Accpac - Guide - Manual For AP User Guide PDF

.
SAGE ACCPAC
Sage Accpac ERP
Accounts Payable
User Guide
Sage Accpac International, Inc. Confidential

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Sage Accpac International, Inc. Confidential

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Contents
Chapter 1: Introducing the User Guide

How to Use This Guide......................................................... 11
The Getting Started Manual..................................................... 12
Where To Now? ............................................................... 12
Chapter 2: What You Need to Know Before Using

Accounts Payable
Overview of Accounts Payable Processing ....................................... 22
Processing Accounts Payable Batches ............................................ 23
Creating, Editing, and Tracking Accounts Payable Batches ..................... 24
Posting Batches ............................................................ 29
Printing Audit Trail Reports of Batches...................................... 212
Journal Entries Generated from Posting Transactions ......................... 213
Processing Invoices, Credit Notes, and Debit Notes .............................. 217
Changing Document Header Information ................................... 221
General Steps for Entering and Distributing Invoice and Tax Amounts ......... 222
Entering Tax Information and Calculating Taxes ............................. 223
Entering Distribution Information .......................................... 229
Calculating Discounts and Entering Payment Schedules ...................... 232
Entering Rate Information on Invoices, Credit Notes, and Debit Notes ......... 234
Entering Optional Fields on Invoices ........................................ 235
Processing Adjustments ....................................................... 237
Entering Adjustments with Payments ....................................... 238
Entering Adjustments Individually ......................................... 238
Information Entered with Adjustments...................................... 239
User Guide iii
Sage Software Confidential

Types of Adjustments ...................................................... 242

Entering Optional Fields on Adjustments .................................... 244
Processing Payments .......................................................... 246
Using the Payment Entry Form ................................................. 247
Payment Batch Information................................................. 248
Types of Payment Entries .................................................. 248
Restrictions on Batch Entries ................................................ 250
Information Entered with Payments ......................................... 250
A Typical Payment Entry Process ........................................... 254
Payment Application Entry Modes .......................................... 256
Partially Paying Invoices ................................................... 260
Editing Payment Entries ................................................... 260
Processing Cash Invoices and Cash Returns .................................. 261
Processing Prepayments ................................................... 262
Assigning Optional Fields in Payment Entry ................................. 264
Entering Transactions for Vendors that Are On Hold or Inactive ............... 265
Using Payment Controls ................................................... 266
Choosing the Check Language .............................................. 266
Batch Listing and Check Register Audit Reports .............................. 266
Using the Create Payment Batch Form .......................................... 268
Overview of the Batch Creation Process...................................... 268
Selecting Invoices for Payment .............................................. 271
Controlling Payments ...................................................... 273
Pre-Check Register ........................................................ 281
Assigning Optional Fields to a Generated Payment Batch...................... 281
Printing Checks from Accounts Payable ......................................... 283
Using the Print Checks Button in the Payment Entry Form .................... 283
Using the Print/Post Button on the Payment Batch List ........................ 285
Canceling the Printing and Posting Process .................................. 287
Reprinting Checks ......................................................... 288
Printing Checks and Advices Separately ..................................... 292
Printing Advices Only ..................................................... 293
Check Stock and Check and Advice Layout .................................. 293
iv Sage Accpac Accounts Payable

Posting Payments ............................................................. 294

Importing Payment Batches .................................................... 295
One-Time Vendors ............................................................ 296
Accounting for Retainage ...................................................... 296
Before Using Retainage Accounting ......................................... 297
Entering Original Documents .............................................. 297
Adjusting Retainage for Original Documents ................................ 299
Processing Documents for Outstanding Retainage........................... 2101
Retainage and 1099/CPRS Amounts ........................................ 2104
Viewing Retainage Information ........................................... 2105
Revaluing Outstanding Retainage Amounts ................................ 2105
Reconciling Bank Statements .................................................. 2106
Correcting Errors in Check Amounts ....................................... 2106
Processing Returned Checks .............................................. 2107
Processing Multicurrency Transactions ........................................ 2108
Revaluing Multicurrency Transactions ......................................... 2108
Printing Revaluation Transactions ......................................... 2109
Reporting Accounts Payable Data ............................................. 2111
Printing Reports ......................................................... 2112
Setup Reports............................................................ 2112
Vendor Reports .......................................................... 2112
Transaction Reports ...................................................... 2113
Checks and Advices, 1099/CPRS Forms, Letters and Labels .................. 2115
Periodic Processing .......................................................... 2116
Year-End Processing ..................................................... 2118
Using Accounts Payable with Other Sage Accpac Applications ................... 2119
Integrating with General Ledger ........................................... 2119
Integrating with Project and Job Costing ................................... 2121
Integrating with Purchase Orders .......................................... 2132
Where To Now? ............................................................. 2132
User Guide v

Chapter 3: Maintaining Vendor Records and Setup

Information
Icons for Maintaining Vendor Records and Setup Information ...................... 32
Vendor Maintenance ........................................................ 32
Setup Maintenance ......................................................... 33
Vendor and Setup Reports................................................... 34
Adding, Editing, and Deleting Vendor Groups .................................... 35
Adding Vendor Groups ..................................................... 36
Editing Vendor Groups ..................................................... 37
Deleting Vendor Groups .................................................... 38
After Changing Vendor Groups .............................................. 39
Adding, Editing, and Deleting Vendors .......................................... 39
Adding Vendors........................................................... 310
Editing Vendor Records .................................................... 311
Deleting Vendors .......................................................... 313
After Changing Vendor Records ............................................ 315
Adding, Editing, and Deleting Remit-To Locations ............................... 315
Adding Remit-To Locations ................................................ 316
Editing Remit-To Locations ................................................. 316
Deleting Remit-To Locations................................................ 318
After Changing Remit-To Locations ......................................... 318
Adding, Editing, and Deleting Recurring-Payable Records ........................ 318
Adding a Recurring-Payable Record......................................... 319
Editing a Recurring-Payable Record ......................................... 320
Deleting a Recurring-Payable Record ........................................ 320
After Changing Recurring-Payable Records .................................. 321
Displaying and Printing Vendor Information .................................... 321
Displaying Vendor Activity ................................................ 321
Displaying Remit-To Locations ............................................. 328
Printing Vendor Information Reports ........................................ 328
Changing Accounts Payable Options ............................................ 331
Changing Company Options ............................................... 332
vi Sage Accpac Accounts Payable

Changing Processing Options .............................................. 332

Changing Transactions Options ............................................ 334
Changing Numbering Options ............................................. 336
Changing Retainage Options ............................................... 337
Changing G/L Integration Options .......................................... 338
After Changing Options ................................................... 340
Adding, Editing, and Deleting Account Sets ..................................... 340
Adding an Account Set .................................................... 341
Editing an Account Set .................................................... 342
Deleting Account Sets ..................................................... 343
After Changing Account Set Records........................................ 343
Adding, Editing, and Deleting 1099/CPRS Codes ................................ 344
Adding a 1099/CPRS Code ................................................. 344
Editing a 1099/CPRS Code ................................................. 344
Deleting a 1099/CPRS Code ................................................ 345
After Changing 1099/CPRS Codes .......................................... 345
Adding, Editing, and Deleting Distribution Codes ............................... 345
Adding a Distribution Code ................................................ 346
Editing a Distribution Code ................................................ 347
Deleting Distribution Codes................................................ 348
After Changing Distribution Code Records .................................. 349
Adding, Editing, and Deleting Distribution Sets ................................. 349
Adding a Distribution Set .................................................. 350
Editing a Distribution Set .................................................. 350
Deleting Distribution Sets .................................................. 351
After Changing Distribution Sets ........................................... 352
Adding, Editing, and Deleting Terms Codes ..................................... 352
Adding a Terms Code ..................................................... 353
Editing a Terms Code ..................................................... 353
Deleting Terms Codes ..................................................... 354
After Changing Terms Codes .............................................. 355
Adding, Editing, and Deleting Payment Codes .................................. 355
Adding a Payment Code ................................................... 355
User Guide vii

Editing a Payment Code.................................................... 356

Deleting Payment Codes ................................................... 356
After Changing Payment Codes ............................................. 357
Adding, Editing, and Deleting E-Mail Messages .................................. 357
Adding an E-Mail Message ................................................. 357
Editing an E-Mail Message ................................................. 358
Deleting an E-Mail Message ................................................ 358
After Changing E-Mail Messages............................................ 358
Adding, Editing, and Deleting Payment Selection Codes .......................... 359
Adding a Payment Selection Code .......................................... 360
Editing a Payment Selection Code ........................................... 361
Deleting Payment Selection Codes .......................................... 362
Adding, Editing, and Deleting Optional Fields ................................... 362
Adding Optional Fields .................................................... 362
Editing Optional Fields .................................................... 363
Deleting Optional Fields ................................................... 364
After Changing Optional Fields ............................................. 364
Printing Setup Record Reports .................................................. 364
Importing and Exporting Record Information .................................... 365
Chapter 4: Processing Invoices, Credit Notes, and

Debit Notes
Icons for Processing Invoices, Credit Notes, and Debit Notes ....................... 42
Using the Invoice Entry Form ................................................... 43
Creating a New Invoice Batch................................................ 45
Editing an Existing Invoice, Credit Note, Debit Note, or Interest Charge ......... 46
Adding Invoices, Credit Notes, Debit Notes, and Interest Charges ............... 47
Entering Tax Information and Calculating Tax on Invoices .................... 420
Changing Invoice Distributions and Tax Distributions ........................ 428
Assigning Multiple Payment Schedules to Invoices ........................... 430
Entering Optional Field Information......................................... 431
Editing Exchange Rate Information on Invoices............................... 434
viii Sage Accpac Accounts Payable

Entering Prepayments with Invoices ........................................ 435

Listing Invoice Batches ........................................................ 438
Posting Invoice Batches........................................................ 441
Printing the Invoice Posting Journal ............................................ 444
Printing the Invoice Posting Errors Report ...................................... 445
Checking Batch Status ......................................................... 446
Importing and Exporting Batches............................................... 449
Chapter 5: Processing Payments and Adjustments

Icons Used to Process Payment and Adjustment Batches ........................... 52
Creating, Editing, and Posting Payment and Adjustment Batches ............... 52
Using the Payment Entry Form.................................................. 54
Creating a New Payment Batch .............................................. 56
Editing an Existing Payment ................................................ 57
Types of Payment Transactions .............................................. 58
Adding Payment Transactions .............................................. 59
Adding Prepayment Transactions .......................................... 518
Adding Apply Document Transactions...................................... 524
Adding Miscellaneous Payment Transactions ................................ 531
Applying Partial Payments to Job-Related Invoices ........................... 538
Printing Single Checks from Payment Entry ................................. 540
Viewing Payment History from Payment Entry .............................. 545
Adjusting Documents in the Payment Entry Form ............................ 546
Editing Exchange Rate Information ......................................... 549
Using the Control Payments Form .............................................. 552
Printing Checks and Posting Payment Batches ................................... 564
Viewing Payment Information ................................................. 570
Using the Vendor Activity Form to View Payments to a Vendor ............... 570
Using Payment Inquiry to View Payment Information ........................ 572
Using the Adjustment Entry Form .............................................. 574
Creating or Selecting an Adjustment Batch .................................. 575
User Guide ix

Adding and Editing Adjustments ........................................... 576

Listing Payment and Adjustment Batches ........................................ 580
Posting Adjustment Batches .................................................... 583
Printing Posting Journals....................................................... 586
Importing and Exporting Payment and Adjustment Batches ....................... 589
Importing Batches ......................................................... 590
Exporting Batches ......................................................... 592
Chapter 6: Periodic Processing

Icons Used in Periodic Processing ................................................ 61
Performing Periodic Processing .............................................. 62
Printing Periodic Reports .................................................... 63
Creating a Recurring Payable Batch .............................................. 64
Clearing History and Statistics ................................................... 66
Creating General Ledger Batches ............................................... 613
Creating Retainage Batches ..................................................... 615
Processing Outstanding Retainage Manually ................................. 618
Filing 1099 Forms Electronically ................................................ 619
Deleting Inactive Records ...................................................... 624
Revaluing Vendor Transactions ................................................. 626
Year-End Processing ........................................................... 630
Chapter 7: Reports
Using Personal Report Settings .................................................. 72
Account Sets ................................................................... 73
Aged Cash Requirements ....................................................... 74
Aged Payables ................................................................. 78
Aged Retainage ............................................................... 713
Batch Listing .................................................................. 716
Batch Status .................................................................. 721
x Sage Accpac Accounts Payable

Check Register ............................................................... 722

Checks ....................................................................... 723
Distribution Codes ............................................................ 725
Distribution Sets .............................................................. 725
E-Mail Messages .............................................................. 726
G/L Transactions ............................................................. 726
Letters and Labels ............................................................ 728
Optional Fields ............................................................... 731
Options ...................................................................... 732
Overdue Payables ............................................................ 732
Payment Codes ............................................................... 733
Payment Selection Codes ...................................................... 733
Posting Errors ................................................................ 734
Posting Journal ............................................................... 734
Pre-Check Register ............................................................ 738
Recurring Payables ........................................................... 740
Remit-To Locations ........................................................... 740
Revaluation Posting Journal ................................................... 741
1099/CPRS Codes ............................................................. 742
1099/CPRS Amounts .......................................................... 742
Terms ....................................................................... 744
Vendor Activity Statistics ...................................................... 745
Vendor Group List ............................................................ 746
Vendor List .................................................................. 747
Vendor Period Statistics ....................................................... 749
Vendor Transactions .......................................................... 750
Appendix A: Error Messages

Using Online Message Help ....................................................A1
User Guide xi

Appendix B: Importing and Exporting

File Import/Export Selection .................................................... B2
Listing the Fields You Can Import and Export ................................ B2
Exporting from Records with Multiple Tables .................................... B3
Import Options ............................................................... B4
Selecting Records for Export .................................................... B4
Errors During Importing ....................................................... B4
Appendix C: Accounts Payable Security
Appendix D: Technical Information

Creating Macros for Accounts Payable .......................................... D1
Running Visual Basic Macros in Accounts Payable ............................ D1
Multiuser Considerations ...................................................... D2
Global Locks .............................................................. D2
Single-User Processes ...................................................... D3
Passive Concurrency (Multiuser Data Protection) ............................. D4
Interaction with Bank Services .............................................. D4
Index
xii Sage Accpac Accounts Payable

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Introducing
A/P
Chapter 1
Introducing the User Guide
This chapter introduces you to the Accounts Payable User Guide. The
User Guide contains an overview of Accounts Payable processing as
well as detailed information about the day-to-day and periodic
operations of Accounts Payable.
How to Use This Guide

The Accounts Payable User Guide contains the following chapters:
Chapter 2, What You Need to Know Before Using Accounts

Payable, explains the concepts of creating, posting, and reviewing
batches of transactions, and outlines how you can use Accounts
Payable to report payables data and carry out the periodic tasks and
procedures that are part of your normal routine.
Chapter 3, Maintaining Vendor Records and Setup Information,

describes the tasks involved in adding and maintaining vendor
records and the records you need to set up to use Accounts Payable.
Chapter 4, Processing Invoices, Credit Notes, and Debit Notes,

describes the tasks involved in entering, posting, and reporting
vendor invoices, credit notes, debit notes, and interest charges in
your Accounts Payable ledger.
Chapter 5, Processing Payments and Adjustments, describes the

tasks involved in entering payments, printing and posting checks,
and entering and posting adjustments in your Accounts Payable
ledger.
Chapter 6, Periodic Processing, describes the tasks that are part of

your regular period-end and year-end procedures, including
creating batches of general ledger transactions, clearing history,
User Guide 11

The Getting Started Manual
deleting inactive records, revaluing vendor transactions in

multicurrency systems, and preparing for a new fiscal year.
Chapter 7, Reports, describes Accounts Payable reports, journals,

and listings.
Appendix A, Error Messages, describes how to look up explanations

of error messages using the online help.
Appendix B, Importing and Exporting, describes the accounts

payable data you can import and export, and contains tips on how to
select data for importing or exporting.
Appendix C, Accounts Payable Security, lists and describes the

Accounts Payable task groups to which you can grant or restrict
access.
Appendix D, Technical Information, provides information for

macro developers and for administrators of multiuser environments.
The Index contains an alphabetical listing of topics in this guide,

with corresponding page-number references.
The Getting Started Manual

The Accounts Payable documentation includes this User Guide and
the Getting Started manual.
The Accounts Payable Getting Started manual introduces the

Accounts Payable application. It provides an overview to help you
make the best use of the programs powerful features and then steps
you through starting and setting up your own Accounts Payable
ledger.
Where To Now?
If you have just purchased the System Manager and Accounts
Payable programs, install them on your computer, following the
12 Sage Accpac Accounts Payable

Introducing
Where To Now?
A/P
instructions in the System Manager Administrator Guide. If you have
already installed System Manager, you should install Accounts
Payable, following the instructions in the System Manager
Administrator Guide.
If you are converting your data from ACCPAC Plus Accounts

Payable for DOS to Sage Accpac ERP, follow the instructions in the
guide, Converting from ACCPAC Plus.
Once you have created your own Accounts Payable ledger, and are
ready to begin using Accounts Payable for your day-to-day
operations, read Chapter 2 in this guide, What You Need to Know
Before Using Accounts Payable, for an overview of Accounts
Payable processing.
Refer to Chapter 3, Maintaining Vendor Records and Setup

Information, Chapter 4, Processing Invoices, Credit Notes, and
Debit Notes, Chapter 5, Processing Payments and Adjustments,
Chapter 6, Periodic Processing, and Chapter 7, Reports, for
information about using particular Accounts Payable maintenance,
processing, and reporting functions.
Before working with your own data, you may want to practice using
the sample data that comes with the System Manager. The Sage
Accpac Workbook contains tutorial lessons that will help you learn to
use Accounts Payable.
User Guide 13

Chapter 2
What You Need to Know
Before Using
A/P
Before Using Accounts Payable
Overview of Accounts Payable Processing ....................................... 22
Processing Accounts Payable Batches ............................................ 23
Creating, Editing, and Tracking Accounts Payable Batches ..................... 24
Editing and Deleting Batches ............................................ 26
Listing Batches ......................................................... 27
Tracking Batches ....................................................... 28
Posting Batches ............................................................ 29
Posting Procedures .................................................... 211
Printing Audit Trail Reports of Batches...................................... 212
Journal Entries Generated from Posting Transactions ......................... 213
Processing Invoices, Credit Notes, and Debit Notes .............................. 217
Changing Document Header Information ................................... 221
Changing On Hold Status .............................................. 222
General Steps for Entering and Distributing Invoice and Tax Amounts ......... 222
Entering Tax Information and Calculating Taxes ............................. 223
Tax Services Stores Tax Information and Tracks Taxes .................... 225
Changing the Tax Class for Individual Distributions for Tax Calculation .... 227
Calculating and Distributing Self-Assessed Taxes ........................ 227
Calculating Tax Reporting Amounts .................................... 229
Entering Distribution Information .......................................... 229
Distribution Example .................................................. 230
Calculating the Document Total from the Total Net-of-Tax ................ 231
Calculating Discounts and Entering Payment Schedules ...................... 232
Assigning Multiple Payment Schedules to Invoices ....................... 233
Entering Rate Information on Invoices, Credit Notes, and Debit Notes ......... 234
Entering Optional Fields on Invoices ........................................ 235
User Guide 2i

Processing Adjustments........................................................ 237

Entering Adjustments with Payments ....................................... 238
Entering Adjustments Individually .......................................... 238
Information Entered with Adjustments ...................................... 239
Information for Adjustments Added in the Payment Entry Form ........... 239
Information for Adjustments Added in the Adjustment Entry Form ........ 240
Types of Adjustments ...................................................... 242
Correcting Distributions to Wrong Accounts ............................. 242
Adjusting Errors in Check Amounts ..................................... 243
Applying Amounts Payable against Amounts Payable .................... 244
Entering Optional Fields on Adjustments .................................... 244
Processing Payments .......................................................... 246
Using the Payment Entry Form ................................................. 247
Payment Batch Information................................................. 248
Types of Payment Entries .................................................. 248
Restrictions on Batch Entries ................................................ 250
Information Entered with Payments ......................................... 250
A Typical Payment Entry Process ........................................... 254
Payment Application Entry Modes .......................................... 256
Information in the Select Mode Document List............................ 257
Information Displayed When You Enter Document Numbers Directly ...... 258
Showing Pending Transactions in Payment Entry ......................... 259
Partially Paying Invoices ................................................... 260
Editing Payment Entries ................................................... 260
Editing and Deleting Checks ............................................ 261
Processing Cash Invoices and Cash Returns .................................. 261
Processing Prepayments ................................................... 262
Applying a Prepayment to an Invoice .................................... 263
Activating the Prepayment ............................................. 264
Prepayments in Multicurrency Ledgers .................................. 264
Assigning Optional Fields in Payment Entry ................................. 264
Entering Transactions for Vendors that Are On Hold or Inactive ............... 265
Using Payment Controls ................................................... 266
2ii Sage Accpac Accounts Payable

Choosing the Check Language ............................................. 266

Batch Listing and Check Register Audit Reports ............................. 266
Batch Listing .......................................................... 267
Before Using
Check Register ........................................................ 268
A/P
Overview of the Batch Creation Process ..................................... 268
Selecting Invoices for Payment ............................................. 271
Controlling Payments ..................................................... 273
Payment Selection Codes............................................... 274
Payment Controls ..................................................... 275
Payment Limits ....................................................... 277
Control Payment for a Range of Vendors and Range of Documents ........ 279
Assigning Prepayments and Credit Notes a Forced or On Hold Status ...... 280
Pre-Check Register ........................................................ 281
Assigning Optional Fields to a Generated Payment Batch ..................... 281
Printing Checks from Accounts Payable......................................... 283
Using the Print Checks Button in the Payment Entry Form .................... 283
Using the Print/Post Button on the Payment Batch List........................ 285
Canceling the Printing and Posting Process .................................. 287
Reprinting Checks ........................................................ 288
Reprinting Checks Immediately ........................................ 288
Closing the Print Checks Form and Assigning Void Status
to Printed Checks .................................................. 289
Reprinting Checks from the Payment Batch List Form .................... 289
Previously Printed Checks Are Assigned Void Status
When You Reprint ................................................. 291
Resetting Batch Status from Check Creation In Progress ................... 291
Voiding Printed Checks that You Accepted as Correct .................... 292
Printing Checks and Advices Separately..................................... 292
Printing Advices Only ..................................................... 293
Check Stock and Check and Advice Layout .................................. 293
Posting Payments ............................................................. 294
Importing Payment Batches .................................................... 295
User Guide 2iii

One-Time Vendors ............................................................ 296

Accounting for Retainage ...................................................... 296
Before Using Retainage Accounting ......................................... 297
Entering Original Documents ............................................... 297
Adjusting Retainage for Original Documents ................................. 299
Processing Documents for Outstanding Retainage ...........................2101
Processing Retainage Automatically ....................................2101
Invoicing Manually for Retainage ......................................2102
Processing Tax on Retainage ...........................................2103
Retainage and 1099/CPRS Amounts ........................................2104
Viewing Retainage Information ............................................2105
Revaluing Outstanding Retainage Amounts .................................2105
Reconciling Bank Statements ..................................................2106
Correcting Errors in Check Amounts .......................................2106
Processing Returned Checks ...............................................2107
Processing Multicurrency Transactions .........................................2108
Revaluing Multicurrency Transactions .........................................2108
Printing Revaluation Transactions..........................................2109
Calculating Unrealized Exchange Gains or Losses........................2110
Calculating Realized Exchange Gains or Losses ..........................2111
Reporting Accounts Payable Data ..............................................2111
Printing Reports ..........................................................2112
Setup Reports ............................................................2112
Vendor Reports ..........................................................2112
Transaction Reports ......................................................2113
Vendor Transactions ..................................................2114
Aged Payables........................................................2114
Aged Cash Requirements ..............................................2115
Checks and Advices, 1099/CPRS Forms, Letters and Labels ...................2115
Periodic Processing ...........................................................2116
Year-End Processing ......................................................2118
Using Accounts Payable with Other Sage Accpac Applications ...................2119
Integrating with General Ledger ...........................................2119
2iv Sage Accpac Accounts Payable

Integrating with Project and Job Costing ................................... 2121

Processing Job-Related Invoices, Debit Notes, and Credit Notes ........... 2121
Adjusting Job-Related Documents in Accounts Payable .................. 2126
Before Using
Adjusting Job-Related Payments ....................................... 2128
A/P
Entering Job-Related Vendor Payments................................. 2128
Posting Job-Related Transactions in Accounts Payable ................... 2131
Integrating with Purchase Orders .......................................... 2132
Where To Now? ............................................................. 2132
User Guide 2v

Chapter 2
What You Need to Know
Before Using
A/P
Before Using Accounts Payable
This chapter contains conceptual information about how Accounts
Payable processes invoice, payment, and adjustment transactions. It
describes how you:
Create, post, and review batches of transactions.
Carry out the periodic tasks and procedures that are part of your
normal routine.
Use various Accounts Payable reports.
For details on using Accounts Payable forms to perform specific

tasks, see the following chapters:
Chapter 3, Maintaining Vendor Records and Setup

Information.
Chapter 4, Processing Invoices, Credit Notes, and Debit Notes.
Chapter 5, Processing Payments and Adjustments.
Chapter 6, Periodic Processing.
Chapter 7, Reports.
For information about setting up an Accounts Payable system and

adding records and vendor accounts, see Chapters 2 and 3 of the
Getting Started guide.
The chart on the next page outlines the steps in a normal Accounts
Payable processing cycle.
User Guide 21

Overview of Accounts Payable Processing
Overview of Accounts Payable Processing

Create and post Create invoice batches and enter transactions
invoice batches Print and file batch listings
Check data integrity and make a backup copy of the data
Post invoice batches
Print and file posting journals
Enter manual checks Create payment batches and record manual checks
Print and file batch listings
Check data integrity and make a backup copy of the data
Print checks and post payment batches
Process system checks Select transactions for payment:

Control the timing and amount of selected payments using the
Control Payments form
Set selection criteria, exclude vendors, and set maximum amounts
using the Create Payment Batch form
Print the Pre-Check Register using the Create Payment Batch form
Generate payments with the same criteria you used for the Pre-Check
Register
Print checks and post payment batches
Do periodic Do you have a multicurrency Accounts Payable ledger?

processing tasks
Yes No
Revalue transactions at new exchange rates
Create outstanding general ledger transactions

Print the G/L Transactions report
Post the G/L batches in Sage Accpac General Ledger (or to another
general ledger)
Update Accounts
As needed:
Payable records
Add new records and update existing records
Assign Inactive status to records you plan to delete
Clear history for fully paid transactions
Clear outdated vendor comments, deleted and posted batches, and
outdated statistics for vendors and vendor groups
Delete inactive records for vendors, vendor groups, and remit-to
locations
Do year-end Post all outstanding batches and print the posting journals
processing tasks Create outstanding general ledger batches
Print the G/L Transactions report
Post the G/L batches
Use the Year End form to run year-end processing

Processing Accounts Payable Batches

The Accounts Payable program operates on a batch system. This
Before Using
means that you enter groups of transactions invoices, credit notes,
A/P
debit notes, payments, and adjustments to files called batches,
then post these batches to record the transactions in vendor accounts
and in general ledger accounts.
This section outlines the types of Accounts Payable batches and tells
you how to create, maintain, post, and report them.
For more specific information about entering the various types of

transactions, see the following sections in this chapter:
Processing Invoices, Credit Notes, and Debit Notes

Processing Adjustments
Processing Payments
If you use retainage accounting or Sage Accpac Project and Job

Costing, you can include additional information with these
transactions. See the sections, Accounting for Retainage, and
Integrating with Project and Job Costing, later in this chapter for
more information.
The following diagram shows the steps for processing batches.
Processing Create Batches Create batch

batches in
Accounts Payable
Add transactions
List Batches Print Batch Listing (optional)
Correct errors Yes Errors in the batch listing?
No
Post Batches Post the Batch
Error batch Yes Errors found during posting?

created
No
Print Audit Reports Print: Posting Journal and

G/L Transactions report
User Guide 23

As you will see later, payment processing is a bit more complicated

than invoice processing, because Accounts Payable lets you
automatically create payment batches and print checks.
For more information on payments, see Processing Payments, later

in this chapter.
Creating, Editing, and Tracking Accounts Payable Batches

Types of Accounts There are three types of batches in Accounts Payable:
Payable batches
Invoice batches. Contain invoices, credit notes, debit notes, and
interest invoices.
Adjustment batches. Contain corrections, such as changes to the

general ledger account numbers to which posted transactions
were distributed or minor changes to payments.
Payment batches. Contain payments, prepayments, and

miscellaneous payments (by check, cash, credit card, or other
means).
You can use the payment entry features of Accounts Payable in

three distinct ways:
To record payments that you have already issued.
To enter individual payments and print the vendor checks.
To automatically generate payment entries for the

outstanding payables that match selection criteria you
specify, and print the checks.
Payment batches are also used to apply documents such as

credit notes to invoices and other documents, and to enter
adjustments while entering payments (if you select the option
Allow Adjustments In Payment Batches).
Editing open Unposted batches are called open batches. You can add to batches,
batches
change entries, or delete entries while a batch is open. Note,

however, that you must select the following options on the Options
form to change certain batches:
Before Using
Allow Edit Of System Generated Batches lets you edit
automatically generated payment batches.
A/P
Allow Edit Of Imported Batches lets you edit batches that you
import from non-Sage Accpac programs.
Allow Edit Of External Batches lets you edit batches that you
create in Purchase Orders and send to Accounts Payable.
You can have as many open batches as you want. This ability to use
several open batches means you can group transactions by location,
date, purchase type, or any other criteria you find useful.
Multicurrency If you have a multicurrency Accounts Payable ledger, you must

ledgers
create separate payment batches for each currency you want to
process.
You can enter a mix of currencies in invoice and adjustment batches.
Assigning and Accounts Payable automatically assigns a number to each batch, and
using batch
to each entry (transaction) you add to a batch, starting with 1. You
numbers and entry
numbers must use the assigned numbers.
The program keeps a separate numbering sequence for each type of

batch (invoice, payment, and adjustment).
The batch and entry numbers are a permanent part of each transaction
record. They appear with the transactions on Accounts Payable
reports such as posting journals and the G/L Transactions report.
Batch and entry You can use the batch numbers and entry numbers to trace the
numbers let you
progress of transactions through the Accounts Payable system and
trace transactions
(if you use the numbers as the descriptions or references for G/L
transactions) into your general ledger.
User Guide 25

Consolidation Note, however, that you lose batch and transaction entry numbers if
removes numbers
you consolidate transactions during posting. Also, consolidation
and prevents
drilldown prevents you from drilling down from General Ledger to view
Accounts Payable transactions, even if you have selected the Keep
History option.
Editing and Deleting Batches
You can edit or delete open batches, depending on your choices for
the Allow Edit Of System Generated Batches, Allow Edit Of
Imported Batches, and Allow Edit Of External Batches options.
Editing batches You can change most batch header information, regardless of the
restrictions you may place on batch editing (unless the Ready To
Post box is selected).
For example, you can always change dates and descriptions of all
unposted batches, whether you created them in Accounts Payable, in
another Sage Accpac application, or in a non-Sage Accpac program.
In payment batches, you can also change the bank code until you
add a transaction to the batch.
Batch Information In addition, all Accounts Payable transaction entry forms provide a
form
Batch Information form that lets you view additional information for
the batch, such as the batch type and batch status. (To view batch
information, you click the Zoom button beside the Batch Number
field on any transaction entry form.)
Multicurrency If you use multicurrency accounting, you can change the exchange
ledgers
rate, rate date, and rate type for individual documents when the
vendor currency differs from the functional currency (unless you use
the euro as your functional currency and the vendor currency is the
national currency of a European Economic and Monetary Union
(EMU) member).
Until you add a transaction to a batch, you can change the bank code
for a payment batch only to another bank code that uses the same

currency as the batch. Once you add a transaction to the batch, you
cannot edit the Bank Code field.
Deleting entries
Before Using
When you delete a batch or an entry in a batch, you cannot reuse its
and batches
number. Deleted batches and entries are reported on the Batch
A/P
Listing report and Posting Journal for the batch. Deleted batches are
also reported on the Batch Status report.
If you delete a check that has been printed from the Payment Entry
form, Accounts Payable voids the check.
Changing If you use Sage Accpac Purchase Orders with Accounts Payable, you
purchase order
should never delete or change amounts in purchase order batches. If
batches
you do, your Accounts Payable vendor records will not match your
Purchase Orders records.
Editing imported If you want to change information you imported from another
batches
program, the most reliable way is to make the changes in the source
program not in Accounts Payable. In other words, if you import a
batch into Accounts Payable that contains errors (such as incorrect
amounts), you should:
Create an adjustment batch in the source program and import it

into Accounts Payable.
Or
Delete the batch in Accounts Payable and import a new,

corrected batch from the source program.
By changing transactions at their source, you ensure that Accounts

Payable contains the same information that was sent by the other
program.
Listing Batches
Once you have created a batch and added transactions to it, you
should print the batch listing and check it for errors. You should
then edit the batch to correct any errors you find before you post it.
User Guide 27

Using the Force If you select Force Listing Of Batches on the A/P Options form, you
Listing Of Batches
must print batch listings for batches before you can set them Ready To
option
Post. You must also print new listings for any open batches you edit.
To print the listings for all types of batches, choose the Batch Listing
form from the A/P Transaction Reports folder, or use the File, Print
Batch Listing Report command in any transaction-entry form to print
listings for that type of batch. You can also click the Print button on
the Batch List form to print individual batches.
Note that Accounts Payable treats all printing destinations the same
way. As a result, printing to Preview satisfies the Force Listing Of
Batches option, so make sure you obtain a hard copy for your audit
trail. (You can obtain a printout easily in the Preview form by
clicking the Printer icon on the toolbar.)
Tracking Batches
Print the Batch Status report and print batch listings for the type of
batches you want to review. You can choose the Batch Status icon
from the A/P Transaction Reports folder, or you can click Print Batch
Status Report on the File menu in a Batch List form to print a listing
for a selected batch.
You can also view statuses for each type of batch on your screen
using the Invoice Batch List, Payment Batch List, and Adjustment
Batch List forms.
To view information for a particular batch, display the batch in a

transaction entry form, then click the Zoom button beside the Batch
Number field.
Batch statuses Batches are categorized by their statuses (Open, Deleted, Ready To
Post, Posted, Post In Progress, or Check Creation In Progress) and
types (Entered, Imported, Generated, Recurring, External, or
Retainage).
Generated batches Generated batches include payment batches that you create using
the Create Payment Batch form, and error batches created

automatically by Accounts Payable for transactions that cannot be

posted.
Before Using
Recurring batches Recurring batches are batches that you create using the Create
Recurring Payables form.
A/P
External batches External batches are those that you create in other Sage Accpac
programs (such as Purchase Orders) and send to Accounts Payable.
Retainage batches Retainage batches are created when you run Create Retainage
Batch.
Posting Batches
When you have listed your transaction batches and checked them for
accuracy, you can post them.
Posting accomplishes the following tasks. It:
Updates vendor accounts with the transaction information

entered in batches.
Updates the vendor and vendor group statistics.
Creates general ledger transaction information for the general

ledger accounts affected by the transactions, if you use the
Create G/L Transactions During Posting option.
If you do not use the option, the G/L transaction information is

stored for addition to a G/L batch that you create later using the
Create G/L Batch form.
Posting error Creates a new batch during posting for any unposted
batches
transactions, and produces a posting error report that explains
why transactions were rejected, if a batch contains transactions
that cannot be posted.
Multicurrency Creates transactions to record realized gains or losses due to

ledgers
changes in exchange rates (if payments are settling invoice
transactions). These transactions affect the General Ledger only.
User Guide 29

Updates bank services with payment amounts and check

numbers (if printing and posting checks).
Updates 1099/CPRS information for vendors who are subject to

1099/CPRS reporting (with tax information from invoices and
payment totals from payments).
Creates a posting journal for each group of batches posted at the

same time.
Updates the posting sequence numbers for each type of batch

listed on the Options form.
If you create General Ledger transactions during posting,

updates the sequence numbers for the General Ledger batches
on the Integration tab of the Options form.
Updates the status of each batch that was posted.
Assigning the Assigns a posting sequence number to each transaction during

posting sequence
posting to indicate the order in which it was posted.
number
For example, if you are posting invoice batches for the tenth
time, all the invoices you are posting are assigned posting
sequence number 10.
You can use posting sequence numbers to check that you have
up-to-date copies of posting journals and the G/L Transactions
report, and to trace transactions back to particular posting
journals.
Transfers transaction information to vendor records.
Using the Keep If you keep history, the program does not delete batches when you
History option
post them, so you can view and print listings for posted batches until
you clear the batches using the Clear History function. You can also
drill down to an Accounts Payable batch and to each transaction
from General Ledger. If you do not keep history, you cannot drill
down from General Ledger.

Also, when you keep history, Accounts Payable retains all entries in
a batch, not just those that were posted successfully, so that the batch
total reflects all entries in the batch. If you do not keep history, batch
Before Using
totals reflect only those entries successfully posted.
A/P
Correcting posted Note that you must enter an adjustment using the Adjustment Entry
transactions
form to correct a posted transaction.
Delete files you Also note that if you import batches from CSV files (or other file
imported after
formats), posting does not delete the original file. You should delete
posting
the files from which you imported transactions after posting them in
Accounts Payable to make sure you do not accidentally import and

post a batch twice.
Posting Procedures
You take the following steps to post batches:
1. Print listings of the batches you want to post.
Using the Force If you use the Force Listing Of Batches option, you cannot post a
Listing Of Batches
batch until you print its batch listing. You must also print a new
option
listing for the batch if you edit it.
2. Print checks for payment batches. You can print checks from two
different places:
From the Payment Entry form (to print individual checks).
From the Payment Batch List form as the first stage of

posting and printing a complete payment batch.
You must select the Print Checks option when entering the
payment in order to print a check from Accounts Payable.
You cannot edit payment entries created by the Create Payment

Batch form unless you select the option, Allow Edit Of System
Generated Batches.
Deleting printed checks You can delete printed checks but you cannot edit them. If you
delete a check, it is marked Void by Bank Services.
User Guide 211

You must print checks before you post the payment transactions.
Select Ready to 3. Choose the Invoice Batch List, Payment Batch List, or
Post
Adjustment Batch List form from the A/P Transactions folder,
then select the Ready To Post option for each batch you want to
post.
If you try to post a single batch from the Invoice Batch List,
Payment Batch List, or Adjustment Batch List form without
setting a batch ready to post, the program asks whether you
want to set the batch to Ready To Post.
Note that you can post batches from the Post Batches forms only
if you have first set them Ready To Post. Consequently, you can
post a range of batches from the Post Invoice Batches form
without accidentally posting any incomplete batches that may be
in the range.
4. Post invoice and adjustment batches using the Post Batches

forms. You can choose to post a single batch, or you can post a
range of batches that are set to Ready To Post.
Post checks using the Print/Post button on the Payment Batch

List form. You can post only one payment batch at a time.
Printing Audit Trail Reports of Batches

The batch system for processing transactions provides great
flexibility at the batch-entry stage and tight auditing control during
and after posting.
You can trace any transaction from the general ledger back to the
source entry if you:
Carefully maintain and identify source documents.
Print and file all batch listings and batch status reports.
Print and file each posting journal as it is created.
Print and file the check register after posting payment batches.

Print the G/L Transactions report as part of your period-end

procedures.
Before Using
Posting journals Each time you post, Accounts Payable creates a journal of the entries
from the batches you posted together. These posting journals
A/P
provide a record of all posted details and of the general ledger
distributions they generated.
Although you must print posting journals and the G/L Transactions
report before you close the year, you should print and file them
more often as part of your period-end procedures.
Journal Entries Generated from Posting Transactions

This section describes the journal entries that are created for your
general ledger when you post Accounts Payable transactions. If your
Accounts Payable ledger is not set to create general ledger batches
automatically, make sure you generate General Ledger transactions
as part of your period-end procedures.
If you do not use Sage Accpac General Ledger, Accounts Payable

creates its general ledger transactions in a file called
APGLTRAN.CSV, which can be imported by a remote site Sage
Accpac General Ledger or transferred to another general ledger that
you use. The file is in Comma Separated Values format.
Invoices. Assigned source code AP-IN on the G/L Transactions

report, except interest invoices, which are assigned the source code
AP-IT.
Posted invoice transactions debit the general ledger revenue account

or expense account you specify with each invoice detail (either
directly or using a distribution code) and credit the general ledger
payables control account assigned to the vendor.
The first example below records the purchase of items for resale; the
second records the purchase of office supplies.
User Guide 213

General Ledger Account Debit Credit

Inventory X
Retainage control (if applicable) X
Payables control X

Office expense - supplies X
Payables control X
Credit Notes. Assigned source code AP-CR on the G/L Transactions

report.
Credit note transactions credit the general ledger account (the

inventory account in this example) and debit (decrease) the general
ledger payables control account assigned to the vendor.

Payables control X
Inventory X
Debit Notes. Assigned source code AP-DB on the G/L Transactions

report.
Debit note transactions debit the general ledger account represented

by the distribution code (inventory in this example) and credit
(increase) the general ledger payables control account assigned to the
vendor.

Inventory X
Payables control X
Payments. Assigned source code AP-PY on the G/L Transactions

report.

Payments debit the vendors payables control account, credit the

Bank account specified for the payment batch, and credit the
payment discounts account (if a discount is taken). Discounts are
Before Using
assigned the source code AP-ED (for earned discount).
A/P
Payables control X
Bank X
Payment discounts X
Miscellaneous Payments. Assigned source code AP-PY on the

G/L Transactions report.
Miscellaneous cash payments debit the general ledger account you

specify on the Payment Entry form and credit the Bank account for
the payment batch.
Misc. expense (baseball equip.) X

Bank X
Prepayments. Assigned source code AP-PI on the G/L Transactions

report.
Prepayments debit the prepayment account and credit the bank

account for the payment batch. When you apply the prepayment
later, Accounts Payable credits the prepayment account and debit
the expense or asset account that you specify.

Prepayment X
Bank X
Adjustments. Assigned source code AP-AD on the G/L Transactions

report.
An adjustment entered as a debit credits the vendor account

(increases the payables balance) and debits the general ledger
account you specify when you enter the adjustment.
User Guide 215

For example, the following adjustment was entered as a debit

adjustment to the inventory account.

Inventory X
Payables control X
A credit adjustment debits the vendor account and credits the

general ledger account you specify when you enter the adjustment.
Multicurrency Unrealized Exchange Gains or Losses. Assigned source code

ledgers
AP-GL (for gain/loss) on the G/L Transactions report.
Unrealized exchange gains and losses appear in multicurrency

ledgers only, when an invoice in the non-functional currency is
revalued at an exchange rate that is different from the rate at which
it was originally entered.
Unrealized exchange gains and losses are not real gains or losses,
because the invoice has not yet been paid. These transactions are
created by the Revaluation form, and are sent to the general ledger
as reversing transactions (which means that they are automatically
reversed at the beginning of the next fiscal period).
The following transaction registers a loss because changes in the

exchange rate have increased the value of the vendor invoice.

Unrealized loss X
Payables control X
Realized Exchange Gains or Losses. Assigned source code AP-GL

(for gain/loss) on the G/L Transactions report.
Realized exchange gains and losses appear in multicurrency ledgers

only, when an invoice in the non-functional currency is settled at an
exchange rate that is different from the rate at which it was originally
entered.

When posting changes the value of an invoice (for example, through

partial payment, full payment, or credit note), Accounts Payable
calculates the gain or loss for the portion of the invoice that was
Before Using
changed by the posting, and creates gain or loss transactions for the
general ledger accounts.
A/P
The following transaction registers a gain because the exchange rate
on settling reduced the value of the vendor invoice.

Payables control X
Realized gain X
Note that credit notes and debit notes do not affect gains or losses if
they are issued at the exchange rate of the original invoice. However,
they do generate gains or losses if they are issued at a different rate.

