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.
Accounts Payable
Getting Started
ACCPAC INTERNATIONAL
apGS-ttl.doc, printed on 09/13/2004, at 3:01 PM. Last saved on 09/13/2004 3:01 PM.
© 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.
ACCPAC INTERNATIONAL
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.

End User License Agreement for Indicated
Evaluation, Demonstration or Retail Software
THIS END USER LICENSE AGREEMENT APPLIES TO THESE ACCPAC SOFTWARE PRODUCTS:
z z
z
ACCPAC Advantage Series™ Simply Accounting® BitWare®
z z
z
ACCPAC Exchange™ ACCPAC Pro Series™ Simply BitWare®
z
z
ACCPAC Options™ Small Business Edition FAXserve™
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ACCPAC Warehouse ACCPAC VisionPoint® Simply BitFax™
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Management System™ SBA Edition ACCPAC Messenger™
z z
z ACCPAC Plus™ Simply Messenger™
BPI Accounting II™ z
ACCPAC ePOS™
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

01/02/2003 8:44 AM.
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
ACCPAC INTERNATIONAL, INC. Confidential

01/02/2003 8:44 AM.
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.

01/02/2003 8:44 AM.
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.

ACCPAC® SUPPORTPLUS™
TERMS AND CONDITIONS OF SALE
1. General. These terms and conditions (the “Terms and installing, using or accepting delivery of the Materials, you
Conditions”), the invoice, statement, or notice (“Invoice”), and agree to be bound by the EULAs and this Agreement. Unless
the end user license agreement (the “EULA”) for the otherwise indicated in the Invoice, all amounts set forth
Software, as defined below, constitute the entire agreement therein are exclusive of taxes, insurance, and shipping and
(the “Agreement”) between the ACCPAC entity identified in handling charges and you are responsible for payment
the Invoice (“ACCPAC,” “we,” “us,” or “our”) and the buyer thereof.
identified in the “Bill To” section of the Invoice (“you” or “your”) To resume your subscription to any
5. Lapse.
regarding your purchase of SupportPlus. The “Software”
SupportPlus Plan (Software Assurance, Standard or Premier)
refers the to ACCPAC software product(s) for which you have after a lapse, you must purchase a minimum of one (1) full
purchased SupportPlus. This Agreement supersedes all prior
year of service and pay a reinstatement fee of twenty percent
and contemporaneous agreements and may be amended (20%) of the then-current Fee for each month of lapsed
only by a writing signed by ACCPAC.
coverage.
2. SupportPlus Plans and À La Carte Options. Subject 6. Term and Termination. Subject to your payment of all
to your payment of all applicable fees set forth in the Invoice
Fees, the term of the Agreement starts on the date indicated
(the “Fees”), you will receive the SupportPlus Plan (Software in the Invoice and shall continue in effect for a one-year
Assurance, Standard or Premier) or à La Carte option (Tech-
period or such other period expressly set forth in the Invoice
Support OnDemand or Payroll Update Plan) you purchased. (“Initial Term”). Subject to your payment of the renewal and
The upgrades, service packs, payroll tax updates, technical
other Fees, this Agreement shall renew for successive one-
telephone support, and/or other benefits included with the year terms or such other period as expressly set forth in the
SupportPlus Plan or à La Carte option you purchased are set
Invoice (each a “Renewal Term”). The Agreement shall
forth at www.accpac.com/supportplus (the “SupportPlus terminate upon (a) your failure to timely pay any renewal or
Website”). The SupportPlus Plans and à La Carte options
other Fees, as specifically set forth in any Invoice; (b) your
may be amended or modified from time to time by ACCPAC, delivery of a written notice of termination to ACCPAC,
within its sole discretion, upon thirty (30) days notice via
provided that you are not in breach of any terms of the
posting at the SupportPlus Website or other written notice Agreement; or (c) your breach of the Agreement and failure to
given by ACCPAC. Certain SupportPlus Plans and à La
cure such breach within 30 days after written notice thereof
Carte options may not be available in some countries. by ACCPAC, provided that ACCPAC hereby reserves all
3. Current Version; Media. To use or install any rights and remedies available to it as a result of such breach.
upgrades, service packs, payroll tax updates, or any other Upon expiration or termination of the Agreement for any
documentation data or materials available under SupportPlus reason, you acknowledge and agree that (i) you shall not be
(“Materials”), you must have a valid license for the then- entitled to a refund or offset of any amounts owed or paid to
current version of the Software; installing the Materials with ACCPAC; and (ii) you must cease using the Materials and
older versions of the Software may cause the Materials any copies thereof, remove the Materials and any copies
and/or the Software to function improperly and/or the thereof from all computers and other devices in your control,
Software to cease functioning. The Materials, including but and destroy all media in your control containing the Materials
not limited to upgrades, service packs, and payroll tax or copies thereof. Unless otherwise provided herein,
updates, shall be released as determined appropriate by remedies are cumulative and there is no obligation to
ACCPAC, in its sole discretion, and may be provided via CD, exercise a particular remedy. Expiration or termination of the
diskette, Internet, your Solution Provider and/or other delivery Agreement shall not prejudice, limit, or restrict any other
method at ACCPAC’s sole discretion. If available on CD or rights or remedies either party may have arising prior to such
diskette, ACCPAC will deliver the Materials to you (i) FOB expiration or termination. ACCPAC has no obligation to
origin; and (ii) after advance payment of an annual shipping refund any amounts paid by you.
and handling charge for all regular shipments to you under
7. Additional Services. Technical support services,
this Agreement during the applicable Initial or Renewal Term, other than Tech-Support OnDemand, may be provided by
as defined in section 6.
ACCPAC, subject to a separate written agreement between
4. Pricing, Payment, and Acceptance. All fees are the parties. Fees for such technical support services shall be
nontransferable and non-refundable (even in the event you at ACCPAC’s then-current published rates, plus any costs
cancel your SupportPlus coverage). You agree to pay all and expenses, including reasonable transportation and
Fees set forth in the Invoice in the currency specified therein lodging. Availability of and Fees for international technical
within 30 days of the date of the Invoice. ACCPAC may raise support services shall be determined by ACCPAC, in its sole
the Fees for any renewal term upon 30 days prior notice. A discretion.
$50.00 (U.S.) charge will be added to the amount of any
8. Audits. ACCPAC or its agents may audit your books,
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pay all Fees, plus any applicable late fees or penalties, if any the Product complies with the end user license agreement
check, charge, debit or transfer is not honored by your between you and ACCPAC concerning the Product (the
financial institution for any reason. Unless you notify us in “EULA”).
writing within 10 days of the date on your Invoice of any
discrepancy between the Materials you ordered and those 9. Client ID. You must maintain the security of your
you received, you are deemed to have accepted delivery. By 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. 12. Limitation of Liability and Exclusion of Damages.
You may change your Solution Provider of record by NOTWITHSTANDING ANY DAMAGES YOU MAY INCUR
completing the appropriate form provided by ACCPAC. FOR ANY REASON WHATSOEVER, ACCPAC’S ENTIRE
LIABILITY FOR ANY BREACH OF THE AGREEMENT OR
10. Limitations. ACCPAC has no obligation to support: (a)
altered, damaged, or modified Software, (b) problems, issues, FOR ANY CAUSE OF ACTION OF ANY NATURE
(INCLUDING WITHOUT LIMITATION, TORT OR PRODUCT
or errors caused by negligence, abuse, or misapplication of
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YOUR EXCLUSIVE REMEDY AGAINST ACCPAC SHALL
in the ACCPAC documentation; or (d) hardware malfunctions,
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INCURRED BY YOU, UP TO AN AMOUNT NOT TO
which is not the then-current version. At ACCPAC’s request
and your own expense, you will provide ACCPAC with EXCEED THE FEES PAID TO ACCPAC FOR THE
PRECEDING 12-MONTH PERIOD. PROVISIONS SET
documentation of problems and test data, and cooperate with
ACCPAC to resolve the issue(s) submitted by you. ACCPAC FORTH IN SECTIONS 10, 11, AND 12 SHALL APPLY TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE
shall provide SupportPlus in the English language, except as
otherwise agreed in writing. LAW, EVEN IF ANY REMEDY FAILS OF ITS ESSNTIAL
PURPOSE. TO THE MAXIMUM EXTENT PERMITTED BY
11. DISCLAIMER OF WARRANTIES. THE PRODUCT, APPLICABLE LAW, IN NO EVENT SHALL ACCPAC BE
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FORTH IN THE EULA. NO OTHER WARRANTIES ARE DAMAGES OR LOSSES WHATSOEVER, ARISING OUT OF
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SERVICES PROVIDED PURSUANT TO THE AGREEMENT EVEN IF ACCPAC HAS BEEN ADVISED OF THE
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PERMITTED BY APPLICABLE LAW, ACCPAC PROVIDES EVENT OF FAULT, TORT (INCLUDING NEGLIGENCE) OR
THE MATERIALS AND SERVICES “AS IS” AND “AS STRICT OR PRODUCT LIABILITY OR
AVAILABLE” AND THE ENTIRE RISK AS TO MISREPRESENTATION.
SATISFACTORY QUALITY, PERFORMANCE, ACCURACY
13. Miscellaneous. To the extent permitted by local law,
AND EFFORT IS WITH YOU. EXCEPT AS PROVIDED IN
THE LIMITED WARRANTY, IF ANY, ACCPAC HEREBY this Agreement shall be governed by and construed
exclusively in accordance with the laws of California without
DISCLAIMS ALL WARRANTIES, CONDITIONS, OR DUTIES
OF EVERY NATURE WHATSOEVER (EXCEPT ANY regard to the conflict of laws provisions thereof and without
regard to the United Nations Convention on Contracts for the
DUTIES OF GOOD FAITH). FURTHER, THERE IS NO
WARRANTY OF TITLE, ENJOYMENT, OR LACK OF International Sale of Goods. In any action or proceeding to
enforce rights under the Agreement, the prevailing party shall
INFRINGEMENT, OR THAT THE PROVISION OR
OPERATION OF ANY MATERIALS WILL BE TIMELY OR be entitled to recover costs and attorneys’ fees.
UNINTERRUPTED.

