Sequence field in both fields. (This is the sequence number assigned when you posted the batch earlier in this lesson. It is the most recent posting sequence.)

Posting sequence number

Accounts Payable assigns a posting sequence number to all batches posted together, and to each posted detail.

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.

When you consolidate details, the posting sequence portion of the entry number is lost, because details from more than one posting sequence can be included in a single consolidated detail.

Revaluation and Provisional Revaluation options appear in multicurrency ledgers.

Include Job Details appears if you use ACCPAC Project and Job Costing.

Include Optional Fields appears if you use Transaction Analysis and Optional Field Creator.





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.

Include G/L Detail Ref/Desc.

You can also select the option to print the G/L reference and description for each transaction, if you wish to include this additional information.

3. Choose Print to print the journal.

4. Review the posting journal and compare it to the batch listing you printed earlier. Check that all transactions were posted.

For more information about the posting journal, see Chapter 7, “Reports,” in the User Guide.

Reset the Printing Destination

If you changed your usual printing destination so you could print to the screen in this lesson, you can change it back, following these instructions:

1. From the File menu on the ACCPAC desktop, select Print Destination.

2. In the Print Destination form, select your normal printing destination.

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

Lesson 5: Enter and Apply Payment Transactions




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Force Listing Of All Batches option on the Vendor tab of the Options form.

■ You must set a batch Ready To Post from the Invoice Batch List form before you can post it.

■ You should back up your Accounts Payable data before posting batches.

■ 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.

■ Each posting run is assigned a unique posting sequence number.

■ Each posting sequence produces a posting journal for your audit trail. You can use the journals to trace posted transactions back to the batch listing and source documents.

Lesson 5: Enter and Apply Payment Transactions Accounts Payable provides two forms for creating payment entries:

■ The Payment Entry form lets you enter and print single checks for vendors.

■ The Create Payment Batch form lets you generate payments according to criteria you specify. You can then print batches of checks from the Payment Batch List.

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:

■ Enter and optionally print checks to pay outstanding invoices.

■ Enter and optionally print prepayment checks for vendors.





■ Enter and optionally print miscellaneous checks.

■ Apply previously posted checks or credit notes to posted invoices and debit notes.

■ Edit system-generated payment batches (generated by the Create Payment Batch form).

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

You open the Payment Entry form by choosing the Payment Entry icon in the A/P Transactions folder or by choosing the Open or New button on the Payment Batch List form.


■ Enter a payment and apply a document.

■ Print the payment batch listing.


■ If necessary, start the Accounts Payable sample data and type June 30, 2010, as the date.

■ Read the section “Using the Payment Entry Form” in Chapter 2 in the User Guide.

Prepare to print ■ Select Preview as the printing destination.

For instructions on changing print destinations, see the beginning of Lesson 4, earlier in this chapter.

To create a new payment batch:

1. Choose Payment Entry from the A/P Transactions folder.





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If you have a multicurrency ledger and if either the bank or your vendor does not use the functional currency, a Rates button appears that lets you edit exchange rate information.

� The bank code identifies the bank account from which you will draw the payments.

� The Currency field and Rates button appear only in multicurrency ledgers. All payments entered in a batch are paid in the currency you specify here.

2. Click the New button beside the Batch Number field to create a new batch.

3. Fill in the batch header information as follows:

Description. Type Payments - June 30, 2010.

Batch Date. Type June 30, 2010 in the date format your company uses, or select the date from the drop-down calendar.

Bank Code. Type the bank code or choose it from the Finder, as follows:

■ If you are using the single-currency sample data, enter SEATAC.






■ If you are using the multicurrency sample data, enter CCB (for a Canadian currency bank).

Currency. You see this field only if you are using a multicurrency ledger. The field automatically displays the statement currency for the selected bank code.

Choose CAD as the currency. This will be the currency of any checks you print from this batch.

You would change the currency code only if the payments you want to enter are in another currency. However, the selected bank account must be set up to accept the currency you want to use. All the currencies accepted by the bank are displayed in the Finder for this field.