This section presents an overview of invoice, credit note, debit note,
and interest transactions. It also describes how Accounts Payable
calculates taxes and discounts on invoices, and tells you how to
specify discounts and set up payment schedules.
Do the lessons in If you have not used Accounts Payable before, you should do the
the Sage Accpac
Accounts Payable lessons in the Sage Accpac Workbook. The Workbook
Workbook
introduces you to all the features of the Invoice Entry form.
For detailed instructions on using the Invoice Entry form, see

Chapter 4, Processing Invoices, Credit Notes, and Debit Notes, in
this guide.
For more information on each field while using the form, press F1 to
display online help, then click the Field List button in the Accounts
Payable Help window.
You use the Invoice Entry form to create new batches for invoices,
credit notes, debit notes, and interest charges. If you use retainage
User Guide 217

accounting, you can also enter retainage invoices, retainage credit

notes, and retainage debit notes. You can add all the document types
to a single batch, or create separate batches for each type.
Quick Mode The Settings menu on the Invoice Entry form provides a Quick Mode
setting that can save you time during data entry. It lets you identify
fields to copy to new entries and to new details. When you start a
new entry or detail, fields from the previous transaction or detail are
copied to the new transaction or detail, so you do not have to
re-enter them.
With each invoice, credit note, debit note, and interest charge, you:
Enter header information for the document (transaction), which

includes:
Vendor number (also sets the default tax group, default

payment terms, and the currency of the document).
Remit-To address (a primary remit-to address appears by

default).
Whether the document is job-related.
Whether retainage applies.
1099/CPRS code and amount, if applicable.
Document type (invoice, credit note, debit note, or interest

charge).
Apply-to document (to which a credit note or debit note

applies).
Document number (for example, the number on the invoice).
Date (for statistics and aging credit notes and debit notes).
Fiscal year and period (to which document is posted).
Document total (including taxes).
Description.

Purchase order and sales order numbers.
On hold status.
Before Using
Enter tax information.
A/P
The tax group determines the tax authorities to which the
document is subject. The tax group assigned to the vendor is
used as the default for new invoices, debit notes, and credit
notes, but you can change the tax group for a particular
document.
Note that if you change the tax group to one that uses a different
currency than the vendor, the document includes tax amounts in
the tax reporting currency, as well as in the vendors currency.
To enter tax amounts and tax bases for each tax authority, you
can:
Calculate the tax amounts and/or the tax base automatically.
Manually enter the tax amounts and/or the tax base for the
document. Then, enter the tax amounts and/or the tax base
for each distribution line.
Enter total tax amounts and/or a tax base, then automatically

distribute the total tax amounts and/or tax base to the
individual distribution lines.
Note that you can select the tax entry method independently for
the tax amount, tax base, and tax reporting currency.
If the tax authority allows tax to be included in prices, you can

specify whether individual taxes are included in invoice prices
or whether the total is net of tax.
Enter account distributions for the document.
Invoice distribution You can distribute the invoice amount by:
Specifying a distribution set and automatically or manually

distributing amounts to the accounts within the set.
User Guide 219

Specifying individual distribution codes and automatically

or manually entering the amounts for each code.
Specifying individual account numbers and entering the

amount for each account.
Specify the contract, project, and category, and other

information as required for job-related details. (For more
information about entering job-related documents, see the
section, Processing Job-Related Invoices, Debit Notes, and
Credit Notes, later in this chapter.)
Tax distribution You can distribute tax amounts to the same accounts as you
distributed the invoice amounts or allocate them separately.
Enter payment terms and information for payment schedules

(installment payments).
Accounts Payable lets you enter an as of date for payment

schedules and calculates all the due dates. You can then edit the
schedule (for example, to adjust 30-day payments to the last day
of each month).
If the document is subject to retainage, you enter the retainage

percentage, retainage amount, retention period, and retainage
due date that applies to each detail.
Enter data in optional fields.
Default information comes from the vendor record if you use the
same field names and optional tables in both places.
Multicurrency Edit the exchange rate for the document if the rate in effect is
ledgers
different from the rate displayed on the Rates tab. (Note that the
Rates tab appears only in multicurrency ledgers and only if the
vendor does not use the functional currency.)
Editing invoices You also use the Invoice Entry form to correct invoices, credit notes,
and debit notes before you post them.

Use the Allow Edit Of Imported Batches option if you want to edit
batches that were imported from other accounting programs. Use the
Allow Edit Of External Batches option if you want to edit batches
Before Using
that were created by other Sage Accpac applications (such as
Purchase Orders).
A/P
Do not edit job- Note: We recommend that you do not edit job-related invoices
related invoices
created in Purchase Orders. Posting these invoices in Accounts
generated in
Purchase Orders Payable does not update Project and Job Costing. (Project and Job
Costing is updated when you post the invoices in Purchase Orders.)
If you need to adjust a job-related invoice in Accounts Payable, enter

and post a separate adjustment to ensure that Project and Job
Costing is updated properly.
See also Importing Payment Batches, later in this chapter.
Changing Document Header Information

You can change most of the header information after you save an
invoice. You can change:
Document date
Document number
Document total
Description
Purchase order number
Sales order number
Remit-to address
On hold status
1099/CPRS code and amount
Retainage
You cannot change:
Document type
Vendor number
Job-related status
User Guide 221

Multicurrency If you use multicurrency accounting, the vendors currency code

ledgers
appears when you enter the vendor number. You use the Rates tab
to change the rate type, rate date, and exchange rate for an entry.
You cannot change the currency code.
Changing On Hold Status
Invoice Entry lets you put an invoice, debit note, or credit note on
hold when you enter it. Note, however, that Accounts Payable does
not apply any matching prepayments when you post an invoice
batch if either the prepayment or the invoice has an On Hold status.
In addition, you cannot post credit notes or debit notes if either the
credit (or debit) note or the specified Apply-To document is on hold.
To apply a payment, debit note, or credit note to a document when

using the Create Payment Batch form, you must first remove the On
Hold status using the Control Payments form. You can always apply
a document that is on hold in Payment Entry, manually, without
removing the hold.
General Steps for Entering and Distributing Invoice and Tax

Amounts
Once you have entered the document header information, the main
task of invoice entry is distributing the invoice and tax amounts to
expense or asset accounts.
The general steps for entering the total invoice amount and
distributing the item and tax amounts from an invoice are as follows:
1. On the Document tab:
Enter the document total (including tax).
Distribute invoice amounts (manually or using a distribution

set).
2. On the Taxes tab:
Check the tax group and tax classes for the vendor.

Select the tax entry method (Enter, Distribute, Calculate) for

the tax amounts and tax bases.
Before Using
Enter tax amounts, tax bases, and tax reporting amounts (if
required), if entering taxes manually, or click Calculate
A/P
Taxes.
Distribute taxes to detail lines using the Distribute Taxes

button, if necessary.
3. On the Detail Accounts/Taxes form (for individual distribution

lines):
Change the tax classes, if necessary.
Change the tax included status, tax bases, and tax amounts,
if necessary and only if you are entering tax information
manually.
For detailed invoice entry steps, see Entering Tax Information and
Calculating Tax on Invoices, in Chapter 4 of this guide.
The following sections provide more information on:
Entering tax information and calculating taxes.
Changing tax classes for individual invoice distributions.
Calculating and distributing self-assessed taxes.
Entering distribution information.
Entering Tax Information and Calculating Taxes

Accounts Payable automatically uses the default tax entry options
specified on the Transactions tab of the A/P Options form when you
enter a new invoice, credit note, or debit note. However, you can
change the tax entry options for individual documents on the Taxes
tab of the Invoice Entry form.
User Guide 223

If you change the tax group for a particular document to one that
uses a different currency than the vendors tax group, you can also
select a tax entry method for the tax reporting amount.
Accounts Payable provides three options for entering tax amounts,

tax bases, and tax reporting amounts on invoices, credit notes, and
debit notes, as follows:
Enter then manually enter total tax amounts, tax bases, or tax
reporting amounts on the Taxes tab, and enter taxes for each
detail on the Accounts/Taxes form using the information from
the invoice.
If you want, you can distribute amounts automatically to the

invoice details using the Distribute Taxes button. You can edit
the detail taxes, later, in the Detail Accounts/Taxes form.
Clicking the Calculate Taxes button overrides all manually

entered taxes (the total amounts on the Taxes tab as well as the
detail taxes).
Distribute then manually enter the total tax amounts, tax

bases, and tax reporting amounts on the Invoice Entry forms
Taxes tab, using the information from the invoice, then distribute
taxes automatically to the invoice details using the Distribute
Taxes button.
You cannot edit taxes on the Detail Accounts/Taxes form if you

choose this method.
Calculate then have the program calculate taxes and

distribute them when you add the invoice or distribute the
invoice amount. You can also select Calculate for the tax amount
and Distribute or Enter for the tax base, and let the program
calculate the tax amount automatically using the tax base you
enter.
If Accounts Payable is set to calculate tax amounts, tax bases, or tax

reporting amounts automatically, you cannot edit these amounts.

The main reasons for having the program calculate tax are:
To check the tax amount that appears on the invoice.
Before Using
To track a tax that is hidden in the invoice total.
A/P
If Accounts Payable is set to distribute tax amounts or tax bases, you
cannot edit the tax amounts or tax bases for the details.
You also specify on the Taxes tab whether the distribution amounts
are net of taxes or include taxes.
If you choose to enter the tax amount, the tax base, or tax reporting
amounts manually, ensure that the sums of the amounts you entered
for the distribution lines (on the Detail Accounts/Taxes form) equal
the totals for each tax authority on the Taxes tab.
Tax Services Stores Tax Information and Tracks Taxes
Accounts Payable gets all its tax rates and tax account information
from Tax Services, which is part of Sage Accpacs Common Services.
When Accounts Payable distributes tax amounts, it:
Checks the Taxes tab to see which taxes apply to the vendor and
the tax entry method you selected (Enter, Calculate, or
Distribute).
If you selected Enter as the tax entry method, the program

uses the tax amounts entered on the Taxes tab.
(When you save the invoice, Accounts Payable checks that,

for each tax authority, the sum of the detail taxes equals the
tax amount you entered on the Taxes tab.)
If you selected Calculate or Distribute, the program checks

the Tax Included settings, then requests Tax Services to
calculate the tax amounts for the distributions listed on the
Document tab.
Allocates entered or calculated taxes in the same proportion as

you distributed the rest of the invoice amount.
User Guide 225

Removes any proportion of the tax that is recoverable from the

tax distribution amount and assigns it to the tax recoverable
account.
You define tax authorities and specify whether taxes are

recoverable using Tax Services. See the Tax and Bank Services User
Guide.
Removes any tax that is separately expensed from the tax

distribution amount and assigns it to the tax expense account.
You specify whether taxes are separately expensed using Tax

Services.
Depending on the setting for the Report Tax option on the

Options form and the method the tax authority uses for
reporting tax on retainage, removes tax on retainage, storing it
until you process the retainage document.
For more information on reporting tax on retainage, see

Reporting Tax on Retainage, later in this chapter. To find out
how to set the Report Tax on Retainage Document for a tax
authority, see the Tax Services User Guide.
Note that Tax Services performs the tax calculations when you
complete each distribution line if automatic tax calculation is
selected on the Taxes tab, or when you click the Calculate Tax button
on the Taxes tab.
Whether you let the program calculate taxes or enter them manually,
Accounts Payable sends all the appropriate tax information to Tax
Services for tax reporting purposes.
Tax authorities, tax Regardless of the tax entry method you select, you can change the
rates, and tax
tax rates for an invoice, credit note, or debit note by:
classes
Changing the tax authorities (by changing the tax group).
Changing the tax classes.

You can also change the tax classes for particular distribution lines
using the Detail Accounts/Taxes form. (See the next section for more
information.)
Before Using
Exempt tax class Note that if a tax class is identified as tax exempt in Tax Services, the
A/P
tax amount and tax base for a tax authority using the tax class are
zero on an invoice, credit note, or debit note, and the Tax Included
option are set to No. Note that you cannot distribute tax to a tax
authority for an invoice detail that uses an exempt tax class.
Changing the Tax Class for Individual Distributions for Tax Calculation
You can change the tax classes (tax status) for single invoice
distributions by selecting the distribution line, clicking the
Accounts/Taxes button (or pressing F9), then choosing a different tax
class.
Note that to be able to edit tax allocations for details, you must select
Enter in the Tax Amount and/or Tax Base field on the Taxes tab. Also
note that you must select the different tax class before you distribute
taxes.
If you know the tax amounts for each distribution, you can also enter
the taxes manually on this form. (To be able to enter taxes manually,
select Enter in the Tax Amount field on the Taxes tab.)
Calculating and Distributing Self-Assessed Taxes
A self-assessed tax is one that you must pay, even though the vendor
does not collect it. These taxes commonly arise when you order
goods from another state or province, but you are still subject to local
sales taxes.
Accounts Payable does not have a self-assessing tax type, but you
can use the program to calculate self-assessing taxes and distribute
them to expense and tax payable accounts. The trick is to create two
tax authorities.
User Guide 227

To create and use a self-assessing tax:
1. In Tax Services create two new tax authorities:
Authority 1 is the tax expense.
This tax can be distributed with the invoice amount or

expensed separately to a tax expense account.
Authority 2 is the tax payable. Specify that this tax is

expensed separately to the tax payable account.
2. Create Purchases tax classes for vendors and items for both tax
authorities.
3. Enter tax rates for purchases for each of the authorities:
For authority 1 specify the tax rate as you would for any
other tax.
For authority 2 specify a negative tax rate of the same

amount that you specified for authority 1.
The two taxes cancel each other and not add to the value of the
invoice.
4. Add both taxes to the tax group you want to use for the vendor.
5. Specify the self-assessing tax group when you add an invoice.
6. Make sure that you are using the same tax class for both taxes.
7. If you are entering tax manually, enter a positive tax amount for
authority 1 and a corresponding negative amount for authority 2
on the Taxes tab.
Set the two taxes to No for Tax Included.

Calculating Tax Reporting Amounts

Multicurrency In some jurisdictions, if an invoice uses a different currency than the
ledger
Before Using
source currency, the invoice must show tax amounts in the tax
reporting currency (the currency used on the document), along with
A/P
the exchange rate used for the conversion.
In Accounts Payable, if you change the tax group on an invoice,

debit note, or credit note to one that uses a currency different from
the vendors currency, you can choose on the Taxes tab whether to
let Accounts Payable calculate the tax reporting amounts
automatically for you.
Deriving an implicit If you select Enter or Distribute for the Tax Reporting entry method,
exchange rate
rather Calculate, you can use the Derive Rates button to calculate the
implicit exchange rate for the tax reporting currency based on the
total tax amounts and tax reporting amounts entered manually.
You also enter exchange information for the tax reporting currency
on the Taxes tab.
For information about setting up records for tax authorities and

entering tax rates, see the Tax and Bank Services User Guide.
Entering Distribution Information

Before you make any distributions, enter the document total on the
Document tab and ensure that the tax information on the Taxes tab is
correct.
For most invoices you need to distribute two amounts:
The amount of the invoice net of taxes.
The tax amount.
Accounts Payable allows you to manually distribute item and tax

amounts on the Document tab, or distribute some or all of these
amounts automatically.
User Guide 229

Distribution Example
Accounts Payable lets you distribute the invoice amount (including

or excluding taxes) by specifying:
One or more distribution sets and the amount that you want
allocated to each set.
Or
Individual distribution codes (that represent a single general

ledger account number), along with the amount you want
allocated to each code.
Or
Individual account numbers, along with the amount you want

allocated to each account.
For example, to distribute invoice amounts using a distribution set:
1. Type or select the code for the distribution set.
2. Type the amount to distribute to the accounts in the distribution

set.
3. Click the Create Distribution button.
4. Edit the amounts of the distribution if necessary.
5. Repeat steps 1 to 4 if you want to distribute a portion of the

invoice to a different set, or insert lines for single distribution
codes or general ledger accounts in the list on the bottom half of
the Document tab.
If tax is automatically calculated, A/P calculates the tax for each

line when you complete it.

6. Once you have distributed all amounts except the tax amounts
that are not included in invoice amounts, on the Taxes tab, click
one of the following buttons:
Before Using
Calculate Taxes. The Calculate Taxes button calculates tax,
A/P
then allocates it to each distribution line.
Distribute Taxes. The Distribute Taxes allocates to each

distribution line the tax amount shown (or entered) on the
Taxes tab.
Multicurrency Note that you distribute all invoice and tax amounts in the vendors
ledgers
currency. Accounts Payable calculates the functional-currency
equivalent to the invoice amount using exchange rates maintained in
the Currency forms in Common Services.
You can change the exchange rate, rate type, and rate date for an
invoice using the Rates tab when the vendor currency differs from
the functional currency. You cannot change exchange rate
information between European Economic and Monetary Union
(EMU) member currencies.
For more information on multicurrency transaction entry, see

Entering Rate Information on Invoices, Credit Notes, and Debit
Notes and Processing Multicurrency Transactions, later in this
chapter.
Invoices, debit Although this guide often refers to invoice distributions and invoice
notes, and credit
amounts, keep in mind that distributions are the same for credit
notes all work the
same way notes and debit notes.
Calculating the Document Total from the Total Net-of-Tax
If you are entering an invoice for which the tax has not yet been
calculated, you can calculate the document total including tax on the
Taxes tab of the Invoice Entry form.
User Guide 231

Follow these steps:
1. On the Document tab of the Invoice Entry form, enter the net-of-
tax amount of the invoice in the Document Total field.
2. If you are using a distribution set, also enter the amount in the
Distribution Amount field, then click the Create Distribution
button to create the distribution and distribute the net-of-tax
invoice total that you entered.
If you are not using a distribution set, enter the distribution lines
manually on the Document tab.
3. On the Taxes tab, select Calculate as the tax entry method in the
Tax Amount and Tax Base fields, and specify that taxes are not
included in the distributions.
4. Click the Calculate Tax button.
Accounts Payable calculates the tax amounts and the total

payable. You have now allocated an amount that is larger than
the document total. The additional amount shows up as a
negative Undistributed Amount at the bottom of the Document
tab.
5. On the Document tab, add the undistributed amount to the

amount in the Document Total field.
Calculating Discounts and Entering Payment Schedules

Entering discount If you can claim discounts for early invoice payment, you can define
information
terms codes for each of the methods your vendors use to calculate
discount amounts and discount periods.
Accounts Payable uses the terms code you specify for an invoice on
the Terms tab to calculate the discount period and amount for the
document. If you use a terms code that includes more than one
payment, Accounts Payable sets up a payment schedule that
includes separate discount information for each payment.

You can specify whether an invoice discount applies to a particular

detail. The discount status for the distribution code appears as the
default for a detail, but you can change the Discountable option,
Before Using
either on the detail-entry grid or on the Detail Accounts/Taxes form.
A/P
You can change the terms code, discount date, amount, and rate at
any time until you post the invoice. You can also override the
discount base or the discount amount calculated for an invoice on
the Terms tab of the Invoice Entry form.
The discount date determines whether a discount is available in the

Payment Entry form. If a discount is available, Accounts Payable
displays the invoice total net of the discount when you apply
payments to the invoice. If necessary, you can enter a discount taken
that exceeds the discount specified on the invoice.
Discounts do not apply to credit notes and debit notes.
For information about terms codes, see Setting Up Terms, in

Chapter 2 of the Getting Started guide.
Assigning Multiple Payment Schedules to Invoices
Accounts Payable lets you enter an invoice to be paid in a series of

payments by assigning a terms code that includes a multiple
payment schedule. For example, you can add a terms code to
Accounts Payable for a payment schedule for three equal payments
made 30 days apart.
Payment schedules not only track a series of payments for an

invoice, they also let you take discounts on scheduled payments.
When you assign a terms code that uses a payment schedule to an

invoice, Accounts Payable creates a payment schedule on the Terms
tab. The payment schedule divides the invoice total into the specified
number of payments, each with its own due date, payment amount,
and discount period.
User Guide 233

You can recalculate the payment schedule with a new starting date,
and you can change any of the due dates, discount dates, or payment
amounts. However, you cannot change the number of payments
(except by reducing later payments to zero).
If you want, you can print payment schedules on batch listings.
When you use the Payment Entry form, you specify the particular
transaction to which you are applying a payment.
Entering Rate Information on Invoices, Credit Notes, and Debit

Notes
Multicurrency This section summarizes the steps you take to add invoices, credit
ledgers
notes, and debit notes in currencies other than the functional (home)
currency.
You enter multicurrency transactions in exactly the same way as you

enter functional-currency transactions. An extra step arises only if
you need to change exchange rates or assign a different tax group to
the transaction.
As soon as you specify the vendor number on a new invoice, credit

note, or debit note, Accounts Payable displays the currency for the
vendor, along with the current exchange rate, in the top part of the
tab.

To change the exchange rate, use the Rates tab (it appears only with
multicurrency transactions). You can change the rate type, rate date,
and exchange rate for the document, unless the vendor uses the
Before Using
functional currency or your functional currency is the euro and the
vendor is a member of the EMU.
A/P
Accounts Payable lets you mix vendor currencies within an invoice
and adjustment batch, but you may want to restrict batches to
vendors of the same currency.
When you post multicurrency transactions, Accounts Payable

converts the source-currency amounts to the functional currency,
using the exchange rate information entered with the transaction.
Note that the statistical amounts displayed in the vendor record are
also in the vendors currency, as well as in the functional currency.
Entering Optional Fields on Invoices

If you use Sage Accpac Transaction Analysis and Optional Field
Creator, you can add optional fields to the Invoice Entry form,
letting you store additional information with invoices, debit notes,
and credit notes.
User Guide 235

Two kinds of Accounts Payable handles optional fields you assign to document
optional fields for
headers separately from optional fields you assign to document
invoices
details.
Invoice You use the Optional Fields tab on the Invoice Entry form to assign
optional fields
optional fields to a document. The program displays as defaults any
invoice optional fields marked for automatic insertion, but you can
change them or add any other invoice optional fields.
Default values appear for the invoice optional fields, as follows:
If you assigned the same optional fields to the vendor and remit-
to location records as you defined for invoices, the optional field
values for the remit-to location appear on the Optional Fields tab.
If the optional fields in the remit-to location record and the

vendor record are different from each other, the optional field
values from the vendor record appear as defaults for the invoice.
If an optional field is defined for invoices, but is not assigned

either to the vendor or the remit-to location, the program
displays the value specified in the optional field record.
Invoice details The Invoice Entry form also lets you assign optional fields to
optional fields
document details.
Optional fields On the detail-entry grid and on the Detail Accounts/Taxes form, an
indicator
Optional Fields indicator (a field or a check box, depending on the
location) 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.
Note that any changes you make to optional fields in the Optional
Fields setup form are not reflected in existing batches. To update the

optional fields in an existing batch, you must correct each entry in

the batch.
Before Using
You add optional fields to the Invoice Entry form as described in the
Setting Up Optional Fields section of Chapter 2 in the Getting
A/P
Started guide.
Accounts Payable provides two principal methods for adjusting
transactions and account balances.
You can:
Enter adjustments with payments.
Enter adjustments individually in adjustment batches.
For detailed instructions on entering adjustments, see Chapter 5,

Processing Payments and Adjustments.
A credit adjustment credits the vendor account (increases the

payables balance) and debits the general ledger account you specify
when you enter the adjustment.
A debit adjustment debits the vendor account and credits the general
ledger account you specify when you enter the adjustment. (See the
transaction examples at the beginning of this chapter.)
Adjustments do not Note that Accounts Payable adjustments are not sent to Bank
affect Bank
Services even if you are adjusting the amount of a check.
Services
This means that if you make any adjustments to change the amount
of a payment, that adjustment does not appear in Bank Services. You
must make a second adjustment in Bank Services, as described in
Chapter 6 of the Tax and Bank Services User Guide.
If possible, you should delete an incorrect check before it is posted,

then enter a new one to correctly update the bank.
User Guide 237

Entering Adjustments with Payments

You can quickly write off amounts or enter other adjustments to a
document at the same time as you apply a document to it in
Payment Entry.
Use this feature, for example, when you want to write off the
difference between a payment amount and the outstanding balance
on the invoice that the payment settled. (If you need to adjust
retainage, however, you must use the Adjustment Entry form.)
Before you can enter adjustments with transactions in the Payment

Entry form, you must first select the Allow Adjustments In Payment
Batches option on the Options form. You can then add adjustment
transactions, specifying the general ledger account for each
adjustment amount, when you apply payments or posted documents
in the Payment Entry form.
You post these miscellaneous adjustments with payment batches,

and they appear on the same batch listings and posting journals as
the payment batches.
You must apply a You can adjust an invoice in the Payment Entry form if you are
payment to enter
applying a payment or a posted document to that invoice. If you
an adjustment
want to enter an adjustment for an invoice to which you are not
applying a document, use the Adjustment Entry form.
Entering Adjustments Individually

You can enter adjustments one at a time in the Adjustment Entry
form, specifying the document number to adjust and the general
ledger account to debit or credit.
The Adjustment Entry form lets you easily write off small amounts
when you adjust payments. For example, suppose that you post a
prepayment of $250.00 for a vendor. Later, you receive an invoice
that totals only $248.60. When you apply the prepayment to the
invoice, you end up with an overpayment of $1.40 in your system.
Using Adjustment Entry, you can write off the $1.40 amount.

You can also adjust documents that have been completed and
cleared from Accounts Payable or enter a general adjustment to an
account balance. You enter this type of adjustment as a credit note or
Before Using
debit note in the Invoice Entry form.
A/P
When you add an adjustment in the Adjustment Entry form,
Accounts Payable automatically assigns a sequential document
number using the prefix and beginning with the next number
specified for adjustments on the Options form.
Vendor statistics include the total amount and number of

adjustments entered for the period, and the amount and date of the
last adjustment transaction entered.
Information Entered with Adjustments

For more information on each field in the Adjustment Entry form,
press F1 while entering adjustments to display online help, then click
the Field List button in the Accounts Payable help window.
Information for Adjustments Added in the Payment Entry Form
If you are entering an adjustment through Payment Entry, you can

enter a reference and a description for the adjustment entry. You can
fill in only the following four fields for each adjustment detail:
Reference
Description
Distribution Code or G/L Account Number
Amount
User Guide 239

An adjustment
entered from the
Payment Entry form
All other fields are filled in by the program.
Information for Adjustments Added in the Adjustment Entry Form
The Adjustment Entry form has more data entry fields than the
Miscellaneous Adjustment Entry form in Payment Entry because
you must specify the document to which the adjustment applies.
An adjustment
entered on the
Adjustment Entry
form
If the document you are

adjusting was created
using Accounts Payable
version 5.4 or later, this
button lets you select a
specific detail for
adjustment.
You can edit or view the following pieces of information:
Batch number.

Entry number.
Entry description.
Before Using
Adjustment number (display-only count of all adjustments
A/P
entered to date including those entered with payments).
Adjustment date (for statistics, exchange rate and aging).
Fiscal year and period (to which the adjustment is posted).
Vendor number.
Reference.
Description (this is the description which appears on the

G/L Transactions report if you choose to use the description for
the G/L Reference field or G/L Description field in general ledger
transactions).
Document number (the number of the invoice, credit note, debit

note, or prepayment to which the adjustment applies).
Document balance.
Payment number (this number is 1 unless the invoice has a

multiple payment schedule; in which case, it is the payment
number).
Payment balance (displays the amount yet to be paid).
Optional fields.
Distribution code or G/L account number (the other side of the

transaction goes to the vendor account and payables control).
Amount. (Enter a debit to credit vendor account; enter a credit to

debit the vendor account.)
User Guide 241

Types of Adjustments
Some common adjustments you can make using the Adjustment
Entry form are to:
Correct invoice distributions to wrong accounts.
Adjust minor errors in payment amounts.
Adjust posted payments to write off small overpayments.
Add retainage to a document.
Correcting Distributions to Wrong Accounts
You can make an adjustment to change the distribution of a posted

invoice, credit note, or debit note from one account to another.
For example, suppose when you entered an invoice for office

supplies you debited the general ledger Administrative Expenses
account for $500 instead of the Office Supplies expense account.
You need to enter two details for this adjustment:
Enter a detail to credit the Administrative Expenses account with

$500, to reverse the distribution.
Enter a detail to debit the Office Supplies expense account with

$500, to distribute to the correct account.
The distribution looks like this:
The vendor balance is not affected, because the net change to the
Payables Control account is zero.

Adjusting Errors in Check Amounts
If you post an incorrect amount in Accounts Payable for a check you
Before Using
wrote manually, you must enter an adjustment to correct the mistake.
A/P
If you do not discover the error until you reconcile the bank
statement, you can post small amounts to the Clearing Errors
account in Bank Services.
However, if the mistake is for a significant amount, you must correct

it in Accounts Payable, as follows:
If you posted less than the correct check amount, enter a

payment transaction for the difference, and apply it to the
relevant invoice or other document in the vendors account.
For example, if you recorded and posted a $100 check as $10,

post a new payment transaction for $90.
This step produces a new check transaction, which you must

clear as described in the section, Clear Checks, in the Tax and
Bank Services User Guide.
If you posted more than the correct check amount (for

example, you recorded and posted a $10 check as $100), enter an
adjustment to the invoice or other document to which you
applied the incorrect check amount in two stages:
a. Adjust the vendor account by entering the adjustment as a

debit amount, specifying the general ledger clearing account
to which you will post the other half of the transaction in
Bank Services.
This step credits the vendors Payables Control account,

increasing the amount you owe the vendor to the correct
amount.
b. Adjust the bank balance in Bank Services by posting the

debit to the bank account and the corresponding credit to the
clearing account, following the instructions in the section,
Clear Checks, in the Tax and Bank Services User Guide.
User Guide 243

Adjustments do Accounts Payable does not send adjustment transactions to Bank

not affect Bank
Services. This is why you must enter adjustments that affect bank
Services
accounts in both Accounts Payable and Bank Services, using a
general ledger clearing account to avoid creating duplicate entries
for your general ledger.
Applying Amounts Payable against Amounts Payable
If you have vendors who also buy from you, you may want to enter
an adjustment to deduct an amount Payable from an amount
payable (or deduct an amount payable from an amount Payable).
This type of adjustment requires an adjustment in both Accounts

Payable and Accounts Payable.
For example, suppose you owe a vendor $500 and the vendor owes
you $50. Here is how you apply the amount Payable against the
amount payable, so you can issue a check for the net amount owing:
In Accounts Payable, enter an adjustment to credit the vendor

account by $50 and debit a general ledger clearing account $50.
The clearing account can be any account you assign to serve as a

suspense account, to hold the $50 during its transfer between
accounting systems. The account is cleared when both the
Accounts Payable and the Accounts Payable adjustments are
posted.
In Accounts Payable, enter an adjustment with a detail to credit

the clearing account $50. The program automatically debits the
Payables Control account and the vendors account $50.
In this example, the amount Payable is reduced to zero and the

amount payable is reduced to $450.
Entering Optional Fields on Adjustments

Adjustment Entry If you use Sage Accpac Transaction Analysis and Optional Field
optional fields
Creator, an Optional Fields check box indicates whether any

optional fields are assigned to a particular adjustment entry. (The

program selects the check box you cannot change the selection.)
Before Using
If you marked any adjustment optional fields for automatic
insertion, they are assigned, along with their default values, to new
A/P
transactions you add in Adjustment Entry.
You click the Zoom button beside the Optional Fields indicator field
to display or change the optional fields assigned to an adjustment
transaction.
Default values for adjustment optional fields appear as follows:
If an optional field assigned to the current adjustment was also

used on the document you are adjusting, the program displays
the values from the original document.
If an optional field assigned to the current adjustment was not

used on the original document but is assigned to the vendor
record, Accounts Payable displays the default value from the
vendor record.
If an optional field assigned to the current adjustment was neither

used on the original document nor assigned to the vendor, the
program uses the default value from the optional field record.
You can add any optional fields that are defined for adjustments,
and you can change the default values that appear.
Note that any changes you make to optional fields in the Optional
Fields setup form are not reflected in existing batches. To update the
the batch.
You add optional fields to the Adjustment Entry form as described

in the Setting Up Optional Fields section of Chapter 2 in the
User Guide 245

Processing Payments
Processing Payments
Accounts Payable provides two ways to enter payments:
Manually create new payment batches and enter payments

using the Payment Entry form.
You can issue checks or other payments manually, then

use Payment Entry to record the checks, or you can enter
payments and use Payment Entry to print the checks.
Have the Accounts Payable program generate payments using

the Create Payment Batch form.
Once you generate payment entries, you can list them, edit them
using the Payment Entry form, print the checks, and post the
transactions to vendor accounts.
You can use the Payment tab on the Vendor Activity form to
display the payments you have made to a single vendor.
You can use the Payment Inquiry form to look up payments by

bank range, vendor range, status, transaction type, date range,
year and period range, and check number range. You are not
limited to viewing payments for one vendor at a time, as when
using the Vendor Activity form.
You can print the Vendor Transactions report, including

payments and prepayments for a vendor or a range of vendors.
For detailed information about using the Payment Entry form, see
the next section.
For information on system-generated checks, see Using the Create

Payment Batch Form, later in this chapter.
See Chapter 5 for For step-by-step instructions on processing payments, see Chapter 5
instructions
of this guide.

Using the Payment Entry Form

This section contains an overview of the Payment Entry form. It
Before Using
describes the information you enter for each payment, and discusses
A/P
how to print checks and advices.
You use the Payment Entry form to:
Create new batches of payments.
Enter payment information for checks you have already issued,

for checks you want to print using Accounts Payable, or for
other types of payments (such as cash or credit card payments).
Apply existing documents (such as prepayments) to invoices.
Edit system-generated payment batches.
Print checks.
Enter adjustments to invoices you are paying in the Payment

Entry form, instead of using the Adjustment Entry form.
Open the payment Batch Information form to view or edit

information about the payment batch.
You should read this section to understand how Accounts Payable

handles payments. If you need instructions for specific payment
processing tasks, see Chapter 5, Processing Payments and
Adjustments.
If you have not used Accounts Payable before, you should do the
lessons on Accounts Payable in the Sage Accpac Workbook. The lessons
introduce you to all the features of the Payment Entry form.
If you are using the Payment Entry form and need more information
on a data entry field, press F1 to display online help, then click the
Field List button in the Accounts Payable Help window.
If you want an overview of batch processing, read the section,

Processing Accounts Payable Batches, earlier in this chapter.
User Guide 247

Payment Batch Information

The payment Batch Information form lets you view additional
information about a selected payment batch that is not contained on
the main payment entry forms, such as the date the batch was last
edited, the batch type and status, the number of entries in the batch
and their total amount, and whether the batch listing and deposit
slip have been printed.
The Payment Batch Information form also lets you specify:
The batch date and a description for the batch.
The bank.
In a multicurrency ledger, the currency for the payment batch.

You also enter the default rate type, rate date, and exchange rate
to use for the payments you add to the batch.
Editing batch You can change all the information for an existing batch except the
header information
batch number, bank code, and the currency code that appears if you
use multicurrency accounting.
For more information about batch processing, read the Processing

Accounts Payable Batches section, earlier in this chapter.
European For information about using the euro as your functional currency,
transactions
see the chapter Entering Currency Information, in the System
Manager User Guide.
Types of Payment Entries

In most cases, a payment transaction is the information that
Accounts Payable needs to print one check for a vendor and update
the vendor account with the check information.
The Payment Entry form lets you enter four types of transactions:
Payment. Records a payment to settle outstanding transactions.

You can print a check from Payment Entry or enter the number

of a previously written check. You can also record cash, credit

card, and other types of payments.
Before Using
The program displays the vendors outstanding transactions
(invoices, credit notes, debit notes, adjustments, and
A/P
prepayments), and you select the transactions you want to
partially or fully pay.
Prepayment. Records payments you make before you receive

an invoice. When you receive the invoice, you enter it using the
Invoice Entry form, and then post it. The prepayment will then
be applied against the invoice.
You can print a check from Payment Entry or enter the number
of a previously written check. You can also record cash, credit
card, and other types of prepayments.
Apply Document. Lets you apply one posted document

against another (such as a prepayment against an invoice).
Miscellaneous Payment. Lets you issue a payment to a person

or company for which you have not set up a vendor record.
It also lets you enter a cash invoice for an existing Accounts

Payable vendor. Accounts Payable automatically creates an
invoice when you post a miscellaneous payment with a vendor
number.
You enter the distribution details on the Payment Entry form as

you would for an invoice, debiting general ledger accounts as
required and crediting the bank account.
You can enter negative detail lines for a miscellaneous payment,

provided that the total is a positive amount. (You cannot post
the payment if the total is negative.)
For each type of transaction (except Apply Document) you can print
checks immediately after entry or you can print them when you post
the payment batch.
User Guide 249

Restrictions on Batch Entries

The main restrictions on the entries in a single payment batch are:
Only one bank All payments in the batch must be drawn on the same bank
per batch
account. (You specify the bank when you create the payment
batch.)
Multicurrency All payments in the batch must use the same currency. You also
ledgers
specify a exchange rate for the bank (batch) currency and the
functional currency, if they are different. Accounts Payable uses
the exchange rate you set for the batch as the default for
payments you add to the batch.
You specify the bank, the batch currency, and the default rate
when you create the batch. You can change the rate type, rate
date, and the exchange rate for the batch, later, but you cannot
change the bank or the currency once you add the batch.
Payment currency, Note that the currency you specify for a payment batch is the
not vendor
payment currency not the currency of the vendors paid in the
currency
batch. Accounts Payable lets you pay vendors in any currency you
choose.
For example, you can have a functional currency of Canadian

dollars, but create a payment batch using US dollars to pay vendors
in Mexico (whose source currency is the peso).
Information Entered with Payments

This section lists and describes the information you enter with
payment entries. The information is presented in the order in which
you enter it using the Payment Entry Form.
For information on any of these fields while using the Payment

Entry form, press F1, then click the Field List button from the Help
screen that appears.

Batch information For each batch, you enter:
Batch Number (supplied by the program).
Before Using
A description for the batch (optional).
A/P
Batch Date.
Bank Code.
Currency of the payment batch (in multicurrency ledgers).
Bank Rate (set by the rate date and type, or you can specify the
rate).
General payment You enter the following general payment information on the
information
Payment Entry form:
Entry Number (select only if editing; otherwise, Accounts

Payable supplies the number).
Description.
Transaction Type (Payment, Prepayment, Apply Document, or

Miscellaneous Payment the default transaction type specified
on the Options form appears, initially).
Date (the payment date or, if you are applying a document, the
transaction date).
Fiscal Year/Period (to which to post the payment).
Vendor (does not appear for miscellaneous payments).
Remit-To Location. (If the vendor has a primary remit-to location

code, it appears as the default. Enter the payee name for
miscellaneous payments.)
Payment Code (to identify the type of payment cash, check,

credit card, or other. The payment code from the vendor record
appears as the default when you enter the vendor number, but
you can select a different code for a specific payment).
User Guide 251

Print Check (select if you are using a check payment type and
you want the program to print the check).
Check Number (enter a check number the payment uses a check

payment type and you are not printing the check from Accounts
Payable).
Cash Account (if the payment uses a cash payment type) or

Other Account (if the payment uses an other payment type).
Card type, card number, cardholder name, expiration, and

authorization code for the transaction (if the payment uses a
credit card payment type).
Document Number (the payment, prepayment, or credit note

you are applying, on an Apply Document transaction).
Check Language (if you are using a check payment type).
Payment detail You enter the following payment detail information on the Payment
Entry form:
Document(s) to which transaction is applied:
If a payment, you select documents using one of two

selection modes. (You can use Select Mode to select
documents from a list, or you can enter the document
numbers directly, yourself.)
If a prepayment, you specify a document number, purchase

order number, or sales order number.
If an Apply Document transaction, select the document you

are applying and the document to which it applies.
Distribution accounts (miscellaneous payment only).
Activation date for prepayments (usually the date you expect the
invoice).
A prepayment is not considered to be a credit to the vendors

account until the activation date. So, if you generate payments

using Create Payment Batch before the activation date, the

prepayment does not offset vendor invoices or debit notes.
Before Using
For payment transaction types, you cannot change the payment
amount directly. However, you can change the amount
A/P
indirectly by changing the applied amount (in the vendor
currency) for a specific document as shown:
Retainage If you use retainage accounting, the Payment Entry form also
information
displays the original document number associated with any
retainage invoices you are paying.
Exchange rates If either the bank or the vendor currency is not the functional
currency, enter rate information for the payment on the Rate Override
form by clicking the Rates button on the Payment Entry form.
You can change the following information for the bank and for the
vendor (depending on whether the bank and your vendor use a
foreign currency):
Rate Type (such as spot rate, average rate, or weekly rate).
Rate Date (date for establishing the rate of exchange between the
payment currency and the functional currency if you have a
multicurrency ledger).
Exchange Rate. There are two types of exchange rates:
The bank rate (the rate of exchange between the payment

currency and the functional currency). The batch bank rate is
a default for all transactions in the batch, but you can change
it for individual transactions.
The vendor rate (the rate of exchange between the vendors

source currency and the functional currency).
User Guide 253

A Typical Payment Entry Process

The flowchart on the next page shows the steps for entering a
Payment transaction type and printing a check with the Payment
Entry form.
There are a few additional points about payment entry that do not
appear in the diagram:
You must specify one bank for a batch.
All the payments in a batch must be in the same currency.
If the bank does not use the functional currency, you can specify
the bank rate type, bank exchange rate, and bank rate date for a
multicurrency batch before adding entries to a batch, or you can
accept the rate provided by Common Services. You can override
this information for individual entries, if necessary.
You cannot edit system-generated payments unless you select

the option Allow Edit Of System Generated Batches in the
Options form.
You cannot print a check for a payment unless you select the
Print Check option on the Payment Entry form.
If you choose Prepayment as the transaction type, you can

specify the document number, using the invoice number of an
unposted or posted document, the purchase order number, or
the sales order number to which the prepayment applies.
As long as you specify one of these numbers correctly, Accounts

Payable automatically matches the prepayment to the invoice
when you post the invoice. (It also matches it if you post the
invoice first, and then post the prepayment.)

Create a new Enter:

payment batch Batch creation date Batch description (optional)
Bank code
If multicurrency batch:
Payment currency Rate date
Before Using
Rate type Bank rate
A/P
Enter header Enter or select:
information Entry description Transaction type (payment, prepayment,
Vendor number apply document, or misc. payment)
Remit-To code (or vendor Check date, fiscal year and period
information) Check number (if not printing check)
Print check (select to print the Check language
checks from Accounts Payable)
Enter payment details

Select or enter the document for payment application?
Select Enter
1. Choose Select mode 1. Select or enter the document number

2. Choose: 2. Enter the applied amount
Starting document number
Document type
Document order
Choose the Go button
3. Select Yes in the Apply column for
invoices you are paying
4. Type the amount for each invoice in
the Applied Amount column
Adjust exchange rates for vendor or bank currencies?
Yes No
Adjust exchange Choose the Exchange Rates button:

rates 1. Adjust the bank rate and check
amount (the rate of exchange between
the functional and bank currencies)
2. Adjust the vendor rate (the rate of
exchange between the vendor and the
functional currencies)
Add the transaction Add the payment
Print the check Print the check for the payment you just entered?
Yes
No
1. Choose the Print Check button

2. Make sure you are using the correct
check stock, or check/advice forms
3. Confirm when the check is printed
Start the next entry or leave the form.
Figure 2.1. Entering Payments A Flowchart
User Guide 255

If you choose Miscellaneous Payment, you enter the payee

information (name and address) in the Remit-To field and pop-
up form, and you choose the distribution accounts and amounts
in the payment detail area of the form.
If you are entering a miscellaneous payment from a vendor for

which you have an existing record in Accounts Payable, you can
also specify a tax group, or edit tax information for the invoice
that is created simultaneously when you process the payment.
(This procedure is sometimes called cash invoicing. If you
enter a negative payment for a vendor, you produce a cash
return.)
For more information on adding cash returns and cash invoices,

see Processing Cash Invoices and Cash Returns, later in this
chapter.
If you choose Apply Document to apply one posted document to

another (such as an old credit note or prepayment to a newly
posted invoice), you select the posted document you are
applying first, then apply it to invoices just as you would for a
payment.
Payment Application Entry Modes

Once you have added the vendor information and payment
information, you are ready to apply payment amounts to specific
invoices.
Accounts Payable provides two methods, called entry modes, for

entering or selecting the invoices or other documents you want to
apply:
Select Mode Select Mode lists vendor documents in the order you choose.
You can then scroll through the document list to select items for
payment basing your choice on the information displayed for
each document.