Apgs-TOC.doc, printed on 09/14/2004, at 12:25 PM. Last saved on 09/14/2004 12:25 PM.
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
Getting Started iii

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
iv ACCPAC Accounts Payable

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
Apply a Credit Note to an Invoice Using the “Select” Mode
for Payment Application ............................................... 4–49
Getting Started v

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
vi ACCPAC Accounts Payable

Apgs-1.doc, printed on 09/13/2004, at 7:53 PM. Last saved on 09/13/2004 7:52 PM.
Accounts Payable
Introducing
Chapter 1
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 You can access your Accounts Payable data using the ACCPAC
Payable through a desktop or through your Internet browser. All Accounts Payable
browser or from the data entry forms are designed to enable users at remote locations
ACCPAC desktop 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.
Getting Started 1–1

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.
1–2 ACCPAC Accounts Payable

Accounts Payable
Introducing
■ 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

Accounts Payable
Introducing
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.

Accounts Payable
Introducing
■ 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.

Accounts Payable
Introducing
Integrating with Other Programs
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.

Accounts Payable
Introducing
The User Guide
Chapter 4, Tutorial, provides lessons to teach you how to enter

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

Chapter 2
What You Need to Know Before
Setting Up
Before
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
Getting Started 2–i

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
2–ii ACCPAC Accounts Payable

Adding Remit-To Locations ................................................ 2–53

Assigning Optional Fields to Remit-to Locations .......................... 2–54
Adding Recurring Payables ................................................ 2–54
Setting Up
Importing and Exporting Accounts Payable Records.............................. 2–57
Before
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
Getting Started 2–iii


Chapter 2
What You Need to Know Before
Setting Up
Before
This chapter explains the options you can select and the data you
need to add during setup.
Read this chapter Read this chapter before setting up Accounts Payable. It will help
before setting up you create a system that meets your company’s current and
Accounts Payable 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

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.

■ Keeps statistics, and whether Accounts Payable accumulates

statistics by fiscal or calendar year.
■ Allows you to edit statistics.
Setting Up
Before
■ 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 Accounts Payable can process and report transactions in all the
ledgers 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 Before you can select the Multicurrency option in Accounts
accounting in Payable, you must select the Multicurrency option for the
Common Services 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 You can use Accounts Payable with all ACCPAC applications,
and single-currency even if some applications use multicurrency accounting and
applications 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 You can print batch listings whether or not you use the Force
option 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 If you do not want to restrict editing of external batches, use the
Batches option Allow Edit Of External Batches option. External batches are

batches that you create in other ACCPAC programs and send to

Accounts Payable (for example, invoice batches that you
generate in Purchase Orders).
Setting Up
Allow Edit Of To permit editing of batches you import from non-ACCPAC
Before
Imported Batches programs, use the Allow Edit Of Imported Batches option.
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 You can turn off the Retainage Accounting option, later, only if
Retainage there are no unposted batches that include retainage and no
Accounting option outstanding retainage amounts.
Preparing your system If you select the Retainage Accounting option, note that you must
for retainage also specify a retainage control account for each account set in
accounting 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 You should also use the Retainage tab that appears to set options
retainage settings for processing original and retainage documents in Accounts
for vendors 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.

