Accounts Payable Invoice History AP-1071

Transcription

1 Accounts Payable Invoice History AP-1071 Overview This Extended Solution to the Accounts Payable module provides the ability to track the original G/L distribution of cash disbursements. An option is available to print the A/P Invoice Header Comment on the A/P Check History by G/L Account report and the A/P Invoice Distribution by G/L Account report. No changes have been made to graphical form programs. Do not check the Use Graphical Forms option in the affected module s Setup if you want to take advantage of the form printing changes offered by this Extended Solution. If you have elected to use graphical forms in the module s Setup, the features of this Extended Solution that affect form printing will not be available. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: 2005 Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 1

2 Extended Solutions Manuals Remove Extended Solutions Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Accounts Payable Setup menu option screen. After the option screens have been displayed, a Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: PRINT GL DISTRIBUTION: Check this box to print the G/L distribution on checks. The following prompt only affects specific reports: PRINT A/P INVOICE HDR COMMENT ON REPORTS: Check this box if you wish to print the A/P Invoice Header Comment on the A/P Check History by G/L Account and A/P Invoice Distribution by G/L Account reports. Leave it blank if you do not wish to use this option Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 2

3 You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation Invoice Data Entry/Updating There are no noticeable differences during invoice data entry. When the A/P Invoice Register is printed, the distribution information by vendor/invoice is captured into a new Invoice Distributions data file for reporting purposes. Check Entry/Updating and Manual Check Entry/Updating As with Invoice Data Entry, there are no noticeable differences during manual check data entry or during check selection entry. If you elect (in Setup) to have the G/L distribution print on the Invoice Payment Selection Register (Figure 2), all G/L distributions for each invoice will print with the current balance (i.e., the unposted amount). Check Printing and Manual Check Printing have been enhanced to allow you to print the Distributions for each invoice; refer to the FORMs section below for details. During the updates, Invoice, G/L and Check Amount detail is captured to the new Check Distributions data file for reporting purposes. RUN DATE: 06/15/93 General One, Inc. PAGE: 1 SYS DATE: 05/07/93 INVOICE PAYMENT SELECTION REGISTER TIME: 02:51 PM DIVISION NO: 01 TRADE ACCOUNTS PAYABLE VENDOR/ DATES INVOICE DISCOUNT NET INVOICE NO. INVOICE DUE DISCOUNT AMOUNT APPLIED AMOUNT AIRWAY AIRWAY PROPERTY ATB-13 08/01/92 08/ GL ACCNT DESCRIPTION BALANCE Prepaid insurance Purchases clearing account SALES TAX OFFSET ACCOUNT 5.00 ATB10 04/01/92 04/ GL ACCNT DESCRIPTION BALANCE Purch clr--w/h ATB11 07/29/92 07/ GL ACCNT DESCRIPTION BALANCE Prepaid insurance Purchases clearing account SALES TAX OFFSET ACCOUNT Postage & other freight.00 Figure 2 Period End Processing During Period End Processing, the Invoice Distributions file is purged when the corresponding invoice is purged from the Open Invoice file. The Check Distribution file is purged when the corresponding check is purged from the Check History file. Report Changes and Additions The options Include Invoice & G/L Detail and Print G/L Account Summary have been added to the standard Check History report. Check the Include Invoice & G/L Detail box to include invoice and General Ledger detail on the report. The option Print G/L Account Summary 2005 Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 3

4 will default to No. You must enter Yes if you wish to print the G/L Account Summary on the Check History report. You may only have one of these options set to Yes when you run the report. Refer to Figure 3 for an example of the report screen and Figure 4 for an example of the actual report output. Figure 3 RUN DATE: 09/18/92 General One, Inc. PAGE: 1 SYS DATE: 08/10/92 CHECK HISTORY REPORT TIME: 11:33 AM AS OF: 12/31/99 BANK CODE: A Security Pacific Checking CHECK CHECK VENDOR CHECK NUMBER DATE NUMBER NAME AMOUNT /28/92 01-ALAN Alan=s Test (MANUAL) INVOICE: ATB INVOICE: ATB INVOICE: ATB /28/92 01-ALAN Alan=s Test Vendor for AP INVOICE: ATB /29/92 01-ALAN Alan=s Test Vendor for AP INVOICE: AAA INVOICE: ATB INVOICE: ATB INVOICE: ATB INVOICE: ATB /29/92 01-ALAN Alan=s Test Vendor for AP (REVERSE) INVOICE: AAA INVOICE: ATB INVOICE: ATB INVOICE: ATB INVOICE: ATB /29/92 01-ALAN Alan=s Test Vendor for AP (MANUAL) INVOICE: ATB INVOICE: ATB INVOICE: ATB BANK A TOTAL: 1, Figure Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 4