Select Mode also provides additional information about the

vendors documents, such as the due date, the original amount,
and the pending balance.
Before Using
Entering the If you do not use Select Mode, you enter the number of the
A/P
document number
document to which you want to apply payment (or select it from
directly
the Finder listed in document number order).
When you enter the document number, Accounts Payable

displays the current balance and available discount, and lets you
enter the amount you want to apply.
This method is faster than Select Mode if you have a lot of

documents.
For step-by-step instructions on using payment application modes,

see Chapter 5, Processing Payments and Adjustments.
Information in the Select Mode Document List
Use the Select Mode of document application when:
You do not know the number of the document to which you are
applying the payment.
Or
You want to know more information about the document, to

help identify it or to find out whether unposted payments have
been applied to the document. (Use Select Mode to avoid
overpayment of an invoice.)
Select Mode lists all outstanding invoices, and provides a summary

of all transactions applied to those invoices and posted to vendor
records.
Posted information The posted information that Select Mode displays for each
transaction is as follows:
Current balance (balance of all posted transactions applied to

this document).
User Guide 257

Applied amount (amount of the current payment entry applied

to this document).
Discount available.
Discount taken (in this transaction).
Adjustment amount (if you entered one with this payment).
Net balance (current balance minus applied amount, pending

payments, discount taken, and adjustment amount).
Other identifying Other information that Select Mode provides can help you identify
information
documents that you want to pay:
Document number.
Original document amount.
Document type (invoice or debit note).
Vendor purchase order number (if you entered one).
Order number (sales order, if you entered one).
Document date.
Due date.
Discount date.
Information Displayed When You Enter Document Numbers Directly
Generally, you do not use Select Mode for document application

when:
You know the number of the document to which you are

applying the invoice.
Or

When you have a lot of vendor documents and it is faster to look

them up in the Finder than scroll through all the items in the
document list.
Before Using
Accounts Payable provides the following information about vendor
A/P
documents when you enter document numbers directly:
Document number.
Current balance (balance of all posted transactions applied to

this document).
Applied amount (amount of the current payment that is applied

to this document).
Discount available.
Discount taken (in this transaction).
Adjustment amount (if you entered one with this payment).
Net balance (current balance minus applied amount, discount

taken, and adjustment amount).
You must also specify the payment number to which you are
applying this payment. The payment number is always 1 unless you
are applying a payment to an invoice with a multiple payment
schedule.
Showing Pending Transactions in Payment Entry
If you use the option to include pending transactions during

payment entry (on the A/P Options form), you see Pend beside
documents to which a payment or debit note has already been
applied but not yet posted. Accounts Payable prevents you from
applying an amount greater than the pending balance.
If you do not use the option to include pending transactions,

Accounts Payable does not display the Pend status or any Pending
columns in the applied detail list. If applying two payments would
User Guide 259

overpay a document, the program sends the second entry you try to
post to an error batch.
Pending amounts The pending amounts that appear are as follows:
Pending balance (for Select Mode, only). This is the balance

including unposted payments.
Pending payment total. This is the total of unposted payments

applied to document.
Pending discounts. This is the total of unposted discounts

taken.
Pending adjustments. This is the sum of unposted adjustments

for the document.
Partially Paying Invoices

For each selected transaction, you specify a full or partial payment
amount, the discount amount you deducted from the payment (if
any), and a description of the payment.
You can partially or fully pay as many of the vendors outstanding

transactions as you want with one payment. The payment amount
you enter for each selected transaction is added to the total payment
amount. If an invoice is eligible for a discount, the program
calculates the discount amount. You can accept this amount or
change it.
Editing Payment Entries

You also use the Payment Entry form to correct batches of payments
created with the Create Payment Batch form or imported from other
accounting systems.
To edit batches created with Create Payment Batch, you must select
the option Allow Edit Of System Generated Batches in the Options
form.

If you want to edit batches that were imported from other programs,
you must select the option Allow Edit Of Imported Batches.
Before Using
See also Importing Payment Batches, later in this chapter.
A/P
Editing and Deleting Checks
There are a few restrictions on editing or deleting payment entries

that you should know:
You cannot edit checks once they have been printed.
You can delete printed checks until they are posted. This allows
you to void a check that is printed incorrectly.
You can reverse posted checks in Bank Services. This reinstates

the invoice in A/P if the invoice information still exists.
Voided checks Accounts Payable does not list deleted (voided) checks on the check
appear on the
register. To list all printed checks and their statuses, print the Check
Check Status
Report Status Report from Bank Services.
Processing Cash Invoices and Cash Returns

If you pay a vendor immediately for a purchase, you do not have to
enter the invoice separately using the Invoice Entry form. Accounts
Payable lets you add a payment and the corresponding invoice
simultaneously, a process that is sometimes called cash invoicing.
To enter a cash invoice for an existing vendor, you enter the payment
using the Miscellaneous Payment transaction type. If you use an
existing vendor number, you must also enter an invoice number.
Accounts Payable automatically creates an invoice using this invoice
number when you post the miscellaneous payment.
As for any invoice, you can let Accounts Payable automatically

calculate taxes for miscellaneous payments, you can enter all taxes
manually, or you can enter tax totals and distribute taxes to details.
User Guide 261

Accounts Payable updates the Tax Tracking report when you post
the miscellaneous payment.
Note, regarding cash invoices and cash returns:
Accounts Payable displays the tax group and payment code

from the vendor record as the default, but you can change them.
If your Accounts Payable system uses 1099/CPRS reporting, and

1099 or CPRS tax reporting is selected in the vendor record, you
can enter the 1099/CRPS code and amount with the cash invoice.
Accounts Payable does not track separate statistics for cash

returns or cash invoices. They are treated as invoices and
payments.
You can distribute cash invoices or cash returns to jobs you

manage using Sage Accpac Project and Job Costing.
You can enter a negative detail amount and a discount account

to record a discount for a cash invoice.
You cannot record retainage or use optional fields with

miscellaneous payments. You do not enter payment terms,
because the invoice is already fully paid.
If you later reverse a miscellaneous payment for an Accounts

Payable vendor, the program reverses only the payment portion
in Bank Services. (If you did not use a vendor number on the
miscellaneous payment, the program reverses the entire
transaction.)
You can view the invoice and payment documents on the Vendor
Activity form.
Processing Prepayments
A prepayment is a payment to a vendor that is normally not applied
to a posted invoice or debit note. Accounts Payable lets you enter a

prepayment, specifying the invoice number, purchase order number,

or sales order number to which the payment applies.
Posting
Before Using
If you later post a document with the number you specified with a
prepayments and
prepayment, Accounts Payable applies the prepayment, as follows:
unapplied cash
A/P
1. To the invoice number, if any, included with the prepayment
transaction.
2. To any invoices posted with the purchase order or sales order

number specified for the prepayment.
3. To the vendors account if there are no outstanding invoices that

are linked to the prepayment. (When ready, you can apply the
prepayment to outstanding invoices using the Payment Entry
form.)
Applying a Prepayment to an Invoice
If the invoice is posted before the prepayment, Accounts Payable

applies the prepayment when you post it.
A prepayment transaction remains open until you post the

document to which it applies unless you apply it with an Apply
Document payment transaction (in the Payment Entry form). If you
want, you can apply a posted prepayment to any invoice or debit
note currently in the vendors account.
When a prepayment amount is greater than the balance of the

invoice or other document you use it to pay, Accounts Payable fully
pays the invoice, then leaves the remaining amount of the
prepayment as unapplied credit.
Identifying Accounts Payable assigns a document number to each prepayment

prepayments
transaction, using the prefix and next number entered in the Options
form for prepayments. You use this number to select the document
when you want to apply it to the vendors account.
Prepayment numbers also appear with the transactions on batch

listings, posting journals, and reports, and in the Vendor Activity
form.
User Guide 263

Activating the Prepayment
Prepayments are not considered credits to the vendor account until

the activation date. The purpose is to prevent Accounts Payable from
crediting the vendor account with the prepayment and affecting the
creation of system payments.
Generally, the activation date you enter for prepayments is the date
you expect to receive the invoice.
Note that prepayments do appear among the outstanding

transactions displayed for the vendor when you are using the
Payment Entry form, and you can apply them against other
transactions. You can also see them when you display vendor
transactions.
Once the activation date has passed, the prepayment becomes a

general credit to the vendors account and is taken into account
when you use the Create Payment Batch form.
Prepayments in Multicurrency Ledgers
You enter prepayment amounts in the vendor currency even if

you are printing checks in another currency.
For example, if you enter a prepayment in a US dollars batch for a

vendor whose currency is Mexican pesos, you enter the amount of
the payment in pesos. Accounts Payable converts the amount using
the exchange rate specified on the Rate Override form, and prints the
check for the equivalent amount in US dollars.
Note that entering the prepayment amount is similar to entering a

payment amount, where the amounts you apply are in the vendors
source currency, but the payment is not.
Assigning Optional Fields in Payment Entry

Payment Entry If you use Sage Accpac Transaction Analysis and Optional Field
optional fields
Creator, the program assigns to new payments you add in Payment

Entry any payment optional fields that you set up for automatic
insertion.
Optional Fields
Before Using
The Optional Fields check box on the Payment Entry form indicates
indicator
whether a particular payment uses optional fields. (The program
A/P
sets this indicator you cannot change it yourself.)
To check or to change the optional field entries assigned to a

transaction, click the Zoom button beside the Optional Fields
indicator field. The Optional Fields form appears, displaying default
optional fields, as follows:
If you assigned exactly the same optional fields to the vendor

record as you defined for payments, the optional field values
from the vendor record appear.
If an optional field is defined for payments but is not assigned to

the vendor, the program displays the value specified in the
Optional Fields record.
You can accept the optional fields and values displayed, or you can
change them. You can also add any optional fields that are defined
for payments.
Note that changes you make to optional fields in the Optional Fields
setup form are not reflected in existing batches. To update the
the batch.
You add optional fields to the Payment Entry form as described in

the Setting Up Optional Fields section of Chapter 2 in the Getting
Started guide.
Entering Transactions for Vendors that Are On Hold or Inactive

On Hold vendors You can enter a manual payment for vendors that are on hold.
However, you cannot use Create Payment Batch to pay a vendor that
is on hold.
User Guide 265

You can enter invoices for vendors that are on hold, but the program
warns you of the vendor status.
Inactive vendors You cannot post transactions (invoices, payments, or adjustments) to

and vendor groups
any vendor records that are inactive, and you cannot add invoices
for a vendor if the vendor group is inactive.
You select the On Hold status and the Inactive status for a vendor on
the Vendors form.
Using Payment Controls

Holds placed on vendors and invoices with the Control Payments
form apply only to payments generated by Accounts Payable with
Create Payment Batch. They have no effect on the Payment Entry
form.
For more information on payment controls, see Using the Create

Payment Batch Form, later in this chapter.
Choosing the Check Language

The check language that you choose on the Payment Entry form
applies only to the printing of textual amounts on a check for
example, so the program prints cinquante or cincuenta instead of the
word fifty.
To change other aspects of a printed check such as the check size,

the placement of the date, and the check amount you must modify
the check specification file. (See the documentation that comes with
Crystal Reports, available separately, for information on how to
customize printed forms.)
Batch Listing and Check Register Audit Reports

The most important payment reports printed by Accounts Payable
are the batch listings and the check registers.

Batch listings let you review all payment batches added with the
Payment Entry form or created with the Create Payment Batch form.
They include all payment types.
Before Using
Check registers list all valid checks that have been printed by
A/P
Accounts Payable.
Check Status To list all checks, including leading checks, continuation checks, and
report in Bank
voided checks, print the Bank Check Status report from Bank
Services
Services.
Batch Listing
Always print a batch listing after:
Creating a batch with the Payment Entry form.
Using Create Payment Batch to generate system checks.
Importing a batch of payments from another accounting system.
Compare batch listings carefully against the check stubs and

information slips for other types of payments you issued and against
all original documents. The batch listing reports the details of each
payment in the batch, including exchange rates in the case of
multicurrency payments.
If necessary, edit the batch, and then reprint the batch listing. You
must select Allow Edit Of System Generated Batches on the
A/P Options form to edit payments created with the Create Payment
Batch form.
File all batch listings as part of your batch documentation.
Print and post from When you are satisfied that the batch is complete and correct, and
the Payment Batch
you are ready to print checks, run Print/Post Checks from the
List form
Payment Batch List form.
User Guide 267

Using the Create Payment Batch Form
Print/Post Checks prints checks for batches of payments created with

the Create Payment Batch form, and for all check-type payments
entered through Payment Entry that were marked Print Check.
Check Register
The Check Register in Accounts Payable includes only checks that

were posted in Accounts Payable. It does not include data for
leading, alignment, or voided checks. For a full list of checks printed
by Sage Accpac, print the Bank Check Status report from Bank
Services.

This section contains an overview of the Create Payment Batch form
and how you use it to create batches of payments in Accounts
Payable.
Overview of the Batch Creation Process

The Create Payment Batch form lets you automatically create batches
of payment entries to pay all or a selection of accounts due for
vendors that use a check-type payment code. If a vendor record does
not include a payment code, the program uses the default payment
code specified for your Accounts Payable system.
Only one bank per You must create a separate payment batch for each bank account on
batch
which you want to write checks.
Once you create a batch of payments, you can edit them the same
way you edit batches created with the Payment Entry form. (You
must first select the option Allow Edit Of System Generated Batches
from the Options form.)

The following diagram illustrates the process for creating and

printing payment batches.
Before Using
Update vendor records Post all invoice, payment, and adjustment
batches so vendor records are up to date
A/P
Review Vendor and
Print the Vendor Transactions report or the Aged
Transaction records Payables report to review outstanding accounts
If necessary:
Put transactions on hold or remove on-hold status
Force payments
Specify maximum payments
Adjust discount bases
Generate separate checks for each invoice
Print the pre-check

Specify check selection criteria on the
register Create Payment Batch form and print the
Pre-Check Register
Create a batch Change the check selection criteria, if necessary,

and generate the check batch
Print the batch listing Print the Payment Batch Listing and
edit payment transactions if necessary
Print checks and

Print checks and post check information
processing reports
Print the Posting Journal and the Check Register
Before creating a payment batch:

Update vendor Post all outstanding batches.
records
Post invoice batches to update vendor accounts with any
new charges, credit notes, and debit notes.
Post adjustment batches to ensure that vendor records are

correct.
User Guide 269

Post payment batches. Accounts Payable scans all open

batches for pending payments, but problems can arise when
you work on several payment batches simultaneously.
For example, the payments listed on the Pre-Check Register

will not match the generated payment batch if you continue
to enter payments manually.
Choose Generate Separate Payments For Each Invoice in the

vendor records of any vendors who require separate invoice
payment.
Place vendor records on hold if you want to block payments.
Control payments Use the Control Payments form to set payment limits or to hold
payments on individual invoices.
Edit the Payment Selection Criteria to exclude individual

vendors from the check run.
Print the Pre-Check Print the Pre-Check Register and review it before you generate
Register
the payment batch.
The Pre-Check Register lists the details and totals of checks that
the program will produce, using the criteria you specified. After
reviewing the Pre-Check Register, you may decide not to pay
certain transactions, or you may want to force payment on
certain transactions or to pay only a portion of a transaction.
If you use the Control Payments form to add payment

restrictions, reprint the Pre-Check Register to check their effects.
Create batch When you are satisfied with the transactions listed for payment on
the Pre-Check Register, you can use the Create Payment Batch form
to create the payment batch.
Print batch listings Print the payment batch listing after you create the batch and before
you print checks. You can edit payments and delete transactions
before you print checks. Once you print checks, you cannot edit the
transactions, but you can delete them.

Print checks Print the checks and payment advices together or separately using
the Print/Post button on the Payment Batch List form. Once you
indicate that the printed checks are acceptable, the checks are posted
Before Using
to the vendor accounts.
A/P
If the checks are not acceptable, you can reprint them as often as
necessary. They are not posted until you indicate that they are
acceptable.
Print Check Normally, you print the Check Register immediately after you have
Register
printed and posted checks and advices.
The Check Register provides a list of all valid checks issued by the
check-printing program.
You will likely do check runs on a regular basis (semi-monthly, for

example, or as often as necessary to maintain a consistent cash flow).
Selecting Invoices for Payment

You select invoices for payment from the Create Payment Batch form
by specifying:
The bank for the payment batch and the vendor. In

multicurrency ledgers, you also specify the bank currency for the
payment batch and the currency for the vendor.
The type of document date you want to use for selecting

documents for payment. You must choose one of the following:
Due Date. Select this option if you want the program to select
transactions only on the basis of due dates, not considering
discount dates. (The program ignores discount dates when
selecting transactions, but still takes the discounts that are
available when paying the transactions.)
You must also enter the date on or before which the invoice must
be due in order to be paid.
User Guide 271

Discount Date. Select this option if you want the program to

select transactions only on the basis of discount dates and not
consider due dates. (The program ignores due dates when
selecting transactions.)
You must also enter a range of dates during which the discount
must be paid in order for the invoice to qualify.
Due Date And Discount Date. Select this option when you want
to pay all transactions that are due on or before a certain date, or
that may not be due, but which have a discount available on or
before the same date. (The program looks at both due dates and
discount dates when selecting transactions.)
You must enter an on or before due date and a range of

discount dates.
Whether to pay all selected documents or forced documents

only.
All Selected. Includes all selected transactions.
Only Forced. Includes only the selected transactions that have a

Forced status.
Vendor ranges. You can select vendors by choosing ranges for

each of the following:
Vendor groups.
Vendor numbers.
Account sets.
Vendor amounts (lets you specify the minimum and

maximum vendor payments).
Vendors you want to exclude from the check run.

Selection criteria Remember that you define these selection criteria in the Payment
are defined, then
Selection Codes form, then use them when you create the payment
reused often
batch.
Before Using
Only one bank per You must create a separate payment batch for each bank account on
A/P
batch
which you want to write checks.
Transactions that are being withheld (either because the associated

vendors are on hold or because the transactions have been placed on
hold) and prepayments with activation dates later than the check
date do not appear on the Pre-Check Register unless you force them
(assign them a Forced status) in the Control Payments form.
Note that the Pre-Check Register lists transactions that have a Forced
status only if the amounts of the checks that would include the
forced payments are within the minimum and maximum check
amounts specified for the check run.
The Pre-Check Register can also include all payables that were
bypassed in the check run. Bypassed transactions include
transactions placed on hold (using the Control Payments form or in
Invoice Entry), transactions being withheld from payment because
the vendors have been placed on hold in the Vendors form, and
forced transactions for amounts outside the specified range of check
amounts.
Controlling Payments
You control which checks are generated in three ways:
By using payment selection criteria that you have already

defined with payment selection codes.
The payment selection codes provide default settings for the

Create Payment Batch form. These settings cover such things as
the payment bank and bank currency, the range of vendors, and
a vendor exclusion list.
User Guide 273

By imposing payment controls (either holding or forcing

payment) for individual vendors and invoices, or by setting
payment limits for particular invoices.
By placing a vendor on hold. You cannot generate payments for

a vendor who is on hold (although you can pay them using the
Payment Entry form).
Once you have created a batch of payment entries, you can list the
batch, then edit it using the Payment Entry form. When you are
ready to print checks and post the batch, use the Print/Post button on
the Payment Batch List form.
Printing checks is discussed later in this chapter, in the section,

Printing Checks from Accounts Payable. Posting is discussed after
check printing in the section, Posting Payments.
Payment Selection Codes
You must create at least one payment selection code before you can
create a payment batch. When you create a payment batch, the
payment selection code provides default criteria for creating the
payment batch. You can override these criteria when you create the
batch.
For detailed instructions on creating payment selection codes, see

Chapter 3 of the Getting Started guide (Step 11).
Payment selection codes specify how Accounts Payable should select

vendor invoices for payment. Selection criteria include:
The bank and currency for the payment batch and (optionally)
for the vendor:
Bank for checks.
Bank code of vendor (optional).
Bank currency (if multicurrency ledger).
Vendor currency (if multicurrency ledger).

The document date you want to use for selection. You must
choose one of the following:
Before Using
By due date.
A/P
By discount date.
By due date and discount date.
Whether to pay all invoices or forced documents only.
Vendor ranges. You can select vendors by choosing ranges for

each of the following:
Vendor groups.
Vendor numbers.
Account sets.
Vendor amounts (lets you specify the minimum and

maximum vendor payments).
Vendors you want to exclude from the check run.
Optional fields (if you use them) that you want to assign to the
payments in the batch.
You can create as many payment selection codes as you want, using
the Payment Selection Codes form, then choose the one you need for
a check run. For example, you might have separate selection code for
processing US, Canadian, and Mexican payments.
Payment Controls
In Accounts Payable, you can control the timing and amount of

payments at both the vendor level and the transaction level. This
flexibility gives you greater control over cash expenditures.
Set a vendor On If you set a vendors status to On Hold in the Vendors form,
Hold
transactions for that vendor are not processed. This restriction
User Guide 275

applies only to the Create Payment Batch form. You can continue to
process payments for On Hold vendors using the Payment Entry
form.
Set an invoice On Invoices that you place on hold cannot be paid using the Create
Hold
Payment Batch process. However, placing an invoice on hold does
not prevent you from applying or paying the document manually
using the Payment Entry form.
Use Control At the transaction level, you can use the Control Payments form to:
Payments
Control payments for a specific vendor, range of vendors,
document, and a particular payment of a multiple payment
schedule payment.
Once you select the vendor and document, you can:
Set a payment limit to restrict the total amount that can be

applied to the document.
Change the due date.
Change the discount date.
Change the discount percent.
Change the discount amount.
Change the activation date for a prepayment.
Cancel a previous control status.
Place documents on hold.
Force payment of the document.
Forcing payment Forcing a transaction for payment ensures that it is paid on

the next check run, provided that the vendor meets the
selection criteria and the check amount is within the
minimum and maximum check amount range specified for
the run.

We recommend that you set holds and force payments to

control non-payment and payment of individual
transactions, rather than trying to achieve the same effect by
Before Using
changing due dates or discount dates.
A/P
Prepayment Create Payment Batch does not take prepayments into
activation
account unless they are activated, so bringing forward or
delaying the activation date of a prepayment can also affect
payments. (Prepayments are described earlier in this
chapter.)
Place or lift general payment restrictions on a single vendor or

range of vendors and documents.
Choose the document type (invoice, credit note, debit note, or

prepayment) and:
Cancel a previous control status.
Force payment of documents.
Place documents on hold.
Normally, you use the Control Payments form after printing the
Pre-Check Register and reviewing the current payables to select the
transactions you want to pay.
For full instructions on applying payment controls, see Chapter 5,

Processing Payments and Adjustments, in this guide.
Multicurrency If you use multicurrency accounting, the Control Payments form

ledgers
displays the vendors currency code, and shows all amounts in the
vendors currency.
Payment Limits
The Control Payments form lets you set a maximum limit that you
can pay out for an invoice when you use the Create Payment Batch
form to generate payments automatically. You might want to set a
User Guide 277

payment limit, for example, if part of an invoice is in dispute or by

agreement with the vendor.
You use the Select tab on the Control Payments form to select the
particular invoice to which to apply the limit, and then you specify
the payment limit for the invoice in the Payment Limit field.
Accounts Payable applies the payment limit in Payment Entry and

when creating payment batches, as follows:
For Payment and Apply Document transactions you enter in

Payment Entry, if you apply an invoice for which a payment
limit exists, Accounts Payable displays a reduced applied
amount that observes the payment limit. It also warns you that a
payment limit exists for the invoice. You can enter a larger
amount, if you want to override the payment limit.
For Prepayment transactions in Payment Entry, when a payment

limit is applied depends on whether you are matching the
prepayment to a PO number, order number, or document
number.
If you select Document Number in the Apply By field,

Accounts Payable reduces the amount consistent with the
payment limit, warns you about the payment limit, and lets
you edit the applied amount, as for Payment and Apply
Document transactions.
If you select PO Number or Order Number in the Apply By

field, you do not receive a warning when you apply an
amount.
The specified PO number or order number can be billed

using more than one invoice, and each invoice can have its
own payment limit. Therefore, when you post the
prepayment, Accounts Payable applies the payment limits of
all invoices that use the PO or order number, and reduces
each payment, as necessary.

When generating a batch of payments from the Create Payment

Batch form, Accounts Payable pays the invoice only up to the
amount permitted by the payment limit.
Before Using
If a payment limit causes an invoice to be only partially paid,
A/P
Accounts Payable uses zero as the discount taken, even if a
discount is available, deferring the discount until the invoice is
fully paid.
If you want to override the payment amount or the discount

amount calculated by Accounts Payable, you can edit the
payment batch in Payment Entry, provided you selected the
option to allow edit of system batches (on the A/P Options
form).
Control Payment for a Range of Vendors and Range of Documents
When you control payment for a range of vendors and documents,

you can change only the status of the transactions to On Hold,
Forced, or No Status.
You can choose the range of vendors that will be selected by

selecting a range of vendor groups and by selecting a range of
vendor numbers.
You can then choose a range of document numbers for the selected
vendors.
Finally, you can choose whether the change in status (for example, to
Forced or On Hold) will apply to invoices, credit notes, debit notes,
and/or prepayments.
These ranges let you:
Hold all transactions for a particular vendor.
Hold or force payment of all invoices for a vendor group.
Remove all holds on a particular range of document numbers.
User Guide 279

Remove all payment limits for a specified range of document

numbers.
Assigning Prepayments and Credit Notes a Forced or On Hold Status
You can force Create Payment Batch to apply or exclude credit note
and prepayment amounts from vendor checks by assigning them a
forced status or placing them on hold.
When you assign prepayments a forced or on hold status, you

override the effect of their activation date.
Documents on On Hold status affects posting, as follows:

hold
When you post invoice batches, Accounts Payable does not
apply matching prepayments if either the prepayment or the
invoice is on hold. Also, you cannot post credit notes or debit
notes if either the credit (or debit) note or the specified Apply-To
document is on hold.
When you post payment batches, prepayments are not applied

to matching invoices if the invoice is on hold.
Note that even if you assign a forced status to all credit notes and
prepayments, a transaction may still be excluded from the payment
calculation for the following reasons:
The amount of the transaction is outside the minimum and

maximum amounts set for the payment batch.
The application of the credit note or prepayment will create a

negative check.
The option Generate Separate Payments For Each Invoice is set

in the vendor record. (You can apply a prepayment only to a
summary payment when using the Create Payment Batch form.)

Pre-Check Register
Print the Pre-Check Register before you generate checks to see which
Before Using
transactions will be included in the payment batch.
A/P
You print the Pre-Check Register from the Create Payment Batch
form, after specifying the payment selection criteria for the batch.
The transactions listed on the Pre-Check Register depend on the

range of vendors you select to pay, the due date and discount dates
you specify, and other options you choose in specifying the criteria
for the run.
You should print the Pre-Check Register immediately before

generating a payment batch to ensure that it exactly matches the
payments that are generated. If you change any payment selection
options or enter any transactions to payment batches in the
meantime, the Pre-Check Register may not match the checks
generated in the run.
Include Bypassed You can have the Pre-Check Register include invoices that are not
Payables On
being paid so you can see which transactions are being missed
Register
because they are on hold.
For information on using the Create Payment Batch form and for
printing the Pre-Check Register, see Chapter 5, Processing
Payments and Adjustments.
Assigning Optional Fields to a Generated Payment Batch

If you use Sage Accpac Transaction Analysis and Optional Field
Creator, you can assign optional fields to the payments you generate
in the batch.
The Optional Fields tab of the Create Payment Batch form initially
displays the optional fields assigned to the specified payment
selection code. You can accept or change the optional fields and
entries that appear, or you can delete them. You can also add any
optional fields that are defined for payments on the Optional Fields
setup form.
User Guide 281

When you generate payments automatically, Accounts Payable

assigns to each payment:
Payment optional fields that are set up for automatic insertion.
If you deleted any automatically inserted optional fields on the

Optional Fields tab, Accounts Payable reinserts them.
Any additional optional fields you specified on the Optional

Fields tab.
Accounts Payable assigns values for the optional fields, as follows:
If an optional field is assigned on the Optional Fields tab, the

value specified on the Create Payment Batch form is used.
If a payment optional field that is set up for automatic insertion

is not specified on the Optional Fields tab:
If the payment optional field matches an optional field

assigned to the vendor, the program assigns the value from
the vendor record.
If the payment optional field matches an optional field

assigned to the vendors remit-to location, the program
assigns the value from the remit-to location record.
Note: If the payment optional field matches optional fields

assigned both to the vendor and to the remit-to location, the
value from the remit-to location is used.
If a payment optional field is not used in the vendor record

or the remit-to location, the value specified in the optional
field setup record is used.

Printing Checks from Accounts Payable

You can print checks in one of two ways from the Accounts Payable
Before Using
program:
A/P
Open the Payment Entry form, add a payment or open an
existing one, then click the Print Check button to print the check
for the payment.
Or
Open the Payment Batch List form, select a payment batch, and
then click the Print/Post button to print checks for all the
payments in a batch.
The Print/Post button also posts the payment batch to vendor

accounts after printing the checks.
For step-by-step instructions for both methods of printing checks,

see Chapter 5, Processing Payments and Adjustments.
Using the Print Checks Button in the Payment Entry Form

To print a check from the Payment Entry form:
1. Enter all details of the payment, making sure to select the Print
Check option on the first tab of the form.
2. Save the payment.
3. Click the Print Check button.
Accounts Payable displays the Print Checks form.
4. Make sure that the check/advice form selected in the Print

Checks form is the one you want to use, and make sure the check
forms are positioned properly in the printer. You can print an
alignment check to test the positioning.
5. Click Print.
User Guide 283

6. Review the check once it is printed. Accounts Payable asks

whether checks were printed correctly.
If the check was printed correctly, click Yes.
If the check was not printed correctly, click No, then reset the
print status by clicking the print status column or by choosing
the Select Reprint Range button and specifying the number of
the check you just printed.
7. If you are also printing a payment advice, Accounts Payable asks

you whether the advice forms are in the printer.
Click Yes to print the advice form, then click Yes again when it
asks whether the advice was printed correctly.
When you accept the check and the payment advice, if you printed
one, Accounts Payable posts the check information to Bank Services,
and closes the Print Checks form.
For detailed check printing instructions, see Chapter 5, Processing

Note that the check information is immediately posted to Bank

Services, but the payment information is not posted to vendor
accounts until you post the payment batch, using the Print/Post
button on the Payment Batch List form.
When you delete Note also that you cannot reprint the check once the check
a payment, the
information has been posted to Bank Services. However, if you
check becomes
Void delete the payment from the payment batch after you print the
check, Accounts Payable changes the status of the check to Void in
Bank Services.
You can delete payments (void checks) until you post the batch.
Deleted checks do not appear on the Accounts Payable Check
Register.
Reversing posted If you need to put a stop-payment on a check for which you have
payments
posted the payment to vendor accounts, you can reverse the check

using the Reverse Payments form or the Reconcile Statements form

in Bank Services. Accounts Payable reverses the payment application
associated with the check when you do a reversal in Bank Services.
Before Using
Accounts Payable does not detect certain kinds of errors, such as
A/P
duplicate checks in the same batch, until you post the payment
batch.
Using the Print/Post Button on the Payment Batch List

The most common way to print checks is with the Print/Post button
on the Payment Batch List form. To print checks and post the
payment information to vendor accounts, you:
1. Open the Payment Batch List form.
2. Select the batch for which you want to print checks.
3. Click the Print/Post button. Accounts Payable performs the

following tasks:
Makes sure that the batch has been listed if you selected the
option Force Listing Of Batches (in the Options form).
If you use the option and the batch has not been listed, you
must list it before you can print and post the checks.
Makes sure that the batch you selected is Ready To Post,

and, if it is not, asks whether you want to set it to Ready To
Post and continue with posting.
Posts the batch immediately if all checks in the batch have

been printed (or if the payment batch does not contain
checks).
Otherwise, if there are checks to be printed, Accounts Payable

displays the Print Checks form.
4. Review the settings in the Print Checks form before you proceed,
and review the list of checks the program is ready to print.
User Guide 285

You can change the following items if they are incorrect:
Check stock code.
Next check number.
Number of leading checks.
Although nothing is printed on the leading checks, Bank

Services needs the information to assign check numbers for
the blank forms, to keep the audit trail correct.
Check/advice form used to print the check and/or advice

forms.
You cannot proceed with printing and posting checks

without a valid check report file.
5. Click the Print button when you are ready to proceed.
If you are printing checks and then advices (instead of checks

only or combined check and advice forms), the program tells
you to insert the check stock in the printer before proceeding.
When printing is finished, Accounts Payable asks whether the

checks were printed correctly.
6. Review the checks, then click Yes or No.
If you choose No, click the Select Reprint Range button and
specify a range of checks for reprinting, then click the Reprint
button.
If you choose Yes, Accounts Payable returns you to the Payment

Batch List form, and posts the payments.
If you are printing advices after the checks, the program starts to
print advices as soon as you click Yes to confirm the check
printing.

The program asks you to confirm that advices were printed

correctly before it returns you to the Payment Batch List and
posts the payments to vendor accounts.
Before Using
When printing is After you click Yes to accept the check run (or the advice run
A/P
finished, Accounts
if printing advices), Accounts Payable displays the Payment Batch
Payable posts the
payment batch List form once again, and proceeds immediately to post the payment
batch to vendor accounts.
Once the check data has been posted, you cannot reprint the checks
or advices.
For detailed check printing instructions, see Chapter 5, Processing

Canceling the Printing and Posting Process

Accounts Payable does not post to vendor accounts until you
confirm that checks (and advices, if printed separately) were
correctly printed.
Checks are posted If you confirm that checks and advices were printed correctly (and
once they are
you selected Print/Post on the Payment Batch List form), Accounts
printed
successfully Payable posts the payment batch immediately.
You cannot cancel posting after you accept the checks and/or
advices.
If the checks were not printed properly (and you cannot reprint them
at this time), you can cancel the print run by:
1. Answering No when the program asks whether the checks were

printed properly.
2. Clicking the Close button in the Print Checks form.
The status for the batch is then set to Check Creation In Progress.
You must complete check printing before posting can proceed.
User Guide 287

Reprinting Checks
The simple rule is that you cannot reprint checks if you accept them
as correctly printed and leave the Print Checks form.
If your checks are not printed correctly, and you need to reprint
them, you must click No when Accounts Payable asks you whether
the checks were printed correctly.
Once you reject printed checks, you can reprint them immediately,
or you can reprint them later. If you decide to reprint them later, you
can click the Close button to leave the Print Checks form.
Void printed If you change the status to Not Printed before you close the Print
checks
Checks form, you can choose to void all printed checks. If you
choose not to void the checks, Accounts Payable sets the batch status
to Check Creation In Progress (preventing you from editing this
batch until you complete check processing).
If you were printing checks using the Print/Post button on the

Payment Batch List form, Accounts Payable does not proceed with
posting.
Reprinting Checks Immediately
Reset the check If the checks are not correct, and you have not closed the Print
status, and click
Checks form, you can:
the Reprint button
1. Reject the check run by selecting No when asked whether the
checks were printed correctly.
2. Set the Check Status of each check to Not Printed.
3. Click the Reprint button in the Print Checks form to reprint the
checks.
Previous checks are set to void, and new checks are printed with
new check numbers.

Closing the Print Checks Form and Assigning Void Status to Printed
Checks
If you cannot reprint immediately, and you want to be able to edit
Before Using
the batch later (for example, if you are entering and printing single
A/P
checks from the Payment Entry form), make sure you void the
checks when you close the Print Checks form (by setting the check
status to Not Printed).
If you do not void printed checks, Accounts Payable sets the batch
status to Check Creation In Progress, and you must reset the batch
status in order to open the batch later. (See Resetting Batch Status
from Check Creation In Progress, later in this section.)
To void printed checks:
1. Click No when Accounts Payable asks whether the checks were

printed correctly.
2. Reset the status of the checks you printed to Not Printed, by

double-clicking the Check Status column or using the Select
Reprint Range button.
3. Click the Close button.
4. Click Yes when Accounts Payable asks whether you want to

cancel the check run and void all checks.
Reprinting Checks from the Payment Batch List Form
Reprinting later If you were printing from the Payment Batch List form, and the
checks were not printed correctly, but you cannot immediately
reprint them, you can:
1. Reject the check run. If you want to void the checks, you must
reset the status of the checks to Not Printed (see above).
2. Click the Close button to leave the Print Checks form, then again
confirm that checks were not printed correctly.
User Guide 289

If you reset the check status to Not Printed, Accounts Payable

asks whether you want to mark all check numbers it issued with
a Void status.
If you void all If you do not want to keep any of the checks, click Yes. Accounts
checks
Payable:
Assigns all check numbers a Void status. Make sure you

destroy all printed checks.
Keeps the status for the batch as Ready To Post.
Does not proceed with posting the payment batch.
If you do not void If you do not choose Yes to void all the checks, Accounts
all checks
Payable:
Does not assign a Void status to check numbers at this time.

It voids only the checks that you reprint later.
Sets the batch status to Check Creation In Progress (you

cannot edit this batch until you complete check processing).
Creates a restart record, so that the next time you choose to

print checks, this batch is processed first.
3. When you are ready to reprint checks, open the Payment Batch
List form, select the batch, and then click the Print/Post button. If
you chose to void the checks earlier, Accounts Payable opens the
Print Checks form so you can proceed.
If you did not void the checks previously, Accounts Payable

displays a message stating that a restart record exists. Click OK.
Accounts Payable opens the Print Checks form and proceeds
with the interrupted check run.
4. When the Print Checks form appears, click Print to reprint the
checks.

Previously Printed Checks Are Assigned Void Status When You Reprint
Accounts Payable assigns check numbers to checks just before
Before Using
printing them. This means that if you did not cancel the previous
check run, the program must void the old check numbers and issue
A/P
new ones when you reprint checks.
Accounts Payable:
1. Reprints the checks using a new series of check numbers

(beginning with the Next Check Number specified in the Print
Checks form).
2. Voids the set of check numbers it used earlier.
3. Asks whether the new checks have been printed correctly.
Resetting Batch Status from Check Creation In Progress
Accounts Payable sets the batch status to Check Creation In Progress

if you rejected a printed check, then left the Print Checks form
without voiding the checks.
To void the checks you previously printed, and reset the batch
status, follow these steps:
2. Select the batch with the Check Creation In Progress status, and
click the Print/Post button.
3. If you see a message stating that a restart record for this batch
exists, click OK. The Print Checks form opens.
4. Change check status to Not Printed.
5. Click Close in the Print Checks form.
6. Click Yes in response to the message asking whether you want

to void all checks.
User Guide 291

When the Payment Batch List appears again, you will see that the
batch status has been reset. If you want to open the batch and edit it
further, change the Ready to Post column to No.
Voiding Printed Checks that You Accepted as Correct
Once you accept checks as correctly printed (and advices, if printed

separately), Accounts Payable posts the check information to Bank
Services, and closes the Print Checks form.
To reissue a check that you printed from the Payment Entry form
and accepted as correct, you must delete the unposted payment
entry to void the check, and then add a new payment. (If you posted
the payment batch, follow the instructions in the next paragraph.)
To reissue a check if you printed it from the Payment Batch List form
and posted the payment batch, you must reverse the check using the
Reverse Payments form or the Reconcile Statements form in Bank
Services, then enter a new payment. See the Tax and Bank Services
User Guide for more information on reversing checks.
Printing Checks and Advices Separately

Accounts Payable prints checks and payment advices, either
separately or together, depending on the choice you make for stock
type in the bank record (in Bank Services).
You can select from four check and advice printing stock types when
you set up bank records using the Banks form in Bank Services:
Combined Check And Advice where the check and advice

are printed in the same print run on a single form.
Checks Then Advices where the program prints the check

information twice: the first time for printing checks, and the
second time for printing advices.
Checks Only where only the check is printed.
Advices Only where only the advice is printed.

Using checks then If you choose Checks Then Advices as the check stock, Accounts
advices for labels
Payable performs two separate print runs when you print checks:
or letters
one for checks and one for advices, allowing you to mount different
Before Using
forms in your printer for the second run.
A/P
If you want, you could use a combined check and advice for the
check run, then print labels or letters for the separate advice run.
Printing Advices Only

If you want the program to assign check numbers and print advices,
but not print the checks, you can choose an advices only check
stock in Bank Services.
When you print the advices, Accounts Payable asks you whether
they printed correctly. If you respond with Yes, the program posts
the check information to Bank Services.
You cannot print the checks later.
Check Stock and Check and Advice Layout

The check stock and report specifications for checks and advices are
specified with each bank record (using the Banks form in Bank
Services).
You can specify a different check stock or report specification for

printing checks at print time in the Print Checks form, before you
click the Print button to print the checks.
For instructions on setting up banks and specifying check stock and

report specifications for check printing, see the Tax and Bank Services
User Guide.
The Accounts Payable program includes standard check and advice

formats for your use. You can modify these standard check and
advice formats or you can design your own.
User Guide 293

Posting Payments
For instructions on creating or modifying report specifications, see

the documentation that comes with Crystal Reports.
Posting Payments
Printing checks, You use the Print/Post button on the Payment Batch List form to
then posting
post payment batches immediately after printing the checks they
batches using the
Payment Batch List contain.
form
Print/Post is a two-stage process. Accounts Payable first prints any
checks in the batch that have not been printed using the Payment
Entry form and posts the check information to Bank Services if the
print run was successful. See the previous section, Printing Checks
from Accounts Payable, for a description of the process Accounts
Payable goes through when printing the payments.
You cannot print Once the check data has been posted to Bank Services (this happens
posted checks
when you leave the Print Checks form), the program proceeds to the
payment posting stage.
If all checks in the batch have been printed or if the payment batch
did not contain any checks for printing, Print/Post skips the printing
step, and proceeds directly to post the payment information to
vendor accounts.
You can also use the Post Batches form to post a range of payment
batches, provided that the batches are first set Ready To Post (using
the Payment Batch List form) and they do not contain any unprinted
checks.
Payment posting applies all payment information to vendor

accounts, and creates a Payment Posting Journal and a Check
Register, which are the audit trail reports of the checks that were
produced to pay vendors.
Numbers assigned to leading and voided checks are not listed on the
Check Register. For a full list of all check numbers issued by Sage
Accpac, print the Check Status report in Bank Services.

Importing Payment Batches
Posting errors and If errors are found in a payment batch during posting, the data for
error batch
the incorrect checks is not posted, and the transactions are placed in
a new payment batch that uses the next available batch number.
Before Using
Posting errors The details of the incorrect transactions are printed in an error
A/P
report
report, which you print separately from the posting journal. If
checks were printed for any of the incorrect entries, the word
Printed appears with the transaction on the error report.
For more information on check printing procedures, see Chapter 5,

Processing Payments and Adjustments.
Importing Payment Batches

You can import payment batches created in non-Sage Accpac
programs. Accounts Payable treats these batches just like any other
batches, as long as you select Allow Edit Of Imported Batches in the
Options form.
You can import only one batch at a time, and you must specify the
format in which the file was created. Data in the outside program
must be set up in such a way that Accounts Payable can read it.
During the import process, Accounts Payable ensures that the data
in the external file is valid, and cancels the import process if certain
types of errors are found. Consult Appendix A of this guide to find
out how to get help if you receive an error message during
importation.
You should always print the batch listing and check it carefully
against your original documents. If you selected the option to allow
editing of imported batches in the Options form, you can edit
imported batches just as you do other batches, using the Payment
Entry form.
For more information on importing Accounts Payable data, see

Appendix B, Importing and Exporting, in this guide.
User Guide 295

One-Time Vendors
For information on using the Import and Export commands, see the
chapter on importing and exporting data in the System Manager User
Guide.
One-Time Vendors
You can also enter payments to one-time vendors using the Payment
Entry form either by entering a Miscellaneous Payment, or by
defining a specific vendor account for this purpose, for example,
number 9999.
The advantage of using a miscellaneous vendor account is that you

can keep statistics for miscellaneous payments.
Enter payments for a one-time vendor using the Miscellaneous

Payment transaction type in Payment Entry. For the vendor number,
use the special vendor account, and add distribution and tax
information as you would for an invoice. When you post the
miscellaneous payment, Accounts Payable automatically creates an
invoice, so that you do not have to enter an invoice separately.
Accounting for Retainage

Accounts Payable lets you account for retainage (a holdback) that is
required either by agreement with your vendor or according to
statute.
You can process retainage for job-related documents and for

documents, as well as for non-job-related documents. (By
job-related, we mean jobs that you manage using Sage Accpac
Project and Job Costing.)