Enter a Payment Using the “Direct” Mode for Payment Application

Select mode and Direct mode

Accounts Payable provides two ways to look up the documents to which you want to apply payment: Select mode and Direct mode.

Select mode allows you to list vendor documents in almost any order you want, and provides more information on the documents you select.

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:

1. Add the following information to the Payment Entry form:

Entry Number. Accounts Payable assigns the entry number. You do not type in this field when adding a document.

You do not have to choose the New button when you are adding the first document in a batch, although you have to





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choose New for each additional document in the batch (unless you use the Auto Clear setting).

Description. Type Payment of May shipment as the description.

Transaction Type. Select Payment, if it is not already selected.

You must use the Payment transaction type to pay or partially pay one or more selected documents. You apply the payment to specific documents in the detail grid at the bottom of the Payment Entry form.

You can add four types of payment transactions in the Payment Entry form, including:

■ Payment ⎯ check sent to vendors to pay specific documents (usually invoices). You enter the vendor number, remit-to name and address, check date, check number (if recording a check you already issued), and check language.

■ Prepayment ⎯ deposit on an invoice you have not yet posted. You specify a document number, purchase order number, or sales order number for the prepayment, so Accounts Payable can match the payment to an invoice when both are posted.

■ Apply Document ⎯ transaction that applies a posted payment to a posted document. For example, you use Apply Document to apply a credit note to an invoice and to apply a prepayment that has not been matched to an invoice (for example, if you entered the wrong PO number or invoice number).

■ Miscellaneous Payment ⎯ check made out to a company or individual who is not in the Accounts Payable ledger. You distribute the payment amount to general ledger accounts in the detail entry grid at the bottom of the form.

Date. Type June 30, 2010, in the date format your company uses. This is the date that will appear on the check.





Year/Period. Check that 2010 is entered for the year and that 6 is entered for the period.

Vendor Number. Type 1580, the vendor number for Grant Office Supplies You can also choose the number from the Finder list of vendor numbers.

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 from Accounts Payable.

If you have already issued a check, and are just recording it here, you do not select Print Check.

Check Number. You use this field to record the number of a check you have already issued. You cannot use it if you are printing the check with Accounts Payable.

Check Language. Leave this as ENG (English).

The check language determines the language used when the amount is written out on the check.

2. Choose Direct from the Mode box.

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.

Tab to the Document Number column and type IN158135 as the document number, or select the invoice from the Finder. You can also double-click in the column, and then type the invoice number.

When you tab out of the document number field, Accounts Payable:

■ Displays the current balance of the invoice (Current Balance column).





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■ Enters a default amount to pay the invoice (Applied Amount column).

■ Takes any available discount (Discount Available and Discount Taken columns).

The above column widths have been adjusted so you can see all the information.

Note that the Payment Number column displays “1” as the payment number. The payment number column is used with multiple payment schedules. For single payment terms, the number is always “1.”

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:

■ If you are using the single-currency sample data, the check amount is 74.69, the same as the applied amount.

■ If you are using the multicurrency sample data, the check amount is 109.68.

4. Click the Add button to add the payment.

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.

Edit Exchange Rates


If you are not using the multicurrency sample data, go to the next section, “Apply a Credit Note to an Invoice Using the ‘Select’ Mode for Payment Application.”





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.

Exchange rates are always between the functional currency and the bank currency or the source currency.

In the following example, the functional currency is CAD, and the bank currency is CAD. The bank rate, therefore, is 1.0000000 — and cannot be changed.

The vendor currency, on the other hand, is USD. The Vendor Exchange Rate is the rate for converting the vendor currency to functional currency.

Multicurrency payment application

If the bank currency and the vendor currency are the same as the functional currency, the Rates button does not appear.

This is because the invoice currency, the payment currency and the functional currency are the same, so invoice application and settlement occurs without translation between currencies.

