ACCOUNTS PAYABLE. Generally an invoice is recorded in A/P to pay for expenses, inventory or other amounts owed by the company excluding payroll.

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1 Contents Finance Payables Update AP Invoice... 1 Quick Pay:... 2 Examples of Invoices... 5 Finance Payables Update AP Cheque... 6 Finance Payables Update AP to AR Inquiries and Reports Finance Payables Inquiry AP Invoice Finance Payables Inquiry AP Cheques Finance Payables Reports Aged Payables Finance Payables Update AP Invoice Generally an invoice is recorded in A/P to pay for expenses, inventory or other amounts owed by the company excluding payroll. - A Payable can be changed before any payment has been made, either partial or full. - If for a Part, make sure a GL Inventory Account is attached. Payable No: - Added by the system when Invoice is submitted. - If entering manually, must be an Invoice already submitted in the system or will receive an Error message: Page 1 of 15

2 - Numeric only. - Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice. Vendor Code: Mandatory - Cursor automatically defaults to this field when screen is opened. - Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor. Quick Pay: - Name and Address: o Text box appears when button is clicked. o Allows the system to create a cheque and Invoice in one screen without putting in a Vendor Code. o Can only pay one Invoice at a time. o Enter the name and the address of the Vendor. o Alphanumeric. o Freeform. o Unlimited space. o Enter Key is enabled. - Correct accounts need to be set up in the system. - Two transactions occur, one for the Invoice and another for the cheque. - Once Submitted, a Cheque Print Button will appear. Click to print the cheque. - Cheque can be cancelled. This will cancel the Invoice associated with it. Invoice No: Mandatory - Enter the number on the Invoice. - System checks to make sure there is not already an Invoice with that number for the Vendor. - If there is the system will bring up that Invoice, not create a new one with a duplicate number. - Alphanumeric. - Freeform. Invoice Date: Mandatory - The date on the Invoice when received. - Can be added manually or through the Calendar icon. - Format will be MM/dd/YY. Page 2 of 15

3 Due Date: Mandatory - Will automatically fill in a month from the Invoice Date. - Auto calculates from the Due Days specified on the Vendor s Profile. - If Due Days have not been specified on the profile defaults from the Store Parameters. - Can be changed manually or through the Calendar icon. - Format will be MM/dd/YY. PO Number: - Reference only. - Can enter the PO # issued to the Vendor. - Not linked to anything. Tax Code: - Defaults from the Vendor Profile. - Can be changed by using the dropdown. Discounts: - For prompt payments. - Deducted from the cheque not the Invoice. - Percentage: o Enter amount manually. o Cannot be a negative value or will receive an Error message. o Cannot be over 100 or will receive an Error message. - Date: o If the Percentage is not 00, the current date will be entered by default. o Can be changed manually or with the calendar icon. - Total (Overridden): o Amount defaults in from the Percentage. o Can only be edited if Overridden is enabled. o Freeform. o Must be a valid number or will receive an Error message. Page 3 of 15

4 Exch. Rate: - If the Funds Code is not a domestic currency, this field will appear. - Rate can be overridden from this screen, if needed. - Do not need to update the Rate Table. Line Amount: - Amount before taxes. - Numeric only or will receive an Error message. - Positive, negative, or Manually entered. Gross Amt: - Line Amount + Taxes - Automatically calculates. - To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered. - The Line Amount will recalculate to account for Taxes. Line Description: - Freeform. - Alphanumeric. - Unlimited Space. GL Account: Mandatory - May automatically default in when the Line Amount is entered, based on the Vendor. - Comes from Vendor Profile. - Can be changed. - Can manually type in the correct account or click on the Underlined link and choose from the Table. - Can add multiple lines if multiple GL accounts are involved. GL Description: - Defaults from the GL Account. - Cannot be edited from this field. Comments: Page 4 of 15