Before Using Retainage Accounting

First, specify Before you can process retainage, you must set up your Accounts
retainage options
Before Using
Payable system to use retainage accounting by:
A/P
Selecting the option to use retainage accounting in Accounts
Payable.
Selecting default options for retainage processing.
Specifying a retainage control account for each account set in

your Accounts Payable system.
Specify default Selecting default settings for each vendor, including the
retainage settings
retainage percentage, retention period, and retainage terms.
for vendors
For more information about choosing the Retainage Accounting
option and other retainage settings for your system, see Chapter 2 in
the Getting Started guide.
A two-step process Note that there are two steps in processing retainage, as follows:
1. You enter an original invoice, debit note, or credit note that

specifies a retainage amount for the document. (An invoice,
debit note, or credit note from which retainage is withheld is
called an original document in Sage Accpac.)
2. You enter a retainage invoice, debit note, or credit note to clear

the related outstanding retainage when it is due.
Entering Original Documents

In the Accounts Payable documentation, we refer to invoices, credit
notes, and debit notes from which retainage is deducted as original
documents.
Retainage invoices, retainage debit notes, and retainage credit

notes, refer to the documents you process to clear outstanding
retainage from the retainage control account.
User Guide 297

You enter original documents using the Invoice Entry form, as you
would any invoice, debit note, or credit note. To indicate that
retainage applies to the document, however, you also select the
Retainage option. (Note that this option appears in Invoice Entry
only if you selected the Retainage Accounting option for your
Accounts Payable system.)
When you select the Retainage option in Invoice Entry, a Retainage

tab appears. You use the Retainage tab to enter or edit retainage
terms and, if you use multicurrency accounting, to specify how to
determine the exchange rate for the retainage document.
The Retainage tab also displays the total retainage calculated for the
document in the Retainage Amount field. (This retainage amount is
deducted from the document total on the Totals tab.)
A/P displays The program displays the retainage terms and the retainage rate
default retainage
from the vendor record, as defaults. If the vendor record does not
information from
the vendor record include a retainage terms code, the vendors usual terms code
appears, instead.
Specify retainage You enter other retainage information separately for each detail on
for each detail
the detail-entry grid or on the Detail Accounts/Taxes form.
Accounts Payable displays the retention period and retainage

percentage specified on the vendor record, using them to calculate
the retainage due date and the retainage amount for each detail, but
you can enter a different due date, retention period, and retainage
amount (or retainage percentage).
Accounts Payable tracks retainage separately for each document

detail. If you use Project and Job Costing, for example, you can
include on a single invoice, debit note, or credit note different
projects that use different retainage percentages and retention
periods.
Posting original When you post the original document, the program deducts the
invoices, debit
retainage from the document total, and posts the retainage amount
notes, and credit
notes to the retainage control account.

For example, if you enter an invoice for $10,000 with 10% retainage,
an invoice is posted for $9,000 with retainage outstanding of $1,000.
Before Using
The general ledger entry to record this transaction is:
A/P
Expense 10,000
Payables Control 9,000
Retainage Control 1,000
The retainage amount remains in the control account until you

invoice it in accordance with:
The retainage due date specified for the invoice.
The number of days in advance specified on the A/P Options

form for creating retainage documents.
Adjusting Retainage for Original Documents

You adjust Because Adjustment Entry does not recalculate retainage for original
retainage
documents, you must enter the retainage manually, as follows:
manually
You can change the retainage amount for a document from
which retainage has been deducted.
If the original document included retainage, you can edit the

original retainage debit or retainage credit, only. In a
multicurrency system, the program uses the exchange rate
setting from the original document for the adjustment.
You can add retainage for an original document that did not
include retainage.
You can enter the retainage due date, retainage terms, and the
retainage exchange rate, as well as the retainage amount if you
are adding retainage to a document for the first time.
User Guide 299

Note that you can both adjust the retainage amount and add or
change document details on the same adjustment document, for an
original document.
However, you cannot adjust retainage information on retainage

invoices, debit notes, and credit notes that you process to clear
outstanding retainage. (Retainage fields do not appear for these
types of documents.) You can adjust only the details on the detail
entry grid.
Entering negative Note that if you enter a negative retainage debit, the program moves
amounts
the amount to the retainage credit field; if you enter a negative
retainage credit, the program moves the amount to the retainage
debit field.
When you post an adjustment for retainage, the program adjusts the
outstanding retainage account. For example, the program creates the
following entry:
To increase or to add retainage to an original document:

Payables Control XX
Retainage Control XX
To decrease retainage:

Retainage Control XX
Payables Control XX
If you adjust both a document detail and the associated retainage in

the same adjustment entry, the program creates two journal entries:
one for the detail adjustment, and the other for the retainage
adjustment. (It does not create a compound entry.)

Processing Documents for Outstanding Retainage

Invoicing for Posted retainage remains in the retainage control account until you
retainage or
Before Using
process documents to clear the outstanding retainage amounts, as
holdbacks
outlined in this section.
A/P
You can either use the Invoice Entry form to process outstanding
retainage amounts manually, or you can use the Create Retainage
Batch form to clear retainage amounts automatically. You can also
process outstanding retainage automatically from the Reminder List.
Processing Retainage Automatically
You can use the Create Retainage Batch form periodically to create a
batches of retainage invoices, debit notes, and credit notes for the
vendors, documents number, or vendor groups that you select.
Invoicing If you assigned a schedule for processing retainage that includes a

retainage from the
reminder, Accounts Payable can remind users to process retainage
Reminder List
transactions when they are due. (You assign the schedule on the
Retainage tab of the A/P Options form.)
Users can then process the retainage transactions directly from the
Reminder List in Common Services, rather than from the Create
Retainage Batch form. (For more information about using schedules
and reminders, see the System Manager User Guide.)
Document Accounts Payable assigns the next available invoice, credit note, or
numbers assigned
debit note number when you post a retainage document.
to retainage
When you post the retainage documents (invoices, credit notes, or
debit notes), the program transfers outstanding retainage amounts
from the retainage control account to the payables control account.
For example, the general ledger entry for a retainage invoice or
retainage debit note might be:

User Guide 2101

Accounts Payable For job-related documents, the program updates affected projects in
updates Project
Project and Job Costing, decreasing the retainage payable amount
and Job Costing
for projects used on a retainage invoice or a retainage debit note, and
increasing retainage payable for projects used on a retainage credit
note.
Invoicing Manually for Retainage
To invoice manually for outstanding retainage, or to manually

process a credit note or debit note to clear an outstanding retainage
amount, you use the Invoice Entry form.
You enter information for the retainage invoice, credit note, or debit
note, as usual. However, when you invoice for retainage, you must:
Select a retainage Select Retainage Invoice, Retainage Credit Note, or Retainage

document type
Debit Note as the document type, consistent with the original
document for which you are now processing outstanding
retainage.
Because outstanding retainage remains associated with the

original document, you must use a retainage invoice if the
original document was an invoice, a retainage credit note if the
original document was a credit note, and a retainage debit note if
the original document was a debit note.
Identify the original Use the Original Document field to specify the original
document
document for which you are processing the outstanding
retainage amount.
When you post the retainage documents (invoices, credit notes, or

debit notes), the program transfers outstanding retainage amounts
from the retainage control account to the payables control account.
For example, the general ledger entry for a retainage invoice or
retainage debit note might be:


Accounts Payable For job-related documents, the program also updates affected
updates Project
projects in Project and Job Costing, decreasing the retainage payable
and Job Costing
amount for projects used on a retainage invoice or a retainage debit
Before Using
note and increasing retainage payable for projects used on a
retainage credit note.
A/P
Viewing Retainage You can view retainage information on:
Information
The Vendor Activity form, which lets you review the
relationships between retainage documents.
The Activity tab on the Vendors form, which displays the

retainage outstanding for a vendor.
The Aged Retainage report, available in the A/P Transactions

Reports folder. For more information on the Aged Retainage
report, see Chapter 7 in this guide.
Processing Tax on Retainage
Generally, to report tax, Accounts Payable posts tax amounts to a tax

liability account and updates the tax tracking reports when you post
invoice batches. When you process retainage, however, the timing of
the tax liability on retainage amounts can vary from one tax
jurisdiction to another.
In Accounts Payable, the treatment of the tax liability on retained

amounts depends on your selection for the Report Tax option on the
A/P Options form. The Report Tax option offers the following
alternatives:
At Time Of Original Document. If you use this option for your

system, the program calculates and posts (reports) tax on
retainage when you post an original document that includes
retainage. Taxes are not included on retainage documents that
you process to clear outstanding retainage, but only on original
documents.
User Guide 2103

As Per Tax Authority. If you use this option, Accounts Payable

calculates tax when you post an original document, but reports
the tax as required by each tax authority.
The tax reporting requirements for each tax authority are

specified by the Report Tax On Retainage Document option, in
Tax Services.
If the tax authority reports tax At Time Of Original

Document, the tax amount is calculated and the tax tracking
reports are updated immediately when you post original
documents.
If the tax authority reports tax At Time Of Retainage

Document, the tax amount is calculated when you post the
original document, but it is not reported until you post the
retainage document.
For a job-related document, if the tax will be reported when

you post the retainage document, Accounts Payable posts
the tax on retainage as a committed cost in Project and Job
Costing.
Retainage and 1099/CPRS Amounts

Although 1099/CPRS codes and amounts are entered with vendor
invoices, Accounts Payable updates the 1099/CPRS amounts only
when you post payments for the vendor. This means that 1099/CPRS
are updated separately when you post payments for the original
document and for the retainage documents.
You must enter the full 1099/CPRS amount (invoice plus retainage)
on the original document. Accounts Payable does not let you enter
1099/CPRS amounts on retainage documents.
When you post the payment for the original document, Accounts
Payable updates the 1099/CPRS amounts up to the value of the
invoiced amount less retainage.

For example, assume the following invoice amounts:
Total amount = $1,000
Before Using
Original invoice = 900
Retainage = 100
A/P
1099/CPRS amount = 950
Accounts Payable updates the 1099/CPRS amounts by $900 when

you post a payment of $900 for the original invoice.
The program also updates the 1099/CPRS amounts by the remaining

$50 when you post a payment of $100 for the retainage invoice.
Accounts Payable updates the 1099/CPRS amount until the full

1099/CPRS amount recorded and/or all the documents have been
paid in full.
Reversing If you reverse a payment check for an invoiced retainage document

payments
(retainage invoice, retainage debit note or retainage credit note) the
1099/CPRS amount is also reversed.
Viewing Retainage Information

You can view retainage information on:
The Vendor Activity form, which lets you review the

relationships between retainage documents.
The Vendor form, which displays the retainage outstanding for a

vendor.
The Aged Retainage report, available in the A/P Transactions

Reports folder. For more information on the Aged Retainage
report, see Chapter 7 in this guide.
Revaluing Outstanding Retainage Amounts

If you use multicurrency, when you run Revaluation, the program
also revalues outstanding retainage amounts.
User Guide 2105

Reconciling Bank Statements
For revalued outstanding retainage, the program creates general

ledger entries to adjust the retainage control account rather than the
payables control account.
Revaluation The Revaluation Posting Journal includes a separate section for

Posting Journal
retainage, following the current revaluation of documents for each
vendor.
For more information on using the Revaluation form, see Chapter 6,

Periodic Processing, in this guide.

When you receive statements for your bank accounts, you reconcile
them and clear your Accounts Payable checks in Bank Services, as
described in the Tax and Bank Services User Guide.
Correcting Errors in Check Amounts

If you recorded an incorrect amount for a check you wrote manually
and you posted the incorrect check amount in Accounts Payable, you
must enter an adjustment to correct the mistake.
If you do not discover the error until you reconcile the bank
statement, you can post small amounts to the Clearing Errors
account in Bank Services.
However, if the mistake is for a significant amount, you must correct

it in Accounts Payable, as follows.
1. If you posted less than the true check amount, enter a payment
transaction for the difference, and apply it to the relevant invoice
or other document in the vendors account. For example, if you
recorded and posted a $100 check as $10, post a new payment
transaction for $90.

This step produces a new check transaction which you must

clear as described in the section, Clear Checks, of the Tax and
Bank Services User Guide.
Before Using
2. If you posted more than the true check amount (for example,
A/P
you recorded and posted a $10 check as $100), enter an
adjustment to the invoice or other document to which you
applied the incorrect check amount.
3. Adjust the vendor account by entering the adjustment as a debit

amount, specifying the general ledger clearing account to which
to post the other half of the transaction in Bank Services.
This step credits the vendors Payables Control account, and

increases the amount you owe the vendor to the correct amount.
4. Adjust the bank balance in Bank Services by posting the debit to

the bank account and the corresponding credit to the clearing
account, following the instructions in the section, Clear
Checks, in the Tax and Bank Services User Guide.
Adjustments do not Accounts Payable does not send adjustment transactions to Bank
affect Bank
Services. This is why you must enter adjustments that affect bank
Services
accounts both in Accounts Payable and in Bank Services, using a
general ledger clearing account to avoid creating duplicate entries
for your general ledger.
Processing Returned Checks

When you return a check in Bank Services, such as for insufficient
funds, Bank Services automatically reinstates the corresponding
invoice or debit note in the vendors account in Accounts Payable.
To make sure invoices and debit notes are still available to reinstate
when checks are returned, you cannot clear paid invoices from
Accounts Payable for 45 days after you clear the checks that paid
them in Bank Services.
User Guide 2107

Processing Multicurrency Transactions
Processing Multicurrency Transactions

You process multicurrency transactions the same way you process
single-currency transactions, except when you need to enter different
exchange rates.
In a multicurrency Accounts Payable system, you can:
Enter and post transactions in all the currencies used by your

vendors and your company.
Import transaction batches from multicurrency and single-

currency applications and non-Sage Accpac programs, (provided
they all use the same functional currency).
Revalue Accounts Payable transactions at current exchange rates

to create transactions for the exchange gain and loss general
ledger accounts.
Create batches of general ledger transactions that you can post in

multicurrency and single-currency Sage Accpac General Ledger
applications, or that you can export to another general ledger.
Note: Rounding differences may occur during currency conversion.

These differences are automatically posted to realized gain or loss
accounts when transactions are posted.
Revaluing Multicurrency Transactions

When exchange rates fluctuate, you may need to revalue
outstanding invoices in other currencies to reflect their present value
in your own (functional) currency.
Revaluations of outstanding invoices in Accounts Payable are

temporary. They indicate the value of outstanding payables at a
particular time, such as when you need to prepare financial
statements.

Unrealized versus Gains or losses on outstanding invoices are unrealized gains or losses
realized gains or
because the transactions are not yet completed. You realize gains or
losses
losses when you pay an invoice in full. A realized gain or loss is
Before Using
permanent.
A/P
When you revalue transactions, Accounts Payable produces
automatically reversing entries for the G/L unrealized exchange gain
and loss accounts in the specified account sets.
When you post the revaluation transactions to any fiscal period in

Sage Accpac General Ledger, they are automatically reversed in the
next fiscal period.
If you do not have Sage Accpac General Ledger in your company

database, Accounts Payable creates an export batch for your general
ledger. There are no revaluation batches to post in Accounts Payable.
If you import a revaluation batch into another General Ledger, make

sure that the revaluation transactions are reversed in the next fiscal
period. Each time you revalue outstanding invoices, Accounts
Payable compares their current value to their original value.
For a description of the fields in a General Ledger export batch, see

Appendix B of this guide.
Printing Revaluation Transactions

You can print a list of revaluation transactions, using the Posting
Journals form and selecting the Revaluation option. You can also
print the transactions on Accounts Payables G/L Transactions
report, selecting Revaluation as the batch type, and on the batch
listing in Sage Accpac General Ledger, if you use it.
Creating To see the effects of a revaluation before you process it, select the
provisional
Provisional Revaluation option in the Revaluation form.
revaluation
transactions
This option produces a listing of the transactions that would be
created if you processed a real revaluation using the same criteria as
you used in the provisional run.
User Guide 2109

A posting sequence number is assigned each time you post a

provisional revaluation. The number is printed with transactions in
the Provisional Revaluation Listing.
After checking the Provisional Revaluation Listing, you can either do

another provisional revaluation, specifying different criteria, or do a
real revaluation, creating entries for your general ledger.
Calculating Unrealized Exchange Gains or Losses
Calculating Accounts Payable calculates unrealized exchange gain or loss as

exchange gains
follows:
and losses
(current rate - original rate) x source amt. = unrealized gain/loss
When you revalue a transaction, you recalculate its functional-

equivalent value at a new exchange rate. You also revalue all applied
details.
To demonstrate, assume you revalue a vendors account at a higher

exchange rate which results in a $10 increase in the account balance
in functional currency.
Accounts Payable creates the following journal entry for your

general ledger in the fiscal period of the revaluation:
Revaluation General Ledger Account Debit Credit
Unrealized exchange loss 10.00

Payables control 10.00
The $10 revaluation transaction is reported on the Vendor

Transactions report for the vendor as type GL.
At the beginning the next fiscal period, you post this reversing entry
to your general ledger:
Reversal General Ledger Account Debit Credit
Payables control 10.00

Unrealized exchange loss 10.00

Reporting Accounts Payable Data
When you print the Vendor Transactions report for the period in
which you post the reversing revaluation transaction, both
transactions appear for the vendor. Their net effect on the account
Before Using
balance is zero.
A/P
Calculating Realized Exchange Gains or Losses
When you post multicurrency payments in Accounts Payable, you

use the exchange rate in effect at the time. Any difference in invoice
value resulting from a difference between the original exchange rate
for the invoice and the rate entered with the payment is a realized
gain or loss.
Accounts Payable creates all transactions for realizing gains or losses

when the payments are posted. Realized gains or losses affect only
your general ledger.
Realized exchange gains or losses are also calculated when you post
credit notes or adjustments that reduce the balance on an invoice or
debit note to zero. (Because once the invoice has a zero balance, it is
settled, and Accounts Payable evaluates any gains or losses due to
exchange when you run period-end processing.)
Note: Rounding differences may occur during revaluation. These

exchange differences are automatically posted to the realized gain or
loss accounts when payments are posted.

Your Accounts Payable system can print a wide variety of reports
that provide you with up-to-date information and a source of
backup information in case your Accounts Payable data is damaged.
This section briefly describes all the reports produced by Accounts

Payable. Read Chapter 7, Reports, for detailed information about
Accounts Payable reports.
User Guide 2111

Printing Reports
There are five ways you can print reports in Accounts Payable. You
can:
Print directly from the program to the printer, to obtain

permanent copies of the information.
Print the information on your screen, for quick review.
Print to a file for printing later, importing into another program,

or transferring to a diskette.
Print an RTF file and send it as an e-mail attachment to a

specified recipient.
All Accounts Payable reports can be printed on laser printers with

8" x 11" or A4-sized paper.
Setup Reports
Use the Setup Reports folder to print reports showing the
information entered to define each of the records you create when
setting up or updating your Accounts Payable system. These reports
print your selected setup options, account sets, 1099/CPRS codes,
distribution codes, distribution sets, terms, and payment selection
codes.
Any time you add, delete, or change any of these records, you
should print and file the corresponding reports, to keep your printed
records up to date.
Vendor Reports
Use the Vendor Reports folder to print reports detailing the
information entered to define vendor records. For each vendor, you
can print remit-to locations, recurring payables, letters and labels,
and 1099/CPRS forms.

The Vendors and Vendor Groups icons let you print both lists and
statistical reports for your vendors and vendor groups.
Before Using
Any time you add, delete, or change any of these records, you
should print and file the corresponding reports, to keep your printed
A/P
records up to date.
Transaction Reports
Accounts Payable produces a complete range of reports of the
transactions you enter and post. These reports include batch listings,
batch status reports, posting journals, check registers, G/L
transactions, and posting error reports.
In addition, Accounts Payable provides three important reports that

you can use to interpret, analyze, and summarize your data: Vendor
Transactions, Aged Payables, and Aged Cash Requirements reports.
A summary of the contents and uses of each of these reports follows
this section.
You should print these reports regularly, check them, and file them
in a secure place. They are all important parts of your audit trail of
Accounts Payable transactions.
If you use Accounts Payable to print checks and 1099/CPRS forms,

you should also establish procedures for ensuring that you print and
check each one. You should also keep copies in your files.
For more information about how these reports fit into a normal
transaction processing cycle, refer to the section, Processing
Accounts Payable Batches, at the beginning of this chapter.
To print the reports, choose icons from the A/P Transaction Reports
folder.
User Guide 2113

Vendor Transactions
The Vendor Transactions report serves as an audit trail of posted

transactions in your vendor accounts within the range of dates you
specify. Use the report to obtain an overview of your vendor
accounts in any period for which you have Accounts Payable data.
You can report the details of any combination of invoices, credit

notes, debit notes, interest, and prepayments. You can also choose to
include zero balances and applied details, and print a total for each
transaction type. You can also include extra information (vendor
contact, phone number, and credit limit), and three or four blank
lines for writing comments or notes.
The report provides the same detail about transactions as is shown in

the Vendor Activity form.
Multicurrency If you use multicurrency accounting, you can also print the report in
ledgers
functional currency or in the vendors currencies.
Aged Payables
Use the Aged Payables report to review and analyze overdue

payables. The report lists the total of current payables for each
vendor. It ages the overdue payables by their payment due dates
into the aging categories you define.
You can print the report with full transaction details or limit it to
vendor account balances. It can show you the amounts that were
outstanding or overdue on past dates, as well as what will be
outstanding or overdue on future dates.
Use this report to determine how seriously overdue the accounts are,
and to help you decide what action and cash is required to settle
these debts.
Multicurrency If you use multicurrency accounting, you can also print the report in
ledgers
functional currency or in the vendors currencies.

Aged Cash Requirements
The Aged Cash Requirements report focuses on the timing of
Before Using
payables coming due in the future. It highlights the amount of cash
that is required to meet all obligations as they become due. Use this
A/P
report for cash flow analysis and projections.
The report contains the total payable for each vendor. It lists overdue
payables, current payables, and future payables, aged by payment
due date, in the aging categories you define.
Checks and Advices, 1099/CPRS Forms, Letters and Labels

You can print checks and payment advices from Accounts Payable
along with 1099 and CPRS forms. You can also print form letters and
labels using information from your vendor accounts.
To print checks and advices, use the Payment Batch form (in the
A/P Transactions folder). To print 1099 and CPRS reports and letters
and labels, use the forms in the A/P Vendor Reports folder.
At printing time, you can choose from a wide variety of options to

select vendors, and you can use any of the formats you developed to
print each type of form. Sage Accpac Accounts Payable includes
sample formats you can use to print vendor checks, letters, and
labels. You may be able to use the sample formats as they are, adapt
them to fit your current forms, or create new formats.
The readme file, FORMS.WRI (in the ACCPAC\DOCS\APxxAENG

folder where Sage Accpac is installed) lists the types of data you can
select from your vendor records to print on the various forms.
User Guide 2115

Periodic Processing
Periodic Processing
There are several Accounts Payable forms you can use to complete
the types of processing you do at specified intervals, such as at
month end or period end, and to clear out obsolete data and records.
This section outlines periodic procedures you might follow, and tells
you how to use Accounts Payable to accomplish these tasks. Read
Chapter 6, Periodic Processing, for more detailed information.
Update records 1. Update Accounts Payable records, such as vendor records and
recurring payable records, or select the Inactive option for
records you plan to delete.
Use the icons in the Vendors and Setup folders to revise these
records. Refer to Chapter 3, Maintaining Vendor Records and
Setup Information, in this guide for information about making
changes to specific types of records.
Create recurring 2. When your recurring payable records are up to date, create
payable batches
recurring payable batches using the Create Recurring Payable
Batch form.
For information about updating recurring payable records, see

Chapter 3.
Update account 3. Post transactions that apply to the period. Print and file the
balances
posting journals.
Use the Invoice Entry form, Payment Entry form, or Adjustment

Entry form, as described in Chapter 4, Processing Invoices,
Credit Notes, and Debit Notes, and Chapter 5, Processing
Print analytical 4. Print the Vendor Transactions and Aged Payables reports to
reports
identify payments that should be held or that require other
action.
Use the Vendor Transactions and Aged Payables icons from the
A/P Transaction Reports folder to print the reports.

Periodic Processing
Refer to Chapter 7, Reports, for information about printing

and interpreting these reports.
Create checks
Before Using
5. Create check batches using the Create Payment Batch form.
A/P
Print batch listings before printing and posting checks.
Post adjustments 6. Create and post batches of adjustments, such as transactions to

correct errors found when reconciling bank statements.
Use the Adjustment Entry icon from the A/P Transactions folder.
Revalue 7. If you have a multicurrency ledger, you may need to update

multicurrency
exchange rates in Common Services and revalue multicurrency
transactions
transactions and balances periodically to reflect changes in
exchange rates.
Choose the Revaluation icon from the Periodic Processing

folder. For information about revaluation, see Revaluing
Multicurrency Transactions, earlier in this chapter, and
Chapter 6, Periodic Processing.
Process general 8. Print the G/L Transactions report, then create general ledger
ledger transactions
transactions (if you do not use the option to create general
ledger transactions during posting). Process the batches in Sage
Accpac General Ledger, if you use it, or post them manually to
your other general ledger.
Use the Create G/L Batch icon in the Periodic Processing folder if
you need to create the general ledger transactions. Choose the
G/L Transactions icon from the Processing Reports folder to
print the report.
You can find additional information about this report in

Chapter 7, Reports.
User Guide 2117

Periodic Processing
Remove old data 9. Clear the paid transactions, posting journals, and statistics that
you no longer need, and delete records that you classed as
inactive and prepared for deletion.
Choose the Clear History, Delete Inactive Records, and Clear

Statistics icons from the Periodic Processing folder to clear this
information.
Year-End Processing
At the end of each fiscal year, use the Year End form to transfer
current-year activity statistics for vendor groups and vendors to the
previous year, in preparation for a new year.
You may also want to follow the same procedures you use at the end
of each period (see the previous section, Periodic Processing).
Before running Year End, you must:
Post or delete all outstanding batches.
Print and clear all posting journals.
Print the G/L Transactions report and create any outstanding

general ledger transactions.
Close all other Accounts Payable forms, and ask other users to
leave Accounts Payable.
The Year End form warns you if any of these tasks are not completed.
The Year End function performs the following tasks:
If you select the Reset All Batch Numbers option, resets the next
batch number to 1 for all batch types, and deletes the posted and
deleted batches, so they no longer appear on the Batch Status
report.
Note that if batch numbers are reset, you can no longer drill
down from General Ledger to view transactions in Accounts

Using Accounts Payable with Other Sage Accpac Applications
Payable or from Accounts Payable to view originating

transactions in Purchase Orders.
Before Using
Moves average days and total days to pay this year to both
average days and total days to pay last year.
A/P
Clears activity statistics, if you select the Clear Activity Statistics
option. This step moves year-to-date activity statistics to last-
year activity statistics, and sets year-to-date totals to zero. It also
sets the largest invoice this year and the highest balance this year
to zero.
Resets the Total Invoices Paid, Number of Checks, and Days to

Pay totals to 0 (zero) in the Vendors form (if you select both the
Clear Activity Statistics option and the Clear Invoices Paid And
Days To Pay Counter options).
Using Accounts Payable with Other Sage Accpac

Applications
This section describes the integration that occurs between Accounts
Payable and other Sage Accpac applications. You can use Accounts
Payable with Sage Accpac General Ledger and Purchase Orders.
Integrating with General Ledger

If you use Sage Accpac General Ledger, Accounts Payable creates
batches of general ledger transactions in General Ledger and
displays and validates General Ledger account numbers in Accounts
Payable.
The G/L Transactions report and the summary at the end of each
Accounts Payable posting journal lists the general ledger accounts to
be debited and credited with payables transactions when you post
the Accounts Payable batch of general ledger entries in General
Ledger.
User Guide 2119

You use the G/L Integration form to specify the type of reference and
description that is included with each General Ledger transaction.
General ledger Accounts Payable uses the following general ledger accounts:
accounts used in
Payables Control, Purchases Discounts, Prepayments, and the
Accounts Payable
accounts you assign to distribution codes or enter with transactions.
Multicurrency If you use multicurrency accounting, Accounts Payable also uses

ledgers
General Ledgers unrealized and realized exchange gain and loss
accounts.
Accounts Payable creates its general ledger transactions in batches

within General Ledger. If you select the Keep History option in the
Options form, you can drill down to view batch details from the G/L
Transaction History form.
If you do not use Sage Accpac General Ledger or if your Sage

Accpac General Ledger system is at another location, Accounts
Payable creates its general ledger transactions in a file called
APGLTRAN.CSV. This file, in a Comma Separated Values format,
can be imported by a remote site Sage Accpac General Ledger, or
transferred to another general ledger that you use.
Note that all General Ledger transactions from Accounts Payable are
placed in the same CSV file, and that each time Accounts Payable
creates transactions it appends them to the CSV file.
When you are ready to transfer the batch to your general ledger,
copy the file to the computer or directory or where your general
ledger is located, and delete the original CSV file. Then make a
backup copy of the CSV file.
The next time Accounts Payable creates general ledger transactions,

it also creates a new APGLTRAN.CSV.

Integrating with Project and Job Costing

If you use Sage Accpac Project and Job Costing, Accounts Payable
Before Using
lets you:
A/P
Enter and post job-related invoices, credit notes, and debit notes
that update contracts in Project and Job Costing.
Apply payments to job-related invoices, credit notes, and debit

notes.
Adjust job-related documents that you posted in Accounts

Payable, and update the contracts in Project and Job Costing
when you post the adjustments.
View job-related vendor activity.
Include job-related information on reports, invoices, and

statements.
This section describes how you use Accounts Payable to process job-
related documents.
Processing Job-Related Invoices, Debit Notes, and Credit Notes
You can enter and post invoices, credit notes, and debit notes in
A/P Invoice Entry that updates contracts in Project and Job Costing.
You can enter invoices in that are either job-related or not
job-related. You cannot enter a mixed invoice.
Select the Job To indicate that the invoice, credit note, or debit note you are
Related option to
entering is for a contract that you manage using Sage Accpac Project
display additional
fields and Job Costing, you select the Job Related option on the Invoice
Entry form. Invoice Entry then displays additional columns (or
Fields, on the Detail Accounts/Taxes form), where you enter job-
related details.
Set the Distribute Note: To prevent the program from inserting a default distribution
By option to None
line on the Invoice Entry form, select None as the Distribute By
User Guide 2121

option on the Invoicing tab in vendor records. If you do not select

this option, you have to delete the default distribution line before
you can enter job-related details on an invoice.
You enter job-related information for details in the following fields.

(Note that this document refers to the job-related fields by their
default names Contract, Project, Category, and Resource. If you
entered different Level 1, Level 2, and Level 3 names on the PJC
Options form, the program displays them instead of Contract,
Project, and Category, respectively.)
Contract and You must specify a contract, project, and category for each detail.
Project are
required for all You can specify only contracts or projects that have an Open or On
details
Hold status. (You cannot process transactions to contract or project
that is On Hold, however, if it has never been opened.)
Also, you can specify only projects that are assigned to the specified
contract and that are not closed to costs.
Job details vary The remaining job-related fields become available according to the
according to the
contract style and project type. You fill in these fields, as follows:
type of project
Category. Select or enter a category that you have assigned to the
specified project in Project and Job Costing. You do not enter a
category for Fixed Price projects.
Resource. For standard contracts, you must specify a resource that

you have assigned to the project in Project and Job Costing. Use the
code for the resource for which the vendor is invoicing, such as an
equipment code or a subcontractor code.
If you specified a basic contract, you can enter anything you want in
this field, or you can leave it blank.
Billing Type. The billing type is required only for time and materials
projects, and indicates to Project and Job Costing whether to bill the
cost to the vendor.
Accounts Payable displays the default billing type from the contract.
You can change this field only as follows:

For a time and materials project on a basic contract:
If the project is billable, the category billing type determines
Before Using
whether you can change the billing type for the detail:
A/P
If the specified category is billable, the detail is billable
as the default. In this case, you can change the billing
type.
You also specify a billing rate for billable details.

However, if you change the billing type to no charge or
non-billable, the program sets the billing rate to zero,
and you cannot change it.
If the specified category is no charge or non-billable, the

program sets the same billing type for the detail, and
cannot change it. You cannot specify a billing rate for the
detail, which the program sets as zero.
If the project is no charge or non-billable, so is the detail.

The billing rate is set to zero, and you can change neither the
billing type nor the billing rate.
For a time and materials project on a standard contract:
If the project is billable, the resource billing type determines

whether you can change billing type for the detail.
If the specified resource is billable, the program displays

Billable as default billing type, but you can change it for
the detail. If the detail is billable, you can specify a
billing rate for the detail.
If you change the billing type for the detail to no charge

or non-billable, the program sets the billing rate to zero,
and you cannot change it.
If the specified resource is no charge or non-billable, the

program sets same billing type for the detail, and you
cannot change it. You cannot specify a billing rate for the
detail, which the program sets as zero.
User Guide 2123

If the project is no charge or non-billable, the detail uses the

same billing type as the project, and you cannot change it.
The program also sets the billing rate to zero, and you
cannot change it.
A/P Item No. This field is also used only for time and materials
projects. The program displays the A/P item number used for the
contract in Project and Job Costing. You can select a different A/P
item number, as follows:
On a standard contract, the program displays the A/P item

number and unit of measure specified for the project resource
category as the default. You can accept the item number or select
another valid A/P item number.
On a basic contract, program displays the A/P item number and

unit of measure specified for the project category. You can accept
the item number or select another valid A/P item number.
If you change the A/P item number, the item number must be a
valid item number in Accounts Payable, and the unit of measure
must be a valid unit of measure both for the new item number
and the vendors currency.
Unit Of Measure. You must enter a unit of measure that is valid both
for the specified item number and for the contract vendors currency.
Quantity (optional). You can enter a quantity (including negative

quantities) using up to five decimal places.
Unit Cost (optional). You can enter a unit cost and let the program
calculate the extended cost for you.
G/L Account. For most projects, the program displays the Work In
Progress account for the specified category. For projects using
Accrual Basis as the accounting method, however, the program
displays the Cost Of Sales account.
You can change the account only for:
Time and materials projects.

Cost plus projects using Billings And Costs or Accrual-Basis as

the accounting method.
Date. This is the date the expense was incurred. Accounts Payable
Before Using
displays the invoice date as the default for this field, but you can
A/P
change it.
Billing Rate. Accounts Payable displays the billing rate for the
specified resource (for standard contracts) or category (for basic
contracts). You can change the billing rate only for time and
materials projects. Note that the billing rate cannot be negative.
Billing Currency. The billing currency is displayed for time and

materials projects only. The billing currency is the vendors currency
specified on the contract, and you cannot change it.
Apply job-related Note: You do not use Invoice Entry to apply a job-related debit note
credit notes and
or credit note to another (apply-to) document. You use the Payment
debit notes in
Payment Entry Entry form to pay job-related debit notes, and to pay or apply
job-related credit notes.
Entering Retainage Information on Job-Related Documents
If a project uses retainage accounting, enter retainage information in

the following fields (note that retainage is calculated separately for
each detail on a job-related document):
Retainage Percentage. The program uses the retainage percentage

and the detail amount you enter to calculate the retainage amount.
Retainage Amount. The program displays the retainage amount it

calculates based on the amount and the retainage percentage entered
for the detail. If you change the retainage amount, the program
recalculates the retainage percentage.
Retention Period. This is the number of days that the retained

amount is withheld before it is due.
User Guide 2125

Retainage Due Date. The program uses the retention period to

calculate the retainage due date. If you change the due date, the
program recalculates the retention period for the detail.
If a document includes retainage, a Retainage tab appears that

displays the retainage terms and (for multicurrency invoices)
exchange rate option to be used for the retainage invoice. You cannot
change the retainage amount or percent here because they are
calculated for job-related documents on a detail basis.
Note: Tax that will be posted when you post the retainage
document is shown in Project and Job Costing as a
committed cost.
Adjusting Job-Related Documents in Accounts Payable
You adjust posted job-related invoices, credit notes, and debit notes
in the A/P Adjustment Entry form.
Select the When you select a job-related document for adjustment, additional
document, as for
fields and a Select Detail button appear, letting you enter job-related
any adjustment
information for the adjustment.
You can adjust existing details (for example, to change an incorrect

project number), and you can add details that did not exist on the
original invoice:
Click Select Detail To select an existing detail for adjustment, click the Select Detail
to view existing
button, then select the detail you want to change using the
entries
Finder.
Adjust specific To add new details, for each adjustment detail:

contracts, projects,
categories, and a. Specify the contract, project, category, and resource.
resources
b. Enter the debit or credit amount.
Adjust retainage If you use retainage accounting, you can add or edit retainage
information for specific project categories. If the original document

did not include retainage, you can add retainage terms and specify
which exchange rate to use when clearing outstanding retainage for
the document.
Before Using
For more information on entering adjustments to retainage, see
A/P
Adjusting Retainage for Original Documents, earlier in this
chapter.
Additional job- The following additional fields appear in the Adjustment Entry grid
related fields
when you adjust a job-related invoice, credit note, or debit note:
Quantity. Project and Job Costing uses the adjustment quantity to

calculate overhead and labor amounts. The quantity also appears for
job-related details in the Adjustments Transaction Listing and in the
Posting Journal.
You can increase or decrease the quantity, or the debit or credit

amount, or both the quantity and amount. Note, however, that you
cannot reduce the quantity or the amount to less than zero.
Changing the Unit Unit Cost. Accounts Payable uses this field to calculate a default
Cost
debit or credit amount. You can change the unit cost whether you
are adding a new detail or adjusting an existing detail.
A/P Item Number (for time and materials projects). This is the A/P
item number used for the contract in Project and Job Costing. You
cannot change this field for existing details.
Unit of Measure. You must enter a unit of measure that is valid both
for the specified item number and for the contract vendors currency.
You cannot edit this field for existing details.
Billing Rate (for time and materials projects). Accounts Payable

displays the billing rate for the specified resource (for standard
contracts) or category (for basic contracts). You cannot edit this field
for existing details.
Billing Currency and Billing Type. The billing currency is the

vendors currency specified on the contract, and you cannot change
it. The billing type indicates to Project and Job Costing whether to
User Guide 2127

bill the cost to the vendor. You cannot edit this field for existing
details.
Date. This is the date of the adjustment. You cannot edit this field
for existing details.
Adjusting Job-Related Payments
You can also enter adjustments with payments if your Accounts

Payable ledger uses the Allow Adjustments In Payment Batches
option.
To adjust a job-related document in Payment Entry, you select it on

the Payment Entry form, then click the Adjust button to open the
Miscellaneous Adjustment Entry form, as usual. You then click the
Select Detail button to select a particular job detail for adjustment.
You use a separate detail line for each detail on the original
document that you want to adjust.
Entering Job-Related Vendor Payments
Partial invoice If you are fully paying a job-related invoice, you enter the payment
payments
the same way as for any other invoice. However, if you are partially
paying an invoice, you need to identify how to allocate the payment
amount among different projects and categories. Accounts Payable
lets you allocate partial payments using an Apply Method, described
next.
Selecting an Apply Method for Partial Payments
When you apply an amount that is less than the current balance for a
job-related invoice, you need to specify which particular details you
are paying, as well as the amount you are paying for each detail.
The Apply Method field in the Payment Entry form lets you specify
how to apply partial payments to invoices that use different
contracts, projects, and categories.

Default Apply The Payment Entry form lets you choose a default apply method for
Method for a
the payment entry, as follows:
payment entry
Top Down to apply payments automatically to invoice details
Before Using
beginning with the first detail on an invoice until the payment is
A/P
fully applied.
Prorate By Amount to apply payments proportionately to all

invoice details.
Note that the Apply Method affects only job-related invoices for
which the applied amount is less than the current balance.
Applying Partial Payments to Job-Related Invoices
Payment Entry lets you choose a different apply method for

individual job-related invoices, and it also lets you select specific
details to pay.
Selecting job To pay selected details:

details to pay
1. Start a new entry on the Payment Entry form, selecting the
transaction type, date, year and period, and vendor number.
2. Select an Apply Method (Top Down or Prorate By Amount) for

the entry.
3. Select the job-related invoice you want to pay as follows:
If you use Select Mode, click the Go button to display the

unpaid invoices for the selected vendor, then select Yes in
the apply column for the invoice.
If you do not use Select Mode, enter the invoice number in

the document field in the detail grid, or use the Finder to
select the invoice.
4. Enter the amount of your payment in the Applied Amount

column for the selected invoice, then tab out of the field.
User Guide 2129

If the Applied Amount is less than the current balance, and you
want to select particular details to which to apply the partial
payment or to use a different Apply Method for this invoice:
a. Click the Jobs button to open the Project And Job Costing
Apply Details form.
b. Select the apply method to use when applying your

payment to the details of the selected invoice.
c. Click the Go button to display the invoice details.
d. Specify the amount that you are paying for each detail.
e. If you want to change an amount that was calculated for a

detail, enter the amount that you are paying for the detail.
Note that the Unapplied Amount must be zero to be able to
add or save the invoice.
f. When you are finished, click the Close button to return to

the Payment Entry form, then click Save to save your
payment entry.
5. Click Add.
The program applies the details according to the Apply Method

you chose for each job-related invoice.
Applying Payments to Multiple Payment Schedule Invoices
Multiple payment When applying a payment to a job-related invoice that uses a

schedules
multiple payment schedule, if you select Top Down as the apply
method, you may have to adjust the amounts manually.
For invoices that use multiple payment schedules, it is preferable to

prorate by amount.

Posting Job-Related Transactions in Accounts Payable

Posting invoices, When you post job-related invoices, credit notes, and debit notes in
credit notes, and
Before Using
Accounts Payable, the program creates general ledger journal entries
debit notes
to update the Work-In-Progress and Payables Control accounts
A/P
using the default information specified for the contract in Project and
Job Costing (for example, the Work-In-Progress account to charge).
The program also updates the contract in Project and Job Costing.
Posting When you post adjustments in Accounts Payable, the program:

adjustments
Creates general ledger journal entries to adjust the Accounts
Payable control account and the projects Billings account.
Adjusts the billed amounts for the affected contracts in Project

and Job Costing. (Note that transactions are not moved from one
project to another by posting an adjustment in Accounts
Payable.)
Posting payments When you post vendor payments, prepayments, and unapplied cash
to vendors
for contracts you are tracking in Project and Job Costing, Accounts
Payable updates the total paid for the contract in Project and Job
Costing.
Note, however, the following points regarding invoice matching

with posting and prepayments:
Prepayments and Accounts Payable does not match existing prepayments to

posting
invoices when you post job-related invoices. The program
applies prepayments to invoices only if both the invoice and the
prepayment are not job-related.
When you post a prepayment, Accounts Payable applies it

automatically to a matching invoice only if both the prepayment
and the invoice are not job related.
If either the prepayment or the invoice is job related, the

program does not apply the prepayment.
You can always apply job-related prepayments manually using an

Apply transaction in Payment Entry.
User Guide 2131

Where To Now?
Integrating with Purchase Orders

Sage Accpac Purchase Orders uses Accounts Payable vendor records
to display vendor numbers, names, addresses, tax groups, and terms
codes on Purchase Orders transactions. It also enters Accounts
Payable vendor payment terms on invoices.
You can add new vendor records to Accounts Payable from the
Vendor Number field in Purchase Orders.
When you run Day End Processing in Inventory Control, a batch

containing the invoices, credit notes, and debit notes posted in
purchase Orders is created directly in Accounts Payable. When you
post the batch in Accounts Payable, vendor account balances are
updated and journal entries are created for the general ledger.
Where To Now?
If you have not yet set up your Accounts Payable system, refer to
Chapter 3 in the Getting Started guide, Setting Up Your Accounts
Payable System.
If you are new to using Accounts Payable, you should do the lessons
in the chapter on Accounts Payable in the Sage Accpac Workbook for
practice in using the program before you begin to work with your
own data.
For information on using various aspects of the Accounts Payable

program, see the remaining chapters of this guide.