If the bank currency is the functional currency, but the vendor currency is not, the Rate Override form allows you to change the vendor rate, but sets the bank rate to 1.00.

If the vendor currency is the functional currency, but the bank currency is not, the Rate Override form allows you to change the bank rate, but will set the vendor rate to 1.00.





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If neither the bank currency nor the vendor currency is the functional currency, the Rate Override form allows you to change both rates. Accounts Payable converts from the bank currency to the vendor currency by going through the functional currency.

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.)

Keep in mind that:

■ You always enter invoices in the vendor currency.

■ You can pay an invoice in any currency.

■ The payment currency is the currency for the payment batch.

■ The check amount appears in the bank and vendor currency on the Rate Override form after you add the payment.

Apply a Credit Note to an Invoice Using the “Select” Mode for Payment Application

This step shows you how to apply one document to another using the Payment Entry form. It also shows you how to use Select mode on the Payment Detail screen (where in the last section you used Direct mode).

Select mode allows you to list vendor documents in almost any order you want, and provides more information on the documents you select.

To apply a document:

■ If the Payment Entry form is not open, choose the Payment Entry icon from the A/P Transactions folder.

■ Open the last payment batch by clicking the Last button next to the Batch Number field.





■ Click the New button beside the Entry Number field to create a new payment entry.

■ In the next field, type CN for Inv 135187 - returned as the description.

5. Add the following information to the Payment Entry form:

Transaction Type. Select Apply Document.

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.

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/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.

Vendor Number. Type 1580, the vendor number for Grant Office Supplies You can also choose the number from the Finder list of vendor numbers.

Next, select the documents to which you are applying the credit note on this tab.

6. Type CN135187 as the document number. You can also choose it from the Finder.

This is the credit note that you are going to apply.

7. Choose Select from the Mode box (it is the default choice).

Select mode lists vendor documents for selection in the table at the bottom of the form — in the order you want.

Select mode provides you with more information about the vendor’s documents than Direct mode, adding information from any unposted payments that you have already applied.





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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.

8. Choose the Go button, or press F7.

Vendor 1580 does not have many documents, so it does not really matter in which order you list them.

When you choose Go, Accounts Payable displays all the posted documents for the vendor account. (The columns shown below have been adjusted to display the Net Balance.)

Note that payments previously made for IN135187 and IN158135 are “Pending” — which means they have not been posted yet.

9. Click the third Apply field (payment #3) or tab to it.

To display more columns or rows, you can drag the edges of the form with your mouse.

10. Select Yes in the Apply column for invoice IN135187.

To select Yes, either:

■ Double-click the “No” in the Apply column to change it to “Yes.”

Or

■ Press the Spacebar when the Apply column is selected.

You could tab to the Applied Amount column and change the amount if you were not applying the entire credit note to the invoice. However, in this case, you are applying the full amount.





Accounts Payable automatically applies the entire amount, and takes any discount unless you specify otherwise.

11. Choose the Add button to add the transaction.

Print a Batch Listing

In this step, you will print a listing of the current payment batch. You should always list batches before printing checks, correct any errors in the batches, and then reprint the listings and file them as part of the audit trail.

Force Listing Of All Batches option

If you select the Force Listing Of All Batches option on the Vendor tab of the Options form, you must print listings of all transaction batches before you can post them.

There are three ways to open the Batch Listing form:

■ Select the batch on the Payment Batch List form, then choose Print.

■ Choose Print from the File menu on the Batch List form.

■ Choose the Batch Listing icon from the Transaction Reports folder.

The steps in this section assume you are printing to your screen.


1. Choose the Payment Batch List form from the A/P Transactions folder.

2. Select the batch you worked on in earlier lessons.

3. Select Print from the File menu, or click the Print button to open the Batch Listing form.





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4. Select Payment as the Batch Type, if necessary.

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.

6. Select “Entered” as the type and “Open” as the status. (Click your choices, or tab to the field, then press the spacebar to select it.)

