National Account Billing

Transcription

1 National Account Billing MaddenCo Inc. Revised September 2009 Copyright 2009 by MaddenCo, Inc All rights reserved.

2 Please understand that MaddenCo has expended substantial sums in developing and maintaining its software, systems and related materials, and as a result, it has and will continue to have substantial proprietary interest and valuable trade secrets therein. Also understand that MaddenCo's software, systems, related materials and the "ideas" represented by software, as well as the physical materials, are valuable trade secrets and are strictly confidential material, and important, and that its confidentiality gravely affects the successful conduct of the business of MaddenCo. 2

3 TABLE OF CONTENTS OVERVIEW... 5 MANUALLY ENTERING NAB CREDITS... 9 Accounts Payable Input Accounts Receivable General Ledger PROCESSING NAB CREDITS THROUGH DATA EXCHANGE Working with EDI Vendor Invoices Work with Vendor Invoices Validate Vendor Invoices Process NAB Credit Memos Electronically Created A/P Credit Terms DR TRACKING DR Tracker Aging Report HEADQUARTERS MENU UPDATE PROCESS Accounts Receivable Payment Accounts Payable Credit General Ledger Postings

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5 Overview National Account Billing, or NAB, as we ll refer to this process, involves an agreement between a tire Vendor and another company. The tire Vendor agrees to supply tires and services for fixed prices for all representatives of that company through its Dealer Networks. Maddenco s National Account Billing function allows you to process the Credit acknowledgement you receive from the Vendor in payment of an NAB invoice. This function allows you to post an NAB transaction as both an Accounts Receivable payment and an Accounts Payable Credit. Let s look at an example. Mr. Melville owns the Seabiscut Cookie Company. Seabiscut has a national account with tire Vendor Goodday. Mr. Melville needs to replace his delivery truck tires. You sell, mount, and balance the tires. You enter the invoice for Mr. Melville, who presents his Goodday national account card and signs for the tires. 5

6 The Method of Payment is specified as the Goodday National Account Billing Tender. 6

7 Alternately, you could start the invoice for your Goodday Vendor s NAB customer number, using Mr. Melville s name in the Ship to field. 7

8 During the update, the invoice posts to the A/R account for the Goodday customer. The remainder of this document details posting the Credit you receive from your Vendor and the resulting General Ledger postings. 8

9 Manually Entering NAB Credits First we ll look at processing NAB Credits using the National Account Billing Menu options. This menu is Option 11 on the Tire System Start Menu. 9

10 We ll take Option 1 National Account Billing Entry. 10

11 Enter the Store Number receiving the NAB Credit. This will be the store number that created the original NAB invoice in Point of Sale. 11

12 To enter our new Credit, we ll do F6 Add Credit Memo. 12

13 Accounts Payable Input The first screen presented begins the input of the Accounts Payable side of our NAB entry. We have several functions of note on this screen. 13

14 F4 - Find Vendor allows you to look up your NAB Vendor s Accounts Payable Vendor number. Enter the beginning letters of the Vendor s name and press Enter to position your list. Type 1 and press Enter to select a Vendor. 14

15 Notice our Goodday Vendor number 9 is brought back to the Vendor No: field. The F9 - APPEND DATE function automatically tags on the current four digit date (YYMM) to the invoice number you have entered (available if Accounts Payable control record APINVDIV is set to Y). This feature would be useful for recurring monthly invoices to prevent a duplicate invoice number. Note how the current date was appended to the input invoice number Press Enter for the next screen. 15

16 Here we enter the Credit information: date, Credit amount, description, posting period, discount percent or amount and the due date. The Year/Period is determined by the value of Accounts Payable control record YRPRSYSD: if Y, the year/period is based on the system date; if N, the year/period is based on the invoice date. You may enter the Discount percent allowed for this Vendor or enter a discount dollar Amount. This field is available for input if Accounts Payable control record NOCASHDS is set to N. If you have terms set up for your Vendor (Accounts Payable control record TERM999), the Discount percent and Due Date will automatically be entered. A Number of Payments field can be displayed, allowing you to enter the number of payments allowed for this invoice, if Accounts Payable control record NABTERMS is answered Y. Press Enter to continue to the Accounts Receivable portion of the entry. 16

17 Accounts Receivable Again, we have the F4 - Prompt to find our Accounts Receivable Customer Number. Notice that the Reference Number is the Accounts Payable Invoice Number. You may edit the Reference Number, if you choose. 17