Keep Vendor and Group Statistics
Accounts Payable can keep statistics from transactions posted for

your vendors and vendor groups. You can retain and review
Setting Up
Accounts Payable statistics by period and year, as far back as the
Before
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 Statistics are accumulated into the year and period derived from
document date 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 For vendor and vendor group statistics, you can choose:
maintaining statistics
■ 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 If you edit a vendor’s statistics, you should make the same
balance in vendor changes to the statistics for the vendor group to which the
groups 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 You can change your choices for these options at any time. You
choices 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 If your company pays taxes on its purchases, you can include tax
Statistics amounts in the statistical totals by using the Include Tax In
Statistics option.
Change the Include You can change your choice for the Include Tax In Statistics
Tax In Statistics option 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 You can choose the periods by which statistics are totaled and
Period Type reported: by seven-day periods, weekly, biweekly, four-week

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
Setting Up
choosing whether to use calendar dates or fiscal dates. If you
Before
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 You can change the type of year and period by which Accounts
of reporting statistics 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

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
Setting Up
number of days for which you will retain each one. When you
Before
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 When you create an invoice in Accounts Payable, you can enter
for the tax amount taxes manually or you can let the program calculate taxes for
and tax base 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.

Use 1099/CPRS Reporting
This option determines whether Accounts Payable will track

1099/CPRS payment amounts. Choose this option if your
Setting Up
company reports any payments to vendors that are subject to
Before
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.

■ Document Date. This choice lists open documents by the

document dates entered with them, beginning with the
oldest date.
Setting Up
■ Balance Due. This choice lists open documents by their
Before
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 If you want to change the next number to assign to a lower
document number 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.

Letting Accounts If you do not enter prefixes and document numbers, Accounts
Payable assign Payable automatically assigns 1 as the first document number
prefixes and and uses the following prefixes for each document type, as
document numbers listed here:
Setting Up
Before
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 When you select the Retainage Accounting option on the
the Retainage Processing tab of the A/P Options form, the Retainage tab
Accounting option appears. Selecting the Retainage Accounting option is described
before you can set in the section “Using Retainage Accounting,” earlier in this
other retainage chapter. (Chapter 2 in the User Guide contains overview
options
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 ■ Default Retainage Percentage. The default retainage

percentage 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 ■ Default Retention Period. You also specify the number of
period 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 ■ Base Retainage Amount On. Use this field to specify
retainage amount is whether retainage will be calculated on the document total
based on tax before or after tax is calculated.
Numbering retainage ■ Document Type/Length/Prefix/Next Number. Use the

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

For example, if you enter 5, you can create the retainage

invoice five days before the retainage is due.
Scheduling automatic ■ Schedule To Use For Automatic Creation Of Retainage
Setting Up
retainage processing Documents. If you plan use the Reminder List to process
Before
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 You can edit the options on the Retainage tab at any time, but
options 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 ■ Specify when to create general ledger transaction batches.

produce general You can create them automatically when you post Accounts
ledger transactions 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 If you use ACCPAC General Ledger, Accounts Payable creates
Ledger batches 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.

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
Setting Up
During Posting for the Create G/L Transactions option.
Before
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 To produce only one general ledger batch of each type, choose the
Transactions To Append G/L Transactions To Existing Batch option. If you do not
Existing Batch option 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 To consolidate transactions, use the Consolidate G/L Batches

ledger transactions option. This option lets you combine details posted with the same
during posting 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

and Description fields for each transaction, as described under

“Selecting References and Descriptions for General Ledger
Transactions,” later in this section.
Setting Up
Use the Consolidate G/L Batches option if you do not need a
Before
record of all details posted to every General Ledger account from
Accounts Payable transactions.
Creating detailed If you require detailed general ledger transaction information for
general ledger your Accounts Payable records or want to drill down to
transactions 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 You can print the G/L Transactions report, a listing of the
ledger data 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

This section describes the various codes you need to define in
your Accounts Payable system, and offers some guidelines for
Setting Up
Before
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:
Maximum # of
Record Type Code Name
Characters
Account set Account set code 6 digits or letters
1099/CPRS 1099/CPRS code 6 digits or letters
code
Distribution Distribution code 6 digits or letters
code
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 Payment selection 6 digits or letters
selection code
Remit-to Remit-to location 6 digits or letters
location code
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.

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

CDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abc
defghijklmnopqrstuvwxyz{|}~
Accounts Payable would sort the codes listed in the introduction

to this discussion into the following order:
123

Entering Accounts Payable Setup Information
123A
A-01
A01
A1
Setting Up
AB 1234
Before
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.

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.
Multicurrency If you use multicurrency accounting, you must add at least one
ledgers 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 To add an account set, you enter a unique code of up to six
sets 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.

■ Prepayment Liability account. An asset account to which

prepayments are debited. The account is credited when
prepayments are applied to invoices or refunded.
Setting Up
■ Retainage account. If you use retainage accounting, a
Before
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 If you use multicurrency accounting, you must assign a currency
account set’s code to each account set to identify the currency used by the
currency vendors you will assign to the set. Once you add an account set,
you cannot change its currency.
Multicurrency general Multicurrency account sets include the same accounts as single-
ledger accounts 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 If you use ACCPAC General Ledger with Accounts Payable, you
numbers from should assign General Ledger accounts that can accept the
ACCPAC General currencies used with the account sets in Accounts Payable.
Ledger
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 After defining account sets, you assign them to vendor records,
sets 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.

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 Accounts Payable sets up most 1099/CPRS codes when you
Setting Up
codes are set up by activate a new database. You should have to add or edit codes
Before
Accounts Payable 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 Accounts Payable lets you distribute transactions by distribution
sets of distribution set (a group of distribution codes), by distribution code, or by
codes 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.

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
Setting Up
description (name) for the code, and the general ledger account
Before
number that the code represents.
Add at least one You must add at least one distribution code before you can add
distribution code 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 You do not have to create distribution sets, as Accounts Payable
use distribution sets 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.