7. Choose Print to begin printing the listing.

Remember that you can change your print destinations from Printer to Preview, following the instructions at the beginning of Lesson 4.

8. Review the information on the batch listing.

For more information about batch listings, see Chapter 7, “Reports,” in the User Guide.

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.

Make sure you select Payment batches.

Lesson 6: Enter a Prepayment and Print a Miscellaneous Check




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.


■ You can enter vendor checks and apply posted documents using the Payment Entry form.

■ You can record checks you have already issued, or select Print Check to have the program print the check for you.

■ You can change the language in which you print checks.

■ You can look up the documents to which you want to apply payments in two ways, called Select mode and Direct mode.


You have already seen how to enter checks and apply documents with the Payment Entry form.

This lesson shows you how to enter prepayments and miscellaneous payments, and how to print individual checks with the Payment Entry form.

You print complete batches of checks using the Print/Post button in the Payment Batch List form.

If you are interested only in printing checks, you can skip directly to the section, “Print a Check from the Payment Entry Form,” and print the check you entered in Lesson 5.


■ Enter a prepayment and a miscellaneous payment.

■ Print a check.





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■ If necessary, start the Accounts Payable sample data and type June 30, 2010, as the date.

■ Read the section, “Using the Payment Entry Form,” in Chapter 2 of the User Guide.

Prepare to print ■ Select Preview as the printing destination.

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.

Add a Prepayment Transaction with the Payment Entry Form

Prepayments are checks made out to vendors for invoices that you have not yet posted.

When you add a prepayment, you must identify the document to which the prepayment applies by document number (invoice number), PO number, or sales order number.

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:

1. If the Payment Entry form is not open, choose the Payment Entry icon from the A/P Transactions folder.

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.

4. In the next field, type Prepayment for PO 26700 as the description.





5. Add the following information:

Transaction Type. Select Prepayment.

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/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.

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.

Remit-To. Press the Tab key to move through the Remit-To field.

Print Check. Do not select the Print Check option.

This lesson assumes that you are recording a manually written check, instead of having the program print it.

Check Number. Type 133 for the check number.

When you record a previously written check, you must enter a check number.

Check Language. Leave ENG as the check language.

6. From the Document Type field, select PO Number as the type of number that identifies the invoice to which this payment applies.

You can specify that the prepayment is for an invoice or debit note, or you can choose to apply it using your purchase order number or the sales order number.

Accounts Payable will try to match the prepayment to any invoices you post in future, using the number you specify





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here. (Accounts Payable will also try to match the prepayment to a posted document when you post it — in case you post the invoice batch before you post payments.)

7. Type 26700 in the Apply Payment To field. You can use the Finder to see the PO numbers in invoices that have already been posted.

8. Type 675.00 as the Prepayment Amount. Notice that this amount is in the vendor currency.

9. Type or select July 15 as the Activation Date (in the date format you use).

The Activation Date is the date on which Accounts Payable will start to include the prepayment to offset current payables when it creates payments with the Create Payment Batch form.

10. Once you have edited the Activation Date, choose the Add button to add the transaction.

When you add the transaction, Accounts Payable assigns a prepayment document number, using the prepayment prefix and next sequence number specified in the Options form. The number appears in the Prepayment Doc. Number field.

Add a Miscellaneous Payment Transaction with the Payment Entry Form

Miscellaneous payments are checks made out to companies or individuals who do not have vendor records in the Accounts Payable ledger.

When you add a miscellaneous payment, you must distribute the payment amount in the same way that you distribute the amount of an invoice in the Invoice Entry form.

To add a miscellaneous payment:

1. If Payment Entry form is not open, choose the Payment Entry icon from the A/P Transactions folder.





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.

4. Select Miscellaneous Payment as the transaction type.

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.

Year/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.

Click the Zoom button beside the Remit-To field, or tab to the field and press the F9 key. The following form pops up:

Type the following remittance information:

Remit-To. Type Emergency Flood Relief.

Address. Type 93 Aster Drive.

City. Type Birmingham.





