APGUIDE

Accounts Payable User’s Guide

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Table of Contents

Table of Contents

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xi
Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii

Chapter 1: Introducing Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Transaction Types Available. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Processing Options Available. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Additional Management Information Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Accounts Payable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
System Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Inventory Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Bank Book Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
General Ledger Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Multi-Currency Manager Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Purchase Order Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Project Costing Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Chapter 2: Preparing to Set Up Accounts Payable. . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Planning Naming and Numbering Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
File Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Understanding How Sorting and Searching Work . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Planning Your Key Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Examples of Vendor Key Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Examples of Voucher Key Masks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Determining Opening Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Accounts Payable Menu Browser Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Menu Browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Chapter 3: Setting Up System Configuration Options . . . . . . . . . . . . . . . . . . . . . . . . . 33
Completing the Application Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
How to Complete the Application Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Description of Application Setup Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Completing the Voucher Processing Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
How to Complete the Voucher Processing Setup Window . . . . . . . . . . . . . . . . . . . . 37
Description of Voucher Processing Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Completing the Auto Number Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
How to Complete the Auto Number Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . 40
How Automatic Numbering Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
How Masking Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Completing the Check Printing Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

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How to Complete the Check Printing Setup Window . . . . . . . . . . . . . . . . . . . . . . . . 44
Completing the Home Currency Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

How to Complete the Home Currency Setup Window . . . . . . . . . . . . . . . . . . . . . . . 46
Determining Whether to Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Completing the Inventory Interface Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
How to Complete the Inventory Interface Window . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Completing the General Ledger Interface Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
How to Complete the General Ledger Interface Window . . . . . . . . . . . . . . . . . . . . . 51
Transaction Distribution Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Post Distribution Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Running Without the Interface to GL. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Posting GL Distributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Completing the Project Costing Interface Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
How to Complete the Project Costing Interface Window . . . . . . . . . . . . . . . . . . . . . 56
Description of Project Costing Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Completing up System Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
How to Complete the System Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Chapter 4: Setting Up File Maintenance Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Setting up Cash Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
How to Complete the Cash Account Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Description of Cash Account Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Check Information Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Bank Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Completing the Comment Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
How to Complete the Comment Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Completing the Terms Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
How to Complete the Terms Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting Up End of Month Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Completing the Branch Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
How to Complete the Branch Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Completing the Responsibility Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
How to Complete the Responsibility Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Completing the FOB Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
How to Complete the FOB Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Completing the Ship Via Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
How to Complete the Ship Via Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Setting Up Tax Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Determining How You Want to Calculate Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Switching to Automatic Tax Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Completing the Tax Setup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Defining Tax Levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

iv Accounts Payable User’s Guide

Document Processing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Determining the Tax Rate Key Default Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Completing the Tax Authority Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Completing the Tax Rate Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Defining Tax Rate Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Taxes Included in Item Price . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Including Settlement Discounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Tracking Nontaxable Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Completing the Vendor Class Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
How to Complete the Vendor Class Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
How Many Vendor Classes to Define . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Usage in the Print and Post Distribution to GL Report . . . . . . . . . . . . . . . . . . . . . . . 96
Categorizing Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Description of Selected Vendor Class Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Completing the Vendor Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
How to Complete the Vendor Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Description of Selected Vendor Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Setting Up a One-Time Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Deleting a Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Completing the Vendor Item Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
How to Complete the Vendor Item Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Description of Selected Vendor Item Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Completing the Alternate Vendor Address Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
How to Complete the Alternate Vendor Address Window. . . . . . . . . . . . . . . . . . . . 108

Completing the Recur Cycle Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
How to Complete the Recur Cycle Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Recurring at Intervals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Recurring Until Cancel Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Tracking a Specific Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Completing the Project Costing WIP Account Window . . . . . . . . . . . . . . . . . . . . . . . . . . 113
How to Complete the Project Costing WIP Account Window . . . . . . . . . . . . . . . . 114

Establishing Opening Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
How to Enter Open Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Chapter 5: Processing Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Entering Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Voucher Entry Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
How to Enter Vouchers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
How to Enter Handwritten Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Assigning a Status to a Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
How to Enter Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
How to Enter Nontaxable Freight Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
How to Set Up Recurring Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