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.
Setting Up
Before
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).
Multicurrency ■ The bank currency (multicurrency ledgers only).

ledgers
■ 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 You can use the Multiple Payment Schedule option to set up a
terms 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 If you pay tax on purchases, you can specify whether to include
before or after tax 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 If your vendor uses standard due dates (such as the 1st or 15th of
dates 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

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
Setting Up
periods in the same way as for other terms options, or you can
Before
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 You assign a terms code to each vendor record to set the default
to vendor records 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 Optional fields let you customize your Accounts Payable system
customize Accounts by letting you store an unlimited amount of additional
Payable 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 If you use exactly the same optional fields in Accounts Payable
field information sent and General Ledger, General Ledger will retain the optional field
with transactions from information used in transactions that you send from Accounts
Account Payable Payable.
First, you must set up You can use an unlimited number of optional fields in Accounts
optional fields for your Payable. However, you must first define optional fields for your
ACCPAC system 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 Once you have set up optional fields for your ACCPAC system,
fields you want to use you use the A/P Optional Fields form in the A/P Setup folder to
in Accounts Payable 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:

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

Common Services.
− Leave the field blank.
Setting Up
Before
− 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 After defining optional fields, you can assign them to particular
fields to particular vendor, vendor group, and remit-to location records, as
A/P records described in the section, “Setting Up Vendor Records,” later in
this chapter.
Accounts Payable Accounts Payable assigns the optional fields you define for
assigns optional fields payables transactions when you generate transactions using the
when you create following forms:
transactions
automatically ■ 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.

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.

Preparing to add Before you can add vendor records to Accounts Payable, you
vendor records must set up account sets, 1099/CPRS codes, distribution codes,
distribution sets, and payment terms.
Setting Up
In addition, if you use ACCPAC Transaction Analysis and
Before
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 You use the Vendor Groups form to define the vendor groups
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 If you use ACCPAC Project and Job Costing, we recommend
Distribute By method that you select None as the Distribute By method for vendors
for job-related from whom you frequently purchase goods or services.
vendors (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.)

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).
Setting Up
■ Choose whether to check for duplicate invoices with the
Before
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 Accounts Payable keeps statistics for vendor groups, and
statistics 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 The totals kept for invoices, credit notes, and debit notes can
amounts 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 You use the Vendors form to enter most of your vendor
about your vendors 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,”
■ Whether the account is on hold or inactive. (See “Placing a

Vendor Account on Hold or Setting to Inactive,” later in this
section.)

■ 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
Setting Up
represents the vendor). For more information, see “Entering
Before
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 You also use the Vendors form to identify the ways in which
the Vendors form 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.
Multicurrency If you use multicurrency accounting, the account set

ledgers 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.
Multicurrency ■ The rate type that Accounts Payable will use to calculate the
ledgers 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.

For information on tax groups, tax authorities, and tax

classes, see the Tax and Bank Services User Guide.
Entering vendor In addition to the information you can enter for each vendor on
Setting Up
statistics the Vendors form, Accounts Payable automatically adds the
Before
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,”
Keeping additional If you need to keep more than one remit-to address for a vendor,
remit-to addresses for you can also define as many additional addresses as you need,
a vendor using the Remit-To Locations form, as described in the section,
“Adding Remit-To Locations,” later in this chapter.
Importing vendor You can also import vendor records into Accounts Payable from
records 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.

To illustrate, assume you have the following four vendors. When

listed alphabetically, the names appear in this order:
A. Craig & Son
Setting Up
Bashaw Bulldozing
Before
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 BASHAW
A. Craig & Son CRAIG
The Garden Restaurant GARDEN
Mr. Stephen Kershaw 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

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
Setting Up
vendor’s account, the year-to-date amounts and the dates of the
Before
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 The totals kept for invoices, credit notes, and debit notes can
amounts in statistics 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 If you use retainage accounting in your Accounts Payable

settings for vendors 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.

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
Setting Up
different from the mailing address if the address in the vendor
Before
record is just for ordering.) You use the Remit-To Locations form
to add remit-to addresses for your vendors.
Primary remit-to If you mark a remit-to location as the primary remit-to location
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 You can change the remit-to address while you are entering an
locations 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 Remit-to locations have the same optional fields as vendor
address information 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 Any remit-to location optional fields that you marked for
values marked for automatic insertion on the Optional Fields setup form appear,
automatic insertion along with their default entries, on the Optional Fields tab when
appear as defaults 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 The program displays the default entry from the optional field
comes from the record. You can accept or change the default value. However, if
optional field record 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.

When you are ready to produce invoices for the payables, you
use the Create Recurring Payable Batch form to create the
invoice batch automatically.
Setting Up
Specifying invoice You specify when to invoice recurring payables and how to
Before
frequency assign the invoice date by assigning to the recurring payable a
schedule that you have set up in Common Services.
Reminders to If the schedule is set up with a reminder, the payable appears

produce recurring automatically on your Reminder List when it is due for
payable invoices processing.
You can set up payables to recur indefinitely or only until a

specific date.
Specifying limits To limit the number of times you invoice a recurring payable,
for the 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 You enter a terms code for each recurring payable, according to
terms to recurring the terms your vendor offers. The code determines the due date
payable for recurring payable invoices, as well as the discount percentage
and period. You can change any of this information on the
invoice.
Adding general You can distribute each detail of a recurring payable to a

ledger and tax different distribution code or general ledger payable account,
information and you can specify how to calculate taxes on invoices generated
for the recurring payable.
Using optional If you defined optional fields for invoices, the fields appear in the
invoice fields 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 You can assign a remit-to location for invoices.

information
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
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.
Setting Up
Optional detail fields Any invoice details optional fields that you set up for automatic
Before
insertion are assigned to recurring payable detail.
Optional fields An Optional Fields indicator (a field or a checkbox, depending

indicator 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.
Importing and Exporting Accounts Payable

Records
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.

Importing and Exporting Accounts Payable Records
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
chapter on importing and exporting in the System Manager User

Guide.
Setting Up
Before
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 To set up your Accounts Payable system properly, you must
current-year data 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.

■ 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.
Setting Up
This provides full detail for current-period transactions, and
Before
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 For each vendor and vendor group, you can enter the amount
statistics for previous and number of invoices, payments, discounts taken, discounts
years 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
To create a multicurrency Accounts Payable system, you:
Choose the 1. Turn on the Multicurrency option for the company, select a
Multicurrency option functional currency and default rate type in the Company
Setting Up
in Common Services Profile form in Common Services.
Before
2. Choose the Euro option if you use the euro as your reporting
currency.
Add currencies and 3. Use the Common Services Currency forms to add any
exchange rates in currency codes you need for Accounts Payable, and enter
Common Services 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 4. Use Accounts Payable’s Options form to select the

accounting in A/P Multicurrency option for your Accounts Payable system.
Add an account set 5. Use the Account Sets form to add at least one account set for
for each currency 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 6. When you create vendor groups and vendor records, select
information for the account set and the rate type for each record.
vendor groups and
vendors 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.