18 As we did when searching for the Vendor, we can enter the first few letters of the Customer s name to position the list to our Customer. Enter 1 to select your Accounts Receivable National Account Customer and press Enter. 18

19 Note how the Accounts Receivable Customer information has been completed. The Amount field can be hidden and the total amount of the Accounts Receivable invoice payments can be calculated if Accounts Receivable control record NABARAMT is set to Y. The Amount will be set to the total of the Accounts Receivable invoices and Credits selected to pay. The F9 - MEMO function can be used to store information about this remittance. 19

20 Press Enter to store this Memo. 20

21 The M alerts you there is a Memo associated with this entry. Use function F9 Memo to display it. Press Enter to continue entering the A/R posting. 21

22 To limit the invoices displayed to only those entered at the store for which you are posting, set Tire System control record NABSSELL to Y. There is a Start at selection for Reference Number. This allows you to set the list to begin at the A/R Reference Number entered in this field. The Reference Number is usually the DR or PO number. If this field is blank, then all Reference Numbers for the selected store will display. Display only open Accounts Receivable items by setting Tire System control record NABARODF to Y. If Tire System control record NABARSEL is set to Y, you may enter a 1 or an S to select the Accounts Receivable invoices to pay with this NAB Credit instead of needing to key the dollar amount to be applied to each invoice. This will pay the full amount outstanding on the invoices. To manually enter the dollar amount to apply to each invoice, set the record to N. The Amount Remaining to Apply appears at the bottom of the screen if you have entered the amount of the A/R payments on the previous screen (NABARAMT set to Y). If NABARAMT set to N, the screen displays the Total Selected for Payment instead. This amount equals the total of the items selected thus far. 22

23 You may choose to use F9 - Auto Post to automatically select invoices to pay. Outstanding Credits for this customer can also automatically be applied if Tire System control record NABRACRD is set to Y. If this record is set, all open Credits are automatically applied first when auto selecting invoices to be paid using the Auto Post feature in NAB. If you don t have an invoice to apply the payment to, you may do F7 - Open Payment. This entry will create an open payment with a system assigned invoice number. This payment can be selected later thru NAB, Cash Receipts or A/R Adjustments to be applied to other outstanding invoices. This feature is only available if NABARAMT is set to Y. If you are finished selecting invoices to pay and there is an amount remaining to apply, an open payment can automatically be created for the remaining amount when you exit the selection screen, if you have Tire System control record NABRAOPN set to Y. This feature is not available if NABARAMT is not set to Y. F3 - End to end the selection of Accounts Receivables. In our example, the NAB Credit amount was not enough to cover the entire amount of the Accounts Receivable invoice. You will typically want to pay off the outstanding A/R invoice, as this Credit is likely the only amount the Vendor will remit to settle this transaction. The difference can be posted to the General Ledger NAB variance account on the following screen. 23

24 General Ledger Finally, the General Ledger portion of the NAB input is displayed. Here, the G/L postings generated by the earlier entries are shown along with the G/L account numbers to be posted. There is another opportunity on this screen to do F9 - Memo, if you haven t attached some notes to this transaction already. Remember our $16.30 shortfall in paying the outstanding Accounts Receivable invoice? If Tire System control record NABPSTDF is set to Y, this difference is automatically posted to a General Ledger account specified in Tire System control record GLNABDIF, your NAB variance account. 24

25 If NAPPSTDF is not set up, you ll need to enter this difference by doing F6 - Add G/L Entry. Enter the General Ledger account you wish to post the difference to and enter the appropriate Debit or Credit amount. If the Vendor sent less that the Accounts Receivable outstanding, this will need to be a Credit amount. If they sent too much (don t you wish?), this will be a Debit. In our example, we have the variance appearing as a negative Credit (which equals a Debit.) You can now limit the G/L accounts that can be input in NAB (and A/R Adjustments input) by User. Set control record ARJVLGL to Y to turn this feature on and then identify the accounts that are not allowed with control records JGL99999, where is a G/L account number. Answer this record with an N if input is not allowed for this account. 25

26 Unsure of what account to enter? F4 - Find displays the Find Account Number screen. Entering on these screens brings you back to the Work with an NAB Credit Memo screen. 26