5 - Alphanumeric. - Unlimited. - Freeform. Override: - Allows the User to override the Tax Amount. - Checked allows the Tax to be overridden. - Unchecked, the Tax cannot be overridden. Tax Codes: - Comes from the Tax Code dropdown in the upper section of the window. - Cannot be overridden in this field. Tax Amounts: - Line Amount * Tax Amount (from the Tax Code). - Cannot be changed if Overridden is not enabled. - A Warning message will appear if try to change without checking the Overridden box. - Invoice Total will change if Tax Amounts is overridden. - Line Amount and Gross Amt do not change. Submit: - Submits the new information to the system. - Generates an Invoice number in the Payable No field if creating from NEW. Clear: - Clears all information from the screen. - If any new information has not been submitted, it will be lost. Examples of Invoices Flooring Invoice: Vendor Code: - Flooring Vendor (General Electric, a certain Bank, etc.). Invoice No. - Manually enter. - Unit ID can be used. Invoice Date: Page 5 of 15

6 - Manually enter or use Calendar icon. Line Amount: - Enter amount of Unit. GL Account: - Unit Inventory Account. ACCOUNTS PAYABLE Unit Costs: - Unit ID: o Enter Unit. - Base Cost: o Enter cost for Unit Line Amount entered on previous screen. - Submit Freight Invoice: Vendor Code: - Freight Company. Invoice No. - Manually enter. - Unit ID can be used. Invoice Date: - Manually enter or use Calendar icon. Line Amount: - Enter Freight amount. GL Account: - Unit Inventory Account. Unit Costs: - Unit ID: o Enter Unit. - Cost Code: o Enter freight cost for Unit Line Amount entered on previous screen. - Submit Finance Payables Update AP Cheque Page 6 of 15

7 Cheque Number: - Manually enter an existing cheque number to bring up a created cheque to look at, void or cancel, or click the Underlined link to choose from the Table. - If the cheque was a Quick Pay cheque, will give a Warning message. - Create a new cheque by entering a cheque number from a box of cheques, OR Click New to generate the next cheque number. - Make sure the cheque number shown matches the pre-printed number on the next cheque to be used. Next Cheque No.: - If either New or a manually entered number is selected, will show Waiting for Bank Code Selection: - If selecting an already created cheque number, this field will be blank. - If filling in the Vendor Code without entering a Cheque Number, will show the next cheque available. Vendor Code: - For whom the cheque is to be made. - Manually enter or click the Underlined link to choose from the Table. Bank Code: - The Bank from which the cheque is to be written. - Will fill in automatically from the Vendor. - Use dropdown if need to choose another Bank. Cheque Date: - Defaults to the current date. - Can be manually changed by entering the date or by using the Calendar icon. Page 7 of 15

8 - Can be pre- or post- dated. Cheque Total: - The total of all payment amounts chosen. - Will show the total of all Pay Amounts when the Vendor Code is first entered. Outstanding Balance: - The total Amount owing minus the Pay Amount chosen. On or Before Due Date: - Defaults to current date. - Can be changed by manually entering the new date or using the Calendar icon. - Can change to a future date to show what is to be paid up to that date as well. This could bring up more Payables. - If changing to a former date, will remove Payables not yet due by the date entered. Cheque MICR#: - Pre-printed on the cheque. - Make sure matches number on the cheque. Payable No. - Clicking the Underlined link shows all future Payables available for the Vendor. - If there are more Payables, add another line to the list before adding extra Payables. Otherwise the new Payable will replace the Payable on the line showing. - If there are no more Payables a pop up box will appear. - To remove Payables not needed to be paid in this cheque run, click the x on that row. Pay Amount: - Lists the full amount owing for each Payable. - Can be changed by manually entering the amount to be paid on the Payable. - If paying more than listed a Warning will appear. Page 8 of 15

9 - Clicking the Underlined link removes the amounts from the rows. - Clicking Reload List adds the amounts again. Reload List: - If anything has been changed, reloads all Payables matching the Search Parameters. Clear List: - Clears the Payables list. - If too many Payables match the Search parameters, and only need to pay a few, instead of deleting all the rows not needed, click this button. - Click the Underlined link to Payables No. and choose only the Payables needed from the Table. Submit: - Prepares the cheque. Clear: - Clears the window of all information. Void Cheque: - Voids the given cheque. - Re-opens the Payable(s) attached to the cheque. - Cannot be voided if already cashed. Print: - Prints the cheque. - Allows the User to choose a Printer to print the cheques. - From the Printer settings, need to choose Actual Sized. Print History: - Shows a history for the cheque showing: prints, voids, reprints, etc. - Click on the field under Harvest Report PDF to show the actual cheque. Page 9 of 15