APUG-3.doc, printed on 5/3/2006, at 6:17:43 PM. Last saved on 5/3/2006 6:17:00 PM.
Chapter 3
Maintaining Vendor Records
and Setup Information
Icons for Maintaining Vendor Records and Setup Information...................... 32
Maintaining
Vendor Maintenance ....................................................... 32
Records
Setup Maintenance ......................................................... 33
Vendor and Setup Reports .................................................. 34
Adding, Editing, and Deleting Vendor Groups ................................... 35
Adding Vendor Groups .................................................... 36
Editing Vendor Groups ..................................................... 37
Effects of Changes ...................................................... 38
Deleting Vendor Groups .................................................... 38
After Changing Vendor Groups ............................................. 39
Adding, Editing, and Deleting Vendors .......................................... 39
Adding Vendors .......................................................... 310
Editing Vendor Records ................................................... 311
Effects of Changes ..................................................... 313
Deleting Vendors ......................................................... 313
After Changing Vendor Records ............................................ 315
Adding, Editing, and Deleting Remit-To Locations ............................... 315
Adding Remit-To Locations ................................................ 316
Editing Remit-To Locations ................................................ 316
Deleting Remit-To Locations ............................................... 318
After Changing Remit-To Locations......................................... 318
Adding, Editing, and Deleting Recurring-Payable Records ........................ 318
Adding a Recurring-Payable Record ........................................ 319
Editing a Recurring-Payable Record ........................................ 320
Deleting a Recurring-Payable Record ....................................... 320
User Guide 3i

After Changing Recurring-Payable Records .................................. 321

Displaying and Printing Vendor Information .................................... 321
Displaying Vendor Activity ................................................ 321
Displaying Remit-To Locations ............................................. 328
Printing Vendor Information Reports ........................................ 328
Changing Accounts Payable Options ............................................ 331
Changing Company Options ............................................... 332
Changing Processing Options............................................... 332
Changing Transactions Options ............................................. 334
Changing Numbering Options .............................................. 336
Changing Retainage Options ............................................... 337
Changing G/L Integration Options .......................................... 338
After Changing Options .................................................... 340
Adding, Editing, and Deleting Account Sets ..................................... 340
Adding an Account Set .................................................... 341
Editing an Account Set ..................................................... 342
Deleting Account Sets ...................................................... 343
After Changing Account Set Records ........................................ 343
Adding, Editing, and Deleting 1099/CPRS Codes ................................. 344
Adding a 1099/CPRS Code ................................................. 344
Editing a 1099/CPRS Code .................................................. 344
Deleting a 1099/CPRS Code................................................. 345
After Changing 1099/CPRS Codes ........................................... 345
Adding, Editing, and Deleting Distribution Codes ................................ 345
Adding a Distribution Code ................................................ 346
Editing a Distribution Code ................................................ 347
Deleting Distribution Codes ................................................ 348
After Changing Distribution Code Records .................................. 349
Adding, Editing, and Deleting Distribution Sets .................................. 349
Adding a Distribution Set .................................................. 350

Editing a Distribution Set .................................................. 350

Deleting Distribution Sets .................................................. 351
After Changing Distribution Sets ........................................... 352
Adding, Editing, and Deleting Terms Codes ..................................... 352
Adding a Terms Code ..................................................... 353
Editing a Terms Code ..................................................... 353
Deleting Terms Codes ..................................................... 354
Maintaining
Records
After Changing Terms Codes............................................... 355
Adding, Editing, and Deleting Payment Codes .................................. 355
Adding a Payment Code ................................................... 355
Editing a Payment Code ................................................... 356
Deleting Payment Codes ................................................... 356
After Changing Payment Codes ............................................ 357
Adding, Editing, and Deleting E-Mail Messages ................................. 357
Adding an E-Mail Message ................................................ 357
Editing an E-Mail Message ................................................. 358
Deleting an E-Mail Message ................................................ 358
After Changing E-Mail Messages ........................................... 358
Adding, Editing, and Deleting Payment Selection Codes .......................... 359
Adding a Payment Selection Code .......................................... 360
Editing a Payment Selection Code .......................................... 361
Deleting Payment Selection Codes .......................................... 362
Adding, Editing, and Deleting Optional Fields ................................... 362
Adding Optional Fields .................................................... 362
Editing Optional Fields .................................................... 363
Deleting Optional Fields ................................................... 364
After Changing Optional Fields ............................................ 364
Printing Setup Record Reports ................................................. 364
Importing and Exporting Record Information ................................... 365
User Guide 3iii

Chapter 3
Maintaining Vendor Records
and Setup Information
The following topics are discussed in this chapter:
Maintaining

Records
Maintaining vendor records
Adding, editing, and deleting vendor groups

Adding, editing, and deleting vendors
Adding, editing, and deleting remit-to locations
Adding, editing, and deleting recurring payables
Looking up vendor activity
Looking up remit-to locations
Maintaining options and setup records
Changing Accounts Payable and G/L Integration options

Adding, editing, and deleting account sets
Adding, editing, and deleting 1099/CPRS codes
Adding, editing, and deleting distribution codes
Adding, editing, and deleting distribution sets
Adding, editing, and deleting terms codes
Adding, editing, and deleting payment codes
Adding, editing, and deleting e-mail messages
Adding, editing, and deleting payment selection codes
Printing record information
Importing and exporting record information
See Chapter 2 of the Getting Started guide for explanations of all

Accounts Payable options.
See Chapter 3 of the Getting Started guide for detailed instructions on

setting up your Accounts Payable ledger and on adding vendor
records.
User Guide 31

Icons for Maintaining Vendor Records and Setup Information
Press the F1 For specific information about a field in a form, press the F1 key, and
key
then click the Field List button from the Help form.
For instructions on how to use Help, click Using Help on the Help
menu.
Icons for Maintaining Vendor Records and Setup

Information
The icons you choose for maintaining vendor records and setup
information are shown in the following picture:
Icons you choose

from the A/P
Vendors folder
Icons you choose

from the A/P Setup
folder
Vendor Maintenance
Vendor Groups Use the Vendor Groups form to classify your vendor records
according to similar characteristics, such as currency, country, or
type of purchase.
Because all vendors must belong to a group, you must add at least
one vendor group before you can add vendor records.

Vendors Use the Vendors form to add, edit, and delete vendor records.
Remit-To Locations Add, edit, and delete remit-to addresses if the address for payments
is different from the address in the vendor record. A primary remit-to
address will appear by default when you enter an invoice. You can
also use the Remit-To Locations form to view a list of remit-to
locations for a vendor.
Vendor Activity Look up vendor statistics, aging, and transaction information in the
Vendor Activity form.
Maintaining
1099/CPRS
Records
Enter and view amounts paid by vendors subject to 1099/CPRS
Amounts
reporting according to code, year, and month.
Recurring Use the Recurring Payables form to add the records you need to
Payables
create batches of recurring payables for standard invoices that your
vendors send you periodically.
Setup Maintenance
If you intend to change Accounts Payable options or setup records,
you should refer to the Accounts Payable Getting Started guide to
make sure you understand the impact of the changes on your ledger.
Options Use the A/P Options form to update address and contact information
for your company or to change options.
Account Sets Account sets identify the general ledger accounts that Accounts
Payable uses when you post transactions entered for your vendors.
1099/CPRS Codes 1099/CPRS codes specify the box numbers on the US 1099 or
Canadian CPRS form into which you enter the amounts of payments
made to vendors subject to 1099 or CPRS reporting. We recommend
that Canadian companies use code 3, Other Income, for vendors
subject to CPRS reporting.
Distribution Codes Distribution codes are used to identify general ledger accounts to
which vendor transactions are distributed. A distribution code is
simply an easy-to-remember name for an account number.
User Guide 33

Distribution Sets Distribution sets are standard groups of distribution codes used to
distribute vendor invoices.
Terms Accounts Payable uses terms codes during invoice entry to calculate
the due dates, discount dates, and discount amounts of invoices.
Payment Codes Use payment codes to identify the methods by which you pay your
vendors, such as by cash and check.
E-mail Messages Use the E-mail Messages form to create messages to send with
e-mailed letters.
G/L Integration Use the G/L Integration form to change options for creating batches
for your general ledger, and to specify information to use as the
reference, description, and comment in general ledger transactions.
Payment Selection Use the Payment Selection Codes form to define codes for specifying
Codes
how to select vendors and invoices for payment.
Optional Fields Use the Optional Fields form to define optional fields that you want
to assign to vendor records and transactions. Optional fields let you
store and track additional information for vendors and all types of
transactions. (You must have purchased and activated Sage Accpac
Transaction Analysis and Optional Field Creator to use optional
fields.)
Vendor and Setup Reports
Accounts Payable provides a comprehensive set of reports for listing

vendor records and setup records in the Setup Reports folder.
Icons you choose

from the Vendor
Reports folder

Adding, Editing, and Deleting Vendor Groups
Icons you choose

from the Setup
Reports folder
Maintaining
Records
Choose the Vendor Groups icon from the Vendors folder to add,
edit, or delete vendor groups.
Vendor groups serve four main purposes. They allow you to:
Specify default entries for some of the fields you need to fill in
when you add new vendor records. Classify vendors by
common characteristics.
Accumulate statistics for all vendors in the group.
Select and sort vendor records for processing and for printing
reports.
All vendor records must belong to a vendor group. This means that:
You must add at least one vendor group before you can add
vendor records. You can have an unlimited number of vendor
groups.
You cannot delete a vendor group to which vendors belong. You

must first assign the vendors to a different vendor group. (See
information about the Inactive status under Effects of
Changes, later in this section.)
For additional information about vendor groups, see Chapter 2 of

the Getting Started guide. For step-by-step instructions on adding
User Guide 35

vendor groups and information about all the fields in the vendor
group records, see Chapter 3 of the Getting Started guide.
Before you start Print the Vendor Groups report, including the information you
want to change.
If you are entering or changing vendor group statistics, select the

Allow Edit Of Statistics option (on the A/P Options form).
If you are deleting the vendor group, you must first reassign all
vendors to other groups.
Adding Vendor Groups

You must add at least one vendor group before you can add vendor
records.
To add a vendor group:
Starting a 1. Click the New button next to the Group Code field, then type
new record
the code for the new vendor group you want to define.
2. Fill in the fields and add the record as described in Chapter 3 of

Copying an To define a new vendor group that uses some of the information
existing record into
entered in the record for another vendor group, you can copy
a new vendor
group the information into the new record, as follows:
3. In the Group Code field, type the code for the vendor group you
want to copy, or choose it from the Finder.
4. When the group record is displayed, type the new code over the
existing code in the Group Code field.
5. Press the Tab key to leave the Group Code field.
6. Edit any of the fields requiring changes for the new group.
7. When finished, click Add to add the new group.

Finding detailed For information about all the fields in the Vendor Groups form and
instructions
step-by-step instructions for adding vendor groups, see Add
Vendor Groups in Chapter 3 of the Getting Started guide.
Press the F1 You can also press F1 to display Help information while working in
key
the Vendor Groups form.
Editing Vendor Groups
Maintaining
Before you start If you plan to edit vendor group statistics, you must first select the
Records
Allow Edit Of Statistics option on the A/P Options form.
Restrictions on You can change most of the information in a vendor group record at
changing records
any time, with the exception of the vendor group code. If you need
to change a code:
Add a vendor group with the code you want to use.
Transfer all vendor records to the new group.
Transfer all group statistics to the new group (by editing the
statistics in the new group).
Delete the group that has the code you no longer want.
Multicurrency You cannot change the account set for a group to a set that uses a
ledgers
different currency (in a multicurrency ledger).
Changing optional If you use Sage Accpac Transaction Analysis and Optional Field
fields
Creator, you can assign optional fields to vendor groups and specify
default entries for the assigned fields.
Use macros If you need to make the same change to a number of vendor groups,
use Sage Accpacs macro facility, as described in the System Manager
User Guide.
To edit a vendor group record:
1. Type the code for the vendor group you want to edit, or select it
from the Finder.
User Guide 37

2. Make the changes you need in the record.
For information about the fields in the Vendor Groups form and
step-by-step instructions, see Chapters 2 and 3 in the Getting
Started guide.
3. When finished, click Save to record your changes.
Effects of Changes
Most changes you make to a vendor group affect only the vendor
records you add to the group after making the changes.
The only change you can make to a vendor group that will affect
existing vendor records is to assign Inactive status to the group. If
you assign Inactive status to the group, you cannot:
Add new vendors to the group.
Change any of the vendor records assigned to the group (except

to change their vendor group).
Deleting Vendor Groups

Before you start If you want to delete a vendor group to which vendors are assigned,
you must first reassign the vendors to other groups or delete the
vendor records.
Moving vendors You can move vendors from one group to another, but if you do,
between groups
you will invalidate statistical comparisons between fiscal periods or
between vendor groups (unless you update the vendor group
statistics).
To delete a vendor group record:
1. Type the code for the vendor group you want to delete, or
choose it from the Finder.
2. Click the Delete key.

Adding, Editing, and Deleting Vendors
3. If you see a message asking you to confirm that you wish to

delete the record, click Yes.
After Changing Vendor Groups

Print the Vendor Groups report, including the information you
changed for the group, to check the new record information.
Edit vendor records that belong to a group to make the same

changes you made to the group. For example, if you changed the
Maintaining
Records
terms code in the vendor group and want to assign it to all vendors
in the group, you must also edit all of the vendor records to select
the new terms code.

Use the Vendors form to add new vendor records to your Accounts
Payable system and to modify or delete existing vendor records. For
detailed instructions on adding vendors, see Chapter 3 of the Getting
Started manual. The instructions in Chapter 3 describe all the fields
in the vendor records.
Tip: Use macros The best tool for performing global updates to vendor records is
for mass record
Sage Accpacs macro facility. For example, you can use a macro to
updates
change the vendor group code for a set of vendors or to change the
default entries in optional fields. Refer to the System Manager User
Guide for more information on macros and how to use them.
Before you start Print the vendor reports that include the information you want
to change for the vendors.
If you are entering or changing vendor statistics, select the Allow

Edit Of Statistics option (in the Options form).
If you are moving the vendor to another vendor group:
Print the Vendor Period Statistics report for the vendor.
User Guide 39

Print the Vendor Group Period Statistics report for the

groups involved. (You should adjust group statistics after
moving the vendor.)
Check invoice and payment batch listings for unposted

transactions for the vendor that will affect statistics.
Adding Vendors
Before adding vendors you must add the vendor groups to which
you plan to assign the vendors.
To add a vendor record:

Starting a 1. Click the New button next to the Vendor Number field, then
new record
type the code for the new vendor record you want to define.
2. Fill in the fields and add the record as described in Chapter 3 in

Copying an To define a new vendor record that uses some of the information
existing record
entered in the record for another vendor, you can copy the
information into the new record, as follows:
1. In the Vendor Number field, type the code for the vendor record
you want to copy, or choose it from the Finder.
2. When the vendor record is displayed, type the new number over
the existing number in the Vendor Number field.
3. Press the Tab key to leave the Vendor Number field.
4. Edit any of the fields requiring changes for the new record.
5. When finished, click Add to add the vendor record.
Finding detailed For information about all the fields in the Vendors form and step-by-
instructions
step instructions for adding vendor records, see Add Vendors in

Get help You can also press F1 to display Help information while working in
the Vendors form.
Editing Vendor Records

You can change most of the information in a vendor record at any
time, with these restrictions:
You cannot assign a vendor to a vendor group that is inactive.
Maintaining
Records
You cannot post transactions to a vendor that is inactive, and
you cannot set a vendor inactive if there are unposted
transactions for the vendor.
Changing the You cannot directly change a vendor number. However, if you
vendor number
accidentally add an incorrect vendor number, you can create a
new record with the correct number, then delete the incorrect
record.
You can also create a new record and delete the old one if the
vendor record has a zero balance, and you have deleted paid
transactions.
However, you must edit the vendor statistics in the new record if
you want to keep statistical data and, if you assigned the new
vendor number to a different vendor group, you must also
transfer the statistics to the new vendor group.
Multicurrency You can change the vendor group, account set, and tax group
ledgers
assigned to a vendor, but only to another vendor group, account
set, or tax group that uses the same currency.
Changing vendor We do not recommend that you change the vendor group or account
groups or account
set assigned to a vendor record to which you have posted
sets
transactions.
If you do change the vendor group, you should be aware that the
statistics for the affected vendor groups will be incorrect. You can
User Guide 311

edit the statistics to correct the information, but it can be a

complicated task.
If you are changing the vendors account set, check the vendors
account balances. If the vendor account has outstanding amounts,
you will need to transfer the control account balances to the new
control accounts in the general ledger after updating the vendor
record with the new account set code; otherwise, you will have old
balances that are never reconciled.
Changing optional You can assign different vendor optional fields, and you can change
fields
the optional field entries in a vendor record. Note that if an optional
field requires validation, you can select only a value that is assigned
to the optional field in Common Services. (If the optional field allows
blanks, you can leave the default value field blank.)
Before you start If you plan to edit vendor statistics, you must first select the Allow
Edit Of Statistics option on the A/P Options form.
Use macros If you need to make the same change to a number of vendor records,
use Sage Accpacs macro facility, as described in the System Manager
User Guide.
For example, you can use a macro to change the default entries in
optional fields.
To edit a vendor record:
1. Type the code for the vendor record you want to edit, or choose
it from the Finder.
2. Make the changes you need in the record.
For information about the fields in the Vendors form and step-
by-step instructions for filling out the form, see Chapters 2 and 3
in the Getting Started guide.
3. When finished, click the Save button to record your changes.

Effects of Changes
Moving vendors You can move vendors from one group to another, but if you do,
between groups
you will invalidate statistical comparisons between fiscal
periods or between vendor groups (unless you update the
vendor group statistics).
You cannot make a vendor inactive for which there is a balance

owing, or if there are any unposted transactions. Once you make
a record inactive, you cannot add any invoices, payments, or
adjustments.
Maintaining
Records
You can enter invoices and payments for a vendor who is on
hold, but the program will warn you of the vendors status.
Changing control If you move vendors from one payables control account to
accounts
another, check the unpaid balance of the vendor account. You
will have to transfer that balance from the original control
account to the new account.
Deleting Vendors
Before deleting If you plan to delete a vendor, you must first:
vendor records
Post all outstanding transactions for the vendor. You cannot
delete a vendor for which there are unposted transactions.
Post transactions to reduce the vendors account balance to zero.
Use the 1099/CPRS form in the Vendor Reports folder to print

1099/CPRS forms for the vendor, if the vendor is subject to
1099/CPRS reporting. You can then use the Clear History form to
clear 1099/CPRS information for the vendors.
Wait until payments posted to the account have cleared the bank
and have been reconciled to the bank statement.
Use the Clear History and Clear Statistics forms to clear all
history for the vendor (fully paid documents, vendor comments,
1099/CPRS information, and vendor statistics).
User Guide 313

You can delete a vendor record if the account has a zero balance, no
outstanding transactions, and all payments posted to the account
have cleared the bank account and been reconciled for at least
45 days.
Before trying to delete a vendor, you may prefer to assign the

Inactive status to the record to ensure that no further transactions
are posted to it. You can then wait until the end of the fiscal or
calendar year to delete the account, depending on the method you
use to accumulate vendor statistics. This step will keep the years
statistics in balance for the vendors group.
To delete an active vendor:
Use this method to delete a vendor for which you have been posting
transactions. The method keeps the vendor statistics in balance with
the statistics in the vendors group.
1. Type the number for the vendor you want to delete or choose it
from the Finder.
2. Select the Inactive option.
3. Click the Save button to save your changes.
4. At the end of your fiscal year or calendar year (depending on the

type of year you specified for vendor statistics on the A/P
Options form), use Delete Inactive Records in the Periodic
Processing folder to delete the vendor record.
See Deleting Inactive Records in Chapter 6, for information about

using the Delete Inactive Records form.
To delete an unused vendor:
Use this method to delete a vendor if you added it by accident or if

you have not yet posted any transactions to the account. You can
delete an unused vendor record without affecting statistics for the
vendor group to which you assigned the vendor.
1. Type the number for the vendor you want to delete, or choose it
from the Finder.

Adding, Editing, and Deleting Remit-To Locations
2. Click the Delete button.

After Changing Vendor Records

Print the vendor reports, including the information you changed
for vendors, to check the new record information.
Maintaining
Print the reports by vendor group if you changed the groups to
Records
which the vendors belong.
Edit vendor group statistics if you changed the groups to which

the vendors belong.
Compare the vendor reports you printed before changing or

deleting vendor records to the ones printed after making the
changes to verify that all changes were made correctly.

Use the Remit-To Locations form to add, edit, and delete remit-to
locations and to view the collection of remit-to locations you have
set up for a vendor.
Remit-to locations replace the standard vendor name and address on

vendor invoices, and they replace the address information, optional
field data, and the check language setting for payments. They are
designed to let you maintain names and addresses of check
recipients that are different from the vendor names and addresses.
If you set a remit-to location as the primary remit-to location, that

remit-to location will be used as the default for each new invoice.
You can have as many remit-to locations per vendor as you need,
and you can change or delete a remit-to location at any time.
User Guide 315

For detailed instructions on adding remit-to records, see Chapter 3 in

the Getting Started guide. The instructions in Chapter 3 describe all
the fields in the remit-to records.
Before you start Print the Remit-To Locations report.
Print the Vendor List, including the information you want to

change for the remit-to location.
Make sure you want to add or change the remit-to information

not the vendor information.
Adding Remit-To Locations

To add a remit-to location:
Starting a 1. Type the vendor number, then click the New button next to the
new record
Remit-To Code field and type the code for the new location that
you want to define.

Finding detailed For information about all the fields in the Remit-To Locations form
instructions
and step-by-step instructions for adding locations, see Add Remit-
To Locations in Chapter 3 of the Getting Started guide.
You can also press F1 to display Help information while working in

the form.
Editing Remit-To Locations

Restrictions on You can change all the information in a remit-to location except the
changing records
remit-to code. If you need to change the code, you must add another
record using the new code, then delete the record that you no longer
need.
You cannot set a remit-to location code inactive if it is used in

unposted transactions.

Multicurrency You can change the language in which the amounts are printed on
ledgers
checks. If you want to change the language for other items on the
check or advice form, you must modify the check form. See the
appendix on customizing forms in the System Manager User Guide
for more information.
To edit a remit-to location:
1. Enter the vendor number or select it from the Finder.
2. On the list of remit-to locations for the vendor, double-click the
Maintaining
location or highlight the line that you want to edit, and then click
Records
the Open button.
If you have already opened a record for this vendor, replace the
code in the Remit-To Location field with the one you need by
typing it or by selecting it using the navigation buttons or the
Finder.
3. Make the changes you need.
4. Click the Save button to record the changes.
Changing optional If you use Sage Accpac Transaction Analysis and Optional Field
fields
Creator, you can assign different remit-to location optional fields,
and you can change the optional field entries for a remit-to location.
However, if an optional field requires validation, you can select only
a value that is assigned to the optional field in Common Services. (If
the optional field allows blanks, you can leave the default value field
blank.)
Effects of Changes
If you make a remit-to location inactive, you can no longer choose it

when adding an invoice. If you make a primary remit-to location
inactive, make sure that you also uncheck the Primary Remit-To
check box.
When you select a remit-to location on an invoice, the data in the

optional fields from the remit-to location replaces that from the
vendor record.
User Guide 317

Adding, Editing, and Deleting Recurring-Payable Records
Deleting Remit-To Locations

You cannot delete a remit-to location code if it is used in unposted
transactions.
To delete a remit-to location:
1. Enter the vendor number or select it from the Finder.
2. On the list of remit-to locations for the vendor, highlight the

location.
If you have already opened a record for this vendor, replace the
code in the Remit-To Location field with the one you need by
typing it or by selecting it using the navigation buttons or the
Finder
3. Click the Delete button.

After Changing Remit-To Locations

Print the Remit-To Locations report to check the new record
information and to update your printed records.
Adding, Editing, and Deleting Recurring-Payable

Records
You can use the Recurring Payables form only if you first select the
Process Recurring Payables option in the A/P Options form.
Choose Recurring Payables from the Vendors folder to create

records of the payables for which your vendors periodically bill you,
as well as to edit and delete them.

You can have as many recurring-payable records per vendor, and as

many vendors per recurring-payable record, as you need, and you
can change or delete a recurring-payable record at any time.
See Chapter 2 in this manual for information about processing

recurring payables. Chapters 2 and 3 in the Getting Started guide
discuss setting up recurring payables.
Before you start Print the Vendor List, selecting the Recurring Payables option, for
the vendors whose recurring-payable records you want to change.
Maintaining
Records
Use macros If you need to add the same recurring-payable for several vendors or
make the same change to a number of recurring-payable records, use
Sage Accpacs macro facility, as described in the System Manager User
Guide.
Importing records You can also export the records, create the additional records you
need, then import them back into the Recurring Payables setup form.
(If recurring payable records already exist, Accounts Payable
replaces the existing recurring payable details with imported
information.)
Adding a Recurring-Payable Record

Before you start You must select the Process Recurring Payables option on the
A/P Options form and add vendor records before you can add
recurring-payable records.
To add a recurring-payable record:

New record 1. Click the New icon next to the Recurring Payable Code field,
then enter the code for the new recurring payable.

Finding detailed 3. For information about all the fields in the Recurring Payables
instructions
setup form and step-by-step instructions for adding locations,
see Add Recurring Payables in Chapter 3 in the Getting Started
guide.
User Guide 319

Using Help For specific information about a field on a form, press the F1 key,
then click the Field List button in the Help window.
Editing a Recurring-Payable Record

Restrictions on You can change all the information in a recurring-payable record
changing records
except the recurring-payable code and vendor number.
Multicurrency Note that if you assign to a recurring payable record a tax group that
tax groups
uses a different currency than the vendor, Accounts Payable
calculates a separate tax reporting amount when you create an
invoice for the recurring payable.
To edit a recurring-payable record:
1. Enter the code for the recurring payable, select it from the
Finder, or use the navigation buttons to display it.
2. Enter the vendor number, or select it from the Finder.
4. Click Save to record the changes.
Effects of changes If you make a recurring payable inactive, you can no longer create
invoices for it.
Changing optional You can assign different optional fields that you have set up for
fields
invoices and invoice details, and you can change the optional field
values. However, if an optional field requires validation, you can
select only a value that is assigned to the optional field in Common
Services. (If the optional field allows blanks, you can leave the
default value field blank.)
Deleting a Recurring-Payable Record

Before you start Check the records you want to delete to be sure there are no
outstanding amounts for invoicing.

Displaying and Printing Vendor Information
To delete a recurring payable:
1. Enter the code for the recurring payable, select it from the
Finder, or use the navigation buttons to display it.
2. Enter the vendor number, or select it from the Finder.
3. Click the Delete button. If a message appears asking you to

confirm the deletion, click Yes.
After Changing Recurring-Payable Records
Maintaining
Records
Print the Recurring Payables report to check the new record
Edit any unposted invoices created for a changed recurring

payable to enter new amounts, as needed.
As required, choose the Create Recurring Payable Batch form

from the Periodic Processing folder to create a batch of
recurring-payable invoices, as described in Chapter 6.

Accounts Payable includes several reports and forms for reviewing
vendor records, vendor statistics, and transaction information.
Displaying Vendor Activity

This form displays the current outstanding balance, together with
the last invoice and payment amounts. It also provides an aged
summary of the vendor account (with a single amount due for each
aging period), and it displays all outstanding transactions and lets
you review all documents applied to them.
User Guide 321

To display vendor activity:
1. Choose the Vendor Activity icon from the Vendors folder.
2. To display activity statistics, type the vendor number for the

record you want to see in the Vendor No. field, or select the
number from the Finder.
Looking up You can also use the navigation buttons beside the Vendor
statistics for other
Number field to move quickly through the list of vendors to
vendors
display the one you need.
The Activity tab summarizes the current status of the vendors

account and shows the amounts and dates of the most recently
posted transactions.
3. Click the Aging tab.
Aging tab

The Aging tab displays the vendors account balance in each of

the aging periods used in your Accounts Payable system.
4. To use the Aging tab, fill in fields as follows:
Age As Of. Type the date from which to age (count back) to
determine the balance to display in each aging period.
Cutoff Date. Enter, or select from the drop-down calendar, the

last date for which to include transactions in the balances.
Accounts Payable will include only transactions that were
Maintaining
Records
posted to the vendors account on or before that date.
Age By. Indicate whether to age balances by the document dates

used in the transactions or by the due dates.
Select:
Document Date. To display outstanding balances.
Due Date. To display overdue balances.
Amounts In. If you are using a multicurrency ledger, you can

choose whether to display reports in the companys functional
currency or in the vendor currency.
Include Transactions On Hold. Select this option if you wish to

include in the summary transactions that are on hold.
5. To specify different aging periods, type the number of days to

use in each period.
The default numbers of days are assigned on the A/P Options

form.
Click Go 6. Click the Go button or press F7 to list the vendors aged balances
for the dates you chose.
7. Repeat steps 4 through 6 for other periods you wish to display.
8. Click the Transactions tab to display vendor transactions.
User Guide 323

Transactions tab
9. To use the Transactions tab, fill in the fields as follows:
Document Type. Select the type of document to display. You

can choose to display all documents or select one of the
following: Invoice, Debit Note, Credit Note, Interest, or
Prepayment.
Order By. Select the order by which to list documents.
Document Number. Begins with the lowest document

number in ASCII order.
PO Number. Groups documents by their purchase order

numbers, then by their document numbers. Documents
without purchase order numbers are listed first, because
their purchase order numbers are considered to be blanks.
Order Number. Groups documents by their sales order

numbers, following the same rules as for purchase order
numbers.
Due Date. Lists documents in order by their due dates, or,

for prepayments, in order of activation date.
Document Date. Lists documents in order by their

document dates.
Current Balance. Lists documents in order by their current

balances, beginning with the lowest balance. Negative
balances appear first, such as in credit notes.

Starting Document Number. Type the number of the document

to highlight, or select the document from the Finder. You can
also leave this field blank to begin automatically with the first
document of the type and order you specified.
Amounts In. If you are using a multicurrency ledger, you can

choose to display amounts in either the functional or vendor
currency.
Include Fully Paid Transactions. Select this option to include

fully paid documents in the list. You will then see uncleared
Maintaining
Records
invoices and debit notes that have zero balances.
Include Pending Amounts. Select this option if you wish to

include information for pending transactions, including the
pending payment total, pending discount total, and pending
balance for each document.
Click Go 10. Click the Go button or press F7 to list the selected transactions.
To display the details for a document, double-click the

document line, or select it and then click the Open button.
An example of
details that appear
when you click the
Open button
User Guide 325

Drill down to To display the document in the original transaction entry

source document
form, select the transaction on the Transactions tab, and then
click the Document button.
To display job details, select the line for a job-related

document on the Transactions tab, then click the Details
button. (The Details button is available only for job-related
transactions.)
To display the optional fields posted with a transaction,

select the line, then click the Optional Fields button. (The
button is available only if you assigned optional fields to the
transaction.)
11. When finished viewing the details of a transaction, click the

Close button to return to the Transactions tab.
12. To review the Payment transactions that were posted to the

account, click the Payments tab.
The Payments tab
Use the Check Status field to select the type of payment

information you want to see. You can select All to display all the
checks posted to the account, or you can select:
Outstanding to display all payments and prepayments

that have not been reconciled in Bank Services.
Cleared to display checks that have cleared the bank

account and been reconciled in Bank Services.
Reversed to display reversed checks.

Multicurrency 13. If you use multicurrency accounting, use the Amounts In field to
payments
specify whether to display amounts in the functional currency,
the vendors currency, or the bank currency.
14. In the Starting Check Number field, enter the check number with
which you want to start the display, or select it from the Finder,
and then click the Go button. You can also just click Go to
display receipts, beginning with the lowest number.
15. To display the details for a payment, select the payment line,
and then click the Open button, or double-click the document
Maintaining
Records
line.
Applied payments
You can see the document number, payment number (to identify
payments in a multiple payment schedule), vendor amount,
vendor number, transaction type, transaction description, and
transaction date.
In a multicurrency ledger, you also see the functional amount.
16. When finished viewing the details of a payment, click Close to

return to the Payments tab.
You can also select the transaction on the Payments tab, and
then click the Document button to view the original transaction
Drill down to
source document in the Payment Entry form.
User Guide 327

Displaying Remit-To Locations

Use the Remit-To Locations form to look up the name, address, and
zip/postal code at each of the remit-to locations defined for a vendor.
To display remit-to locations:
1. Choose Remit-To Locations from the Vendors folder.
2. In the Vendor No. field, type the vendor number or select it from
the Finder.
Accounts Payable displays the list of remit-to locations for the

vendor.
To review an existing remit-to location record, select

(highlight) the line on the grid, then click Open.
To open the Remit-To Locations form so you can add a new

record, click the New button.
To delete an existing remit-to location record, select the line

on the grid, then click Delete.
Printing Vendor Information Reports

Choose these forms from the Vendor Reports folder to print reports
that list vendor information:
Vendors. This form provides three different reports.

Vendor List. Lists all vendor records in the Accounts Payable

ledger. You can print the address, the vendor profile (vendor
group, account group, terms, and so on), optional fields, and
the vendor comments.
Vendor Activity Statistics. Lists information for each vendor,

such as the year-to-date amounts and the dates of the
highest balance and largest invoice in the current and
previous years, and the last invoice, payment, credit note,
debit note and adjustment posted to the vendors account.
Maintaining
The application also calculates and displays the total days to
Records
pay and average days to pay for the vendor.
Vendor Period Statistics. Lists for each fiscal period that you
specify the amount and number of invoices, payments,
discounts, credit notes, debit notes and adjustments, and the
number of paid invoices.
You can select and sort all reports by the vendor group,
vendor number, or a number of other vendor record fields.
Vendor Groups. This form provides two separate reports.
Vendor Group List. Lists vendor groups, with choices to

include the profile information (processing options such as
account group, terms, and so on) optional fields, and a list of
the group members.
Vendor Group Statistics. Lists for each fiscal period you

specify the amount and number of invoices, payments,
discounts, discounts lost, credit notes, debit notes, and
adjustments, and the number of paid invoices.
Remit-To Locations. This report lists remit-to locations,

including the address and the optional fields (profile)
information.
Recurring Payables. The Recurring Payables report is a list of

the recurring payables that you have set up. It can also show the
User Guide 329

processing schedule and optional fields assigned to each

recurring payable record.
Letters/Labels. These are not vendor reports, but they allow you
to extract information from vendor records to produce letters for
vendors. You could also use the report to print mailing lists or
vendor lists with just the name and telephone number.
1099/CPRS Amounts. A 1099/CPRS form is printed for a vendor

only if the Subject To 1099/CPRS Reporting option is selected in
the record for the vendor.
Choose the following forms from the Transaction Reports folder to

print reports of transaction information for vendors:
Vendor Transactions. This report lets you print the currently

open invoices, credit notes, debit notes, interest invoices, and
prepayments posted to the vendor account. You can select
transactions by optional field (if used), and you can choose the
order of the report, the vendors, and the information you want
included with each transaction.
Aged Payables. This form provides two reports that list

information about vendors current and overdue transactions:
the Aged Payables report and the Overdue Payables report. The
reports group transactions into the aging periods (length of time
overdue) that you specify in Options (although you can override
the default periods at print time). You can select transactions by
optional field, if you use optional fields.
See Chapter 7, Reports, for more information about the reports

mentioned in this section.
To print vendor reports:
1. Use one of the following methods to print vendor reports:

Changing Accounts Payable Options
Click Print on the File menu of the following forms:
Vendor Groups to print vendor group reports.
Vendors to print vendor reports.
Vendor Activity to print vendor transaction reports.
Or
Choose icons from the following report folders:
Maintaining

Records
Vendor Reports to print the Vendor, Vendor Groups,
Remit-To Locations, Recurring Payables, Letters/Labels,
and 1099/CPRS Amounts reports.
Transaction Reports to print the Vendor Transactions,

Aged Payables, and Aged Cash Requirements reports.
2. Select the range of vendors or vendor groups for which you

want to print the report, and select the information you want
included.
3. Click the Print button.
For more information on printing particular reports, see Chapter 7,

Reports, in this manual.

This section lists the Accounts Payable options you can select on the
A/P Options form and on the G/L Integration form, and includes
some points to consider when changing your choices for particular
options.
Topics are listed in the order in which they appear on the

A/P Options form.
For descriptions of all Accounts Payable options, see the Getting

Started guide. Chapter 2 of the Getting Started guide explains the
User Guide 331

purpose of each option, and Chapter 3 guides you through the steps
for choosing options and setting up a new Accounts Payable system.
Before you start Make sure no one else is using Accounts Payable when you change
options. You can update some information while others are using
Accounts Payable (such as the payables department phone number
and contact person), but most options can be changed only if no one
else is using the system.
Tips See Chapter 3 of the Getting Started guide for full instructions on
using the A/P Options form.
Get help Press F1 to display Help when you need information about
fields or tasks.
Click the Field List button at the top of the help page for
information on specific data entry fields.
Click Using Help from the Help menu to find out how to
use Help.
Changing Company Options

The Company tab contains the contact name and telephone and fax
numbers for your Accounts Payable department. You can change all
the information on this tab at any time.
Changing Processing Options

The Processing tab contains options that specify how your Accounts
Payable system works, and the types of statistical information kept
for vendors.
Use the Processing tab to change these options:
Multicurrency. If you have a single-currency ledger, you can

select this option at any time. Once you select and save it,
however, you cannot turn it off.

Force Listing Of All Batches. Ensures that you cannot post

batches without first printing them.
Allow Edit Of Imported Batches. Choose this option if you want

to edit or delete imported invoice batches in Accounts Payable
before posting.
Allow Edit Of External Batches. Choose this option if you want

to edit or delete batches you created in Purchase Orders and sent
to Accounts Payable before posting.
Maintaining
Keep History. Allows you to store details of all posted
Records
transactions in your company database. This option can be
turned on or off at any time. You must choose this option in
order to drill down from general ledger accounts to originating
transactions.
Retainage Accounting. Select this option if you need to account

for retainage (or holdbacks) in your Accounts Payable system.
You can turn off the Retainage Accounting option if there are no
unposted retainage batches and no outstanding retainage
amounts.
Keep Statistics. This option lets you decide whether to keep

vendor and vendor group statistics. Keep Statistics is selected by
default.
Allow Edit Of Statistics. Lets you edit statistical information in

vendor records and vendor group records.
Include Tax In Statistics. You should change your choice for this
option 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.
Even if you wait until period end, changes to this setting will
make comparisons to earlier periods misleading.
Accumulate By and Period Type. You will not be able to

compare period statistics if you change these settings.
User Guide 333

If you need to change the type of year or period by which

Accounts Payable reports statistics, either you should do so after
running Year End, or you should edit the statistics for the earlier
periods in the year, to correct distortions.
Aging Periods. Use these fields to set the default time periods
into which Accounts Payable groups outstanding transactions or
balances in the Vendor Activity form and on Aged Payables and
Aged Cash Requirements reports. You can change these periods
when you print the reports or inquire about vendor activity.
Age Unapplied Credit Notes And Debit Notes. Select the

method you use to assign unapplied credit notes and debit notes
to aging categories.
Age Unapplied Prepayments. Select the method you use to

assign prepayments to aging categories.
Default Number Of Days To Keep Vendor Comments. This

setting determines the default comment expiration date when
you enter comments in vendor accounts.
Changing Transactions Options

Invoice options The Transactions tab contains options that determine how Accounts
Payable processes invoices and payments. The invoicing options are
as follows:
Default Tax Amount / Default Tax Base / Default Tax Reporting.

Select the entry methods to use as defaults during invoice entry
or when creating a recurring payable record. You can select:
Calculate to have Accounts Payable make all tax

calculations.
Distribute to let Accounts Payable automatically distribute

total tax amounts that you enter.
Enter to permit manual entry and distribution of all tax

amounts.

Use 1099/CPRS Reporting. You can turn on this option at any

time. The program will cease to accumulate any vendor
1099/CPRS information if you turn this option off. (You can still
print 1099/CPRS data and clear it after turning off the option.)
Allow Edit Of 1099/CPRS Amounts. If you have selected the Use

1099/CPRS Reporting option, you can also choose to edit
1099/CPRS amounts. This option allows you to add historical
information or to adjust current vendor amounts.
Default 1099/CPRS Amount. This option lets you use document
Maintaining
Records
totals as default 1099/CRPS amounts on invoices, credit notes,
and debit notes.
Payment options The Transactions tab also contains the following options that
determine Accounts Payable will process payments in your system:
Default Transaction Type. Select the transaction type (Payment,

Prepayment, Apply Document, or Misc. Payment) you most
frequently use in the Payment Entry form as the default.
Default Order Of Open Documents. Choose the order in which

to list documents (invoices, debit notes, credit notes, and so on)
when you apply cash, checks, and other payments to vendor
accounts in the Payment Entry form.
Default Bank Code. This is the code for the bank account on
which you most often write checks. A new setting will appear as
the default the next time you create a new payment batch.
You must use one of the bank codes defined in the Banks form in
Bank Services.
Default Payment Code. Choose the code for the type of

payment you process most often. This payment code appears as
the default in Payment Entry, so that when you enter payments,
you have to enter the payment code only when it is different
from the type you specify here.
Check For Duplicate Checks. This option lets you specify

whether to display a warning or an error message, or no
User Guide 335

message, when you attempt to process a check that uses the

same number as an existing check for the same bank.
Include Pending Transactions. Choose whether to include

transactions from open (unposted) batches when Accounts
Payable calculates pending amounts for Payment Entry.
You can include unposted payments, unposted payments and

adjustments, all transactions, or none.
Allow Adjustments In Payment Batches. 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.
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.
Allow Remit-To Information To Be Changed. Select this option if

you want to permit changes to remit-to location information on
the Payment Entry form. Unless the option is selected, you
cannot change any information for a selected remit-to location
on the Payment Entry form,
Changing Numbering Options

Document Use options on the Numbering tab to specify the prefix, length, and
numbers
next number for recurring payables, payments, prepayments, and
adjustments.
Length Length. You can set the length of these document numbers
using a maximum of 22 characters, including prefixes, in
document numbers.
Prefix and Next Prefix and Next Number. If you change the next number to
Number
assign to a particular document type to a lower number, you
should also change the prefix for the document type to prevent
Accounts Payable from assigning the same document number

twice. You cannot post two documents with identical document

numbers.
If you reach the maximum number for a document type or the

highest number you want to assign, you must clear fully paid
documents (in the Clear History form) or change the prefix
before re-entering the first number as the next number to assign.
Next Batch and The Numbering tab also lists the next batch numbers and posting
Processing
sequence numbers. There are no options that you can select on this
Sequence
section of the tab.
Maintaining
Numbers
Records
Full descriptions of all numbering options are contained in Chapter 3
in the Getting Started guide. You can also press F1 while in the
A/P Options form, and then click Field List on the Help screen that is
displayed to read about the options on this tab.
Changing Retainage Options

The Retainage tab is available only if you selected the Retainage
Accounting option on the Processing tab. The options on this tab
determine how Accounts Payable processes retainage.
Retainage processing options include:
Default Retainage Percentage (optional). This percentage appears

as the default when you add new vendor records.
Default Retention Period (optional). This option lets you specify the
number of days from the original document date that you can
withhold a retained amount. The program determines the default
retainage due date by adding the retention period to the original
document date.
If you change the default retention period, it will be used as the

default for new vendor records, only.
Default Retainage Exchange Rate. If you use multicurrency, this

option determines whether the current exchange rate or the
User Guide 337

exchange rate used on the original document will be the default for
retainage documents.
Retainage On the retainage document numbering grid, specify the number

document
length, next number, and prefix to assign to retainage invoices,
numbering grid
credit notes, and debit notes when creating retainage documents.
Report Tax. Use this option to specify when to post tax on retainage
and update Tax Services. You can report tax on retainage when you
post original documents, or you can report it according to the
selection for the Report Tax On Retainage Document option for the
tax authority in Tax Services.
Number Of Days In Advance To Create Retainage Documents.

This is the number of days before the retainage due date that you can
generate retainage documents using the Create Retainage Batch
form.
Base Retainage Amount On. This option determines whether

retainage will be calculated on the document total before tax or after
tax is calculated.
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.
Full descriptions of all options are contained in Chapter 3 in the

Getting Started guide. You can also press F1 while in the A/P Options
form, and then click the Field List button on the Help screen to read
about the options on this tab.
Changing G/L Integration Options

You use the G/L Integration form to set options for processing
general ledger batches and to specify the kinds of information to
include as the reference and description for transactions you send to
General Ledger from Accounts Payable.
You choose the G/L Integration icon from the A/P Setup folder.

The options on the Integration tab determine when transactions are

added to the batches that Accounts Payable creates in Sage Accpac
General Ledger, if you use it, or to batches you can import into
another general ledger system.
Other options allow you to specify the Accounts Payable information

to keep with general ledger transactions.
Options include:
Create G/L Transactions. This setting specifies when to create a
Maintaining
Records
batch for the General Ledger.
During Posting. Select this option to automatically create

general ledger batches when you post batches of invoice,
payment, and adjustment transactions in Accounts Payable.
On Request Using Create G/L Batch Icon. Select this

option if you want to use the Create G/L Batch form to create
general ledger batches.
Create G/L Transactions By. You can make the following

selections:
Adding to an Existing Batch. Select this option if you want

to add new general ledger transactions to batches already
created by Accounts Payable.
Creating a New Batch. Select this option if you want to

create a new general ledger batch each time you post or use
the Create G/L Batch icon. (You might do this for auditing
purposes.)
If you do not have Sage Accpac General Ledger, and are

creating CSV files, Accounts Payable will ignore this setting
and, instead, will append to or overwrite the existing batch
depending on which action you choose.
Creating and Posting a New Batch. Select this option if you

want to create and post a new ledger batch each time you
create G/L transactions.
User Guide 339

Adding, Editing, and Deleting Account Sets
Consolidate G/L Batches. Select whether you want

transactions consolidated in the general ledger batch. Choose
from Do Not Consolidate, Consolidate By Posting Seq., Account
And Fiscal Period, and Consolidate By Posting Seq., Account,
Fiscal Period And Source.
Consolidation Note that if you consolidate batches, you will lose the ability to
disables drilldown
drill down to Accounts Payable transactions from General
Ledger.
The Transactions tab lets you specify the types of information to

include as the description for each entry, and as the reference,
description and comment for each G/L transaction detail you create.
When you are finished changing options, click the Save button to
record the changes.
Tips See Chapter 3 in the Getting Started guide for full instructions on
using the A/P Options form. See Chapter 2 in the Getting Started
guide for background information about Accounts Payable options.
After Changing Options

Print the Options report by choosing File, Print from the A/P Options
form or by choosing the Options icon from the Setup Reports folder.
Verify that all your changes have been made correctly.