5 Three new reports have been added. The Invoice Distributions By G/L Account report (Figures 5 and 6) and the Invoice Distributions By Vendor Number (Figures 7 and 8) report on invoices and which account numbers were used, the total posting amount, and the balance (the unposted to G/L portion). For both of these reports, the option Invoice or Transaction Date? allows you to select whether you want to select invoices for inclusion based on the Invoice Date or the original Transaction Date from the A/P Invoice Transaction History file. Both reports also allow you to choose whether or not to include zero balance entries. If you entered Y at the prompt Print A/P Invoice HDR Comment on Reports? the A/P Invoice Header Comment will print on the Invoice Distributions by G/L Account report (Figure 6). Figure Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 5

6 RUN DATE: 11/03/93 ABC DISTRIBUTION AND SERVICE CORP. PAGE: 1 SYS DATE: 08/05/93 A/P INVOICE DISTRIBUTIONS BY G/L ACCOUNT TIME: 08:11 AM 00 Corporate Offices VENDOR INVOICE INVOICE POSTING NUMBER NUMBER DATE AMOUNT BALANCE Freight 01-POSTMST U.S. POSTMASTER STAMPS-3 08/05/ INVOICE HEADER COMMENT TOTAL: TOTAL: Eastern Branch Offices Utilities 01-SOCALGA SOUTHERN CALIFORNIA GAS CO. FEB /05/ SOCALGA SOUTHERN CALIFORNIA GAS CO. MAR /05/ TOTAL: Postage & other freight 01-POSTMST U.S. POSTMASTER 1011A 08/05/ POSTMST U.S. POSTMASTER STAMPS-3 08/05/ INVOICE HEADER COMMENT TOTAL: TOTAL: ============== ============== REPORT TOTAL: ============== ============== Figure 6 Figure Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 6

7 RUN DATE: 11/03/93 ABC DISTRIBUTION AND SERVICE CORP. PAGE: 1 SYS DATE: 08/05/93 A/P INVOICE DISTRIBUTIONS BY VENDOR NUMBER TIME: 08:09 AM A/P INVOICE DISTRIBUTIONS BY VENDOR/INVOICE NUMBER VENDOR INVOICE POSTING NUMBER NUMBER GL ACCOUNT AMOUNT BALANCE 01-POSTMST 1011A A TOTAL: STAMPS STAMPS-3 TOTAL: POSTMST TOTAL: SOCALGA FEB FEB TOTAL: MAR MAR TOTAL: SOCALGA TOTAL: REPORT TOTAL: ============== ============== Figure 8 The Check History by G/L Account (Figures 9 and 10) reports on posted checks and reflects which invoices were paid, the account numbers used, and the individual posting amounts. If you checked the Print A/P Invoice HDR Comment on Reports box, the A/P Invoice Header Comment will print on the report. Figure Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 7

8 RUN DATE: 11/03/93 ABC DISTRIBUTION AND SERVICE CORP. PAGE: 1 SYS DATE: 08/05/93 A/P CHECK HISTORY BY G/L ACCOUNT TIME: 08:11 AM 00 Corporate Offices BANK CHECK CHECK VENDOR INVOICE POSTING CODE NUMBER DATE NUMBER NUMBER AMOUNT Freight A /02/93 01-POSTMST U.S. POSTMASTER STAMPS TOTAL: TOTAL: Eastern Branch Offices Utilities A /10/93 01-SOCALGA SOUTHERN CALIFORNIA GAS CO. FEB TOTAL: Postage & other freight A /05/93 01-POSTMST U.S. POSTMASTER 1011A A /02/93 01-POSTMST U.S. POSTMASTER STAMPS TOTAL: TOTAL: REPORT TOTAL: Figure 10 The selection screens for both the Invoice Distributions by G/L Account and Check History by G/L Account allow you to sort and select the report by G/L segment. (This feature is only active if General Ledger is installed). Helpful Hints The G/L Distributions that are available for printing on Manual Checks are those that were captured when the invoice was created during Invoice Data Entry. G/L Distributions entered during Manual Check Entry will not be printed. That is, if you are creating the invoice during Manual Check Entry, it s G/L Distributions will not print. This Extended Solution effects only A/P generated invoices. If you wish to write P/O generated invoices to the distribution fields you will need to use the Sage Software Extended Solution PO-1037, Cash Basis Accounting and History Posting. Master Report/Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. New File: Field: AP.CHK_DST All Fields AP.INVDIST All Fields 2005 Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 8

9 The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports and the ODBC Dictionary The files listed below have been added or changed in the ODBC Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Field: AP_CD Cash Disbursements All fields AP_ID Invoice Distributions All fields Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. AP-1071 (Revised 08/05) Page 9