Chapter 3
Setting Up Your
Accounts Payable System
Before You Begin............................................................... 3–1
Using Accounts Payable with an Internet Browser ................................. 3–2
Setting Up
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

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
Setting Up
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 If you are using the Setup wizard to create a new ACCPAC
wizard 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 If you plan to convert from the DOS version of ACCPAC
ACCPAC Plus 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 Before taking the steps in this chapter, you must install the
ACCPAC System ACCPAC System Manager, create system and company
Manager first 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.
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.
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.

Overview of Accounts Payable Setup
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.
Setting Up
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While You Work
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While You Work

Use the setup You can simplify the setup process by using the Setup Checklist,
checklist as a checking of each step as you complete it. Appendix A, “Setup
guide Checklist,” in this guide, contains a sample checklist and tells
you how to print it.
Review “What You When you need background information before selecting an
Need to Know...” 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
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.
Setting Up
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 If you have questions or encounter error messages as you work
key 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 The Information icon identifies other sections in the Accounts

information 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
Multicurrency The multicurrency icon identifies information and instructions

ledgers 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 Throughout this chapter, the microscope in the margin reminds
and make you to check data integrity and make backups of your ACCPAC
backups 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
For information on using a mouse or keyboard, see the appendix

in the System Manager User Guide.
Ste
p 1:
Gat
her Once you have activated Accounts Payable for your company
Dat database, you can begin to add the data from your company’s
a present payables system to ACCPAC.
Fro
m Refer to First, gather all your current accounts payable records. These can
Yo existing be manual records or printed listings and reports from other
Setting Up
ur records accounting software, such as:
Pre
sen ■ A list of the general ledger accounts used in your accounts
t payable system, including the payables control, purchases
Pay discount, prepayment, and retainage control accounts.
abl Multicurrency If you use multicurrency accounting, also list the numbers of
es ledgers the accounts you use for unrealized exchange gain,
Sys
unrealized exchange loss, realized exchange gain, and
tem
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.
Multicurrency ■ If you use a multicurrency accounts payable ledger, a list of

ledgers the source currencies in which you deal, and a list of current
exchange rates.
Use the Setup ■ The checklist you printed and filled out while reading
checklist Chapter 2, “What You Need to Know Before Setting Up
Accounts Payable.”
Consider importing ■ You may be able to enter much of the accounts payable data
the 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

Step Add the accounts to your general ledger that you need for your
2: accounts payable data, including:
Add
■ Payables control
Paya
■ Purchase discounts
ble
■ Prepayment
Acco
■ Retainage control (if you use retainage accounting)
unts
o
Your
Char
of 3–8 ACCPAC Accounts Payable
A

Step 3: Add Tax, Bank, Currency, and Security Information
Multicurrency If you are creating a multicurrency accounts payable ledger, also

ledgers add accounts for:
■ Unrealized exchange gain

■ Unrealized exchange loss
■ Realized exchange gain
■ Realized exchange loss
Step
3: Step 3: Add Tax, Bank, Currency, and Security Information
Add
Tax and Bank Use the Bank Services and Tax Services folders in Common
Setting Up
Tax,
Bank, Services Services to enter the bank and tax information used in Accounts
Curr Payable. For information about these services, see the Tax and
ency, Bank Services User Guide.
and
Multicurrency If you use currency codes or currencies not currently included in
Secur ledgers the Common Services Currency forms, add the currencies you
ty
require, and enter rates for each currency, following the
nfor
instructions in the System Manager User Guide.
mati
on 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
Ste Accounts Payable for your company database, your first task is
p4 to select Accounts Payable processing options and enter general
: information about your payables ledger.
Sel
ect You enter this information on the A/P Options form, which you
Ac choose from the A/P Setup folder.
cou
nts If you change settings after setup, you can modify the
Pa information on the A/P Options form.
ya
ble The A/P Options form contains the following tabs:
Op ■ Company
tio ■ Processing
ns

■ 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.

The Processing tab of

Setting Up
4. Complete the Processing tab as follows:
Currency Multicurrency. Select this option if you want to use more

Options 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 You can turn on the option at any time, but cannot turn it off
the Multicurrency again once you have chosen it and saved the Accounts
option 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 Do not use these options if you want to make sure that
originating program 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 Keep History. Select this option if you want your company
drilldown 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 Retainage Accounting. Select this option if you withhold

accounting 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 For more information about retainage accounting, see the
page 2-5 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 Accounts Payable automatically accumulates statistics from

Statistics 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.

Use this option when You may want to turn on the option while you are setting up
setting up partway your Accounts Payable system, particularly if you are
through an creating the system partway through an accounting year.
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
Setting Up
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. Use these fields to set the default time
aging periods 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 Default Tax Amount and Default Tax Base. Select the entry
entry method 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

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
Setting Up
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 Default Order of Open Documents. Choose the order in

options 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.
Multicurrency Default Rate Type. If you are creating a multicurrency

ledgers 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.

Setting Up
8. Complete the document numbering options as follows:
Define document Document Type, Length, Prefix and Next Number. You
numbers 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.

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,
Setting Up
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

12. Complete the Integration tab as follows:
Create G/L Use these settings to specify when to create general ledger
Transactions 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 If your general ledger already contains the totals for
setup 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 This option has an effect only if you use ACCPAC General
ACCPAC General Ledger with Accounts Payable.
Ledger
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.

Use this option during We recommend you select this option during setup, so
setup 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.
Setting Up
■ 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 ■ You can select the Multicurrency option at any time, but
Multicurrency cannot turn it off once you select it and save the change.
Change statistical ■ You can change the type of year (fiscal or calendar) and
method at year end 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 ■ You can turn off the Retainage Accounting option only if
Retainage there are no unposted batches that include retainage and no
Accounting option outstanding retainage amounts.
You cannot change ■ You cannot change settings, then save the form, if other
settings while other Accounts Payable forms are open.
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
p 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.
u Everything you need to know or do before adding each type of
record is listed at the beginning of each section.
Setting Up
a The icons you will be using are all in the Accounts Payable Setup
a folder:
■ Account Sets
e ■ 1099/CPRS Codes
o ■ Distribution Codes
d ■ 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.