Account sets identify the general ledger accounts to which you post
transactions entered for the vendors assigned to each account set.
Choose the Account Sets icon from the A/P Setup folder to add, edit,
or delete account sets. For a description of account sets and how
they work, see Chapter 2 in the Getting Started guide.
For information about using the Account Sets form and descriptions
of all the fields, see Chapter 3 in the Getting Started guide.

Before you start Print the Account Sets report for the records you want to edit or
delete. Choose the Account Sets icon from the Setup Reports
folder.
Print the Vendor List with profile information to see which

vendors use the account sets you want to change.
If changing account numbers, check that your general ledger

contains the accounts you want to assign for these general ledger
accounts:
Maintaining

Records
Payables Control
Purchase Discounts
Prepayments
Retainage Control (if you use retainage accounting)
Multicurrency If you are adding or changing an account set that uses a

account sets
currency different from your functional currency, the above
accounts must allow the account sets currency.
In addition, you must also check the numbers of the following

general ledger accounts:
Unrealized Exchange Gain

Unrealized Exchange Loss
Realized Exchange Gain
Realized Exchange Loss
Exchange Rounding
If your database does not include Sage Accpac General Ledger,

Accounts Payable will not verify any general ledger account
numbers. You will have to check the numbers you specify against
the general ledger that you use.
Adding an Account Set

You must add at least one account set to Accounts Payable before
you can add vendor records.
User Guide 341

To add an account set:

Starting a 1. Click the New button next to the Account Set Code field, then
new record
type the code for the new set.
2. Fill in the fields and add the record as described in the section,
Add Account Sets, in Chapter 3 in the Getting Started guide.
Finding detailed For background information about account sets, see Chapter 2 in the
instructions
Get help The instructions in Chapter 3 in the Getting Started guide describe all
the fields in an account set record. You can also press F1 to display
Help information while working in the form.
Editing an Account Set

You can change the description, active status, and account numbers
for an account set. You cannot change the account set code.
Multicurrency If you use multicurrency accounting, you cannot change the

account sets
currency associated with an account set.
To edit an account set:
1. Enter the code for the account set or select it from the Finder.
Effects of Changes
If you make an account set inactive:
You cannot assign it to a new vendor group or vendor record.
You cannot edit and save a vendor group or vendor record that
uses the inactive account set.

You cannot add an invoice for a vendor who uses the inactive
account set. (However, you can post the invoice if you made the
account set inactive after you entered the invoice.)
Deleting Account Sets

Before deleting an account set, delete any vendors who are assigned
to the account set or assign them to other account sets. You cannot
delete an account set that is assigned to a vendor record.
Maintaining
Records
1. Enter the code for the account set or select it from the Finder.

Changing vendors You can move vendors from one account set to another, but if you
account sets
do, you must either move them when the vendors balances are zero,
or transfer the vendors balances from the old control accounts to the
new accounts in your general ledger.
If you do not transfer account balances, you will have situations

where invoice totals are posted to one payables account and the
payments for the invoices are posted to another.
After Changing Account Set Records

Print the Account Sets report to check the new record information
and to update your printed records.
If you changed the account set codes assigned to vendors or vendor

groups, you should also print new copies of the Vendor List and
Vendor Group list for the records you changed.
User Guide 343

Adding, Editing, and Deleting 1099/CPRS Codes
Adding, Editing, and Deleting 1099/CPRS Codes

The 1099/CPRS codes correspond to box numbers on the US 1099
form and Canadian CPRS report. Current 1099/CPRS codes have
already been added to Accounts Payable, so it is unlikely that you
will have to add any new codes.
Adding a 1099/CPRS Code

Unless you are using the 1099 tracking facility for a completely
different purpose, you should not assign codes arbitrarily. We
recommend that Canadian companies use code 3, Other Income, for
vendors subject to CPRS reporting.
To add a 1099/CPRS code:
Starting a 1. Click the New button next to the 1099/CPRS Code field, and
new record
then type the new code.
2. Fill in the description, and add the record as described in

Chapter 3 in the Getting Started guide.
Editing a 1099/CPRS Code

You can change only the description of a code. You cannot change
the 1099/CPRS code.
To edit a 1099/CPRS code:
1. Enter the 1099/CPRS code or select it from the Finder.
2. Type a new description.
If you set the 1099/CPRS code to inactive, you cannot assign it to

new vendors, or edit and save vendor records that use the code.
However, the inactive setting does not affect the accumulation of

1099/CPRS information at posting.

Adding, Editing, and Deleting Distribution Codes
Deleting a 1099/CPRS Code

Deleting codes does not remove any information from your ledger
(except the code definition). However, you should not delete
1099/CPRS codes if you are required to print 1099/CPRS forms. If
you accidentally delete a code, just add it again.
If you delete a 1099/CPRS code, you can no longer assign it to vendor

records nor can you edit and save a vendor record that has that
code assigned.
Maintaining
Records
As long as the 1099/CPRS code is stored in the vendor record,
Accounts Payable accumulates 1099/CPRS statistics each time you
post payments for the vendor.
To delete a 1099/CPRS code:
1. Enter the 1099/CPRS code or select it from the Finder.

After Changing 1099/CPRS Codes

Print the 1099/CPRS Codes report by choosing File, Print from the
1099/CPRS Codes form or by choosing the 1099/CPRS Codes icon
from the Setup Reports folder.

A distribution code is an easy-to-remember name for a general
ledger account to which vendor transactions are distributed. For
example, you might use the code SUPPLY for purchases of office
supplies easier to remember than 6945-100-20.
Choose the Distribution Codes icon from the Setup folder to add,
edit, or delete records for distribution codes.
User Guide 345

You can group If you always use a group of distribution codes to distribute vendor
distribution codes
invoices, you can identify the group with a distribution set code.
into sets
(See Adding, Editing, and Deleting Distribution Sets, later in this
chapter.)
For a description of distribution codes and how they work, see

For instructions on adding distribution codes and setting up a new

Accounts Payable system, see Chapter 3 in the Getting Started guide.
Before you start Print the Distribution Codes report from the Setup Reports
folder.
If changing account numbers, check that your general ledger

contains the accounts you want to assign to new distribution
codes.
If deleting codes, print the Distribution Sets report from the

Setup Reports folder. Accounts Payable will not warn you if a
code is part of a distribution set, but you will not be able to
distribute an invoice using the distribution set to which it
belonged.

vendors use the distribution codes you want to change.
Adding a Distribution Code

You must add at least one distribution code to Accounts Payable
before you can add vendor groups or vendor records, unless you
plan to distribute invoices by specifying general ledger account
numbers.
To add a distribution code:
Starting a 1. Click the New button next to the Distribution Code field, and
new record
then type the new code.

2. Fill in the Description and General Ledger Account fields, and

add the record as described in Chapter 3 in the Getting Started
guide.
Finding detailed For information about all the fields in the Distribution Codes form
instructions
and step-by-step instructions for adding distribution codes, see
Add Distribution Codes in Chapter 3 of the Getting Started guide.
the form.
Maintaining
Records
Editing a Distribution Code
You can change the description, the general ledger account number,
and the discountable status. You cannot change the distribution
code.
To edit a distribution code:
1. Enter the distribution code, or select it from the Finder.
Effects of Changes
Making a distribution code inactive has the following consequences:
You cannot select an inactive distribution code as the default

code when adding a new vendor group or vendor record.
lists the inactive distribution code.
You cannot use the inactive distribution code when you add an
invoice. (You can print and post the invoice if you made the
distribution code inactive after you entered the invoice.)
User Guide 347

You cannot add or edit a distribution set that lists an inactive

distribution code.
Effect on unposted Changing the general ledger account numbers assigned to a

transactions
distribution code has no effect on existing transactions that use the
distribution code. If you want to use the new account numbers with
previously entered transactions, you must edit the documents and
enter the new account numbers.
Deleting Distribution Codes

Deleting codes does not remove any information from your ledger
(except the code definition). If you accidentally delete a code, just
add it again.
Note that Accounts Payable does not stop you from deleting a code
that is part of a set or a code that is assigned to a vendor record.
However, if you delete a distribution code, that code will be rejected
when you try to distribute an invoice using the code (even if you are
using the code in a distribution set).
Deleting a code after adding an invoice (but before posting it) has no
effect on posting. However, you will have to change the code if you
edit the invoice, because you cannot save an invoice with an invalid
code.
Before you start Assign a different distribution code to vendor groups and
vendor records that use the code you want to delete.
Post batches that use the code you want to delete, or edit the
batches to enter the new code to use.
To delete a distribution code:
1. Enter the distribution code or select it from the Finder.


Adding, Editing, and Deleting Distribution Sets
After Changing Distribution Code Records

Print the Distribution Codes report by choosing File, Print from the
Distribution Codes form or by choosing the Distribution Codes icon
from the Setup Reports folder.
Edit any distribution sets containing the old distribution code.
Edit vendor groups and vendor records that were assigned the code.
You should also print new copies of the Vendor Group list and
Vendor List for the records you changed.
Maintaining
Records
On any unposted transactions that use the distribution code you
changed or deleted, enter the new distribution code or general
ledger account numbers to which you want to post the transaction.

Distribution sets are standard groups of distribution codes that are
used to speed data entry.
For example, if you typically distribute each invoice to three

different accounts, you can define three distribution codes, then
define one distribution set that includes the three distribution codes.
You can then assign the new distribution set to vendor accounts.
You do not have to add distribution sets, but they are more efficient
than single distribution codes when distributing vendor invoices.
For a description of distribution sets and how they work, see

See Chapter 3 in the Getting Started guide for step-by-step

instructions on adding distribution sets and setting up a new
Accounts Payable system.
Before you start Print the Distribution Sets report from the Setup Reports folder.
User Guide 349

Print the Distribution Codes report from the Setup Reports

folder.
Add any new distribution codes you require before adding or

editing distribution sets.
Print the Vendor Group list and the Vendor List with profile
information to see which vendor groups and vendors use the
distribution sets you want to change.
Adding a Distribution Set

You do not need to use distribution sets with Accounts Payable.
To add a distribution set:

Starting a 1. Click the New button next to the Distribution Set Code field, and
new record
then type the code for the new set.
2. Fill in the description, choose the distribution method, list the

distribution codes, and add the record as described in Chapter 3
in the Getting Started guide.
Finding detailed For information about all the fields in the Distribution Sets form and
instructions
step-by-step instructions for adding distribution sets, see Add
Distribution Sets in Chapter 3 of the Getting Started guide.
the form.
Editing a Distribution Set

You can change the description, the distribution method, and the list
of distribution codes. You cannot change the code that identifies the
distribution set.
To edit a distribution set:
1. Enter the code for the distribution set or select it from the Finder.

Effects of Changes
Making a distribution set inactive has the following consequences:
You cannot select an inactive distribution set as the default set

when adding a new vendor group or vendor record.
Maintaining
Records
lists the inactive distribution set.
You cannot use the inactive distribution set when you add an
invoice. (You can print and post the invoice if you made the
distribution set inactive after you entered the invoice.)
Deleting Distribution Sets

Deleting sets does not remove any information from your ledger
(except the set definition). If you accidentally delete a set, just add it
again.
Accounts Payable does not stop you from deleting a set that is
assigned to a vendor record, but you will have to choose another set
when you distribute an invoice for the vendor.
Deleting a set after adding an invoice (but before posting it) has no
effect on posting. However, you will have to change the set if you
edit the invoice.
Before you start Assign a different distribution set to vendor groups and vendor
records that use the set you want to delete.
To delete a distribution set:
1. Enter the code for the distribution set or select it from the Finder.

User Guide 351

Adding, Editing, and Deleting Terms Codes
After Changing Distribution Sets

Print the Distribution Sets report by choosing File, Print from the
Distribution Sets form or by choosing the Distribution Sets icon from
the Setup Reports folder.
Edit vendor groups and vendor records that were assigned the set.

Accounts Payable uses terms codes during invoice entry to calculate
due dates. If your vendors offer discounts for early payment of
invoices, Accounts Payable also uses terms codes to calculate
discount periods and discount amounts.
Choose the Terms icon from the Setup folder to add, edit, or delete
terms records.
You must add at least one terms record before you can enter vendor
groups or vendor records.
Payment If you use multiple payment schedules, you must define at least one
schedules
multiple payment terms code with the number of payments you
require. Keep in mind that you can use fewer than the full number of
payments in a schedule when adding an invoice, but you cannot
insert additional payments.
You cannot remove payments from a schedule, but you can zero the
amounts of the later payments and adjust the amounts of the earlier
ones, which achieves the same effect.
For a description of payment terms and how they work, see

See Chapter 3 in the Getting Started guide for step-by-step

instructions on adding payment terms and for examples of standard
payment terms.

Before you start Print the Terms report from the Setup Reports folder.

vendors use the terms you want to change.
Adding a Terms Code

You must add at least one terms record before you can add vendor
groups and vendor records.
Maintaining
To add a terms code:
Records
Starting a 1. Click the New button next to the Terms Code field, and then
new record
type the new code.

Finding detailed For information about all the fields in the Terms form, see Add
instructions
Payment Terms in Chapter 3 of the Getting Started guide.
the form.
Editing a Terms Code

You can change all the information in a terms code record except the
terms code.
To edit a terms code:
1. Enter the code for the terms or select it from the Finder.
User Guide 353

Effects of Changes
Making a terms code inactive has the following consequences:
You cannot select an inactive terms code as the default code

when adding a new vendor group or vendor record.
uses the inactive terms code.
You cannot use the inactive terms code when you add an
invoice. (You can print and post the invoice if you made the code
inactive after you entered the invoice.)
Other changes that you make to terms codes have no effect on

existing, unposted documents that use the codes. You must edit
invoice batches to enter changes such as new discount percentages to
the payment terms on invoices that use the modified terms codes.
Deleting Terms Codes

Deleting payment terms codes does not remove any information
from your ledger (except the terms definition). If you accidentally
delete a payment terms code, you can just add it again.
Deleting a payment terms code after adding an invoice (but before

posting it) has no effect on posting. However, you must specify a
different code if you edit the invoice (because you cannot save
changes to the invoice if the terms code is invalid).
Accounts Payable prevents you from deleting a terms code that is

assigned to a vendor record, so before you delete a terms code you
must assign a different terms code to the vendors that use the code
you wish to delete.
To delete a terms code:
1. Enter the terms code or select it from the Finder.


Adding, Editing, and Deleting Payment Codes
After Changing Terms Codes

Print the Terms Codes report by choosing File, Print from the Terms
Codes form or by choosing the Terms icon from the Setup Reports
folder.
If necessary, edit any unposted invoices in the Invoice Entry form to

substitute other terms codes for the terms records you deleted or to
change terms information for codes you modified.
Maintaining
Records
Choose Payment Codes from the Setup folder to add, edit, or delete
payment codes.
You use payment codes to identify the methods by which you pay
your vendors. Payment codes include cash, checks, credit cards, and
other payment methods (such as electronic transfers).
See Chapter 2 in the Getting Started guide for background

information on payment codes. For step-by-step instructions on
using the Payment Codes form and descriptions of all the fields, see
Chapter 3 in the Getting Started manual.
Before you start Print the Payment Codes report for the records you want to edit or
delete. Choose Payment Codes from the Setup Reports folder.
Adding a Payment Code

You can add as many payment codes as you want.
To add a payment code:

New icon 1. Click the New icon next to the Payment Code field, and then
type the new code.

the Getting Started manual.
User Guide 355

Finding detailed For information about all the fields in the Payment Codes form and
instructions
step-by-step instructions for adding payment codes, see Add
Payment Codes in Chapter 3 of the Getting Started manual.
Using Help You can also press F1 to display screens of Help information while
working in the form.
Editing a Payment Code

You can change all the information in a payment code record at any
time, except the payment code.
To edit a payment code:

Finder 1. Use the Payment Code field to enter or select the payment code
you want to edit.
Effects of changes If you make a payment code inactive, you can no longer assign it to
payment transactions. You should also edit unposted payment
transactions that use the inactive payment code to assign another
payment code.
Effect on unposted When you select a different payment method (cash, check, credit
transactions
card, or other) for payment code, the change is not made in any
existing, unposted transactions. You must edit and save unposted
transactions to register changes in payment methods, so that the
transactions are correctly recorded on deposit slips.
Deleting Payment Codes

Before you start Assign a different payment code to unposted transactions that use
the payment code you want to delete.

Adding, Editing, and Deleting E-Mail Messages
To delete a payment code:

Finder 1. Use the Payment Code field to enter or select the payment code
you want to delete.

After Changing Payment Codes

Maintaining
Print the Payment Codes report to check the new record
Records
Edit any unposted payment transactions to enter a different

payment code, as needed.

Click E-mail Messages in the Setup folder to add, edit, or delete
records for messages that you send to vendors with e-mailed letters.

information on e-mail messages. For step-by-step instructions on
using the E-mail Messages form and descriptions of all the fields, see
Chapter 3 in the Getting Started manual.
Adding an E-Mail Message

To add an e-mail message:
1. Choose E-mail Messages from the A/P Setup folder.
2. Complete the fields on the form, including the body of the

message. Use field names, preceded by a dollar sign, to identify
variable information that you want to include with the message.
3. Click Add or Save when you are satisfied with your message.
User Guide 357

Editing an E-Mail Message

You can change all the information on an e-mail or fax message
except the message code.
To edit an e-mail or fax message record:

Use the 1. Choose the E-mail Messages icon from the Setup folder.
Finder
2. Enter the code for the message, or select it using the Finder.
Effects of changes If you make a message code inactive, you can no longer use it when
you send letters to your vendors.
Deleting an E-Mail Message

To delete a message code:
Use the 1. Enter the messages code, or select it from the Finder.
Finder
After Changing E-Mail Messages

Print the E-mail Messages report to check the new record

Adding, Editing, and Deleting Payment Selection Codes
Adding, Editing, and Deleting Payment Selection

Codes
Payment selection codes are used with the Create Payment Batch
form to specify how you want Accounts Payable to select vendors
and invoices for payment.
Choose the Payment Selection Codes icon from the Setup folder to
add, edit, or delete payment selection codes.
Maintaining
Records
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. If your
payment selection needs are fairly simple you may define only one
code and modify the criteria when you generate a special check run
(for example, if you use only one bank and have a small number of
vendors).
Payment selection codes define the following elements:
The bank on which the checks are drawn.
The vendor bank code (if you choose Select Vendors With This
Bank Code Only).
How you select invoices (by due date, discount date, or due date
and discount date).
Whether you pay all documents or only Forced documents.
The range of vendor groups.
The range of vendors.
The range of account sets.
The range of vendor check amounts (for example, so you could

pay all the small outstanding amounts first).
User Guide 359

Vendors that you want to exclude from the payment selection.
Payment code.
Optional fields (if you use them).
Multicurrency If you have a multicurrency ledger, you also need to specify the:
ledgers
Bank currency.
Vendor currency.
Exchange rate types from the bank currency to the functional

currency and from the vendor currency to the functional
currency.
Optional fields If you use optional fields, you also specify the optional field entries
to use as defaults when you create a payment batch.
For a description of payment selection codes and how they work, see
For instructions on adding payment selection codes and setting up a

new Accounts Payable system, see Chapter 3 of the Getting Started
guide.
Before you start Print the Payment Selection Codes report from the Setup
Reports folder.
Adding a Payment Selection Code

You must create at least one payment selection code if you want to
use Create Payment Batch to automatically generate payments for
invoices.
You do not need to create payment selection criteria if you intend to

enter all your payments individually using the Payment Entry form.

To add payment selection codes:
1. Choose the Payment Selection Codes icon from the Payments

folder.
Starting a 2. Click the New button next to the Selection Code field, and then
new record
type the new code.
3. Fill in the information for the code and add the record as
described in Chapter 3 in the Getting Started guide.
Finding detailed
Maintaining
For information about all the fields in the Payment Selection Codes
Records
instructions
form and step-by-step instructions for adding payment selection
codes, see Create Payment Selection Criteria for Processing
Payments Automatically in Chapter 3 of the Getting Started guide.
Using Help You can also press F1 to display screens of Help information while
adding payment selection codes.
Editing a Payment Selection Code

You can change anything about a payment selection code except the
code itself. If you want to change the code for a payment selection
record, you must add a new record with the new code, then delete
the original record.
Payment selection codes determine the settings in the Create

Payment Batch form. If you change a payment selection code,
nothing in Accounts Payable is affected other than the settings in the
Create Payment Batch form the next time you select the code.
To edit a payment selection code:
1. Enter the payment selection code or select it from the Finder.
User Guide 361

Adding, Editing, and Deleting Optional Fields
Deleting Payment Selection Codes

Deleting a code does not remove any information from your ledger
except the code definition. If you accidentally delete a code, just add
it again. Deleting a code also has no effect on Create Payment Batch,
even if you used the code to generate the current batch settings.
You must, however, have at least one code in order to use the Create
Payment Batch form.
To delete a payment selection code:
1. Enter the payment selection code or select it from the Finder.


Optional fields are available if you use Transaction Analysis and
Optional Field Creator, a separately licensed package available from
Sage Accpac. Optional Fields let you store custom information with
records and transactions.
Choose Optional Fields from the Setup folder to add, edit, or delete
optional fields that you use in your Accounts Payable system.

information on optional fields. For step-by-step instructions on using
the Optional Fields form and descriptions of all the fields, see
Adding Optional Fields

To add an new optional field:
1. Choose Optional Fields from the A/P Setup folder.
2. In the Optional Field For field, select the type of record or

transaction for which you are defining the optional field.

3. Use the Finder to select the optional field codes you want to use
for each type, then enter the values to use as defaults for the
codes, and indicate whether the field will be automatically
inserted on new records or transactions that you enter.
4. For an optional field you are defining for a transaction, click the
Settings button, then select the type of General Ledger accounts
to which optional field entries can be passed. Also, indicate
whether optional field information can be passed to Project and
Job Costing (if you use that program).
Maintaining
Records
5. Click Add (or Save) to add the optional field.
Editing Optional Fields

You can change the default value and Auto Insert status for an
optional field at any time. If the field is validated, however, you
must select a value that is defined for the optional field in Common
Services.
To change an optional field:
1. Choose the Optional Fields icon from the Setup folder.
2. Select the type of optional field you are editing form the
Optional Field For field.
3. Make the changes you need on the grid.
4. Use the Settings button to select the type of General Ledger

accounts to which optional field information can be passed, or to
indicate whether optional field information can be passed to
Project and Job Costing.
Effects of changes Any change you make affects records or transactions added after
you make the change.
User Guide 363

Printing Setup Record Reports
Deleting Optional Fields

You can delete only optional fields that are not assigned to records
or transactions.
To delete an optional field:
1. Select the type of optional field in the Optional Fields For field,
then select (highlight) the optional field that you want to remove
on the grid.
2. Click the Delete button, or press the Delete key on the keyboard.
If a message appears asking you to confirm the deletion, click
Yes.
After Changing Optional Fields

Print the Optional Fields report to check the new record
Printing Setup Record Reports

Accounts Payable prints reports for each of the records that you can
add with the Setup forms, as well as a report of the options currently
selected for your ledger.
You should print new reports and file them each time you change
the Accounts Payable records.
To print setup reports:
1. Click Print on the File menu of a setup form (Options, Account

Sets, 1099/CPRS Codes, Distribution Codes, Distribution Sets,
Terms, Payment Selection Codes, or Optional Fields).
Or
Choose the icon for the report you need from the Setup Reports
folder.

Importing and Exporting Record Information
2. Select the range of records for which you want to print the
report, and select the information that you want to include.
Use the default range to print all records.
If printing terms codes, you may include multiple payment

schedules if any of the terms codes include them.
3. Click Print.
See Chapter 7, Reports, for more information about the reports
Maintaining
mentioned in this section.
Records
Use the Import and Export commands on the File menu in the
vendor and setup forms to transfer information between your
Accounts Payable system and nonSage Accpac programs.
For example, you may want to import records when setting up a

new Accounts Payable system. You may also want to export records
to make changes in them, then re-import them into Accounts
Payable.
You can import and export all setup records except the contents of
the A/P Options form.
You can import and export all vendor and vendor group records
with only one restriction: you must select the Allow Edit Of Statistics
option in order to import vendor and vendor group statistics.
Use the Import and Export commands on the File menus in the
following forms: Vendor Groups, Vendors, Remit-To Locations,
Recurring Payables, Account Sets, 1099/CPRS Codes, Distribution
Codes, Distribution Sets, Terms, Payment Codes, and Payment
Selection Codes.
User Guide 365

For more information about importing and exporting Accounts

Payable records, see Appendix B, Importing and Exporting, in this
manual. Refer also to the System Manager User Guide.
After importing Check data integrity.
Print reports of the records to verify imported data.
If necessary, delete the file containing the imported records in

the program where you created it.

APUG-4.doc, printed on 5/3/2006, at 11:14:56 AM. Last saved on 5/3/2006 11:14:00 AM.
Chapter 4
Processing Invoices,
Credit Notes, and Debit Notes
Icons for Processing Invoices, Credit Notes, and Debit Notes ....................... 42
Using the Invoice Entry Form ................................................... 43
Creating a New Invoice Batch ............................................... 45
Editing an Existing Invoice, Credit Note, Debit Note, or Interest Charge ......... 46
Adding Invoices, Credit Notes, Debit Notes, and Interest Charges .............. 47
Entering Tax Information and Calculating Tax on Invoices .................... 420
Changing Tax Settings for a Distribution Line ............................ 426
Processing
Recoverable and Separately Expensed Taxes ............................. 427
Invoices
Tax-Only Invoices ..................................................... 428
Changing Invoice Distributions and Tax Distributions ........................ 428
Assigning Multiple Payment Schedules to Invoices ........................... 430
Entering Optional Field Information ........................................ 431
Assigning Invoice Optional Fields to a Document ........................ 432
Assigning Optional Fields to Details .................................... 433
Editing Exchange Rate Information on Invoices .............................. 434
Entering Prepayments with Invoices ........................................ 435
Listing Invoice Batches ........................................................ 438
Posting Invoice Batches........................................................ 441
Printing the Invoice Posting Journal ............................................ 444
Printing the Invoice Posting Errors Report ...................................... 445
Importing and Exporting Batches............................................... 449
User Guide 4i


Chapter 4
Processing Invoices,
Credit Notes, and Debit Notes
This chapter contains instructions for entering vendor invoices,
credit notes, debit notes and interest charges to your Accounts
Payable ledger. The following topics are discussed in this chapter:
Icons used to process invoices, credit notes, and debit notes.
Using the Invoice Entry form to:
Create batches of invoices, credit notes, debit notes, and
Processing
interest charges, and edit existing batches and entries.
Invoices
Enter tax information.
Change invoice distributions and tax distributions.
Assign multiple payment schedules to invoices.
Add optional field information to invoices.
Edit exchange rate information (multicurrency ledgers).
Listing batches.
Posting batches.
Printing posting journals and error reports.
Checking batch status.
Importing and exporting batches.
For an overview of batch processing, see Chapter 2, What You

Need to Know Before Using Accounts Payable, in this guide.
User Guide 41

Icons for Processing Invoices, Credit Notes, and Debit Notes
Press the F1 For specific information about any fields in the Invoice Entry form,
key
press the F1 key, then click the Field List button from the Accounts
Payable Help form that appears.
menu.
Icons for Processing Invoices, Credit Notes, and Debit

Notes
The main icons you choose for entering, reviewing and posting
invoices, credit notes, debit notes, and interest charges are available
from the A/P Transactions folder:
Invoice entry and

management
icons
Invoice Batch List The Invoice Batch List form provides an overview of all invoice
batches entered, imported, generated, recurring, retainage,
external, ready to post, and, if you choose to show them, deleted and
posted.
The form also shows the status of each batch, as well as batch totals
and numbers of entries. You can also choose batches for editing,
create new batches, delete batches, set batches ready to post, or post
batches from this form.
Invoice Entry The Invoice Entry form lets you enter and edit invoices, debit notes,
credit notes, and interest charges, and import and export them from
non-Sage Accpac files.
Post Invoice You can post one batch or a range of invoice batches using the Post
Batches
Invoice Batches form.
If you are posting a single batch, you can also use the Invoice Batch
List form.

Using the Invoice Entry Form
Reports Accounts Payable provides a comprehensive set of reports for listing

and tracking invoices and invoice batches. See Chapter 7, Reports,
for descriptions of all reports.
Transaction reports can be printed by choosing the report icon from

the Transaction Reports folder, or by choosing the File, Print
command on a transaction-entry form or on the Batch List form.
Batch listings and

posting journals
are the most
important
processing reports
Batch Listing This report lists all documents entered in batches. You can also print
this report by clicking the Print button or by choosing Print from the
File menu in the Invoice Batch List form.
Select the Force Listing Of All Batches option on the Options form to
ensure that all batches are listed before you post invoices.
Processing
Invoices
Batch Status The Batch Status report lists the status of each batch in the Accounts
Payable system, together with its batch totals. You can also print this
report by choosing File, Print when you are using the Invoice Batch
List form.
Posting Journals The Posting Journals report lists all invoices that have been posted to
vendor accounts, and all general ledger transactions arising from
those invoices.
Posting Errors The Posting Errors report lists all documents that were not posted
due to errors. For example, Accounts Payable does not post invoices
that have not been completely distributed to general ledger accounts.
If you try to post invoices with errors, Accounts Payable creates a
new batch for the rejected entries, and produces an error report.

You use the Invoice Entry form to create new batches of invoices,
credit notes, debit notes, and interest charges.
User Guide 43

You also use the Invoice Entry form to edit existing invoices before
posting, to enter prepayments with invoices, and to delete invoices
from unposted batches.
You can open the Invoice Entry form by choosing the Invoice Entry
icon from the A/P Transactions folder, or by clicking the Open
button or the New button on the Invoice Batch List form.
Before you start Before creating new batches of invoices, you must define the
following Accounts Payable information:
Account sets.
Distribution codes (if you plan to use them in Invoice Entry).
Distribution sets (if you plan to use them in Invoice Entry).
Terms codes.
Vendor groups.
Vendors.
Choose other Use the Transactions tab on the Options form to select the
invoicing options
options you want to use when entering documents in the Invoice
Entry form.
Define optional If you use optional fields, use the Optional Fields setup form to
fields for invoices
define any optional fields that you want to use on the Invoice
and invoice details
Entry form. (Transaction Analysis and Optional Field Creator is
a separately licensed package you can use with Sage Accpac.)
You must also define the following information in Tax Services and
Bank Services:
Tax authorities, tax classes, tax rates, and tax groups.
Bank codes.
The steps for setting up an Accounts Payable ledger are explained in


Tips Refer to the lessons on Accounts Payable in the Sage Accpac

Workbook for step-by-step instructions for using the Invoice Entry
form.
You can use the sample data while doing the lessons to avoid
affecting your own data.
Refer also to the appendix on using the mouse or keyboard in

the System Manager User Guide for information about using
Accounts Payable data entry forms efficiently.
Press the F1 Press F1 to display Help when you need information about
key
fields or tasks.
Click the Field List button at the top of the Help page for
information on specific data entry fields.
Click Using Help on the Help menu for information on how to

use Help.
Processing
Invoices
Read the Processing Accounts Payable Batches and
Processing Invoices, Credit Notes, and Debit Notes sections in
Chapter 2 for background information on using the Invoice
Entry form.
Creating a New Invoice Batch

These instructions start by opening the Invoice Entry form. You can
also start by clicking the New button on the Invoice Batch List, in
which case begin these instructions at step 3.
To create a new invoice batch:
1. Choose the Invoice Entry icon from the A/P Transactions folder.
New batch 2. Click the New button beside the Batch Number field to create a
new batch. Accounts Payable assigns a new batch number.
3. Enter a description for the batch in the next field.
User Guide 45

4. To change the batch date, type over the date in the Batch Date
field, or select a date using the calendar for the field.
Accounts Payable displays the session date (the date you entered
when you started Sage Accpac).
For information about adding invoices, credit notes, debit notes, and
interest charges to an invoice batch, see Adding Invoices, Credit
Notes, Debit Notes, and Interest Charges, later in this chapter.
Batch Information The Batch Information form displays additional information about
form
the batch that is not included on the Invoice Entry form, such as the
batch status, whether the batch listing has been printed, and the
number of entries in the batch and their total amount.
To view the invoice Batch Information form:
Zoom button Click the Zoom button beside the Batch Number field.
Editing an Existing Invoice, Credit Note, Debit Note, or Interest

Charge
If you start by selecting the batch containing the document you want
to change, then choosing the Open button in the Invoice Batch List
form, begin these instructions at step 3.
To edit an existing document:
1. Choose Invoice Entry from the A/P Transactions folder (or select
Open from the Invoice Batch List form).
2. Select the number of the batch containing the document you

want to edit. You can:
Finder Click the Finder or press F5 to list existing batches.
Click the navigation buttons to move quickly through the

list of batches to the one you want.
Type the number of the batch you want to edit, then press
Enter or Tab.

3. Use the Entry field to select the document that you want to edit.
You can:
Click the Finder or press F5 to select the entry.
Click the navigation buttons to display the entry.
Type the entry number, then press Enter or Tab.
4. Select the tab you want to change.
Adding Invoices, Credit Notes, Debit Notes, and Interest Charges

Use the Invoice Entry form to add invoices, credit notes, debit notes,
and interest invoices. You can also add retainage invoices, retainage
debit notes, and retainage credit notes manually, if you do not want
to use the Create Retainage Batch form to generate them
automatically. You can add all document types to a single batch, or
Processing
Invoices
you can use separate batches for each type.
Multicurrency Batches in multicurrency ledgers can contain documents in more

ledgers
than one currency. However, you may want to group documents
into separate batches by the vendors source currency.
Adding job-related If you use Sage Accpac Project and Job Costing, note that a
documents
document can either be job-related or not; you cannot mix
job-related and non-job-related details on the same document.
For background information on processing job-related transactions

in Accounts Payable, see the section Integration with Project and
Job Costing, in Chapter 2 of this guide.
Tip You can use Invoice Entrys Quick Mode setting to save time during
data entry. When you use this setting, Accounts Payable copies
selected fields from the previous transaction or detail to the new
transaction or detail, so you dont have to re-enter them.
Select Quick Mode when you add an invoice batch, as follows:
1. On the Invoice Entry form, click the Settings menu, then click
Quick Mode to display the Quick Mode form.
User Guide 47

2. If you want to copy header fields to new transactions, select

Quick Mode For Entries, then, in the Entry Fields section, specify
the fields you want to copy to new entries.
3. If you want to copy fields from previous detail line to new detail
lines, select Quick Mode For Lines, then, in the Line Fields
section, specify the fields you want to copy to new details.
4. Click Close to return to the Invoice Entry form.
To add a document:
1. Choose Invoice Entry from the A/P Transactions folder.
The Document tab of the Invoice Entry form appears.
Invoice Entry form
Optional Fields and Rates

tabs appear only if they
apply to the invoice or the
ledger.
The Job Related option
appears if you use Sage
Accpac Project and Job
Costing.
The Retainage option

appears if you chose the
Retainage Accounting
option for your Accounts
Payable system.

2. Select or create the batch. You can:
New batch Click the New button to create a new batch.

Find a batch
Click the Finder or press F5 to choose from existing batches.
Use the navigation buttons to display the batch you need.
3. Type the number of the batch you want to add to or edit, then
press Enter or Tab.
4. Use the Entry field to select the entry number. You can:
New entry Click the New button to start a new document.

Find an entry
Click the Finder or press F5 to select an existing document
for editing.
Use the navigation buttons to display the document you

want.
Processing
Invoices
Type the number of the entry you want to edit, then press
Enter or Tab.
5. Enter general information for the document (transaction),

including:
Description.
Vendor number (note that the vendor determines the

currency of the invoice in multicurrency ledgers). As soon as
you enter a vendor number and press Tab, the rest of the
data entry fields become available for editing.
Remit-to location code and address information.
Whether the document is job-related.
Additional fields When you select the Job Related option, additional fields
appear when you
appear on the detail-entry grid and on the Detail
select the Job
Related option Accounts/Taxes form, letting you enter job-related
information.
User Guide 49

Note that you cannot select the option if a detail that is not
job-related appears on the detail-entry grid. To prevent the
insertion of a default distribution line, select None as the
Distribute By option in vendor records.
Whether the document is subject to retainage (a holdback).

This option appears in Invoice Entry only if you selected the
Retainage Accounting option for your Accounts Payable
system.
A Retainage tab When you select the Retainage option, a Retainage tab
appears when you
appears that lets you specify the retainage terms for the
select the
Retainage option document.
Multicurrency If you have a multicurrency ledger, you also use the

ledgers
Retainage tab to specify whether to use the original
exchange rate or the rate in effect when you produce the
retainage document.
Detail retainage Retainage fields also appear in the detail-entry grid where
information
you specify the retainage percentage or retainage amount,
retention period, and retainage due date for each detail.
Document type (Invoice, Debit Note, Credit Note, Interest,

and if you use retainage accounting Retainage Invoice,
Retainage Debit Note, Retainage Credit Note).
Document number (number on the invoice, debit note, credit

note, or interest charge).
Document total (invoice total including taxes).
Document date (for aging and statistical purposes).
Year and period (to which you want to post document).
Original Document. This field appears only for retainage

invoices, retainage credit notes, and retainage debit notes.
Apply-to document (optional for credit notes and debit

notes).

Purchase order number and sales order number.
Whether to put the document on hold.
1099/CPRS code and amount (if vendor is subject to

1099/CPRS reporting).
Distribution set and distribution amount (optional).
Distributing by 6. Enter distribution details for the document in the grid at the
distribution set
bottom of the document tab, as follows.
Note that for retainage invoices, retainage debit notes, and

retainage credit notes, the program uses the original document
you specify to identify the associated outstanding retainage and
remove it from the retainage control account. You do not enter
any details.
To distribute the document total by distribution set, fill in the
Processing
Invoices
distribution grid as described in this step. If you are not using a
distribution set (for example, if you are entering a job-related
invoice), leave this field blank and go to step 7.
Distribution Set. Accept or change the displayed code, or enter a

code if none appears and you want to use a distribution set.
Distribution Amount. Type the total amount to be distributed to

the details created by the distribution set. This could be the
amount including or excluding taxes depending on whether
taxes are included in the prices or not.
This total does not have to be the full invoice amount you have
to distribute. For example, after creating distribution details
from a distribution set, you may need to add distribution lines
for general ledger accounts that are not included in the
distribution set, as described in Step 7.
7. Click the Create Distribution (Dist.) button to create the

distribution details specified by the distribution set you selected.
You can then edit the distributions.
User Guide 411

8. Add or edit distribution lines as follows:
Contract / Project / Category / Resource. If this is a job-related

document, enter the contract, project, category, and (as
applicable) the resource.
Distribution Code. Accept the displayed code, or use the Finder

to select a distribution code if none appears, or leave the field
blank, and then enter the general ledger account number.
A distribution code is displayed if the vendor record is set up to

distribute by distribution code or if you used the Create
Distribution button to create distributions from a distribution
set.
Description. Type a description for the distribution detail.
G/L Account. Accept or change the displayed account number,

as needed.
Amount. Enter the amount of each distribution detail you add,

or edit existing detail amounts, if necessary.
The portion of the document total that you distribute in the

Amount column depends on whether taxes are included or
excluded in the prices. If taxes are included, you distribute the
invoice total including taxes. If taxes are excluded from the price,
you distribute the invoice total excluding taxes.
If you automatically calculate taxes, Accounts Payable inserts the

tax base and tax amount as you leave each detail line.
Note: If more than one tax applies to the document, and one tax
is included while another is not included, you distribute the
document total net only of the tax amount that is not included.
Job-related fields Billing Type. This field appears on job-related invoices. You can
change the billing type only for time and materials projects
where the specified project, category, or resource is billable,
depending on the project type and accounting method. (See

Chapter 2 in this guide for more detailed information on

changing the billing type.)
Billing Rate and Billing Currency. These fields are available only
for job-related details that specify a time and materials project.
You can change the billing rate, but it cannot be negative. The
program displays the vendors currency specified on the
contract, and you cannot change it.
A/R Item Number. This field is used only on job-related invoices

for time and materials projects. Accounts Payable displays the
A/R item number for the specified resource category (for
standard contracts) or project category (for basic contracts). You
can change the A/R Item number only to another valid A/R item
number.
Unit Of Measure. This field appears only for job-related
Processing
documents. Accounts Payable displays the default unit of
Invoices
measure for the specified resource (for standard contracts) or
category (for basic contracts), but you can change the unit for a
particular distribution line. The unit of measure must be a valid
unit of measure both for the new item number and the vendors
currency.
Quantity and Unit Cost (optional). These fields appear only for
job-related documents.
You can enter a quantity, using up to five decimal places, and a

unit cost, then let the program calculate the extended cost for
you. You can enter a negative quantity.
Enter retainage Retainage % / Retainage Amount / Retention Period /

separately for Retainage Due Date. If retainage applies to the document you
each detail
are adding, enter the retainage percentage or amount, the
retention period, and the retention due date for this detail.
Specifying Discountable. Indicate whether the document discount applies

discount statuses
to this detail.
for details
User Guide 413

Comment. You can enter a comment of up to 250 characters

with each invoice detail line.
Optional Fields. If you use optional fields, click the Optional

Fields Zoom button to check, change, or add optional fields for
the detail.
For additional information on these fields, press F1 for online

Help, then click the Field List button from the Help form.
Enter tax 9. Click the Taxes tab if you need to check or to change tax
information on the
information, or to calculate or distribute taxes.
Taxes tab
Tax is calculated Note: The Taxes tab is not available for retainage invoices,
on original
retainage debit notes, retainage credit notes, or interest charges.
documents
Accounts Payable updates tax services and creates the general
ledger entries for taxes only when you post original documents.
10. Fill out the Taxes tab as follows:
Change the tax group if necessary.
Multicurrency If the tax group you select uses a different currency than the
ledgers
vendor, the program displays the Calculate Tax Reporting
field and fields that let you change the rate for converting
the tax amount to the tax reporting currency.

Tax entry methods Change the entry method for the Tax Amount, Tax Base, and
Tax Reporting amount, if necessary. (The methods you
specified on the Transactions tab of the A/P Options form
appear as defaults.)
If you do not select Calculate as the entry method, enter the

amounts for each tax.
If you do select Calculate as the entry method, you do not

enter any tax amounts on this tab because the program
calculates them for you.
Enter a tax base, If you select Calculate as the entry method for the tax
and calculate the
amount and select Distribute or Enter for the tax base, the
tax amount
automatically program uses the tax base you enter to calculate the tax
amount automatically.
Use the Tax Included column to specify whether taxes are
Processing
included or excluded in the amounts you distribute on the
Invoices
Document tab.
Note that you can choose to include tax only if this option is
selected for the Tax Authority.
Check the tax classes. If they are incorrect, use the Finder to
select the correct classes.
To override any amounts you entered manually, or to see

the amounts that would be calculated by the program, click
the Calculate Taxes button.
Tax on retainage Note that for original documents from which retainage is
withheld, Accounts Payable updates tax services and creates the
general ledger entries for tax on retainage depending on your
choice for the Report Tax option on the A/P Options form.
If you need more help with taxes, see the next section, Entering
Tax Information and Calculating Tax on Invoices.
User Guide 415

Distribute taxes 11. Ensure that you have distributed all document amounts before
you calculate tax.
If you selected Calculate or Distribute as the tax entry method,

you cannot directly edit tax amounts for distribution lines, but
you can change tax classes.
To change the tax class for a distribution line, go back to the

Document tab, select the line, click the Account/Tax... button (or
press F9), and then make the changes in the Detail
Accounts/Taxes form that appears.
12. Click the Distribute Taxes button to allocate the tax amount to
each of the distributions in the list. The amounts are displayed in
the Allocated Tax column on the Document tab.
You can edit the tax amount allocated to each distribution detail
if you did not select Calculate or Distribute as the tax entry
method. (Select the detail on the Document tab, then press F9 or
click the Account/Tax... button to make changes.)
Undistributed Undistributed Amount. After distributing taxes, you should have

amount must be
distributed all document amounts, and the Undistributed
0.00
Amount field on the Document tab and on the Totals tab should
show zeros.
If the Undistributed Amount field does not show zeros, you

have distributed either more or less than the total amount of the
invoice. (Click the Totals tab to see the document summary
information, so you can see where the mistake occurred.)
Note that the information on the Totals tab is not considered

complete until you have distributed all invoice item and tax
amounts. For example:
If the Undistributed Amount contains a positive number,

you have not distributed the total invoice. (If Accounts
Payable calculated taxes automatically and tax is included,
you must also include the tax amount in the item price.)