27 We can edit one of the General Ledger entries using option 2 - Edit if Tire System control record NABGLCHG is set to Y. However, for A/P invoices created from a receiver, outside purchase, Vendor invoice or NAB Credit, the G/L entries that were automatically created can now be protected if control record PROTGLYN is set to Y in the A/P control file. New G/L entries can still be added. Notice this screen shows us the user creating this entry and the date it was entered, as well as the user last changing this entry along with the date it was edited. F8 Change View is available to see the customer number/ employee number and also toggles between the invoice date and due date of the A/P portion of the Credit Memo. Notice the F24 - More keys. This displays more functions, such as F14 - Edit A/P. 27

28 Here you can change information entered on the initial Accounts Payable entry screen. Keep in mind that if you change the amount on this screen, you will need to also edit the Accounts Receivable entry or the General Ledger entry to keep the NAB entry in balance. Press Enter to return to the previous screen. 28

29 Press F24 - More Keys again, and you will find the function F15 - Edit A/R. This will take you back thru entering the Accounts Receivable information and selecting the invoices to be paid. 29

30 Again, remember if you change the amount on this screen, you will need to also edit the Accounts Payable entry or the General Ledger entry to keep the NAB entry in balance. F3 - End returns you to the previous screen. F3 - Exit or Enter from this screen to complete the NAB entry. 30

31 Our NAB entry appears, ready to be updated. Available options include: Option 5 - Display shows the invoices and G/L account numbers associated with this transaction. Accounts Payable control record DSPFLDS contains two characters indicating which two of five possible fields should be displayed on this screen: C for Customer, E for Employee, J for Job, P for PO/Receiving Report number, or Q for Quantity. Option 9 - Print generates a listing of the indicated NAB Credit Memo. Option V - Display Vendor Invoice displays the details of an NAB transaction electronically transmitted from a Vendor. More details on this follow in our next section. F9 - Print generates a listing of the National Account Credit Memos. If Show only selections have been entered, the listing will contain only entries satisfying those selections. If Tire System control record POSTAPGL is set to Y, the G/L account postings are also printed. 31

32 You may choose to set up a streamlined method of keying the A/P Credit Memo from your Vendor, selecting the A/R invoice it pays and automatically posting any difference to G/L. You cannot make a partial A/R payment using this method, nor can you edit the G/L postings. To use this method, set the following Tire System control records: NABARAMT - Y NABARSEL - Y NABPSTDF - Y NABGLCHG - N GLNABDIF - contains the 5 digit General Ledger account number to which any differences between A/R payments and A/P Credits will be posted. 32

33 Processing NAB Credits through Data Exchange National Account Billing Credit Memos can also be input into the system automatically via Data Exchange. If your Vendor currently electronically sends National Account Credits to you, you will already have this feature set up in FTP maintenance. If you are not already electronically processing NAB Credits, see the Data Exchange document for more details on how to set this up. Electronically transmitted NAB Credit Memos are automatically validated when they are received. There is a new validation that is performed to insure the DR receiving a Credit must be for a Vendor Customer s invoice. This was done because it was possible for the same DR number to be used on multiple invoices. In that case, when the Credit was applied, it was being applied to the Non-Vendor Customer s invoices. If for some reason, you do not want this validation to be performed, control record NABEVLVP should be answered with an N. Validated transactions appear in National Account Billing with a status of Ready if Tire System control record NABEDIST is set to R. Otherwise, if NABEDIST is not set to Y, the status for these transactions will be Waiting for Approval - WTAPR. 33

34 If you would like to set a different status based on Vendor, you can add control record +999NABS (where 999 is the National Account Vendor.) The value can be set to W - Waiting or R - Ready. This control record will override all other control records governing the status of an NAB Credit. This can be useful when you start DR processing with a new Vendor and you wish to review the Credit Memos prior to updating. You may want to set the status for all Vendor invoices depending on the percentage difference between the amount of the original A/R versus the credit received from the Vendor. If the amount of the credit differs by the percentage identified in control record NABEDIP%, the credit will be set to a status of Waiting for Approval. For a percentage difference of 2%, enter a value of You may want to set the status for a particular Vendor depending on the percentage difference between the amount of the original A/R versus the credit received from the Vendor. For example, the amount received is within 10% of the original want you want the status to be Ready. If over 10%, you want the status to be Waiting for Approval. To do this, set the value of control record +999NAB% to represents the number of the Vendor you wish to set a variance limit on. When NAB Credits are received from the Vendor, the DR number can be moved to the invoice description for the Credit. Previously, the description said EDI VENDOR CREDIT. Answer control record NABEDRDS with a value of Y to move the DR number to the invoice description of the header. 34