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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.

Print Check. Choose the Print Check option.

Check Language. Leave English as the check language.

You are now ready to enter the payment distribution in the detail-entry grid at the bottom of the form.

7. Click the Account field on the first distribution line, then

type 6180 or select the account using the Finder. When you tab to the next field, the Account Description column shows that this is the Donations (expense) account.

Press Tab to move to the Amount field.

8. Type 5000 as the amount.

9. Type whatever you want in the Reference field.

10. Type Donation - Flood Relief as the description.

11. Press Enter or Tab to complete the line, then click the Add button to add the transaction.

Enter payment distribution lines here.





In the next part of this lesson, you print a check for a payment entry that you added.

Print a Check from the Payment Entry Form

In this step, you will print the check that you entered at the beginning of this lesson.

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).

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:

1. On the Payment Entry form, select the entry number of the first check you entered. (It should be the first entry in this batch.)

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.





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� The default check stock, next check number, number of leading checks, and report form to use for printing checks are all set in Bank Services — although you can override them at print time.

� The check status and check number assigned to this check are updated when the check has been printed.

� You can print an alignment check to make sure the check forms are lined up properly in the printer. The alignment form prints Xs.

� If the check is not printed properly, you can reprint it. To reprint:

■ Reply “No” to the question that asks whether all checks were printed successfully.

■ Select the reprint range, or double-click the check status column to set the status to “Not Printed.”

If the name of a Check/Advice form is not displayed, use the Browse button to select one. Accounts Payable comes with five check forms:

■ APCHK01.RPT — prints a combined check and advice for laser printers.

■ APCHK02.RPT — prints a combined check and advice for dot matrix printers. (advice over check)

■ APCHK03.RPT – prints a combined check over two advice forms for 11-inch check forms.

■ APCHK11.RPT – prints a combined check over two advice forms for 11-inch check forms.

■ APCHK14.RPT – prints a combined check, advice, voided check copy and advice for 14-inch check forms.

3. Click the Print button.

If you choose the Browse button, Accounts Payable assumes the check report file is in the Bank Services program directory, so displays the contents of that directory. You select the drive and directory you need.





4. If you set the Print Destination to Preview, the check and advice will appear on the screen, like this:

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.

Accounts Payable displays messages saying it is posting the check information to Bank Services, then it displays the Print Checks form again while it updates the print status, then it returns you to the Payment Entry form.

If checks are not printed properly . . .

You should always look over your checks before choosing 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 checks

If you discover after leaving the Print Checks form that the check is incorrect, you will have to delete the payment entry to void the check with Bank Services, then create a new entry.

Lesson 7: Generate, Print, and Post a Batch of Checks




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6. When you return to the Payment Entry form, note that the check number has been added.

7. Choose the Close button to leave the Payment Entry form.

In the next lesson, you will use Create Payment Batch to generate checks for all outstanding invoices.


■ You can enter prepayments and miscellaneous payments with the Payment Entry form.

■ You must enter a check number if you are recording a check you issued manually.

■ You can identify the document for a prepayment by its invoice number, PO number, or sales order number.

■ Prepayments are automatically applied when the invoice (or the prepayment) is posted.

■ If Accounts Payable does not match the prepayment to its invoice when the invoice is posted (for example, because the number on the prepayment is incorrect), you can apply it using the Apply Document payment type.

■ You can print individual checks with Payment Entry.

■ You can reject the checks if they were not printed properly, and reprint them.


Although you can enter and print checks from the Payment Entry form, you will usually generate payment entries automatically using Create Payment Batch.





The process for generating and printing checks automatically is as follows:

1. Enter payment controls, if necessary, such as holds on individual vendors or invoices.

2. Specify payment criteria (such as the range of vendors or the payment amount) in the Create Payment Batch form.

3. Print and review the Pre-Check Register to see which invoices are going to be paid with the selection criteria you specified.

4. Change selection criteria or payment controls, if necessary, and reprint the Pre-Check Register.

5. Generate payment entries.

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.