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How to Cancel a Recurring Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
How to Enter Vouchers for One-Time Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Accrued Receipts Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Viewing Credit Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Entering Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Line Items Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Line Item Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
How to Enter Inventory Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
How to Enter Non-Inventory Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
How to Enter Line Item Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
How to Manually Enter Tax Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
How to Automatically Calculate Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
How to Enter Project Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
How to Insert a Line Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
How to Delete a Line Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
How to Enter the Extended Amount . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Modifying Vouchers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
How to Recall Vouchers to the Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
How to Modify a Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Changing the Vendor Key or Invoice Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
How to Delete Processed Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Modifying Automatic Tax Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Accruing Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Determining the Current Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
How to Accrue, Reaccrue, and Unaccrue Vouchers. . . . . . . . . . . . . . . . . . . . . . . . . 154
Posting Accrual Vouchers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

Chapter 6: Posting Vouchers and Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Selecting Vouchers or Debit Memos to Post . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Select Vouchers or Debit Memos to Post Windows . . . . . . . . . . . . . . . . . . . . . . . . . 160
How to Load Vouchers and Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Select Vouchers or Debit Memos to Post Window. . . . . . . . . . . . . . . . . . . . . . . . . . 163
How to Select Vouchers or Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Unposted Voucher and Debit Memo Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Unposted Voucher and Debit Memo Report Window . . . . . . . . . . . . . . . . . . . . . . . 167
Posting Vouchers and Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Post Voucher and Debit Memo Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
How to Post Vouchers and Debit Memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Posting Project Costs with Retention Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Chapter 7: Processing Additional Cost Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Reasons for Additional Cost Vouchers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Additional Cost Voucher Entry Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

vi Accounts Payable User’s Guide

How to Manually Enter an Additional Cost Voucher. . . . . . . . . . . . . . . . . . . . . . . . 178
How to Preload Line Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Updating Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Entering Project Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Chapter 8: Processing Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Entering Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Debit Memo Entry Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
How to Manually Enter Debit Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
How to Preload Line Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Entering an On Account Debit Memo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Applying a Debit Memo Directly to a Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Entering Project Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Entering Serial/Lot Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Finding Historical Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Additions to the Line Items Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
How to Enter Serial/Lot Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Serial/Lot Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
How to Complete the Auto Numbering Window. . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Modifying Serial/Lot Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Chapter 9: Processing Voucher Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Vendor Locking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Entering Voucher Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Voucher Payment Entry Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
How to Load Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Voucher Payment Entry Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Entering Handwritten Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Handwritten Check Entry Windows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
How to Enter Handwritten Checks for Posted Vouchers . . . . . . . . . . . . . . . . . . . . . 219

Applying On Account Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Apply On Account Payment Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
How to Load Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Generating Unposted Payment Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Unposted Voucher Payment Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Unposted Handwritten Check Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Printing and Posting Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Posting Handwritten Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Determining Which Checks To Print And Post . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
How to Print and Post Voucher Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

Voiding Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Voiding Posted Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Cash vs. Accrual Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
How to Complete the Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Accounts Payable User’s Guide vii













































































CHAPTER 2 Preparing to Set Up Accounts Payable

Menu Item Menu Item Type
Utilities
Adjust Transaction
Change Vendor Key Transaction File Main-
Financial Explorer tenance Forms
Period End Close
Prepare 1099 MISC Form
Purge History Transactions
Purge Line Item History Transactions
Record Lost or Damaged Check
Void Posted Check
Year End Close

Transaction Bank Book Interface
Transaction Cash Disbursement
Transaction Currency Gain/Loss
Transaction Current
Transaction Distribution History
Transaction Distribution to GL
Transaction History
Transaction Last System Document ID
Transaction Line Item History
Transaction One Time Vendor Address
Transaction Unpaid Project Cost
Transaction Vendor Activity
Transaction Voucher History

How to set up You set up Accounts Payable by completing applicable system
Accounts Payable configuration and file maintenance windows. The windows are
accessed as follows:

Step Action

1 From the menu browser, choose the name of the System Con-
figuration or File Maintenance menu item you want to set up.
The window for the menu item appears.