35 Again, notice Option V - Display Vendor Invoice, which allows you to review the transaction details. Use Option 2 Edit to review the invoice and approve it. After editing, the Status changes to Ready. These transactions are now ready to update. Often there is a difference between the amount of the NAB Credit and the Accounts Receivable invoice it is paying. This difference can automatically be posted to the General Ledger account identified in Tire System control record GLNABDIF, if Tire System control record NABEDIPD is set to Y. 35

36 Working with EDI Vendor Invoices The automatic processing described above is carried out for invoices passing validation. If an invoice fails validation, a message is sent to the System Error Log, located on the System Menu. To process these Memos, we ll begin with a look at the NAB transactions as they come from the Vendor. 36

37 The Data Exchange Menu is Option 4 on the Tire System More Options Menu. Next, we ll take Option 11, Vendor Invoice Transactions. 37

38 Work with Vendor Invoices We ll check on the status of our transactions with Option 1 Work w/vendor Invoices. 38

39 You may limit which transactions you are working with by means of the Show Only fields. Enter a Partner Id, Transaction Type or Status. Each field has an F4 - Find prompt for valid values. The Partner Id is a general number assigned to a Vendor or group of Vendor s. In a complex setup, a single Partner id could be linked to many different Vendor numbers used by different stores. This allows different stores to use unique Vendor numbers for the same supplying Vendor / Partner (a one to many relationship.) This set up is covered in more detail in the Data Exchange document. Transaction Types are: A A/P Adjustment Invoice C NAB Credit Memo I ASN/Vendor Invoice R Delivery Receipt Reject Status values are: A Available F Failed P Processed W Waiting Blank All Here we are interested in processing our NAB Credits, so we ll narrow our view to only Tran Type C - NAB Credit Memos. Notice the failed transactions on the Work Vendor Invoices screen. We can use Option 2 Edit to correct the data in error. Edited transactions are automatically revalidated. 39

40 You may delete an entry with Option 4 Delete. Option 9 Print is available if Tire System control record NABEDIPR is set to Y. Tire System control record NABPRTX contains the name of the standard print program - PTNABPR0 in library GPCUSTOM. To route the printing of failed entries, set up the Tire System printer control record NAB. Set up control record ASNI for printer routing of passed entries. Option 5 Displays the details of the transaction. F3 - Exit to return to the Work Vendor Invoices screen. 40

41 Validate Vendor Invoices Instead of editing an EDI NAB transaction to correct errors, we might need to make changes to our files, such as adding a product. After making these corrections, we can manually validate entries with option 6 Validate. After validation, our entry has a status of A Available. Transactions that have been edited are automatically re-validated. 41

42 Process NAB Credit Memos When a transaction has passed validation after editing or manual validation, it must be manually processed using Option 6 - Process NAB Credit Memos. 42

43 We ll enter the Partner id for our Goodday Vendor number 9. This option creates the transactions in the NAB input file for electronically transmitted NAB Credits. 43

44 After processing, the Work with Vendor Invoices transaction status is changed to P, Processed. The entry has been placed in the NAB transaction file and is ready to update. Electronically Created A/P Credit Terms Control record +999NABT (where 999 is a national Account Vendor Number) contains the A/P Terms Code to use for NAB Credits received from this National Account Vendor. If this record is not on file for a particular Vendor, the Terms Code on the Vendor s record is used. Some vendors send split payment information along with their credits. NAB credits can now use this split payment information when the A/P invoice portion of the credit is created. Answer control record +999NABP with a value of Y to use the payment splits sent by a particular vendor. 44

45 DR Tracking This feature will help to monitor the status of Vendor s Delivery Receipts. Control record DRTMSTMP must be answered Y to capture this information. The DR Tracker option is available from the NAB Credit menu, the Vendor Invoice Transaction menu or the Headquarters menu, as well as the Invoice History Menu. 45

46 Notice the Show only Vendor field used to limit the DR s displayed to a single Vendor. 46

47 The Show only Status field allows you to view only DR s with a specific status. Prompt on this field to find DR s with status of: The + in the lower right corner of this display indicates more information on a following page. 47