7. Edit or delete payment entries, if necessary, and reprint the batch listing.

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.

Accounts Payable will print all the checks, ask you to confirm that they have been printed properly, then, if you reply Yes, post the transactions to vendor accounts.

Only one system-generated batch at a time

You can process only one system-generated payment batch at a time. If you want to use Create Payment Batch to generate two separate batches, you must print all checks from the first batch, and post the transactions, before you generate the second batch.

If you try to create a batch — or print the Pre-Check Register — when a previous system-generated batch is still unposted,





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Accounts Payable will display an error message. You must post or delete the first batch before you can continue.


■ Set the payment criteria in the Create Payment Batch form.

■ Print the Pre-Check Register.

■ Generate a payment batch using Create Payment Batch.

■ Print the checks and post the payment batch.


■ If necessary, start the Accounts Payable sample data and set the Session Date to June 30, 2010.

■ Read the “Using the Create Payment Batch Form” in Chapter 2 of the User Guide.

Prepare to print ■ If desired, select Preview as the printing destination, as described at the beginning of Lesson 4, earlier in this chapter. You can also print to your printer, if you prefer.

Specify Payment Criteria, Print the Pre-Check Register, and Generate a Payment Batch

Accounts Payable gives you the flexibility to specify exactly which vendors you want to pay each time you generate checks.

You can specify:

■ Whether to select vendors by their bank code.

■ Whether to take or ignore discounts.

■ Whether to pay all documents or only forced documents.

■ The range of vendor groups.

■ The range of vendor numbers.





■ The range of vendor account sets.

■ The range of payment amounts.

■ Which vendors to exclude from the check run.

To set payment selection criteria in Create Payment Batch:

1. Choose Create Payment Batch from the A/P Transactions folder.

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.

� 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.

� The dates show what check processing has been done recently.

� 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.

2. Type ALLVEN for the payment selection code, and press Tab to move out of the first field.

Currency fields and the Rates tab appear in a multicurrency ledger.





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When you press Tab, the settings from the “ALLVEN” selection code appear in the form, and the first field disappears from the screen. This field will appear again if you choose the Clear button to clear the current selection criteria — and after you generate the payment batch.

Criteria tab 3. Click the Criteria tab.

4. Accept Due Date as the method to select documents for payment.

Accounts Payable lets you select documents by:

■ Due Date — to select only documents that are due for payment on the date you specify.

■ Discount Date — to select only documents that are eligible for a payment discount on the date you specify.

■ Due Date And Discount Date — to select documents that are due for payment and documents that are eligible for a payment discount on the date you specify.

5. Choose July 7, 2010 as the Due On Or Before date from the drop-down calendar, or type in the date.

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.

6. Choose All Selected Documents to pay all documents that fall within the selection criteria you specify.





If you choose Only Forced Documents, Accounts Payable pays only those documents that were assigned a Forced document status in the Control Payments form and:

■ Meet the criteria you specified on the first tab of the Create Payment Batch form.

■ Are not paid in another open payment batch.

■ Are within the range of vendor amounts you specify on this tab.

7. Leave all the range fields as they are to include all vendors.

Exclusion 8. Click the Exclusion tab to display the Vendor Exclusion List.

The Vendor Exclusion List lets you select the names of vendors you want to exclude from the check run.

You can add vendors to the exclusion list by selecting the 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.

The ALLVEN payment selection code does not exclude any vendors. (You can compare this payment selection code to the INVCKS code, which lists one vendor for exclusion from the check run.)

Accounts Payable provides vendor holds at a number of different levels. You can:

■ Use the Vendors form to place individual vendor records on hold.

■ Use Control Payments to place ranges of vendors or invoices on hold.

■ Use the exclusion list to exclude vendors from a payment batch.

You can leave the list as it is, or change it if you like.





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Multicurrency 9. If you have a multicurrency Accounts Payable ledger, click

the Rates tab.

The Rates tab in the Create Payment Batch form

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.