To change a You can change most of the data in your records if you need to.
record, see Refer to the section, “Modify Accounts Payable Records,“ at the
page 3-36 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 ■ Be sure your general ledger contains the accounts you want
numbers 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 If you are creating a multicurrency ledger, you also need to

account sets 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

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.
Setting Up
The Currency Code field
appears only in multicurrency
ledgers. Additional account
fields appear if the account
set does not use the
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 To begin adding a new account set, you can type the code for
account set 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 Currency Code. If this set will be assigned to vendors who
determines do not use your functional currency, enter the appropriate
vendor currency code.
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.
Multicurrency If you are defining a multicurrency account set that does not
account sets 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


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
Setting Up
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 3. When finished, click the Add button. Repeat steps 2 to 3 for
code 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
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 If you have three distribution codes that you always use for the
distribution codes into same vendors, you can group these codes into sets, and identify
sets 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.

To add a distribution code:
1. Choose the Distribution Codes icon from the Setup folder:
Setting Up
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 3. When finished, click the Add button. Repeat steps 2 and 3 for
code 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
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.

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
Setting Up
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 3. When finished, click the Add button. Repeat steps 2 to 3 for
code 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 For background information about payment terms, see “Setting

information 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.

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.”
Setting Up
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 Terms are Net 30 (invoices are due in 30 days, no discount).

(Net 30)
1. In the Due Date Type field select Days From Invoice Date.
2. Type 30 in the Number Of Days column.
Example 2 Terms are 2%/10 net 30 (invoices are due in 30 days, 2%

(2/10 Net 30) 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.

4. Type 10 in the second Number Of Days column.
Example 3 Invoices are due on the 15th day of the month that follows
(Due on the 15th) 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 Invoices are due 30 days after the 15th day of the month
month after the that follows the invoice date. (Invoices issued in June are due
Setting Up
invoice date) 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 Invoices are to be paid in four equal monthly installments,

(Multiple Payment starting at the end of the next month after the invoice date.
Schedule) (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 Invoices are due on the date assigned for the range of days
(Due Date Table) 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 Before you can define optional fields for use in Accounts Payable,
optional fields 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.

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
Setting Up
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 3. Click the Settings button.

settings for the
optional field 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
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
Setting Up
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.
St Multicurrency If you use multicurrency accounting, you cannot change the
ep account sets currency code assigned to an account set.
6:
A You cannot delete You can delete account sets, distribution codes, distribution sets,
d codes assigned to a terms codes, and optional fields only if they are not assigned to
d vendor vendor, vendor group, remit-to location records, or transactions.
V
en If you want to delete a code that is assigned to a record or
do transaction, you must first assign a different code to the vendor
r record, then delete the code.
Re
co
rd
s


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 You can import vendor records into Accounts Payable from
records 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.

Multicurrency If you use multicurrency accounting, you must also know the
ledgers 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.
Setting Up
If editing, see You can change most of the entries you make in a vendor group
page 3-46 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. If you use multicurrency accounting, type or

rate type 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

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
Setting Up
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.

Optional Fields tab of

the Vendor Groups
form
Setting Up
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.

■ Decide on the vendor number and name.
■ Find out which codes identify the vendor’s:
− Vendor Group
− Tax Group
Multicurrency If you are creating a multicurrency Accounts Payable ledger, you

ledgers 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.
Setting Up
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).

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
Setting Up
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.
Multicurrency If you use multicurrency accounting, you must select an

account sets 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. If you use multicurrency accounting, type or

rate type 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.

■ 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
Setting Up
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 If you use multicurrency accounting, you can only select a

tax groups 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 If necessary, you can display more information by dragging
authorities 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.

The Optional Fields

tab of the Vendors
form
Setting Up
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 9. The Comments tab lets you add miscellaneous information to
comments 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 To enter more than one comment for the same date, use the
comments 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.

Entering separate Type your comment in a single, long line, or in several

comment lines shorter lines. Press the Enter key to start each new line.
Add the vendor 11. When finished, click Add to add the vendor to your records.
record Repeat the preceding steps for each vendor you want to add.
Add vendor statistics If you want to enter statistics for the vendor, see “Step 10:
and activity later 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
Setting Up
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.
Multicurrency ■ You can change the vendor group, account set, and tax
ledgers 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)

t
p The Remit-To Location form lets you add addresses to which
7: you send your payment checks (if the address is different from
A the address in the vendor record). You can add unlimited
d remit-to locations for a vendor.
d
Re This step guides you through the process of adding a remit-to
mi location record.
-
Before adding a remit-to location, you must:
To
Lo ■ Add the vendor record.
a
io ■ Find out the remit-to locations to add for the vendor.
ns
■ 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 You can revise most of your entries whenever you need to. Refer
location, see to the section, “Modify Remit-To Locations,” at the end of this
page 3-59 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.

3. Click the New button to open a new record for the vendor.
Setting Up
The Address tab, the first tab of the Remit-To Locations
record, appears as follows:
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.
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.

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 8. When ready, click the Add button. Repeat steps 2 through 6
location for each remit-to location you want to add.

Step 8: Add Recurring Payable Records
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

St
e You can change or delete a remit-to location at any time.
p
To change a record, select the vendor number and remit-to
8:
location code for the record you want to modify, then select or
Setting Up
A
type new information in the fields you want to change.
d
d You can change all the information in a record except the
R remit-to code. To change this code, you must add another record
ec using the new code, then delete the record you no longer need.
u
rr When finished modifying a record, click Save to confirm your
in changes.
g
P To delete a remit-to record, select the vendor number and
a remit-to code for the record, then click Delete.
y
a
bl Step 8: Add Recurring Payable Records
e
R Before you can process a recurring payables batch, you must
ec create recurring payable records in the Recurring Payable Setup
or window. This step guides you through the process of adding a
d recurring payable record.
s 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.

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.
Setting Up
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

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
Setting Up
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.

Enter information for the detail as follows:
Setting Up
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 Optional Fields. If you use ACCPAC Transaction Analysis
to details 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.

Assign invoice This tab lets you assign invoice optional fields to the recurring
optional fields to the payable document. (These optional fields are assigned at the
payable document 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
Setting Up
key.
■ To add an optional field, press the Insert key, then use

the Finder to choose an optional field code.
See also For an overview of optional fields, see “Setting Up Optional

page 2-37 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).

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.
Setting Up
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 If you selected Enter as the method for the tax amount, ensure
manually 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,

Step and that you do not want to send any tax information to Tax
9: Services when you add your current Accounts Payable
Add balances in this step.
Ope
ning ■ You have defined the banks you need for Accounts Payable
Bala in Bank Services, and have already added all payments and
nces prepayment information.
and
Cur In other words, we assume that you do not want to send
rent information to your banks when you add your current
- Accounts Payable balances.
Year
■ You want to enter only the outstanding balance of each
Tra
vendor invoice.
nsac
tion If necessary, on an individual basis, you can enter original
s 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.