48 Page down for more DR status choices. 48

49 Enter a 1 beside your choice to limit the records displayed to those of only that status. In addition, you may Show only DR's Created during a low date thru high date range. You may also position the list to Start at DR Number. 49

50 Enter 5 View Time Stamp History beside the DR you wish to view. 50

51 From this screen, you can use option V to Display the Vendor Invoice, option I to Display the POS invoice or use option 5 to Display Details that make up each transaction. 51

52 Option V - Display the Vendor Invoice shows the electronically transmitted detail. The line item products, quantity, amount and invoice number are displayed. Any error that may have occurred in the process is displayed. Error definitions are listed at the bottom of the screen. The created by user, last changed by user and processing user and dates are displayed. Option 5 to Display individual line items is available. You can use F8 - Change the View to toggle between the Vendor s Product number, FET and Extension and the Tire System Product, Invoice and PO number, if applicable. 52

53 Option I - Display Invoice takes you to the Invoice History inquiry. Option 5 Display to show individual line items is available. 53

54 Option 5 - Display Detail on the DR Time Stamp History screen gives you the detail behind each time stamp. Details including the Vendor number, Store, Invoice number and Partner ID are displayed. 54

55 DR Tracker Aging Report The National Account Billing menu also offers the option to print a DR Tracker Aging report. This report prints outstanding DR's for a specific Partner that are a given number of working days old. The customer number and name, DR number, last invoice number, original date, last date, status, and store are printed on the report. You will need access to A/R reports to run this report. 55

56 You will be prompted to enter a Vendor Number, and are asked if you want to Include Newly Created DR s only. This field defaults to Y. Store Number: 000 Product Vendor: 60 Date: 01/24/08 D/R Aging Report Page 1 Customer Number of Working Days Old D/R Number Last Invc Orig Date Last Date Status Store 1-3 DAYS 4-6 DAYS 7-9 DAYS DAYS DAYS 16+ DAYS 7716 BANDAG NATIONAL /08/08 01/08/08 DRCRT P /21/08 01/24/08 SENTV V /24/08 01/24/08 DRCRT P /24/08 01/24/08 DRCRT P /09/08 01/24/08 SENTV V /16/08 01/24/08 SENTV V /18/08 01/24/08 PROC R /23/08 01/23/08 DRCRT P /23/08 01/24/08 SENTV V More... The elapsed number of working days used to include DR's in an aging column are specified using control records DRTAG9DY (where 9 represents a column - 1 to 6.) Control record DRTAG9HD (where 9 represents a column - 1 to 6.) defines the headings for the aging columns. If these control records are not on file, the following predefined defaults are used: Column 1 = 1-3 Days Column 2 = 4-6 Days Column 3 = 7-9 Days Column 4 = Days Column 5 = Days Column 6 = 16+ Days This report uses printer control record

57 Headquarters Menu The Headquarters Menu is located on the Tire System More Options Menu. Option 6 - National Account Billing allows office personnel to review NAB transactions for all stores. 57

58 NAB transactions are displayed in Vendor Number order. Valid Show Only: Status values are: H - Held, W - Wait Approval, O - Out of Balance, R Ready, I - In Use, and E - Error. We can limit our display to NAB transactions for a particular Vendor by using the Show Only: Vendor feature. F4 - Find is available to find an Accounts Payable Vendor number. We can display transactions entered by a particular User by keying a User id in the Created by or last changed by user: field. We can also limit the transactions displayed to those entered at a particular Show Only Store:. To position the list to a particular NAB transaction, we can enter a value in the Start at: Invoice field. NAB Credit Memos can be edited from this screen by using option 2 Edit. This will allow you to approve Waiting Credits for all stores. NAB Credit Memos cannot be created from this screen, but you can use option 5 - Display. 58

59 When displaying the Credit Memo, you have several functions available you can use option 2 - Edit, F8 - Change View or use F9 - Memo to add some notes. 59

60 Returning to the Work with NAB Credit Memos screen, we can use option 9 Print. We can also use option 3 - Hold, option 6 - Release or option 4 - Delete on any entry. We can reset an entry showing a status of INUSE with the if we have special authority. Option V - Dsp Vndr Invc displays a Vendor invoice associated with a particular transaction. Option M - Memo allows us to review or add a memo on a transaction. Option T - DR Tracker displays all transactions related to this DR. 60