To print the Pre-Check Register:

1. When you have completed all the tabs, click the Register button to print the Pre-Check Register.

If any error messages appear (stating that you missed some fields in the form), click OK, fill in the requested information, then click the Register button again.

If a previously created payment batch is unposted, you will not be able to continue until the batch is posted or deleted.

When the Pre-Check Register appears on the screen, use the navigation buttons to view other pages of the report.

See Chapter 7 of the User Guide for more information on the Pre-Check Register.

2. When you have reviewed the Pre-Check Register, close the Preview form by clicking the close button in the upper right corner to return to the Payment Batch form.

When you have reviewed the Pre-Check Register — and checked that you are paying the vendors that you expected to pay — you can generate the payment batch.





To generate the payment batch:

1. Click the Generate button to generate the payment batch. When batch generation is finished, the following message appears:

2. Write down the batch number, then click Close.

The next step after generating the payment batch is to print the batch listing.

Print the Batch Listing, and Print and Post Checks

Once the payment batch has been generated, it is the same as the batch of payments you created with the Payment Entry form.

You cannot edit or add to the system-generated batch unless you selected the Allow Edit Of System Generated Batches option in the Options form.

Sample Company uses the Allow Edit Of System Generated Batches option, so you can use Payment Entry to:

■ Change entries in the batch.

■ Add to the batch.

■ Delete payment entries.

■ Print individual checks before printing the rest of the batch.

Generally, you would print the payment batch listing, review the listing, correct or delete payment entries (if necessary), then print the checks and post the batch.





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Force Listing Of All Batches

You must print batch listings if you select the Force Listing Of All Batches option in the Options form.

Remember that there are three ways to print listings of payment batches:

■ Select the Print choice from the File menu in the Payment Batch List form.

■ Click the Print button on the Payment Batch List form.

■ Choose the Batch Listing icon from the A/P Transaction Reports folder. This is the method used in this lesson.


1. Choose the Batch Listing icon from the A/P Transaction Reports folder.

2. For the Batch Type, choose Payment.

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.

4. Select “Entered” as the type of batch and “System” as the status (and clear all other options).

5. Choose Print.

6. Once you have looked at the list, close the Preview form, then choose Close from the Batch Listing Report form.

To print checks and post the payment batch:

1. Choose the Payment Batch List icon from the Accounts Payable folder.





2. Highlight the batch for which you want to print checks, then choose the Print/Post button.

If you generated the batch using Create Payment Batch, choose the batch with the description “SYSTEM GENERATED CHECK BATCH”, the following message appears:

3. Choose Yes to select the Ready To Post option for the payment batch.

Posting occurs immediately after the checks are successfully printed, so the batch must be ready to post before you proceed.

When you choose Yes, Accounts Payable displays the Print Checks form.

Choose the Refresh button to list the most recent payment batches.





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To set up your check preferences see the Tax and Bank Services User Guide

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.

4. Click the Print button.

If you are really printing continuous forms checks, you should print an alignment check first to make sure the check forms are lined up properly.

5. If you printed to the Preview destination, look over the checks that were printed, then close the Preview window.

When you close the Preview window — or when the checks have been printed on a printer, you see a message that asks whether all checks were printed successfully.

6. Click Yes.

Accounts Payable will:

a) Post the check information to Bank Services.

b) Return to the Payment Batch List.

c) Post the payment transactions to vendor accounts.





d) Display the following message when finished:

The above procedure varies slightly for several reasons:

If printing separate advices

■ If you are printing checks then advices, Accounts Payable will:

a) Print the checks first, and ask you to confirm that they are correct.

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 then reprint them, if necessary.

If processing was previously interrupted

■ If a previous printing run was disrupted so that a restart record exists, Accounts Payable will complete the previous operation before it prints and posts the batch you selected.

For example, assume you started to print a single check from a batch using the Payment Entry form, then canceled the procedure.