10 Finance Payables Update AP to AR Vendor ID: - Manually enter or click the Underlined link to choose from the Table. - If the Vendor does not have any outstanding balances, an Error message will appear. Customer: - Automatically fills in if the Vendor is set up as a Manufacturer. - If nothing defaults in, need to set the Vendor up as a Customer. - Does not need to be a Manufacturer. New: - If Vendor does not have a Customer Profile, can add here. - Fill in as in Customer Update. All fields with an * are mandatory. Page 10 of 15

11 - Submit. Outstanding Invoices - A list of AP invoices. - Click on each Invoice No. to be added to the Transfer List. - Can be a credit as well as a debit. - Will automatically show under Items to Transfer To Payables. Items to Transfer To Receivables Payable No.: - Cannot add a line here. - Added from the Outstanding Invoices section. - Can delete a line using the x at the front if needed. Transfer Amount: - Shows full amount of the Payable Balance. - Can be overridden. Submit: - Transfers the balances to AR. Inquiries and Reports Finance Payables Inquiry AP Invoice Vendor Code: - Manually enter or click the Underlined link to choose from the Table. Payable Number: - Must be a Payable number in the system or will receive an Error message. Page 11 of 15

12 - Enter manually. Clear: - Clears the screen of information. Print Activity: - Creates a Summary Report of the Vendor s activities in the system. Outstanding Invoices Payable No.: - Shows all outstanding invoices. - Drill down for further details on the Payable. Invoice No./Invoice Date/Due Date/Invoice Total/Total Paid/Invoice Balance: - Defaults in from the Payable. - Cannot be edited in this window. Paid Invoices Paid Payable: - What Payables have been fully paid. - Drill down for further details on the Payable. Invoice No./Invoice Date/Invoice Total/Paid Date: - Defaults in from the Payable. - Cannot be edited in this window. Year/Total Paid: - Defaults in from the Payable. - Cannot be edited in this window. Payments Item #: - What Payments have been made. - Drill down for further details on the Payments. Pay Date/Pay Amount/Date Cashed/Void Date/Source: - Defaults in from other windows. - Cannot be edited in this window. Page 12 of 15

13 Finance Payables Inquiry AP Cheques Vendor Code: - Manually enter or click the Underlined link to choose from the Table. Cheque No.: - If the Cheque Number is known, enter here to bring up the details of only that cheque. - Will show the list of Payables associated with that cheque. - Clicking the Payable No. in the pop up will show the AP Invoice. Outstanding Cheques - Shows all the un-reconciled cheques for the Vendor. - Clicking on the field under Cheque No. will bring up the Payables attached to that cheque. - Further information can be gained by clicking on the Payable No. or GL Transaction No. in the pop up. All Cheques: - Shows reconciled, un-reconciled and voided cheques. Page 13 of 15

14 Finance Payables Reports Aged Payables Used to balance the General Ledger. Outstanding As At Date: - Defaults to the next Month End Date. - Must be a Month End Date or will receive a Warning. - Can change to a previous Month End Date by manually entering or using the Calendar icon to choose a Date. - Will only show Payables up to the entered Month End. Summary or Detail: - Choose between Detail or Summary. - Defaults to Detail Aged Report. AP Code: - Different Payable Codes in the system: Canadian AP, Floor Financing, US AP, etc.. - Choose from dropdown. - If nothing chosen will print all Invoices grouped by Currency. Calculate Aging using : - Defaults to Due Date. - Choose between Due Date and Invoice Date. Convert Foreign Funds To Domestic: Page 14 of 15

15 - Check to have all Funds showing in the domestic currency. - Currency will be calculated based on the Exchange Rate in the system. - The Funds Code will still show as the foreign currency Code. Print: - Prints the Report based on the Search Parameters chosen. - Shows Vendors alphabetically on the Report. To Excel: - Send the report to an Excel spreadsheet. Clear: - Resets the window to the Default settings. Page 15 of 15