■ 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.
Setting Up
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 3. If you have not already done so, select On Request Using
ledger batches Create G/L Batch Icon for the Create G/L Transactions
“On Request” option on the G/L Integration tab of the A/P Options form.
Prepare and enter 4. Create one invoice for the amount of each invoice that is
invoices 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 Do not select the Print Check option for any of the payments
Check 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.

Set batches 7. When the batches are correct, select the Ready To Post option
Ready To Post 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
Setting Up
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.

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:
Setting Up
■ 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
tep Step 10: Add Vendor and Vendor Group Statistics (Optional)
10:
Add After you post transactions to set up the current balances in your
Ven vendor accounts, you may want to add account totals from
dor earlier periods and years as statistics in the vendor records.
nd
Ven Before adding vendor statistics, you must:
dor
■ Add records for vendors and vendor groups.
Gro
up ■ Select the Allow Edit Of Statistics option on the Processing
tati tab of the A/P Options form.
tics
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
The Currency field appears
only for multicurrency
ledgers.
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.

Multicurrency Currency. If you use multicurrency accounting, select the

ledgers 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.
Setting Up
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
These fields refer to the

last posted documents.
7. Fill in the Activity tab as follows:
Multicurrency Currency. If you use multicurrency accounting, select the

ledgers 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.

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 13. Use the Vendor Groups form to enter statistical totals for all
statistics 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
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
Setting Up
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

Step Automatically
11:
Creat You must create at least one payment selection code if you want
e Accounts Payable to generate payments for invoices
Paym automatically.
ent
Select You do not have to create payment selection codes if you intend
ion to enter all your payments individually to a batch using the
Code Payment Entry form.
s
To add payment selection codes:
1. Choose the Payment Selection Codes icon from the Setup

folder.

This tab appears only if you use

ACCPAC Transaction Analysis
and Optional Field Creator.
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.
Multicurrency If you have a multicurrency ledger, you also select the bank
ledgers 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.)

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.
Setting Up
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 10. When ready, click the Add button. Repeat the preceding
selection code 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.
ep
2: Step 12: Design Checks, Payment Advices, Labels, and Letters
esig
ACCPAC Accounts Payable includes sample report formats for
hec checks and payment advices, letters, and mailing labels. You can
s, adapt these reports to print on the check forms you send to your
aym vendors, or you may want to create your own formats.
nt
Accounts Payable provides six check and advice formats that
dvi
you can use or modify:
es,
abel APCHECK.RPT — Check-Advice format for dot matrix printers
and (8.5"x7").
etter
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


Step 12: Design Checks, Payment Advices, Labels, and Letters
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

Note the following additional formatting considerations when

choosing a form for customization or printing:
Form Consider…
Setting Up
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 With most printer drivers, this form prints
and 13 advice lines in the advice section.
APCHK02.RPT Enter 13 in the Advice Lines Per Page
column, or the number of lines your
printer driver prints in the advice section
APCHK03.RPT, With most printer drivers, this form prints
APCHK011.RPT, 18 lines in the advice section.
and Enter 18 in the Advice Lines Per Page
APCHK14.RPT 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 Before you begin processing transactions, you should test your
sample data 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 ■ Use the Payment Entry icon from the A/P Transactions
test checks folder to print checks. See Chapter 5 of the User Guide for
instructions.
Use the 1099/CPRS ■ Use the 1099/CPRS report icon from the Vendor Reports
report icon to test folder to print 1099 forms and reports on CPRS vendor
1099/CPRS reporting 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/ ■ Use the Letters/Labels report icon in the Vendor Reports
Labels report icon to folder to test labels. See the System Manager User Guide for
test labels instructions on creating label formats to match the printer
you use.
W
he Where To Now?
re
To Your Accounts Payable system is now ready to use. Refer to the
No User Guide for information about entering transactions and
w? operating your Accounts Payable system on a daily basis.

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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
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Use Optional Fields........................................................ 4–19
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
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
Apply a Credit Note to an Invoice Using the “Select” Mode
for Payment Application ............................................... 4–49

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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
Generate a Payment Batch ............................................. 4–53
Print the Batch Listing, and Print and Post Checks ........................... 4–53
Where To Now? .............................................................. 4–53

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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
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■
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 This tutorial demonstrates how to sign on to Accounts Payable

Internet browser? 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 If you don’t have a printed version of the Getting Started manual,
for easy reference print out the online version of this chapter so you can refer to it
easily while doing the lessons.

Sample Company
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 Many of the forms shown in these lessons include multicurrency
included fields. To avoid confusion, the instructions point out the
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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 The first lesson contains specific instructions for moving
ACCPAC 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.

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
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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.

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.

■ 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.
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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.

A 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.
B The Currency field appears only in multicurrency ledgers.

C You can select a detail line, then click this button to view all the
information — including tax information — for the detail on one
form.
D The Undistributed Amount field displays a zero amount when

you have fully distributed the document total.
E 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 The batch description is part of the information that is
description 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

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
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“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 To display the Finder, click the Finder icon next to the Vendor
Finder 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 In large databases, you can refine your search so that the Finder
record 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

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.
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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 Remit-To. To see the address to which you send invoice
shipping location 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 Document Number. Type IN135187. (The number 135187
number 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 If you need to change the year and period, use the right and
and period 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 If you are using the multicurrency sample data, keep in

ledger mind that this amount is in the vendor’s currency — as are
all other amounts you enter for the invoice.

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.
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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 If you have a mouse, you can change the width of the Account
with columns 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: SHIP TO:

Sample Company
123 Sample Company Plaza
Any City
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.
Please send your payment to: Subtotal before taxes 3,722.50

Grant Office Supplies
Tax 1 — 5% 186.13
743 Wark Street
Sacramento, CA 93721 Tax 2 — 7% 260.58
Attention: Ms. Elspeth Bryant Invoice Total 4,169.21
Figure 4.1. The sample invoice you enter in Lesson 1.

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.
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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.

■ 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.
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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 7. To see that the document total is now fully allocated, check
distributions on the the detail distribution grid on the Document tab.
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,

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.
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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.”
Multicurrency If you are using the multicurrency sample data, click the Rates
ledgers 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.

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.
Notice two points about amounts displayed on the Invoice Entry

form:
All amounts are in ■ Amounts on an invoice — including the document total and
vendor currency 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 —
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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.