61 Updating NAB Entries NAB transactions are updated during the nightly update if Tire System control record NABUPDT is set to Y. This is the preferred method of updating these transactions. The reports fall in line with other update output and are easy to locate if there are questions later. National Account Billing transactions can also be updated immediately using the Miscellaneous NAB Menu Option. From the Tire System starting menu, take menu option 15 - More Options Menu. On the next screen, select option 7 Other Options Menu. From this menu, enter option 15 Miscellaneous Options Menu. Option 10 is the NAB Misc Menu. This update is not recommended. 61

62 Update Process The update process generates several reports during the National Accounts Billing update. The NAB Credit Memo Register shows the Accounts Payable, Accounts Receivable and G/L postings for each NAB transaction updated. MADDENCO TIRES Job ID: 09/22/0909:01:10PTUPALL1 User: U052MADDEN Pgm: TNABUp1 Sys Time: 09:01:10 09/22/09 Store Number: 001 Extra Flag 1: R NAB Credit Memo Register Page: 1 Vendor Name Invoice Amount Discount Description Inv Date Due Date Year/Per 3 BRIDGEROCK RUBBER CO EDI VENDOR CREDIT 11/29/08 12/09/ Net Invoice Reference Amount Amount Customer Name Reference # Amount Applied to Number Applied Remaining Status JOE'S TRUCKING Ready Acct Div Dpt G/L Acct Description Description Quantity Debit Amount Credit Amount ACCOUNTS PAYABLE-TRADE ACCOUNTS PAYABLE-TRA ACCOUNTS RECEIVABLE-VENDORS ACCOUNTS RECEIVABLE SALES-RUBBER-NAB SALES-RUBBER-NAB SALES-RUBBER-NAB INVENTORY - RUBBER Totals A/P Amount Disc 0.00 A/R Amount Debit Credit Ready Net Vendor Name Invoice Amount Discount Description Inv Date Due Date Year/Per 9 GOODDAY TIRE AND RUBBER NAB MELVILLE 09/18/08 10/10/ Net Invoice Reference Amount Amount Customer Name Reference # Amount Applied to Number Applied Remaining Status GOODDAY Ready Acct Div Dpt G/L Acct Description Description Quantity Debit Amount Credit Amount ACCOUNTS PAYABLE-TRADE ACCOUNTS PAYABLE-TRA ACCOUNTS RECEIVABLE-VENDORS ACCOUNTS RECEIVABLE NAB VARIANCE NAB VARIANCE Totals A/P Amount Disc 0.00 A/R Amount Debit Credit Ready Net Vendor Name Invoice Amount Discount Description Inv Date Due Date Year/Per 9 GOODDAY TIRE AND RUBBER EDI VENDOR CREDIT 07/29/08 08/10/ Net Invoice Reference Amount Amount Customer Name Reference # Amount Applied to Number Applied Remaining Status JOE'S TRUCKING Ready Acct Div Dpt G/L Acct Description Description Quantity Debit Amount Credit Amount ACCOUNTS PAYABLE-TRADE ACCOUNTS PAYABLE-TRA ACCOUNTS RECEIVABLE-VENDORS ACCOUNTS RECEIVABLE NAB VARIANCE NAB VARIANCE Totals A/P Amount Disc 0.00 A/R Amount Debit Credit Ready Net Grand Totals A/P Amount A/R Amount Debit Credit Discount 0.00 Net