If the Undistributed Amount is a negative amount (with a

minus sign or in parentheses), check to see whether you
accidentally included taxes in the prices.
See Changing Invoice Distributions and Tax Distributions,

later in this chapter, if you need to redo the distributions.
Retainage 13. If this is an original document from which retainage must be

deducted, click the Retainage tab, then complete the fields on
the tab. (The Retainage tab is available if you selected the
Retainage option on the Document tab.)
The Retainage tab
Processing
Invoices
On this tab, specify the terms to use for the retainage document.
Multicurrency If you have a multicurrency ledger, you also use the Retainage
ledgers
Rate field on this tab to specify whether to use the same rate
used on the original document or the current rate in effect when
you process the retainage document.
For background information on the retainage fields, see the

section Entering Original Documents, in Chapter 2 in this
guide.
Terms tab 14. Click the Terms tab to enter discount information or to change
payment terms for the document.
User Guide 417

On retainage invoices, retainage debit notes, and retainage credit

notes, the retainage terms code specified on the original
document appears as the default. If no retainage terms code was
used on the original document, the terms code from the vendor
record appears as the default.
On invoices, if the terms code includes a multiple payment

schedule, Accounts Payable adds a payment schedule to the tab.
If you want to change the schedule information:
a. Enter the As Of Date, or select it from the calendar.
b. Edit the payment dates and amounts.
For more information on payment schedules, see Assigning

Multiple Payment Schedules to Invoices later in this chapter.
If you need to change any discount information for the invoice,

you can adjust the discount base, the discount percentage, or the
calculated discount amount on the Terms tab.
Optional fields 15. If the Invoice Entry form includes an Optional Fields tab:
a. Click the Optional Fields tab.
b. Enter optional field information.

For more information, see Entering Optional Field

Information, later in this chapter.
Exchange rates 16. If this document is not in the functional currency and you need
to edit the exchange rates, click the Rates tab.
For more information on exchange rates, see Editing Exchange

Rate Information on Invoices later in this chapter.
17. When you finish, click the Add button to add the document to
the batch.
After adding To print the Batch Listing report, do one of the following:
documents
On the Batch List form, click Print on the File menu.
On the Invoice Entry form, click Print Batch Listing

Report on the File menu.
Processing
Choose the Batch Listing icon from the Transaction
Invoices
Reports folder.
You must print the Batch Listing report before posting if you
select the Force Listing Of All Batches option on the
Processing tab of the Options form.
File the reports as Make corrections, if needed, then reprint the listing for each
part of your audit
corrected batch. Once the batches are correct, file the reports.
trail
You can reuse batches using the Export and Import
commands on the File menu. See Importing and Exporting
Batches in this chapter.
Before you can post batches, you must set them Ready To
Post using the Invoice Batch List form.
Post the batches. If you try to post a batch from the Invoice
Batch List form before setting it Ready To Post, the program
asks whether you really want to post it.
User Guide 419

Entering Tax Information and Calculating Tax on Invoices

Before you start Before you can enter transactions in the Invoice Entry form, you
must define the tax authorities, tax classes, tax groups, and tax rates
you need for Accounts Payable using the Tax Services forms in
Common Services.
You must also assign a tax group to each vendor record. The tax
group determines the taxes that appear as defaults for transactions
you enter for a vendor. However, you can change the tax group for a
particular document during transaction entry.
Changing tax rates You cannot change the tax rates or add or remove tax authorities for
a document except by changing tax classes.
Note: If you change tax information in Common Services, edit any

unposted invoices in Accounts Payable to redistribute taxes, if any,
before posting the invoices. If you change tax information after
posting invoices in Accounts Payable, you may see errors on the Tax
Tracking report.
To use a different set of taxes or rates for an invoice, credit note, or

debit note, you must change the vendors tax group.
Multicurrency If the tax group you specify uses a different currency than your
ledger
vendor, you can use the Calculate Tax Reporting option on the Taxes
tab to let Accounts Payable calculate the tax reporting amounts
automatically for you.
If you want to enter tax reporting information manually for the

document and its details, do not use the Calculate Tax Reporting
option.
Accounts Payable provides three methods for entering tax amounts

on invoices, credit notes, and debit notes. You can:
Manually enter all tax amounts from the invoice, including taxes
for the details.

Manually enter total tax amounts from the invoice on the Taxes
tab, and then allocate tax amounts to details using the Distribute
button on the Taxes tab.
Have Accounts Payable automatically calculate taxes and

distribute them when you distribute the invoice amount or when
you click the Calculate Tax button on the Taxes tab.
Default tax You choose default methods for calculating and distributing taxes on
entry methods
the Transactions tab of the A/P Options form. The default methods
you choose for tax amounts, tax bases, and tax reporting amounts
appear on the Taxes tab in Invoice Entry, but you can change the
method for particular invoices.
Using the Tax The Tax Amount field determines how Accounts Payable processes
Amount and Tax
tax amounts. The Tax Base field determines how to report the tax
Base fields
base for the document. Accounts Payable does not use the tax base
to calculate the tax amounts for the document. The Tax Reporting
Processing
Invoices
Amount field determines how the tax amounts are reported to the
tax authority.
When you choose an entry method in the Tax Amount field,

Accounts Payable sets the same method automatically in the Tax
Base field. The fields operate independently, however, so you can
change the entry method for the tax base and tax reporting amount,
if necessary.
If Accounts Payable automatically calculates and distributes taxes

amounts, you cannot edit the tax amounts allocated to the details.
Accounts Payable allocates entered or calculated taxes in the same

proportion as you distributed the invoice amount. You specify
whether the invoice detail amounts are net of taxes or include taxes
(on the Taxes tab of the Invoice Entry form).
User Guide 421

Line 1 gets the If you are not letting Accounts Payable calculate tax automatically,
extra tax amounts
any tax differences due to rounding are allocated to the first
in manual tax
mode distribution. If you distribute tax before you distribute the entire
invoice amount, the tax amount for the undistributed portion
appears on the first distribution line.
Automatic If Accounts Payable calculates and allocates the tax, it distributes the
calculation
rounding difference as evenly as possible, and spreads any rounding
difference throughout the distributions.
Tax on retainage If the document includes retainage, Accounts Payable processes tax
on the retainage as specified by the Report Tax option on the
A/P Options form.
If the option specifies At Time Of Original Document, Accounts

Payable calculates and updates the tax tracking reports
immediately when you post an original document that includes
retainage.
If the option specifies As Per Tax Authority, Accounts Payable

calculates tax when you post an original document, but reports
the tax as required by each tax authority (which can be when
you post the original document, or when you post the retainage
document).
For more information about how Accounts Payable handles taxes,

see Entering Tax Information and Calculating Taxes in Chapter 2.
To enter and distribute tax amounts manually:
Assume that you enter taxes manually and the bottom lines of your
invoice look like this:
Distribute amount before

taxes on the Document tab. Subtotal 4,000.00
Enter tax amounts on the

Taxes tab.
{ Local tax
Federal tax
280.00
256.80
Enter the invoice amount as
a document total on the Total 4,536.80
Document tab.

1. Enter the total amount of the invoice in the Document Total field
on the Document tab of the Invoice Entry form. (Make sure you
fill in all other information on the tab.)
Distribute invoice 2. Distribute the document amount net of taxes using a distribution
amount (net of
set or by entering individual distribution codes or general ledger
taxes)
account numbers manually.
3. Click the Taxes tab.
4. Make sure that Enter is selected in the Tax Amount and Tax base
fields, and in the Tax.
5. Enter the amount of each tax from the invoice.
6. Check the tax classes. If they are incorrect, use the Finder to
select the correct classes.
7. If you are entering tax reporting amounts manually, you can use
Processing
Invoices
the Derive Rates button to calculate the implicit exchange rate
for the tax reporting currency based on the tax reporting
amounts you enter manually on the Taxes tab.
8. Click the Distribute Taxes button to allocate tax amounts

proportionally to each distribution, or enter the tax amounts
manually for each distribution.
You can edit the amount of each tax allocation if necessary.
To have Accounts Payable calculate and distribute taxes that are

included in the document amounts:
Assume that you let Accounts Payable calculate all taxes and the
bottom lines of your invoice look like this:
T a x a m o u n t s a re n o t lis te d S u b to ta l
s e p a r a te ly o n th e in v o ic e .
S e le c t C a lc u la t e in th e T a x
A m o u n t a n d T a x B a s e fie ld s
o n t h e T a x e s ta b .
{ L o c a l ta x
F e d e ra l ta x
E n te r th is to ta l in th e D o c u m e n t
T o ta l fie ld a n d d is trib u te it o n
T o ta l * 4 , 5 3 6 .8 0
th e D o c u m e n t ta b .
* T o t a l in c lu d e s lo c a l a n d f e d e r a l s a le s t a x
User Guide 423

1. Enter the total amount of the document in the Document Total

field on the Document tab of the Invoice Entry form. (Make sure
you fill in all other information on the tab.)
Distribute total 2. Distribute the total document amount. If some taxes are not
invoice amount
included in the invoice total, distribute the document amount
net of these taxes (deduct the tax amount from the document
total).
Accounts Payable calculates the portion of each distribution that

is tax.
3. Check the Taxes tab to ensure that:
Calculate is selected for the Tax Amount and Tax Base fields.
The tax classes are correct. If they are incorrect, use the
Finder to select the correct classes.
For each tax hidden in the document total, the Tax Included
column is set to Yes. (You can change the setting by
pressing the Spacebar or clicking in the column.) You can
select Yes only if you selected the Allow Tax In Price option
for the Tax Authority.
The Tax Class and Tax Included settings on this tab are the
default settings for all distribution lines on the Document
tab. (You can change the setting for an individual line by
selecting the line on the Document tab, then clicking the
Account/Tax... button or pressing F9. Make any changes you
need in the Detail Accounts/Taxes form that appears.)
Recalculate taxes, 4. If any changes are required on the Taxes tab, make them, then
if necessary
click the Calculate Taxes button.
Change taxes for 5. If you need to change the tax settings of a single distribution:
single distributions
a. Highlight the distribution line on the Document tab.
b. Press the F9 key to display a form similar to the one shown

in step 4 above.

c. Change the Tax Class or the Tax Included setting.
d. Click Save.
If you selected Calculate as the tax amount entry method,

Accounts Payable recalculates taxes when you complete each
detail line; otherwise, you must click the Calculate Taxes button
again when you finish.
See the next example for more information about editing single
lines.
Note: You can also edit tax allocations by selecting Enter for the Tax
Amount field on the Taxes tab, then changing the Allocated Tax
amount on each distribution line.
To have Accounts Payable calculate and distribute taxes that are

not included in the document amounts:
Processing
Assume that you let Accounts Payable calculate all taxes and the
Invoices
bottom lines of your invoice look like this:
Distribute amount before
taxes on the Document tab. Subtotal 4,000.00
{
Select Calculate for the Tax
Amount and Tax Base fields; Local tax 280.00
select No for Tax Included on
the Taxes tab. Federal tax 256.80
Enter the invoice amount in
the Document Total field on Total 4,536.80
the Document tab.
1. Enter the total amount of the document in the Document Total

field on the Document tab. (Make sure you fill in all other
information on the tab.)
Distribute invoice 2. Distribute the amount of the document net of taxes. (Using a
amount
distribution set or entering distribution lines manually.)
3. Check the Taxes tab to ensure that:
Calculate is the tax Calculate is selected for the Tax Amount and Tax Base fields.
entry method
User Guide 425

The tax classes are correct. If they are incorrect, use the
Finder to select the correct classes.
The Tax Included column for each tax is set to No.
Recalculate taxes, 4. If any changes are required on the Taxes tab, make them, then
if necessary
click the Calculate Taxes button.
Change tax class 5. If you need to change the tax settings of a single distribution:
or tax included for
single distributions a. Select the distribution line, then click the Accounts/Tax
button or press F9.
b. Change the Tax Class or the Tax Included setting.
c. Click Close.
Note: To edit tax amounts on the Taxes tab or for individual

distributions, select Enter in the Tax Amount field. To change the
Allocated Tax amount for distribution lines, select the line and click
Account/Tax... button (or press F9).
For information about setting up records for tax authorities and

entering tax rates, see the Tax and Bank Services User Guide.
Changing Tax Settings for a Distribution Line
You use the Account/Tax button (or the F9 key) to change tax
settings for a single line before using the Calculate Taxes or the
Distribute Taxes button if:
You need to change the tax class for a distribution.
If you change the class of one line to non-taxable, then calculate

tax, the total tax is reduced and the tax amount is allocated to all
other lines based on their percentages of the total amount.
If you select Calculate or Distribute as the tax entry method, you

can only change the Tax Class or the Tax Included settings. You
can edit the allocated amount only if you select Enter as the tax
entry method.

Change taxes for To change the tax settings of a single distribution:

single distributions
1. Select the distribution line on the Document tab.
2. Click the Account/Tax button or press the F9 key to display

the Detail Accounts/Taxes form.
3. Change the Tax Class or the Tax Included setting.
4. Click Close.
Recoverable and Separately Expensed Taxes
Using Tax Services, you can specify that taxes are recoverable or are
expensed separately. For example, the GST in Canada and VAT in
many other countries are recoverable taxes and are not distributed
with invoice totals.
Automatic tax When you click the Calculate Taxes or the Distribute Taxes button,
Processing
distribution
Invoices
Accounts Payable automatically:
Removes (deducts) any recoverable portion of the tax from the

tax distribution amount and assigns it to the tax recoverable
account.
Removes (deducts) any portion of the tax that is expensed

separately and assigns it to the tax expense account.
Totals tab Look at the tax summary information on the Totals tab to see the
amount of recoverable tax, separately expensed tax, and allocated
tax.
Whether you enter taxes manually or let Accounts Payable calculate

and distribute them, when you add or save the entry, Accounts
Payable:
Checks that the sum of the recoverable, expensed, and allocated

amounts for all the details equals the total amounts that appear
on the Total tab.
Adjusts details, if there are any differences due to rounding.
User Guide 427

See the Tax and Bank Services User Guide for details on setting up
taxes.
Tax-Only Invoices
To enter a tax-only invoice, such as a federal tax payment, use the

following steps.
1. On the Taxes tab, ensure that Enter is selected in the Tax

Amount field, and ensure that the Tax Included column is set to
No.
2. For each tax authority enter the total tax amount and tax base
amount manually for each tax authority.
3. On the Document tab:
a. Enter the tax amount in the Document Total field.
b. Enter a detail line on the Document tab by selecting the

appropriate distribution set or by entering the distribution
manually.
c. Select the distribution line then click the Account/Tax

button (or press F9), and then enter the tax amounts.
Note that you can enter tax amounts for individual details
only if Enter is selected for the Tax Amount field on the
Taxes tab.
4. Click Add.
Changing Invoice Distributions and Tax Distributions

You cannot redo invoice distributions by clicking the Create
Distribution button again, because each time you use it, you create a
new set of lines that are added to the other distributions on the
invoice distribution grid.

Changing invoice Instead, you can use any of the following methods to change
distributions
distributions you entered incorrectly:
Delete the original distribution lines, then create a new

distribution.
To delete a distribution line, select it, and then press the Delete
key. To insert a distribution line, press the Insert key.
Edit the distribution amounts.
You must select Enter in the Tax Amount field (on the Taxes tab)
to edit taxes. Click the Totals tab to check unallocated tax
amounts.
Cancel the transaction entry and start again by:
a. Returning to the Document tab.
Processing
b. Clicking the New button beside the Entry Number field to
Invoices
create a new entry.
c. Choosing No when the program asks whether you want to

save the invoice you were entering.
Changing tax To correct tax amounts, just edit the distribution lines if you are
distribution
entering taxes manually. If you are letting Accounts Payable
amounts
calculate taxes automatically, use the Calculate Tax or the Distribute
Tax button to override tax amounts as follows:
Click the Distribute Taxes button to preserve the total tax

amounts and tax bases on the Taxes tab but replace the detail tax
amounts and bases.
Click the Calculate Taxes button to replace all the tax-related

amounts (total and detail taxes), based on the detail amounts.
User Guide 429

Assigning Multiple Payment Schedules to Invoices

Note the following rules regarding payment schedules:
A schedule appears on the Terms tab of the Invoice Entry form if

you use a terms code for a multiple payment schedule.
You must fully distribute an invoice total before you can edit its
payment schedule.
You specify an As Of Date for the schedule when you enter the
invoice.
You can edit due dates, discount dates, and amounts, but you
cannot increase the number of payments.
Steps for editing To edit the payment schedule:

schedules
1. Distribute all invoice and tax amounts, then click the Terms tab.
2. On the Terms tab, select the terms code for the multiple payment
schedule. The schedule appears as soon as you enter the terms
code.
The Terms tab

displaying a
multiple payment
schedule
If you have not defined a multiple payment schedule terms code,

use the Terms icon in the Setup folder to add one.
3. Check the As Of Date to make sure it is the correct date for

calculating the first payment in the schedule.

The As Of Date is derived from the Document Date on the

Document tab. It is equivalent to the first invoice date for the
schedule, not the first due date.
If the payment schedule starts on a different date from the

current As Of Date, type a new date or select one from the
calendar.
For example, if your payment schedule calculates 30 days to the

first due date, and your first payment is not due until August 31,
type August 1 as your As Of Date.
4. Edit the dates and amounts in the schedule, if necessary.
For example, if your payment schedule spaces due dates 30 days

apart, you can change the dates to the last day of each month.
Changing number You cannot increase the number of payments. To decrease the
of payments
number, just make the final payments for zero amounts, then adjust
Processing
Invoices
the other payments so they add up to the invoice total.
If you want, you can print payment schedules on the Batch Listing
report.
Entering Optional Field Information

Before you start Use the Optional Fields setup form to define optional fields for
document headers (invoice optional fields) and document details
(invoice details optional fields) that you plan to use on the Invoice
Entry form.
Optional fields that you set up for automatic insertion appear as

defaults when you add a new document in Invoice Entry.
Tip If the remit-to location you specify on a document uses the same
optional fields as the document and its details, the values from the
remit-to location record appear as default entries in Invoice Entry.
User Guide 431

If the optional fields do not exist for the location, but they are used in
the vendor record, the values from the vendor record appear as the
default entries on documents for the vendor.
For information about defining optional fields for use in Invoice

Entry, see Chapter 2 in the Getting Started guide.
For background information on using optional fields with invoices,

see the section Entering Optional Fields on Invoices, in Chapter 2
in this guide.
Assigning Invoice Optional Fields to a Document
To add or edit invoice optional fields for a document:
1. Click the Optional Fields tab of the Invoice Entry form.
The Optional Fields

tab on the Invoice
Entry form
The Value Set field shows

whether the optional field
contains a blank value or
no value at all.
Invoice optional fields that are set up for automatic insertion

appear as defaults on the tab.
2. Enter or change optional field information, as you require.
You can enter different values for the optional fields, if you
want. If an optional field requires validation, you must enter
a value that is specified for the optional field in Common
Services. (If the optional field allows a blank, you can leave
the field blank.) Otherwise, you can enter any combination

of characters that is consistent with the type of field (text,

amount, date, and so on).
To delete an optional field, click it on the list, then click the

Delete button, or press the Delete key.
To add a different optional field, press the Insert key, then

use the Finder to select the code for the optional field you
want to use. Note that you can select only invoice optional
fields that you set up previously using the Optional Fields
setup form.
If an optional field is required, you must enter a value before

you can save the entry.
The Value Set field indicates Yes if Accounts Payable has

already set a value including an acceptable blank for
the field.
Processing
Invoices
Assigning Optional Fields to Details
To add or edit optional fields for a document detail:
1. Open the Optional Fields form for a detail in one of the

following ways:
On the Document tab of the Invoice Entry form, select the

detail line, then click the Optional Fields column heading or
press Shift+F9.
On the Detail Accounts/Taxes form, with the detail displayed,

click the Zoom button next to the Optional Fields indicator.
User Guide 433

2. Enter or change optional field information, as you require.
To change an entry for an optional field, select the line for

the optional field, then use the Finder for the Value column
to select a valid entry. If an optional field requires validation,
you must use a value that is specified for the optional field
in Common Services. Otherwise, you can enter any
combination of characters that is consistent with the type of
field (text, amount, date, and so on).
To delete an optional field, highlight (select) it on the list,

then press the Delete key.
To add a different optional field, press the Insert key, then

use the Finder to select the code for the optional field you
want to use. You can select only invoice details optional
fields you have set up using the Optional Fields setup form.
3. When you finish assigning optional fields to the selected detail,

click the Close button to return to the Document tab or the
Accounts/Taxes form.
Editing Exchange Rate Information on Invoices

Multicurrency The Rates tab appears only if you have a multicurrency ledger and
ledgers
the vendors (source) currency is not your functional currency. The
vendors currency and the exchange rate for the rate type and date
appear as soon as you enter the vendor number on the Document
tab.
You can override the exchange rate on the Rates tab, but you cannot
change the vendors currency.
You cannot change exchange rates between currencies participating

in the European Economic and Monetary Union (EMU). However, if
your functional currency is not the euro or an EMU currency and
you are paying an EMU vendor, you can edit the exchange rate
between your functional currency and the euro.

Note that if you are applying a credit note or debit note to an

invoice, you normally want to use the same exchange rate that was
used for the invoice otherwise, you will realize an exchange gain
or loss on the transaction.
To edit an exchange rate:
1. Select the Rates tab at any time after selecting the vendor
number.
The Rates tab of

the Invoice Entry
form (in
multicurrency
ledgers)
Processing
Invoices
2. Change the exchange rate by any of the following methods:
Select a different rate type. (The program supplies the new

rate when you tab out of the field.)
Select a different rate date.
Type a new rate over the existing exchange rate.
Entering Prepayments with Invoices

You can add one prepayment with each invoice you enter in an
invoice batch. Although you enter the prepayment through the
Invoice Entry form, you actually add it to a payment batch.
Before you start:
1. Enter an invoice using the Invoice Entry form.
User Guide 435

The Prepay button becomes active as soon as you add the

invoice, letting you enter a prepayment.
2. Decide which payment batch to use for the prepayment.
To add a prepayment with an invoice:
1. Click the Prepay button to open the Prepayments form.

The Prepayments
form
2. Choose the payment batch to which you want to add the

prepayment, or create a new batch.
To open an existing batch, do one of the following:
Finder Choose the number from the Finder beside the Batch
Number field.
Type the batch number, then press Tab or Enter.
Use the navigation buttons to display the batch you need.
To create a new payment batch:

New button a. Click the New button beside the Batch Number field.
Accounts Payable assigns a new batch number.
b. To change the batch date, type over the date or select one
from the calendar for the Batch Date field.

c. Type a description for the batch.
d. Type the bank code or choose it from the Finder.
e. Type the currency code in the Currency field to change the

currency for the batch, or choose the currency using the
Finder. To change the exchange rate, if the payment batch is
not in the functional currency, click the Zoom button beside
the Batch Number field, then make your changes on the
Batch Information form that appears.
Note: The batch currency is the currency of the checks you

plan to print.
3. Fill out the Prepayments form, as follows:
Date (to appear on check and for aging and statistical

purposes).
Processing

Invoices
Year/Period (the year and period to which you want to post
payment).
Print Check (if you want to print a check from Accounts

Payable; do not select if you have already issued the 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).
Prepayment Amount.
Activation Date for prepayments (usually the date of the

invoice).
Prepayments are not used to calculate account balances or

amounts due to vendors until the activation date. So, if you
generate payments using Create Payment Batch before the
activation date, the prepayment does not offset vendor
invoices or debit notes.
User Guide 437

Listing Invoice Batches
If you use optional fields, click the Optional Fields Zoom

button to open the Optional Fields form and check the
optional fields assigned to the prepayment.
You can change or delete any optional field entries

automatically assigned to the prepayment. You can also add
different payment optional fields, if necessary.
Multicurrency 4. If the prepayment is not in the functional currency:

ledgers
a. Click the Rates button to open the Rate Override form.
b. Enter the rate type and the exchange rate.
c. Click Close to return to the Prepayments form.
Skip this step if you do not use multicurrency accounting or the

prepayment is in the functional currency.
5. 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
on the Options form for prepayment transactions.

If you selected the Force Listing Of All Batches option on the Options
form, you must print a listing for each batch you want to post.
You can use batch listings, as well as posting journals, as part of your
audit trail.
To list invoice batches:
1. Open the Batch Listing Report form in one of the following ways:
On the Batch List form, click Print on the File menu.

On the Invoice Entry forms File menu, click Print Batch

Listing Report.
Choose the Batch Listing icon from the Transaction Reports

folder.
The Batch Listing Report form appears, as follows:
Processing
Invoices
2. To specify the batches for which to print listings:
Batch Type. Select Invoices.
Reprint Previously Printed Batches. Choose this option if you

need to reprint any batches.
Show Schedules. Select this option if you want to include

multiple payment schedules used with invoices.
Show Job Details. Select this option if you want to include

projects, categories, and resources from job-related transactions.
Show Retainage Details. This option appears if you use

retainage accounting. Select it if you want to include retainage
amounts for invoice details.
User Guide 439

Show Tax Details. Select this option if you want to include tax
amounts with transactions details. If you do not select this
option, Accounts Payable prints only tax totals on the report.
Show Comments. Select this option if you want to include

comments with transaction details.
Show Optional Fields. Select this option if you want to include

optional fields assigned to invoices and invoice details.
Batch Number. Enter the beginning and ending numbers in the

range of batches you want to list.
Batch Date. Enter the beginning and ending batch-creation

dates for the range of batches you want to list.
Type. Choose the types of batches to print. You must select at

least one type and you may select them all, as follows:
Entered created in the Invoice Entry form.
Imported imported from other databases.
Generated created by Accounts Payable during posting

to contain transactions that could not be posted due to
errors.
Recurring generated in the Create Recurring Charge

Batch form (this type is available for invoice batch listings
only).
External generated in Sage Accpac Purchase Orders, then

sent to Accounts Payable.
Retainage generated by the Create Retainage Batch form.

This option appears only if you use retainage accounting.
Status. Choose the batch statuses to print. You must select at

least one status and you may select them both.
Open new batches or batches you edited after listing

them.

Posting Invoice Batches
Ready To Post batches for which you have selected the

Ready To Post option.
Posted batches that you have posted. If you keep history,

Accounts Payable lets you print listings for posted batches.
After using Verify the information, then file the report. If you find errors, correct
them in the Invoice Entry form, then print a new listing for the
corrected batch.
Select the Ready To Post option for batches you want to post.
Post the batches, as described in the next section.
Processing
Invoices
Use the Post Batches form to post a range of invoice batches to
vendor accounts, or use the Post button on the Invoice Batch List
form to post single batches.
Posting also creates all general ledger transactions arising from

vendor invoices. You can choose whether these transactions are
placed in a general ledger batch during posting, or at a later time
using the Create G/L Batch form. You choose when to create the
batch on the Integration tab of the Options form.
Before you start Print batch listings if you selected the Force Listing Of All Batches
option on the Options form.
Back up your data.
To post a single invoice batch:
1. Choose the Invoice Batch List icon from the A/P Transactions
folder.
User Guide 441

If the list is long and the batch you need does not appear, enter
the batch number in the Batch Number field. You can also
shorten the list by clearing the option that shows posted and
deleted batches, if you do not need to see them.
The Invoice Batch

List form
2. Select the batch you want to post, then double-click in the Ready
To Post column to change the status to Yes.
3. To post the selected batch, choose Post. If you select Post and the
batch is not set Ready To Post, you see this message:
4. Click Yes to set the batch to Ready To Post and to post it.
To post more than one invoice batch:
1. Set all the batches you want to post Ready To Post using the
Invoice Batch List form.
2. Choose the Post Batches icon from the A/P Transactions folder.

You see the From and

To fields if you select
Range.
3. Select Invoice as the batch type.
4. Select All Batches to post all open invoice batches for which you
have selected the Ready To Post option.
Select Range to specify a range of batches for posting, then type

the lowest and highest batch numbers in the range, or choose the
batch numbers from the Finder.
5. Click Post.
Processing
Invoices
Posting sequence Accounts Payable assigns a unique posting sequence number to
number
each posting run. (Because a posting run can include a number
of batches, several batches can share the same posting sequence
number.) The number appears on the Posting Journal and with
the batch in the Batch List form, letting you track data and select
posting journals to print.
After using Choose the Posting Journals icon from the Transaction Reports
folder to print an audit trail report of posted transactions.
If an error batch is created, correct and post the batch.
Batch errors If the batch you post contains entries that cannot be posted due
to errors, Accounts Payable places the entries it cannot post into
an error batch and posts the error-free entries.
The next available batch number is assigned to the error batch.

You can correct the entries in the error batch using Invoice Entry,
and then post it like any other batch. For instructions on printing
the report, see Printing the Invoice Posting Errors Report, later
in this chapter.
User Guide 443

Printing the Invoice Posting Journal
Printing the Invoice Posting Journal

The Invoice Posting Journal lists the invoices you posted. You can
print journals at any time, but you must print them before you can
perform year-end processing.
You can clear (erase) the information in a posting journal after

printing. (Use the Clear History icon in the Periodic Processing
folder to clear posting journals.)
Before you start Select printing options in the Print Destination form.
To print the Invoice Posting Journal:
1. Choose the Posting Journals icon from the Transaction Reports

folder, or double-click the Posting Sequence column in the
Invoice Batch List form for the posting journal you want to print.
2. Select Invoice as the journal type.
3. Select the range of posting sequences for which you want to

print the report.
Normally, you would accept the default range of all journals (to
print all journals that you have not yet printed).
To print only the journal from the last posting sequence, enter
the posting sequence number in both the To Posting Sequence
and From Posting Sequence fields.

Printing the Invoice Posting Errors Report
4. Select Reprint Previously Printed Journals to print additional

copies of journals that were printed previously.
Normally, you would not reprint. (You cannot reprint journals

that you have cleared using the Clear History form.)
5. Select the options for any additional information you want to

include on the posting journal:
Include Job Details to include the contract, project, category,

and resource with invoice details.
Include Optional Fields to include optional field information

posted with invoices and invoice details.
Include G/L Detail Ref./Desc. to include the references and

descriptions posted with invoice details.
6. Choose Print.
Processing
Invoices
After using If you want to clear the posting journals you printed, use the Clear
History form.
Printing the Invoice Posting Errors Report

The Posting Errors report lists any errors Accounts Payable
encountered when posting invoices. All invoices with errors are put
in a new error batch; they are not posted to vendor accounts.
You can print the error report at any time, but you must print it
before you can perform year-end processing.
You will erase the information in the Posting Errors reports when
you clear the corresponding posting journals. (Use the Clear History
form from the Periodic Processing folder to clear posting journals.)
User Guide 445

Checking Batch Status
To print the Invoice Posting Errors report:
1. Choose the Posting Errors icon from the Transaction Reports

folder, or double-click the No. Of Errors column in the Invoice
Batch List form.
2. Select Invoice.
3. Enter the range of posting sequences for which you want to print
the report. Normally, you would accept the default range of all
posting sequences.
To print only the report from the last posting sequence, enter the
posting sequence number in both the From Posting Sequence
and To Posting Sequence fields.
4. Click Print.
After using In the Invoice Entry form, correct the transactions in the error batch,
and then post the batch.

You can check the status of batches in the Invoice Batch List form or
by printing the Batch Status Report.
You can print the Batch Status Report by choosing Print Batch Status
Report from the File menu of the Invoice Batch List or by choosing
the Batch Status icon from the Transaction Reports folder.

To use the Invoice Batch List to view batch status:
1. Choose the Invoice Batch List icon from the A/P Transactions
folder.
2. If you want to view information for earlier batches, enter the

batch number, then click Go or press F7.
Type Accounts Payable has six types of invoice batches:
Entered created in the Invoice Entry form.
Imported created by importing. You can edit or add to

imported batches if you select the Allow Edit Of Imported
Batches option on the Options form.
Generated error batches that are created by Accounts

Payable when transactions cannot be posted. You can edit and
add to generated batches.
Processing
Invoices
Recurring created in the Create Recurring Charge Batch form
(this type is available for invoice batch listings only).
External created in other Sage Accpac programs, such as

Purchase Orders, then sent to Accounts Payable.
Retainage created by the Create Retainage Batch form. This

option appears only if you use retainage accounting.
Status Accounts Payable assigns five invoice batch statuses:
Open a batch that you can edit.
Deleted the batch information was removed from Accounts

Payable before posting. You cannot reuse the batch number.
Ready To Post you select this status for the batch. Batches
must have Ready To Post status before you can post them.
Posted the transactions have been added to vendor accounts,

and you can no longer edit the batch.
User Guide 447

Post in Progress posting has started for this batch. You cannot
edit or print listings of the batch.
Note: You cannot post another invoice batch while an

invoice batch has Post In Progress status. You must post the
batch with Post In Progress status, if posting is interrupted.
To print the Batch Status report:
1. Choose the Batch Status icon from the Transaction Reports

folder, or choose Print Batch Status Report from the File menu
on the Invoice Batch List form.
2. Select Invoice as the batch type.
3. Select the range of batches for which you want to print the
status.
4. Select the range of batch dates.
5. Select at least one type of batch-creation method. (Types are

listed above.)
6. Select at least one batch status. (Statuses are listed above.)

Importing and Exporting Batches

Importing batches Choose Import from the File menu on the Invoice Entry form to
transfer batches of transactions created in non-Sage Accpac
applications, or at a remote site, to Accounts Payable.
You can import from the same file any number of times. The original
import file is not affected by importing, and it remains unchanged
until you delete it.
Some fields are Note that when you import invoices, the following items are
recalculated
recalculated when they are added to the invoice batch:
Taxes recalculated with the current tax rates unless either the
Tax Base entry method or the Tax Amount method is set to
Enter.
Due dates, discount dates, and discount amounts recalculated
Processing
according to the current terms code definition, even if they are
Invoices
not specified in the import file (depending on the value in the
Terms Override field).
Payment schedules recalculated according to the terms code

definitions (depending on the value in the Terms Override field).
Multicurrency You cannot import batches containing multicurrency transactions

batches
into a single-currency ledger. Edit the import file to remove the
multicurrency fields before importing.
Exporting batches Choose Export to export batches to another program whenever you
want. You can also export a batch to use as a model when creating
an import file. Export all the fields you plan to import, using the file
format you plan to use.
If you use security, The Import/Export menu choices may be disabled, or not available,
you must have
if you use password security with Sage Accpac and you do not have
rights to import or
export rights to these tasks.
For more information on importing and exporting batches, see

Appendix B, Importing and Exporting, in this guide, and see the
System Manager User Guide.
User Guide 449

Before Using Before importing:
Create the batch in the non-Sage Accpac program or export an

existing batch you want to reuse.
Guidelines for Structure the import batch according to the guidelines in

importing
Appendix B, Importing and Exporting. If the file does not
contain valid data, it is not imported.
Add account sets, distribution codes, terms, or tax groups used

by invoices in the import batch.
Decide whether to assign a new fiscal period and transaction

date or to retain the original period and date.
Create a new batch in the Invoice Entry form for the invoices
you are going to import.
You can also select an existing invoice batch and import the
transactions into it. If you import into an existing batch,
Accounts Payable appends (adds) the imported transactions to
the other transactions in the batch, and changes batch type to
Imported.
Note that you can import several files into the same batch in
Sage Accpac Accounts Payable. While the import files may
contain different batch dates and descriptions, all batch dates
and descriptions from the import file will be replaced by the
batch date and description you specify for the batch in Sage
Accpac Accounts Payable.
Before exporting, create or select the batch in the Invoice Entry form.
To export or import an invoice batch:
1. Choose the Invoice Entry icon from the A/P Transactions folder.
2. Create a new batch or select an existing batch if importing. (If

you select an existing batch, the import program appends entries
to the batch.)

2. Choose Export or Import from the File menu in the Invoice

Entry form.
3. Follow the instructions in the System Manager User Guide for

exporting and importing, and note the following:
The tax amount entry method should be set to Enter and tax
amounts included in the import file to avoid recalculation.
After importing tax-only invoices that include allocated

taxes, edit the imported batch in the Invoice Entry form,
manually entering allocated tax amounts on the Document
tab.
The file you specify for importing must be located on the

drive and in the directory that you specify.
The batch to which you are importing must be the currently

selected batch in Invoice Entry.
Processing
Invoices
If you are on a network, you must have access rights to the
file and the directory you are importing or to which you are
exporting.
See Appendix B of this guide for information on Accounts Payable

record information you can import and export.
After using Import Print the Batch Listing to verify the data.
Edit the batch to correct any errors or to make required changes.

For example:
Check the taxes (which may be recalculated during the

import process).
Check the terms and payment schedules (which may be

recalculated during the import process).
Post the batch.
User Guide 451

After using Export Verify that the batch was exported properly before posting or
deleting the batch you exported.
Post or delete the batch you exported.

Chapter 5
Processing Payments and
Adjustments
Icons Used to Process Payment and Adjustment Batches ........................... 5-2
Creating, Editing, and Posting Payment and Adjustment Batches ............... 5-2
Reporting Payment and Adjustment Batches .............................. 5-3
Using the Payment Entry Form.................................................. 5-4
Creating a New Payment Batch .............................................. 5-6
Editing an Existing Payment ................................................ 5-7
Types of Payment Transactions .............................................. 5-8
Adding Payment Transactions .............................................. 5-9
Adding Prepayment Transactions .......................................... 5-18
Adding Apply Document Transactions...................................... 5-24
Adding Miscellaneous Payment Transactions ................................ 5-31
Applying Partial Payments to Job-Related Invoices ........................... 5-38
Printing Single Checks from Payment Entry ................................. 5-40
Adjustments
Payments &
Viewing Payment History from Payment Entry .............................. 5-45
Adjusting Documents in the Payment Entry Form ............................ 5-46
Editing Exchange Rate Information ......................................... 5-49
Using the Control Payments Form .............................................. 5-52
Using the Create Payment Batch Form .......................................... 5-56
Printing Checks and Posting Payment Batches ................................... 5-64
Viewing Payment Information ................................................. 5-70
Using the Vendor Activity Form to View Payments to a Vendor ............... 5-70
Using Payment Inquiry to View Payment Information ........................ 5-72
Using the Adjustment Entry Form .............................................. 5-74
Creating or Selecting an Adjustment Batch .................................. 5-75
Adding and Editing Adjustments ........................................... 5-76
Listing Payment and Adjustment Batches ....................................... 5-80
User Guide 5i

Posting Adjustment Batches .................................................... 5-83

Printing Posting Journals....................................................... 5-86
Checking Batch Status ......................................................... 5-87
Importing and Exporting Payment and Adjustment Batches ....................... 5-89
Importing Batches ......................................................... 5-90
Exporting Batches ......................................................... 5-92

Chapter 5
Processing Payments and
Adjustments
This chapter contains instructions for entering, posting, and
reporting payments to vendors and making adjustments to
documents in vendor accounts.
The following topics are discussed in this chapter:
Icons used to process payments and adjustments.

Using the Payment Entry form.
Using the Create Payment Batch form.
Using the Control Payments form.
Printing and posting payment batches.
Viewing payment information.
Using the Adjustment Entry form.
Listing payment and adjustment batches.
Posting adjustment batches.
Printing posting journals.
Adjustments
Payments &
Checking batch status.
Importing and exporting payment and adjustment batches.
For an overview of batch processing, see Chapter 2, What You

Press F1 for For specific information about a field in an Accounts Payable form,
Help
press the F1 key, then click the Field List button on the Help screen
that appears. For instructions on how to use Help, click Using Help
on the Help menu.
User Guide 51

Icons Used to Process Payment and Adjustment Batches
Icons Used to Process Payment and Adjustment

Batches
This section describes the icons you use to enter, edit, post, and
report payment and adjustment batches.
You choose icons for processing payments and adjustments from the
A/P Transactions folder:
Icons for
processing
payment and
adjustment
batches
Creating, Editing, and Posting Payment and Adjustment Batches

Payment Batch List Use the Payment Batch List and the Adjustment Batch List to see the
Adjustment Batch
status of all payment and adjustment batches, including deleted or
List
posted batches that you have not yet cleared from Accounts Payable.
You also use the Batch List forms to set batches Ready To Post, to
print checks, to post batches, and to print batch listings, batch status
reports, posting journals, and posting error reports.
Payment Entry Use the Payment Entry form to enter and edit payments, print
checks, and adjust specific open documents.
Create Payment Use the Create Payment Batch form to create a batch of vendor
Batch
payments automatically.
Control Payments Use Control Payments to review and change the status of
transactions. You can put holds on invoices and force payments.
Adjustment Entry Use the Adjustment Entry form to enter and edit adjustments to
posted documents.

Icons Used to Process Payment and Adjustment Batches
Post Batches Use the Post Batches form to post one or a range of adjustment or
payment batches.
Reporting Payment and Adjustment Batches
Accounts Payable includes a comprehensive set of reports for listing

and tracking payments and adjustments. Use the icons in the A/P
Transaction Reports folder to print these reports.
Icons for printing

reports of payment
and adjustment
transactions
Batch Listing This report lists all payments or adjustments in your Accounts
Payable system.
Batch Status This report lists the type and current status of each batch in the
Accounts Payable system, together with batch totals.
Posting Journals This report lists all payments or adjustments that were posted
together to vendor accounts.
Posting Errors This report lists all payments or adjustments that were not posted
due to errors in the documents.
Adjustments
Payments &
Check Register This report lists all valid checks that were printed from Accounts
Payable.
See Chapter 7, Reports, for further information about these reports.
Payment Inquiry In addition to these reports, the Payment Inquiry form, available in
the A/P Transactions folder, lets you display payments made to a
vendor or a range of vendors using various criteria. For example,
you can look up all the checks written on a selected bank, or you can
display information for a payment for which you have only the
payment number.
User Guide 53


You use the Payment Entry form to:
Enter cash, check, credit card, and other types of payments for
outstanding invoices, and optionally print checks for vendors.
Enter cash, check, credit card, and other types of prepayments,

and optionally print checks for vendor invoices that you have
not yet received.
Apply posted prepayments to invoices, debit notes, credit notes,

interest invoices, and other prepayments.
Apply posted credit notes to invoices, debit notes, prepayments,

interest invoices, and other credit notes.
Enter cash, check, credit card, and other types of payments for
vendors and others, and optionally print checks.
You can enter a miscellaneous payment without specifying a

vendor number. If you do specify a vendor number, Accounts
Payable automatically creates an invoice when you post the
payment, so you do not have to enter the invoice separately in
Invoice Entry.
Edit system-generated payment batches (generated by the Create

Payment Batch form).
Enter adjustments to invoices while entering payments in the

Payment Entry form, instead of using the Adjustment Entry form.
Assign or change optional fields for payments, if you use Sage

Accpac Transaction Analysis and Optional Field Creator.
Allocate a partial payment to a job-related invoice that contains

details for different contracts, projects, categories, or resources (if
you use Sage Accpac Project and Job Costing).

You can open the Payment Entry form in either of the following ways:
Choose the Payment Entry icon from the A/P Transactions folder.
Click the Open or New button on the Payment Batch List form.
Note: To create checks for a large number of vendors, use

Create Payment Batch. The Create Payment Batch form
selects vendors for payment according to criteria you
specify, and creates a payment batch that you can later edit
with the Payment Entry form.
Before you start Follow these procedures before entering payments:
Choose payment Enter the prefixes and next numbers you want Accounts Payable
and adjustment
to assign to prepayments, payments, and adjustments using the
options
Numbering tab on the Options form.
Define bank and check information using the Bank Services

forms.
Add payment codes using the Payment Codes form in the

A/P Setup folder.
Specify the default transaction type, payment code, and bank

code for payment entry on the Transactions tab of the Options
Adjustments
Payments &
form.
Group payments by bank account.
Multicurrency If you have a multicurrency ledger, group payments by currency

ledgers
as well.
Update currency information and exchange rates using the

Currency forms in Common Services to ensure it is up to date for
payments you plan to add to the batch.
Tips Read the sections, Processing Accounts Payable Batches and

Processing Payments, in Chapter 2 for background
information on using the Payment Entry form.
User Guide 55

Practice with the Use the sample data to do Accounts Payable Lessons 5 and 6 in
lessons in the
the Sage Accpac Workbook to practice using the Payment Entry
Workbook
form without affecting your own data.
Refer to the appendix on using a mouse or keyboard in the

System Manager User Guide for information about the keys and
icons you use to enter and save data.
Change the order and width of columns, and hide columns on

the Payment Entry form, so that it best meets your requirements.
Define the optional fields you want to use in Payment Entry, if

you use Sage Accpac Transaction Analysis and Optional Field
Creator (a separately licensed application).
Press F1 for Press F1 to display Help when you need information about fields or
Help
tasks. To find out how to use Help, click Using Help on the Help
menu.
Creating a New Payment Batch

These instructions start by opening the Payment Entry form using
the Payment Entry icon. You can also start by clicking the New
button on the Payment Batch List form in which case the program
takes you directly to step 3.
To create a new payment batch:
1. Choose the Payment Entry icon from the A/P Transactions

folder. When the form appears, the cursor is in the Batch
Number field.
New batch 2. Click the New button. Accounts Payable assigns a new batch
number.
3. Type a description for the batch.
4. Type over the batch date if you want to change it. (Accounts
Payable displays the session date by default.)