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.

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.)
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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
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.
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■ 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.

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.

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.
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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.

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

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 2. Click the “New” button beside the Entry Number field.
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new entry
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 5. Select Credit Note as the document type. (You can either use
Credit Note 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 6. Grant Office Supplies’ credit note does not have a number,
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 14. Click the Document tab.

total
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.

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 Note: Your taxes may differ from the amounts illustrated
may be different 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
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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

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 ■ Select Preview as the print destination (to print the report to
the print destination 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.

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 If you select the Force Listing Of All Batches option on the
Batches option 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.
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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.

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:
You can click this button

to send the report to your
printer.
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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.

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.

■ 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
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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.

To print the posting journal:

Reports folder. (You can also double-click the Posting
Sequence Number column in the Batch List form to print
posting journals.)
Include Job Details appears if

you use ACCPAC Project and
Job Costing.
Revaluation and Provisional
Revaluation options appear Include Optional Fields
in multicurrency ledgers. appears if you use Transaction
Analysis and Optional Field
Creator.
2. Select options as follows:
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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 Accounts Payable assigns a posting sequence number to all

number 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.

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 You can also select the option to print the G/L reference and
Ref/Desc. 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
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.
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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.

Multicurrency If you have a multicurrency ledger and if either the bank or

ledgers your vendor does not use the functional currency, a Rates
button appears that lets you edit exchange rate information.
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? 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.

Multicurrency ■ If you are using the multicurrency sample data, enter

ledgers 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 Accounts Payable provides two ways to look up the documents
Direct mode 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

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
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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).

■ 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
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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

Multicurrency If you are not using the multicurrency sample data, go to the next
ledgers 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
Multicurrency If the bank currency and the vendor currency are the same
payment application 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.

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.
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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.

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.

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.)
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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 If you select the Force Listing Of All Batches option on the
Batches option 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.

Make sure you select

Payment batches.
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
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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.

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.
Lesson 6: Enter a Prepayment and Print a

Miscellaneous Check
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.

■ 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.

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
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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

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.
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.

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

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.
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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


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.
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.

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.
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Enter payment distribution
lines here.
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.

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).

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.

? 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.
A You can print an alignment check to make sure the check forms
are lined up properly in the printer. The alignment form prints Xs.
B 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
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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 You should always look over your checks before choosing
printed properly . . . 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 If you discover after leaving the Print Checks form that the
checks 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
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
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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.
Lesson 7: Generate, Print, and Post a Batch of

Checks
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- You can process only one system-generated payment batch at a
generated batch at time. If you want to use Create Payment Batch to generate two
a time 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,

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
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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.

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.
Currency fields and the

Rates tab appear in a
multicurrency ledger.
? 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.
A The dates show what check processing has been done
recently.
B 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.

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
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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.

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
To print the Pre-Check Register:
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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.

Force Listing Of All You must print batch listings if you select the Force Listing Of
Batches 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
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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.

Choose the Refresh button to

list the most recent payment
batches.
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.

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
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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 ■ If you are printing checks then advices, Accounts Payable
advices 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 ■ If a previous printing run was disrupted so that a restart

previously interrupted 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.

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:

Reports folder, then make the following entries:
Select Posting Journal. Choose Payment.
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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?
■ 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
Tutorial
form you are currently using.

Apgs-A.doc, printed on 09/14/2004, at 12:05 PM. Last saved on 09/14/2004 12:04 PM.
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.
Checklist
■ Adding recurring payables records.
Setup
■ 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.
Getting Started A–1

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.
A–2 ACCPAC Accounts Payable

Checklist
Setup

A–4 ACCPAC Accounts Payable

ACCPAC AP Getting Started

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© Copyright 2004 ACCPAC International, Inc. All rights reserved.

ACCPAC International, Inc.

No part of this documentation may be copied, photocopied, reproduced, translated,

ACCPAC International, Inc.

ACCPAC International, Inc. Confidential

ACCPAC INTERNATIONAL, INC. Confidential

ACCPAC INTERNATIONAL, INC. Confidential

ACCPAC INTERNATIONAL, INC. Confidential

Chapter 1: Introducing Accounts Payable

Chapter 2: What You Need to Know Before

Getting Started iii

ACCPAC INTERNATIONAL, INC. Confidential

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

Chapter 3: Setting Up Your Accounts Payable

iv ACCPAC Accounts Payable

ACCPAC INTERNATIONAL, INC. Confidential

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

ACCPAC INTERNATIONAL, INC. Confidential

Lesson 6: Enter a Prepayment and Print a Miscellaneous Check ................... 4–54

Appendix A: Setup Checklist

vi ACCPAC Accounts Payable

ACCPAC INTERNATIONAL, INC. Confidential

Accounts Payable Features

You can use the Accounts Payable program to set up and

You can use Accounts Payable by itself or as part of an

Getting Started 1–1

ACCPAC International, Inc. Confidential

Accounts Payable Features

Tailor Accounts Payable to Your Business

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

■ Define distribution codes to represent General Ledger

■ Define distribution sets consisting of groups of General

■ Define as many payment terms as you need.

− Specify whether to include or exclude tax amounts in

− Calculate due dates and discount dates from the invoice

− Define multiple payment schedules. Each payment can

■ Define and use as many optional fields as you wish to store

■ Choose the year and period by which to accumulate vendor

■ Determine the default tax calculation method for invoices

■ Print checks, payment advices, letters, and labels using the

■ Delete groups of inactive vendor accounts quickly and

1–2 ACCPAC Accounts Payable

ACCPAC International, Inc. Confidential

■ Keep 1099 and Contract Payment Reporting System (CPRS)

Produce Comprehensive Management Reports

Accounts Payable provides numerous sorting and selection

■ Aged Payables and Overdue Payables. Reports

Reports use the default aging periods specified for the

■ Aged Cash Requirements. Reports outstanding

■ Aged Retainage, Overdue Retainage, and Future

Reports use the default aging periods specified for the

■ Vendor Transactions. Provides a complete listing of

Getting Started 1–3

ACCPAC International, Inc. Confidential

Accounts Payable Features

fiscal year and period. You can select types of transactions,

■ Vendor List And Statistics. Provides a summary of

■ Batch Status. Provides a record of the types and statuses of

■ G/L Transactions. Lists all transactions generated by

Manage Your Vendor Records

■ Define an unlimited number of vendor groups for gathering

■ Define an unlimited number of remit-to locations (payment

■ Accumulate vendor statistics by periods you specify. Retain