63 The Vendor Invoice Input Register summarizes the Accounts Payable side of these transactions. MADDENCO TIRES Job ID: 09/22/0309:01:11PTUPALL1 User: U052MADDEN Pgm: PINVUPD Sys Time: 09/22/09 09:01:11 ** Select Fields Used ** Store Number: 001 Transaction Date 09/22/03 Vendor Invoice Input Register Page: 1 Vendor Vendor Name Invoice NAB Inv Date Due Date Pmt Year/Per Gross Amt Disc Amt Net Amt 3 BRIDGEROCK RUBBER CO NAB 11/29/07 12/09/ GOODDAY TIRE AND RUBBER NAB 09/18/0 10/10/ GOODDAY TIRE AND RUBBER NAB 07/29/0 08/10/ Totals E n d The A/P General Ledger Expensing Register details how the NAB Credits are posted to General Ledger for each transaction and summarizes all G/L postings. MADDENCO TIRES Job ID: 09/22/0809:01:11PTUPALL1 User: U052MADDEN Pgm: PINVUPD Sys Time: 09/22/08 09:01:12 ** Select Fields Used ** Store Number: 001 Transaction Date 09/22/03 A/P General Ledger Expensing Page: 1 Vendor Vendor Name Invoice Inv Date Invoice Amt Disc Amt Year/Pr R.R. # G/L Number G/L Amount 3 BRIDGEROCK RUBBER CO /29/ GOODDAY TIRE AND RUBBER /18/ GOODDAY TIRE AND RUBBER /29/ Totals Transaction Date 09/22/08 A/P General Ledger Expensing Page: 2 Ref # G/L Number Year/Pr Description Debit Credit SALES-RUBBER-NAB ACCOUNTS PAYABLE-TRADE INVENTORY - RUBBER ACCOUNTS RECEIVABLE-VENDORS NAB VARIANCE ACCOUNTS PAYABLE-TRADE ACCOUNTS RECEIVABLE-VENDORS E N D 63

64 Finally, the Accounts Receivable Register summarizes the postings to Accounts Receivable. MADDENCO TIRES Job ID: 09/22/0309:01:13PTUPALL1 User: U052MADDEN Pgm: TArUp Sys Time: 09:01:13 09/22/08 Store Number: 1 Accounts Receivable Register Transaction Pgm Reference Invoice Due Db/Cr New Customer Code Code Number Number Date Date Amount Balance JOE'S TRUCKING AJ NAB C GOODDAY AJ NAB C AJ NAB C End Net Change to A/R C 64

65 Accounts Receivable Payment If we take a look at our Goodday customer s Accounts Receivable open items, we see that the original invoice for the NAB purchase has been paid off. 65

66 If we do F5 - Display Detail, we see the NAB Credit Memo posted as Transaction Type AJ. 66

67 Accounts Payable Credit If Accounts Payable control record NABGLTAP is answered Y, the NAB detail is updated to Accounts Payable and the Accounts Payable G/L postings are created for General Ledger. The Accounts Payable Credit appears in the Vendor Status Inquiry, ready to be selected as payment toward this Vendor s invoices in the future. 67

68 General Ledger Postings There are three types of General Ledger entries created in the NAB update: the Accounts Receivable payment, the Accounts Payable Credit and possibly an NAB variance amount (if the Credit Memo from the Vendor does not equal the outstanding A/R item it is posted against.) The Accounts Receivable payment is a Credit (here appearing as a negative debit) to the General Ledger account identified by Tire System control record GLNABAR. You may want to post the A/R portion of a particular Vendor s Credit to an account different than your regular NAB Credits. Control record +999NARG (where 999 is the Vendor number) contains the G/L account to use for any Credits created for this Vendor. If this control record is not on file, the account found in GLNABAR will be used. If the Tire System control record CENTCST is set to Y and the entering store is using centralized A/R (CENTC999 is set up for the store entering the NAB Credit ), the division number in the Accounts Receivable posting will be replaced. The division number of the Accounts Receivable posting will become the value of the store s CENTC999 control record, if Tire System control record CENTGL is set to Y for the entering store. 68

69 The Accounts Payable side posts as a debit (here appearing as a negative Credit) to the General Ledger account identified in Accounts Payable control file maintenance APACCTNO. If the Vendor s record contains a Vendor Payables Number, Accounts Payable control record APACCT99 (where 99 is the payables number from the Vendor record) is used to identify the Accounts Payable G/L posting account. When an NAB Credit received from a Vendor contains an amount for specific products (like sales tax or discounts, etc.), a G/L account can be specified to receive the posting. Control record +NG99988 (where 999 is the Vendor and 88 is a number between 1-99) contains the 5 digit G/L account number to post, followed by the Vendor s Product Number that triggers this special posting. The division number in the G/L account will be overridden by the Vendor 's division number, if Accounts Payable control record GLCODVYN contains a value of Y. If the Accounts Payable control record APDIVNMP or APDIVNUM contain a value of Y, the division number for the G/L posting will be overridden with the store number that created the NAB Credit Memo. The NAB Variance Amount (the difference between the A/P portion of the Credit Memo and the posted A/R portion of the Credit Memo) will be posted to the G/L account found in the Tire System control record GLNABDIF, if Tire System control record NABPSTDF contains a Y. 69