2 Fill in all the appropriate fields in the window.

3 When you have entered all appropriate fields, save the record.

Need more information? Press F1.

32 Accounts Payable User’s Guide

Chapter 3

Setting Up System
Configuration Options

Setting Up System Configuration Options Chapter 3

Overview This chapter provides information and instructions on system
configuration options which should be set up in your system before
Introduction you begin using the software for normal Accounts Payable
operations.

Requiredvs.optional The menu items are presented in the recommended setup order and

menu items completion of them is required.

Online Help As you proceed through the setup, remember to make liberal use of
the online Help for an overview of the option and most importantly
before you enter data in each field.

In this chapter This chapter contains the following sections:

Topic Page

Completing the Application Setup Window 34
Completing the Voucher Processing Setup Window 37
Completing the Auto Number Setup Window 39
Completing the Check Printing Setup Window 43
Completing the Home Currency Setup Window 45
Completing the Inventory Interface Window 48
Completing the General Ledger Interface Window 50
Completing the Project Costing Interface Window 55
Completing up System Setup 59

Accounts Payable User’s Guide 33

CHAPTER 3 Setting Up System Configuration Options

Completing the Application Setup Window

Overview Completion of the Application Setup menu item is required. In this
window you do the following:
Introduction
• Enter company information
In this section • Enter transaction information

This section contains the following topics: Page

Topic 34
How to Complete the Application Setup Window 35
Description of Application Setup Options

How to Complete the Application Setup Window

Description When Application Setup is selected from the menu browser, the
Application Setup window appears.

34 Accounts Payable User’s Guide

Completing the Application Setup Window

Tabs The following table is a description of the two tabs on the Application
Procedure Setup window:

Tab Used to...
Company Information
Define the company name, address, tax
Transaction Information ID, and interface options.

Define the accounting method, a one-
time vendor key, if applicable, and
aging periods.

To complete the Application Setup window, do the following:

Step Action

1 Select Application Setup from the menu browser. The Appli-
cation Setup window appears.

2 Complete the Company Information and Transaction Informa-
tion tabs.

3 Select Save.
Need more information? Press F1.

Description of Application Setup Options

Company The company name, address, and tax ID number you define are used
information throughout Accounts Payable where either the company name or the
entire address is designed to be printed on reports or listings. The
name of the processing company is printed on the headings of reports
and listings.

Company address information used when printing checks is setup in
the SM - Cash Account file.

Applicationinterface If installed, you can choose to interface to Bank Book, Inventory,
options General Ledger, or Project Costing by selecting the applicable
application interface option.

Accounts Payable User’s Guide 35

CHAPTER 3 Setting Up System Configuration Options

If you select to interface to General Ledger, Inventory, or Project
Costing you must additionally complete the application interface
window that appears in the menu browser.

Accounting method You can determine the accounting method for each company whether
it is accrual or cash method. The accounting method determines when
an expense is posted to the General Ledger. If you choose the accrual
method, the expense is recognized in the period in which it originated.
If you choose the cash method, the expense is recognized when it is
paid.

If you are interfaced to Inventory, the cash method is not available.

One-time vendor A one-time vendor is a vendor whose product or service you purchase
key only once. Instead of setting up a permanent record for each one-time
vendor, you set up a miscellaneous vendor key to be used each time
you process an Accounts Payable transaction for one-time vendors.

After you identify the vendor key you will be using for one-time
vendor transactions you must set up a one-time vendor record by
completing the Vendor Class and Vendor menu items, explained later
in this chapter.

Aged reporting You can define aging brackets that define the number of days in terms
periods of time periods for payments that are used in sorting vouchers. The
invoice date, age date, due date, or discount date can be used to
determining aging.

36 Accounts Payable User’s Guide