■ If you select the batch and choose Print/Post from the Payment Batch List, Accounts Payable will:

a) Tell you that a restart record exists and ask whether you want to proceed.





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b) Open the Print Checks form and let you print the check that was not printed earlier.

c) Post the check information to Bank Services.

d) Return to the Payment Batch List.

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.

The final step in the check processing cycle is to print the payment audit reports, which include the payment posting journal and the check register.

To print the posting journal and check register:

1. Choose the Posting Journals icon from the Transaction Reports folder, then make the following entries:

Select Posting Journal. Choose Payment.

Sort By. Choose Batch/Entry Number to print the journal in the same order as the batch listing, so you can easily compare the two reports.

From Posting Sequence and To Posting Sequence. Type the number shown in the To Posting Sequence field in both fields. (This is the sequence number assigned when you posted the batch.)

2. Click Print.

3. Review the posting journal and compare it to the batch listing you printed earlier. Check that all transactions were posted.

4. Click Close to leave the Posting Journals form.

5. Choose the Check Register icon from the Transaction Reports folder, then make the following entries:

From Posting Seq. and To Posting Seq. Type the same posting sequence numbers you used for the Posting Journal report.





Print G/L Summary. Choose this option if you want to create a summary page of transactions that will be posted to the G/L.

6. Click Print.

The Check Register includes 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.

Continuation checks appear if you print combined check and advice forms and the payment information cannot fit on a single advice.

7. Click Close to leave the Check Register form after you review the report.

For more information about posting journals and check registers, see Chapter 7, “Reports,” in the User Guide.

You Have Learned That

■ You can select ranges of vendor groups, vendors, account groups and payment amounts when specifying payment criteria in the Create Payment Batch form.

■ You can add vendors to a payment exclusion list — or you can place a hold on the vendor using the Vendors form or using the Control Payments form.

■ You can print a Pre-Check Register before generating payment transactions.

■ You can edit all payment transactions generated by Create Payment Batch if you select the Allow Edit Of System Generated Batches option in the Options form.

■ 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.

Where To Now?




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■ 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.

For more information and instructions on processing invoice, payment, and adjustment transactions, refer to Chapters 4 and 5 in the User Guide.

For information about processing steps that are part of your period-end procedures, see Chapter 6, “Periodic Processing,” in the User Guide.

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.

Getting Started A–1

Apgs-A.doc, printed on 09/14/2004, at 12:05 PM. Last saved on 09/14/2004 12:04 PM.


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Appendix A Setup Checklist

This appendix describes the Accounts Payable Setup Checklist, and tells you how to print it.

You can print the Setup Checklist (form AP-SETUP.PDF) for use while setting up Accounts Payable. As you complete the step-by-step instructions in Chapter 3 of the Getting Started manual, check off each step on the checklist, including:

■ Gathering data from your present payables system.

■ Adding payables accounts to your general ledger chart of accounts.

■ Adding tax, bank, currency, and security information.

■ Selecting options in the Accounts Payable Options form.

■ Adding Accounts Payable records.

■ Adding vendor accounts and related records.

■ Adding remit-to locations.

■ Adding recurring payables records.

■ Adding the opening balances and outstanding transactions for your vendor accounts.

■ Adding vendor statistics.

■ Adding optional fields (if you use them).

■ Preparing and testing formats for printed checks and payment advices.

Sample Setup Checklist

A–2 ACCPAC Accounts Payable



Sample Setup Checklist The Setup Checklist (shown on the following pages) can guide you through the steps of setting up your Accounts Payable system.

To print the checklist:

1. On the Windows Start menu, click Programs, then ACCPAC.

2. Click the subfolder Checklists and Forms, and then Accounts Payable 5.3A.

3. Choose a form from the list.

You can also open a checklist from the folder X:\ACCPAC\CHKLSTS\AP53AENG where X: is the drive where your ACCPAC programs are located.

Acrobat Reader will start.

4. From the File menu, click Print. Adjust the settings, and then click OK.





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A–4 ACCPAC Accounts Payable