5. Select a bank code. This is the bank on which you are drawing
payments for this batch. The code that appears is for the default
bank specified on the Options form.
Multicurrency 6. Select the currency, if you have a multicurrency ledger. Then, if

ledgers
you are creating a batch with payments in a currency that is not
your own:
Zoom a. Click the Zoom button beside the Batch Number field.
The Batch Information form appears as follows:
b. Select the rate date and the rate type, or directly enter a bank
Adjustments
Payments &
rate, if you do not want to use the displayed rate.
c. Click Close to return to the Payment Entry form.
Editing an Existing Payment

You can select a batch containing payments from the Payment Batch
List form, and then click the Open button in which case, the
program takes you directly to step 3.
User Guide 57

To edit an existing payment:
1. Choose the Payment Entry icon from the A/P Transactions folder.
2. Use the Batch Number field to select the number of the batch
containing the payment you want to edit. You can:
Find a batch Click the Finder or press F5 to list existing batches.
Click the navigation buttons to display the batch you need.
Type the number of the batch you want to edit.
Find an 3. With the insertion point in the Entry Number field, click the
existing
Finder or press F5 to select an existing payment entry, or click
payment
entry the navigation buttons to display the payment you want to edit.
Types of Payment Transactions

In most cases, you use the Payment Entry form to enter the
information Accounts Payable needs to print one check for a vendor
and update the vendor account with the check information.
However, the Payment Entry form actually lets you enter four types
of transactions:
Payment. Records a check to pay outstanding transactions. You

can print the check from Payment Entry or enter the number of a
previously written check.
The program displays the vendors outstanding transactions

(invoices, debit notes, credit notes, prepayments, and interest
charges), and lets you select the transactions you want to pay.
Prepayment. Records a check written as a prepayment. You can

print the check from Payment Entry or enter the number of a
previously written check.
Prepayments pay for a purchase before you have been invoiced

for it. When you receive the invoice, you enter it using the

Invoice Entry form, and post it. The prepayment can then be
applied against the invoice.
You can post a prepayment for an unknown document by

leaving the Apply-To field blank.
Apply Document. Lets you apply a posted prepayment or credit

note against an invoice, debit note, or interest charge.
Miscellaneous Payment. Lets you issue a check to a person or

company for which you have not set up a vendor record, or to
produce a cash invoice for an existing Accounts Payable
vendor. When you post a miscellaneous payment for an existing
vendor, Accounts Payable automatically creates an invoice.
You enter the distribution details for miscellaneous payments

the same way you enter details for an invoice. The distributions
debit the general ledger accounts you specify and credit the bank
account.
The following sections list steps for adding each of these transactions.
Adding Payment Transactions

This section lists steps for adding a payment transaction to pay a
Adjustments
Payments &
vendor invoice.
The Payment Entry form lets you enter and print single checks for
vendors. If you want to enter and print checks for a large number of
vendors, use Create Payment Batch, as described later in this chapter.
Multicurrency Note that all payment entries in a batch are in the same currency and
ledgers
are drawn from the same bank.
To add a vendor payment:

folder.
The following form appears.
User Guide 59

The Payment Entry

form, showing the
fields available for
Payment
transactions
Once you select a batch
and enter a vendor
number, as shown here,
the other data entry fields
become available.
The Rates button appears

in multicurrency ledgers
only if it applies to the
payment.
2. Select the batch number.
Using the Batch Number field, you can:
Find a batch Click the Finder or press F5 to select an existing batch from a
list.
Type the number of the batch you want to add to or edit.
3. If you are starting a new batch:
a. Accept or type over the displayed batch date.
b. Enter or select the bank code.
Multicurrency c. If you use a multicurrency ledger and you want to use a

ledgers
different currency for the batch than the default currency
displayed, select the desired currency in the Currency field.

If the batch currency is different from your functional

currency and you want to check or change the rate type, rate
date, or bank rate for the batch, click the Zoom button beside
the Batch Number field. The Batch Information form
appears, letting you edit exchange information for the batch.
When you are finished, click Close to return to the Payment
Entry form.
New entry 4. Click the New button beside the Entry Number field to start a
new payment entry.
Using the Entry Number field, you can also:
Find an entry Click the Finder to select an existing payment for editing.
Click the navigation buttons to display the payment you

want.
Type the number of the entry you want to edit.
5. Enter a description for the payment, such as Payment of

Inv 8100150.
6. Select Payment as the transaction type if you are recording a

check you issued to a vendor or are entering a vendor check you
want to print.
Adjustments
Payments &
7. Fill in or select the following remittance information:
Date (to appear on check).

payment).
Vendor number.
Remit-To (person or company to which check is made out;

use the Zoom button or the Finder to change).
8. Accept the displayed payment code, if it is correct, or select the

payment code from the Finder.
User Guide 511

Accounts Payable automatically displays the payment code from

the vendor record, or, if none is specified for the vendor, the
default payment code specified on the Options form.
9. Enter information for the type of payment you are making.
If you selected a payment code for a credit card:
a. Click the Credit Card button.
b. In the Card Type field, type the credit card type, then tab out
of the field, or use the Finder to select the credit card type.
(You must first set up credit cards in Bank Services to use
them in Payment Entry.)
c. Type the card number, cardholder name, expiration date,

and your authorization code for this transaction.
d. Click the Close button to return to the payment entry form.
If you selected a cash payment code, in the Cash Account field

that appears, enter the number of the cash account you want to
credit for the payment.
If you selected an other payment code, in the Other Account

field that appears, enter the number of the account you want to
If you leave the account blank, Accounts Payable uses the bank
account associated with the bank code you specified for the
batch.

If you selected a check payment code, enter information for the

check, as follows:
a. If you want to print the check from Accounts Payable, select

the Print Check option. (Do not select the option if you have
already issued the check.)
Or
If you are recording a manually written check, type the

check number. (You cannot enter a number if you selected
Print Check.)
b. Select the check language (for printing the amount only; edit
the check form to change other aspects of the check).
10. In the Reference field, type any additional information, such as

an EFT number, that you want to include with the entry.
11. If you use optional fields and you want to check or change any
optional fields automatically assigned to the payment, click the
Optional Fields Zoom button to open the Optional Fields form,
where you can change or delete the optional field entries
automatically assigned by the program, or add different
payment optional fields.
Adjustments
Payments &
For more information about assigning optional fields to
payments, see the section Assigning Optional Fields in
Payment Entry, in Chapter 2 in this manual.
Select an apply 12. If you are entering a partial payment for a job-related document,
method for partial,
an apply method for allocating the payment to job-related
job-related
payments details. (For information on apply methods and their effects, see
Selecting an Apply Method for Job-Related Payments, in
Chapter 2 in this guide.)

Help, then click the Field List button from the Help form.
User Guide 513

13. Choose Select Mode if you want to display an ordered list of

vendor documents to which you can apply this payment. (You
can specify the order in which they appear.)
Select Mode provides additional information about the vendors

documents (for example, the due date, original amount, and
pending balance), and it lets you select from the list of
documents those you want to pay at this time.
Do not use Select Mode if you already know the number of the
document to which you are applying the invoice, or if you have
a lot of vendor documents. (It is faster to look up documents
using the Finder than to scroll through all the items in the Select
Mode document list.)
To use Select Mode:
a. Select the type of documents you want to display (All,

Invoice, Debit Note, Credit Note, or Prepayment).
b. Select the order by which to list documents. You can choose

Document Number, PO Number, Due Date, Order Number,
Document Date, or Current Balance.
c. Type the starting number, date, or balance, depending on

the choice you made for ordering documents, or press F5 to
select it from the Finder.
Go button d. Click Go, or press the F7 key on your keyboard.
e. In the Apply column, choose Yes for each document to

which you want to apply the payment.
Either double-click the No in the Apply column to change it

to Yes, or press the Spacebar when the Apply column is
selected.

If you are not using Select Mode:
a. Type the Document Number or select it from the Finder.
b. Type 1 for the Payment Number, or enter the number of

the payment if the document has a multiple payment
schedule.
Including pending If you use the option to include pending transactions during
transactions
payment entry (on the A/P Options form), you see Pend
beside documents to which a payment or debit note has already
been applied but not yet posted. If necessary, you can change
Pend to Yes by double-clicking or typing a keyboard
character.
For example, you might want to apply a document to a

transaction if you plan to change the pending payment in
another batch. If you use the option to include pending
transactions, Accounts Payable prevents you from applying an
amount greater than the pending balance.
No warnings If you do not use the option to include pending transactions,

appear if you do
Accounts Payable does not display the Pend status or any
not include
Adjustments
Payments &
pending Pending columns in the applied detail list. If applying two
transactions payments would overpay a document, the program sends the
second entry you try to post to an error batch.
Payment limit If there is a payment limit for the invoice you selected, Accounts
Payable applies an amount that is consistent with the payment
limit, but you can change the amount if you want to override the
payment limit.
For more detailed information on payment limits and how they

are used in Accounts Payable, see Payment Limits, in
Chapter 2 of this guide.
User Guide 515

Applying job- If the document you are paying is for a contract that you manage
related payments
in Sage Accpac Project and Job Costing, the Jobs button is
available, letting you apply amounts to specific job-related
contracts, projects, categories, and resources included on the
invoice.
For more information about applying payments to job-related

transactions, see the section, Applying Partial Payments to Job-
Related Invoices, later in this chapter.
14. Tab to the Applied Amount column and change the amount, if
you are not paying the entire invoice.
Unless you specify otherwise, Accounts Payable automatically

applies the entire amount and, if you are using Select Mode,
takes the full discount.
15. If you are not using Select Mode, tab to the Discount taken field,
and type the amount of the discount that you are taking for this
document.
Taking a discount, You can take a discount for a document without applying an
only
amount to the document.
16. If you need to adjust an invoice or other document, select the

invoice, and then click the Adjust button to open the
Miscellaneous Adjustment Entry form.
Note: To use the Adjust button, you must use the Allow
Adjustments In Payment Batches option (on the Options form)
and you must first add the payment. For more information, see
Adjusting Documents in the Payment Entry Form, later in this
chapter.
a. Enter a reference and description for the adjustment.
b. For each adjustment detail, either:
Enter the distribution code or general ledger account.

Click the Select Detail button to specify an existing

detail for adjustment from the selected document. (If the
document you are adjusting was posted using a version
of Accounts Payable earlier than version 5.4 and it is not
job-related, this button is not available.)
c. Type the amount of each adjustment detail.
d. Click Save, then click Close to return to the Payment Entry

form.
Multicurrency 17. If the bank or vendor does not use the functional currency and
ledgers
you need to change the exchange rate information for the
payment, click the Rates button, then for each type of rate (bank
and vendor):
Type the rate type code or select it from the Finder.
Type the exchange rate or select it from the Finder.
Note that the rates are for converting the bank currency or the
vendor currency to your functional currency. If either of these
currencies is the functional currency, its rate is 1.0000000 (and
you cannot change it).
For more information, see Editing Exchange Rate Information,
Adjustments
Payments &
later in this chapter.
18. When finished, click Add or Save.
After using Print individual checks, as described in Printing Single Checks

from Payment Entry, later in this chapter.
Print the batch listing. Correct entries, if necessary, then reprint

the listing for each corrected batch.
If you use the Force Listing Of Batches option (on the Processing
tab of the Options form), you must print batch listings before
you can post batches. Once batches are correct, file the reports.
See Listing Payment and Adjustment Batches, later in this

chapter.
User Guide 517

Select the Ready To Post option for each batch in the Payment
Batch List form, then print and post payment batches, as
described in Printing Checks and Posting Payment Batches,
Adding Prepayment Transactions

This section lists steps for adding a prepayment transaction to a
payment batch using the Payment Entry form.
Note: You can also use the Invoice Entry form to enter prepayments
at the same time as you enter invoices. For detailed instructions, see
Entering Prepayments with Invoices in Chapter 4.
When you enter a prepayment, you can specify the invoice

(document) number, purchase order number, or sales order number
to which the prepayment applies, if you know the number. Accounts
Payable uses this number to match the posted prepayment to the
invoice when you post it.
If Accounts Payable cannot match the invoice to the prepayment

when you post the invoice, or if you do not enter an Apply-To
document number, you use an Apply Document transaction type to
match them, later.
Activation date Prepayments have a payment activation date. Until they reach the
activation date, they are not used to calculate amounts due to
vendors when you use the Create Payment Batch form.
Multicurrency Note the following points regarding multicurrency prepayments:

ledgers
All checks in a batch are issued in the bank currency.
You enter the amount of a prepayment in the vendors currency,

even if it is different from the bank currency.
You can see the conversion from the vendor currency to the
functional currency, and from the bank currency to the
functional currency on the Rate Override form.

To add a prepayment:

folder. The following form appears.
The Payment Entry

form, showing the
prepayments
When you select a batch

and enter a vendor
number, more data entry
fields become available,
as shown here.
The Rates button appears

in multicurrency ledgers
only if it applies to the
payment.
2. Select the batch number. Use the Batch Number field to create a
new batch or select an existing batch, as follows:
Adjustments
Payments &
Existing Click the Finder or press F5 to select an existing batch from a

batch
list.
User Guide 519


ledgers

the Batch Number field to display the Batch Information
form. Edit the exchange information, and then click Close to
return to the Payment Entry form.
4. Use the Entry Number field to select the entry number, as

follows:
Click the New button to start a new payment entry.
Click the Finder to select an existing payment for editing.

want to edit.
5. Enter a description for the payment, such as Prepayment of

PO 5664.
6. Select Prepayment as the transaction type to print or record an

advance to a vendor account.
Date (to appear on check and for aging and statistical

purposes).

payment).
Vendor number.
Remit-To (person or company to which the check is made

out; use the Zoom button or press F9 to change).

8. Accept the displayed payment code, if it is correct, or choose the


9. Enter information for the type of payment you are making.
If you selected a payment code for a credit card:
Adjustments
Payments &
If you selected a cash payment code, use the Cash Account field
to enter the number of the cash account you want to credit for
the payment.

User Guide 521

batch.

check, as follows:

Or

Check Number. (You cannot enter a number if you selected
Print Check.)
b. Select the Check Language (for printing the amount only;

edit the check form to change other aspects of the check).
10. In the Reference field, type any additional information, such as

an EFT number, that you want to include with the entry.
11. If you use optional fields and you want to check or change any
optional fields automatically assigned to the payment, click the
Optional Fields Zoom button to open the Optional Fields form,
where you can change or delete the optional field entries
automatically assigned by the program, or add different
payment optional fields.

12. If the prepayment is job-related, select the Job Related option,

then click the Jobs button that becomes available.
The Project and Job Costing Apply Details form appears, letting
you specify the particular contracts, projects, categories, and
resources to which the prepayment applies.

The Job Related option is available only if you use Sage Accpac
Project and Job Costing.
13. Enter the amount of the prepayment.
Multicurrency If you have a multicurrency ledger, enter the amount in the in

ledgers
the vendor currency not the bank currency. The vendor
amount is converted to the bank currency for the check amount,
using the rates shown on the Rate Override form.
Multicurrency If the bank or vendor does not use the functional currency and
ledgers
you need to change the exchange rate information for the
prepayment, click the Rates button, then for each type of rate
(bank and vendor):
Type the rate type code or select it from the Finder.
Type the exchange rate or select it from the Finder.
Note that the rates are for converting the bank currency or the
vendor currency to your functional currency. If either of these
currencies is the functional currency, the rate for that currency
is 1.0000000.

Adjustments
Payments &
14. In the Apply By field, select how you want to identify the
document for which you are entering the prepayment. You can
identify it by its document (invoice) number, if you know it, by
the purchase order number, or by the sales order number.
15. In the Apply-To field, enter the number of the document you
selected above. You can use the Finder to look up an existing
document number. You can also leave this field blank, if you do
not have this information.
16. Enter the date on which you want the payment activated.
Prepayments are not used to calculate account balances or

amounts due to vendors until they are activated.
User Guide 523

Prepayment When you click Add, Accounts Payable assigns a prepayment

number
number to the prepayment. The number uses the prefix and next
sequence number specified on the Numbering tab of the Options
form.

Print the batch listing. Correct entries, if necessary, then reprint

You must print batch listings before posting if you selected the
Force Listing Of Batches option on the Processing tab of the
Options form. Once batches are correct, file the reports.

chapter.
Select the Ready To Post option for each batch from the Payment
Batch List form.
Print and post payment batches, as described in Printing

Checks and Posting Payment Batches, later in this chapter. If
any payment transactions cannot be posted, Accounts Payable
creates a new batch containing the transactions with errors.
Adding Apply Document Transactions

This section lists steps for adding a transaction to apply posted
prepayments or credit notes to posted invoices and debit notes.
To add a payment application transaction:

folder.

The Payment Entry

form, showing the
Apply Document
transactions
2. Select the batch number using one of the following methods:
New batch Click the New button beside the Batch Number field to
create a new batch.
Existing Click the Finder or press F5 to choose from a list of existing

batch
batches.
Adjustments
Payments &

ledgers

User Guide 525


follows:
New entry Click the New button beside the Entry Number field to start
a new payment entry.
Existing entry Click the Finder to select an existing payment for editing.
Click the navigation buttons to display an existing payment

for editing.
5. Enter a description for the payment application, such as Apply

Prepayment to Inv 810150.
6. Select Apply Document as the transaction type.
7. Fill in the remaining fields:
Date (on which you apply the prepayment or credit note).
Year/Period (to which you want to post the application

transaction).
Vendor number.
Reference (for additional information you want to include

with the transaction).
Document Number (the number of the document you are

applying, or select it from the Finder).
Optional Fields (if you use them).

Payment Entry, in Chapter 2 in this guide.

Apply Method (to specify how to allocate a partial payment

for a job-related document).
For instructions on allocating payments to job-related

invoices, see the section Applying Partial Payments to Job-

Help, then click the Field List button on the Help form.
8. Choose Select Mode if you want to display a list of vendor

documents to which you can apply this payment, in the order
you specify.
Select Mode provides additional information about the vendors

documents (for example, the due date, original amount, and
pending balance), and it lets you select from the list of
documents those you want to pay at this time.
Do not use Select Mode if you want to type the document numbers
yourself or select them from the Finder. It is faster to type the
document numbers yourself, if you know the number of the
document to which you are applying the invoice, or if you have
a lot of vendor documents. (It is faster to look up the numbers in
the Finder than to scroll through all the items in the document
Adjustments
Payments &
list.)
To use Select Mode:
a. Select the type of documents you want to include in the

display. You can choose Invoice, Debit Note, or All.
b. Select the order by which to list documents. You can choose

Document Number, PO Number, Due Date, Order Number,
Document Date, or Current Balance.
c. Type the starting number, date, or balance depending on

the choice you made for ordering documents or select it
from the Finder.
Go button d. Click Go, or press the F7 key.
User Guide 527

e. Choose Yes in the Apply column for each document to

which you want to apply the unapplied amount.
Either double-click the No in the Apply column to change it

to Yes, or press the Spacebar when the Apply column is
selected. (Note that the columns in your form may be
different widths or in a different order.)
If you are not using Select Mode:
a. Type the document number directly in the application grid,

or select it from the Finder.
If you select the document from the Finder, Accounts

Payable immediately applies as much of the document you
are applying as it can.
If you typed the document number, you must also specify

the payment number before Accounts Payable applies the
document amount.
b. Accept 1 as the Payment Number or type the number of

the payment if the document has a multiple payment
schedule.
Including pending If you use the option to include pending transactions during
transactions
payment entry (on the A/P Options form), you see Pend
beside documents to which a payment or debit note has already
been applied but not yet posted. If necessary, you can change

Pend to Yes by double-clicking or typing a keyboard

character.
For example, you might want to apply a document to a

transaction if you plan to change the pending payment in
another batch. If you use the option to include pending
transactions, Accounts Payable prevents you from applying an
amount greater than the pending balance.
If you do not use the option to include pending transactions,

Accounts Payable does not display the Pend status or any
Pending columns in the applied detail list. If applying two
payments would overpay a document, the program sends the
second entry you try to post to an error batch.
Applying job- If selected document is for a contract that you manage in Sage
related payments
Accpac Project and Job Costing, the Jobs button becomes
available, letting you apply amounts to particular job-related
contracts, projects, categories, and resources used on the
document.
For more information about applying payments to job-related

transactions, see the section, Applying Partial Payments to Job-
Adjustments
Payments &
9. Tab to the Applied Amount column, and change the amount if
you are not paying the entire invoice.
Accounts Payable automatically applies the entire amount and,

if you are using Select Mode, takes the full discount, unless you
specify otherwise.
10. If you are not using Select Mode, tab to the Discount taken field,
and then type the amount of the discount that you are taking for
this document.
Taking a discount, Note that you can take a discount for a document without
only
applying an amount to the document. (You can also enter an
amount that exceeds the discount specified on the invoice.)
User Guide 529

11. If you need to adjust an invoice or other document, click the

Adjust button to open the Miscellaneous Adjustment Entry
form.
Note: To use the Adjust button, you must have selected the
Allow Adjustments In Payment Batches option on the Options
form. For more information, see Adjusting Documents in the
Payment Entry Form, later in this chapter.
a. Enter a reference and description for the adjustment.
b. Enter the distribution code or general ledger account

number for each adjustment detail.
c. Type the amount of each adjustment detail.
d. Click Close to return to the Payment Entry form.
Multicurrency 12. If the bank or vendor does not use the functional currency, the
ledgers
Rates button becomes available to let you adjust the exchange
rate, if necessary.
Generally, you should not change the exchange rate because you
are dealing with transactions that have already been posted with
an exchange rate.
After using Print the batch listing. Correct entries, if necessary, then reprint
You must print batch listings before posting if you select the

chapter.
Accounts Payable does not apply a prepayment or credit note to

a document that is on hold when you post a payment batch. You
must use the Control Payments form to remove the hold before
posting the batch.

Batch List form.
Print and Post payment batches, as described in Printing

Adding Miscellaneous Payment Transactions

This section lists steps for adding a miscellaneous payment
transaction to a payment batch.
A miscellaneous payment lets you issue a check to a person or

company for which you have not set up a vendor record.
You can also use this transaction type to create a cash invoice for
an Accounts Payable vendor, so you do not have to create the
invoice separately using the Invoice Entry form. For example, if you
pay for a purchase immediately, you can create a cash invoice
automatically when you post a miscellaneous payment.
You enter the payee name and address in the Remit-To field and
pop-up form. You enter detail distributions for a payment as you do
for an invoice.
Adjustments
Payments &
The distributions debit the general ledger accounts you specify and
credit either the bank account you chose for the batch or the cash
account (if you are entering a cash payment).
Tip: Add a If you have a large number of one-time vendors, you should add a
miscellaneous
miscellaneous vendor record, so you can process payments using the
vendor record
Create Payment Batch form and keep statistical data for this class of
vendor.
To add a miscellaneous payment:

folder.
User Guide 531

The Payment Entry

form, showing the
a miscellaneous
payment
2. Use the Batch Number field to select the batch number, as

follows:
New batch Click the New button to start a new payment batch.
Finder Click the Finder to select an existing batch.
Click the navigation buttons to display the batch you want

to use.

ledgers



4. Use the Entry Number field to select the entry number, as follows:
New entry Click the New button to start a new payment entry.
Finder Click the Finder to select an existing payment for editing.

want to edit.
5. In the field beside the entry number, type a description for the
payment (such as Payment for camera).
6. Select Misc. Payment in the Transaction Type field to issue or

record the check.
Date (to appear on the check).
Year/Period (to which you want to post the payment).
If you are paying a vendor you have set up in your Accounts

Payable system, type the vendor number or select it using
the Finder. If the payment is not for an Accounts Payable
Adjustments
Payments &
vendor, leave the field blank.
Remit-To (use the Zoom button or press F9 to display the

remit-to fields, then enter the name you want to appear on
the check, followed by the address).
8. Accept the displayed payment code, if it is correct, or choose the


9. Enter information for the particular type of payment you are

making.
User Guide 533

If you are paying using a credit card:

If you selected a cash payment code, use the Cash Account field
to enter the number of the cash account you want to credit for
the payment.

batch.

check, as follows:

Or


Check Number. (You cannot enter a number if you selected
Print Check.)
b. Select the Check Language (for printing the amount only;

edit the check form to change other aspects of the check).
10. Enter an optional reference for the entry (such as the EFT
number, if you are recording an electronic transaction).
11. If you use optional fields, click the Optional Fields Zoom button
to open a separate Optional Fields form, where you can check or
change any optional fields that are automatically assigned to the
miscellaneous payment.

12. If you are making this payment for a project you manage using
Sage Accpac Project and Job Costing, select the Job Related
option. Accounts Payable displays job-related columns in the
payment application grid.
13. In the Invoice Number field, type the vendors invoice number.
Adjustments
Payments &
14. Accept or change the displayed tax group.
If you are paying an existing Accounts Payable vendor, the

vendors tax group appears in this field when you enter the
vendor number.
You can assign a different tax group, and you can change tax
information for the document as follows:
15. To check or change the tax entry method for the invoice
(including the tax reporting amount), click the Document Taxes
button.
User Guide 535

In multicurrency ledgers, if you change the tax group to one that

uses a different currency than the vendor, an additional option,
Tax Reporting, and Tax Reporting Currency fields appear. You
can choose whether to let the program calculate the tax reporting
amount, and you can change the rate type, rate date, and
exchange rate for the tax reporting currency.
For more information on entering taxes manually, or changing

the tax group or tax classes for an invoice, see the section
Entering Tax Information and Calculating Tax on Invoices, in
Chapter 4 in this guide.
16. Use the application grid at the bottom of the form to distribute
the miscellaneous payment.
Enter a new distribution line for each general ledger account to

which you want to allocate the miscellaneous payment, using
the following fields.
Job related
payment Note: If the miscellaneous payment is job related, you
distribute detail amounts to particular contracts, projects,
categories, and resources, rather than to distribution codes
and accounts.
Distribution Code / Account. Type a distribution code or select

it from the Finder. If you prefer, you can tab to the second
column and enter a general ledger account number or select one
from the Finder.
Description. Type a description for the distribution, or accept

the description for the distribution code.

Amount. Type the amount of the distribution (in the bank

currency).
To record a discount for the cash invoice, enter a negative

amount, and enter a discount account in the Account field. Note
that the total payment amount must be a positive number.
Reference. Type a reference for the distribution.
17. To check the taxes calculated for a distribution detail, or to enter

them if they are not automatically calculated, select the detail
line on the grid, then click the Account/Tax button.
You can also change the tax class and the Tax Included status for
Adjustments
Payments &
the detail (if the tax authority permits included taxes).
Multicurrency 18. If this is a multicurrency batch, click the Rates button to ensure
ledgers
that the exchange rate used in the transaction is correct. Make
any required changes, as described in the section Editing
Exchange Rate Information, later in this chapter. Then close the
Rate Override form.
Note that your check us always in the bank currency.
When you post a miscellaneous payment for a vendor you have set
up in Accounts Payable, the program automatically creates an
User Guide 537

invoice using the distribution information you entered with the

payment.

Print the batch listing. Correct entries, if necessary, and then

reprint the listing for each corrected batch.

chapter.
Batch List form.
Print and Post payment batches, as described in Printing

Applying Partial Payments to Job-Related Invoices

Payment Entry lets you select a default method for applying
payment amounts to job-related details. When you apply an amount
that is less than the invoice total, Accounts Payable allocates the
amount to the invoice details according to the specified apply
method.
If you do not want to use the default apply method for all the
invoices on a payment, or if you want to apply an amount to specific
invoice details, you can select a different method for an individual
job-related invoice, and you can select the invoice details that are
being paid.

You can select one of the following methods as the default apply
method for a payment:
Top Down. You select this method to apply payments

automatically to invoice details beginning with the first detail on
an invoice until the payment is fully applied.
If you use this method to apply a payment to an invoice that

uses a multiple payment schedule, note that you may have to
adjust the amounts manually. For invoices that use a multiple
payment schedule, you should prorate the payment by amount.
Prorate By Amount. You select this method to apply payments

proportionately to all invoice details, depending on their relative
amounts.
To apply a partial payment:
1. Start a new entry on the Payment Entry form, selecting the

transaction type, date, year and period, and vendor number.
2. Select a default apply method for the entry.
3. Select the invoices you are paying as follows:
If you are using Select Mode, click the Go button to display
Adjustments
Payments &
the unpaid invoices for the selected vendor, then select Yes
in the apply column for each invoice.
If you are not using Select Mode, enter each invoice number
in the Document field (in the detail grid), or use the Finder
to choose the invoice.
4. For each invoice, enter the amount to apply in the Applied

Amount column, then tab out of the field.
User Guide 539

If the applied amount is less than the current balance, and you
want to select particular details to which to apply the partial
payment or use a different apply method for the selected
invoice:
a. Click the Jobs button to open the Project And Job Costing
Apply Detail form. (The Jobs button becomes available only
when you select a job-related document.)
b. Select the apply method to use to apply the amount to

invoice details, if it is not already selected.
Click Go c. Click the Go button to display the invoice details.
d. Specify the amount that you are paying for each detail.
e. When you are finished, click the Close button to return to

the Payment Entry form, then click Save to save the
transaction.
5. Click Add.
The program applies the details according to the apply method

you chose.
Printing Single Checks from Payment Entry

This section explains how to print checks individually using the
Print Checks button in the Payment Entry form.
To print batches of checks, you use the Print/Post button in the

Payment Batch List form. Check batches are generated in the
Create Payment Batch form. For instructions on printing check
batches, see Printing Checks and Posting Payment Batches, later in
this chapter.
Note: Once you print a check, you cannot edit it. If you delete a
check before it is posted, Accounts Payable voids the check in Bank
Services.

Before you start Adapt the layout of the check forms shipped with Accounts
Payable to match your checks. For information on customizing
printed forms, refer to the documentation that comes with
Crystal Reports.
Select the check form and enter the next check number for the
payment bank in Bank Services. See the Tax and Bank Services
User Guide.
Add the check you want to print in the Payment Entry form.
To print a check:
1. Open the Payment Entry form to select a batch, and select or

enter the check you want to print.
The check can be a payment, prepayment, or miscellaneous

payment.
2. Click the Print Check button to open the Print Checks form. (The
Print Check button is available once you add the transaction.)
The check stock is set

in Bank Services, but
you can change it here,
if necessary.
Adjustments
Payments &
The advice file name
appears only if you are
printing separate
payment advices.
Note that the check status is Not Printed. When a check (and
advice, if printed) is printed successfully, the status changes to
Printed. If the check is printed, but you have not yet printed the
advice, the status is Advice Not Printed.
User Guide 541

If you are not If you are not ready to print this check, click the Close button.
ready to print
When the following warning appears, click Yes to leave the Print
Checks form.
3. In the Print Checks form, click the Align button to print an

alignment check. (The alignment check prints Xs in place of
amounts on a check form, so you can see that the check forms
are inserted properly in the printer.)
Align always prints to your printer, no matter what print

destination you selected for Sage Accpac. Make sure your printer
is ready before you click Align.
4. Click the Print button to print the current check. When the check
has been printed, the following message appears:
5. If the check was printed and is correct, click Yes.
If you are not printing a separate payment advice, Accounts

Payable posts the check information to Bank Services and closes
the Print Checks form, returning you to the Payment Entry form.
Once the check information has been posted to Bank Services,

you cannot edit the payment entry or reprint the check. If
necessary, you can delete the payment entry (until you post it),
which voids the check in Bank Services.

Reprinting a check If you need to reprint the check, click No. Then reset the status
of the check to Not Printed. You can change the status in one of
two ways:
Double-click or press the Spacebar in the Check Status

column. (If you printed advices, then said No to the message
that asked whether the advices were printed successfully,
you cycle through all three possible statuses by double-
clicking.)
Or
Click the Select Reprint Range button to display the

following form:
Click OK to select the default range which is for the one

check you printed.
Click Print again After resetting the status to Not Printed, click the Print
Adjustments
Payments &
button again. (Unless you are printing Checks Then Advices,
the button changes to Reprint.)
Print Advices 6. If you are also printing payment advices after printing checks
(you chose the stock type Checks Then Advices for the check in
the Banks form), this message appears when the check is
successfully printed:
a. As for checks, confirm that you inserted the payment advice

forms in the printer.
User Guide 543

Once the advice has been printed, the program asks you to
confirm that it was printed properly as you did with the
check.
b. If the advice was printed and is correct, click Yes.
Accounts Payable posts the check information to Bank

Services and closes the Print Checks form, returning you to
the Payment Entry form.
You cannot edit the payment entry or reprint the check. If

necessary, you can delete it, which voids the check in Bank
Services.
Reprinting an If you need to reprint the advice, click No. Then reset the
advice
status of the check to Advice Not Printed. You can change
the status in one of two ways:
Double-click in the Check Status column. You can reset

the status to Not Printed (to reprint the check) or to
Advice Not Printed (to reprint the advice only).
Or
Click the Select Reprint Range button to reset the status

to Advice Not Printed.
If you cannot 7. If the check was not printed properly, but you cannot reprint it
reprint now
at this time:
a. Click No when asked whether the check was printed

successfully.
b. Reset the check status to Not Printed.

c. Click the Close button. The following message appears:
d. Click Yes to cancel the print run and void the current check
number. (The number is otherwise assigned a Void status
when you reprint the check.)
If you do not cancel the check run, Accounts Payable sets the batch
status to Check Creation In Progress, and you cannot edit the batch
until you print or void the check. See Reprinting Checks in
Chapter 2 for more information.
After using Print the batch listing and print the Check Register.
Post the payment batch in the Payment Batch List form.
Viewing Payment History from Payment Entry

During payment entry, the Payment Entry form lets you review all
payment transactions that have been applied to a document.
If you want to review the history of a number of documents for a
Adjustments
Payments &
vendor, use the Payment tab on the Vendor Activity form.
To view document history:
1. In the Payment Entry form, select the invoice, credit note, or

debit note to which you are applying a transaction.(For
instructions on selecting the document, see the preceding
sections.)
Choosing a
document to view
history
User Guide 545

In the example above, the original document balance was $836.23,

and the balance before payment application was $814.58. You
can see that $21.65 was previously applied to this invoice.
2. To see how that $20.00 was applied, click the History button.
The Document History form appears.
The Document History form shows you that a credit note was
issued for $21.65.
Use the Tab or right or left arrow keys to scroll through the
columns.
3. When finished reviewing the document history, click Close to

Adjusting Documents in the Payment Entry Form

If you selected the Allow Adjustments In Payment Batches option on
the Options form, you can enter adjustments to individual invoices
and debit notes while you are entering a payment.
This option allows you to zero the balance of an invoice after

applying a payment, for example, when you returned goods but
have not yet received a credit note.
The adjustments you enter in a payment batch are reported with the
payment transactions on the batch listing and other reports for the
batch. They are not placed in a separate adjustment batch.

Note that you can use Payment Entry to adjust only documents to
which you are applying payments (including apply document
transactions).
You can also enter adjustments in the Adjustment Entry form, as

described under Using the Adjustment Entry Form, later in this
chapter.
Note that you must use the Adjustment Entry form to adjust
retainage amounts for posted documents. You cannot adjust
retainage using Payment Entry.
To adjust a document in the Payment Entry form:
1. Open the Payment Entry form. Select an existing batch, or create

a new one.
2. Enter the information for the payment, if it is not already

displayed. Choose the mode, then select the document to which
you want to apply the payment and adjustment.
If you are using Select Mode, double-click or press the Spacebar

in the Apply column for the selected document.
3. Click Add. You cannot adjust the invoice or debit note until you
add the payment.
Adjustments
Payments &
4. Make sure the document you want to adjust is selected, then
click the Adjust button to open the Miscellaneous Adjustment
Entry form.
User Guide 547

The Miscellaneous
Adjustment Entry
form
5. Enter a reference and description for the adjustment.
6. Enter as many details as you need to distribute (post) the

adjustment amount to general ledger accounts.
Click the Select Detail button to select particular details from the
posted transaction using the Open Document Details Finder.
You can also enter the distribution details manually by filling in

the following fields:
Note: If the document you select for adjustment is job

related, you see additional fields for the contract, project,
category, and resource you want to adjust.
For more detailed information about the fields used in job-

related adjustments, see Adjusting Job-Related Documents
in Accounts Payable, in Chapter 2 of this guide.
Distribution Code. Type the distribution code that identifies the

general ledger account to which you want to distribute the
adjustment detail.
You can also choose the code from the Finder or leave this field
blank, then type the general ledger account number in the next
field.

G/L Account. If you did not select a distribution code, type the
general ledger account number for the detail. If you use Sage
Accpac General Ledger with Accounts Payable, you can also
choose the general ledger account number from the Finder.
Amount. Enter the amount to distribute to the specified general

ledger account. (Accounts Payable makes a balancing entry to
the payables control account, or the prepayment account, in the
vendors account set.)
7. When finished, click Save, then click Close to return to the

Payment Application form.
Tips: If you use the option to include pending payments and

adjustments (on the A/P Options form), if other open batches
also contain adjustments to the document, an amount appears in
the Pending Adjustment Total column as well.
Use these columns to check whether a planned adjustment has

been entered and to help make sure you do not accidentally
enter the same adjustment twice.
Adjustments entered in the Miscellaneous Adjustment Entry

form appear with the adjusted document on the Payment Batch
Listing.
Adjustments
Payments &
Editing Exchange Rate Information
Multicurrency You use the information in this section only if you have a
ledgers
multicurrency Accounts Payable system.
While you can pay a vendor in any currency, all payments in a

payment batch must be in the bank currency specified for the batch.
For example, you can pay a Canadian vendor in US currency,
provided that the currency for the payment batch is US dollars. You
can use any currency for a batch, provided that the bank uses that
currency. You can use only one currency for each payment batch.
User Guide 549

You can edit rate information for a payment transaction when:
The payment bank account is not in the functional currency. You

can edit the rate of exchange between the bank currency and the
functional currency.
The vendors do not use the bank currency or the functional

currency. You can enter the rate of exchange between the vendor
currency and the functional currency.
Exchange rates are always between the functional currency and the
bank or vendor currency not between the bank and the vendor
currency.
Batch listings show transactions both in the bank currency and in the
vendors currency, with summaries of grand totals by vendor
currency and functional currency.
Posting journals show transactions in the vendors currency and the

functional currency, and show the check amounts in the bank
currency.
Before you start Keep currency information up-to-date by entering new rates in the
Currency forms in Common Services.
In Bank Services, assign the currency of the payments to the

bank code you want to use for the batch.
Make sure all the payments that you are entering in the payment
batch use the same currency.
To edit currency information for the batch:
Zoom 1. In the Payment Entry form, click the Zoom button beside the
button
Batch Number field.
The Batch Information form appears.
2. Make the changes you need using the Rate Type, Rate Date, and
Bank Rate fields in the Currency Information section of the Batch
Information form.

These entries determine the exchange rate at which the program

converts payments in the batch to the functional currency, unless
you enter different currency information for an individual
transaction, as described below.
3. Click the Close button.
To edit currency information for a transaction:
1. To enter new currency information for an individual transaction,

display the entry, then click the Rates button.
The Rate Override

form
If the vendor and bank
currency are the same,
you can modify only the
bank rate.
The exchange rate is

1.000000 for the bank or
vendor currency if either
uses the functional
currency.
To edit the bank 2. To change the bank rate information, make the changes you
Adjustments
Payments &
rate
need in the Rate Type and Exchange Rate fields for the Bank
Rate.
The applied payment amount is converted to the check amount

at the new rate, instead of at the rate set for the batch.
To edit a vendors 3. To change the vendors rate information, make the changes you
currency rate
need in the Rate Type field or in the Exchange Rate field for the
Vendor Rate.
The applied payment amount is converted from the vendors

currency to the functional currency at the new displayed rate.
If you are making a payment to a vendor using an EMU member

currency, exchange rates are first calculated between the EMU
User Guide 551

Using the Control Payments Form
member currency and the euro, then between your functional

currency and the euro. You can only change the rate between
your functional currency and the euro.
4. When you complete the entry, click the Add or the Save button
(depending on whether you are adding a new payment or
editing an existing one).

You use the Control Payments form to view or change the invoice
payment limit, due date, discount date, discount amount or discount
percent, prepayment activation date (if applicable), and document
status of individual transactions.
You can also use Control Payments to change the status or to clear
any invoice payment limits of groups of transactions for a vendor or
for a range of vendors.
Documents on Documents assigned an On Hold status are not paid in a system

hold
check run until the On Hold status is removed. (You can also place
the vendor on hold using the Vendors form.) In addition, On Hold
status affects posting, as follows:
When you post invoice batches, Accounts Payable does not

apply any matching prepayments if either the prepayment or the
invoice is on hold. In addition, it does not apply credit notes or
debit notes if either the credit (or debit) note or the specified
Apply-To document is on hold.
When you post payment batches, prepayments are not applied

to matching invoices if the invoice is on hold.
Forced status Forced status has no effect on payments you enter with the Payment
affects only system-
Entry form. Changing the Forced status has an effect only when
generated checks
generating batches with the Create Payment Batch form.

Forced documents Invoices and debit notes that are assigned a Forced status are paid
when you next generate a payment batch, unless:
The invoice or debit note does not meet the selection criteria you
specified.
An open batch contains a pending invoice, payment, or

adjustment for the same document.
Payments made for a partially paid invoice or debit note already

meet or exceed the specified payment limit.
Documents that Documents that are not forced are also not paid for these reasons. In
are not forced
addition, they are not paid if the vendor is on hold.
Normal status When you assign Normal status to a document or range of

documents, you clear the documents of any Forced or On Hold
status that was previously applied.
Due date and Changes to the due date, discount date, discount percent, and
discount
discount amount are permanent changes you would make to the
information
document after renegotiating terms or if the original document was
incorrect.
Before you start Post all invoice, payment, and adjustment batches so your
vendor records are up to date.
Adjustments
Payments &
Print and review the Vendor Transactions report to see which
payments you want to control. (See Chapter 7, Reports, for
instructions on printing the report.)
Alternatively, choose Create Payment Batch, set the payment

criteria, and print a Pre-Check Register to review payments.
To control payments in system-generated batches:
1. Choose Control Payments from the A/P Transactions folder.
2. Select the tab you need, as follows:
User Guide 553

Single Document click this tab to change the status, due date,
discount date, discount percent, or discount amount for a single
document. In addition:
If you select a prepayment document, you can change the

prepayment activation date.
If you select an invoice, you can change the payment limit.
The Control
Payment form,
showing the data
you can change
on the Single
Document tab
Range Of Documents click this tab to change the status or

clear the payment limits for a range of invoices, debit notes,
credit notes, prepayments, and interest charges for a single
vendor, a range of vendors, or a vendor group.
The Range Of
Documents tab

Changing single If you selected the Single Document tab:

documents
a) Fill in the following fields to select the document to change:
Vendor Number.
Document Number (invoice, credit note, debit note, or

prepayment).
Payment Number (1 unless the document has a

multiple payment schedule).
Go button b) Click the Go button or press the F7 key to display

information for the document so that you can change it. The
fields you can change are:
Invoice fields Payment Limit. (This is the maximum you can pay for
the document using the Create Payment Batch form.)
Due Date.
Discount Date.
Discount Percent.
Discount Amount.
Adjustments

Payments &
Document Status (Normal, Forced, or On Hold).
Prepayment field Activation Date (the date after which the prepayment is
considered when calculating the amount due for
payment).
Changing a range If you selected the Range Of Documents tab, fill in the following
of documents
ranges:
Vendor Group.
Vendor Number.
Document Number (since different vendors use different

numbering systems, this option may be useful only if you
are selecting invoices from a single vendor).
User Guide 555

Document Type (to apply the change in status to any of

invoices, credit notes, debit notes, prepayments, or interest
charges).
Document Status (to which the documents are to be set

Normal, Forced, or On Hold see the notes preceding these
steps for explanations of these statuses).
3. Click the Process button when you have selected the document
or range of documents and specified the change.
After using 4. Choose Create Payment Batch, set your payment criteria, and
print a Pre-Check Register to review payments.

You use the Create Payment Batch form to create batches of
payments to pay vendor invoices that are due or have a discount
available for early payment.
Create Payment Batch produces checks only for vendors that use a
check-type payment code. If a vendor record does not include a
default payment code, Accounts Payable uses the payment code
specified for your system on the A/P Options form.
Pre-Check Register The Create Payment Batch form also provides a Pre-Check Register
to let you preview the payment transactions that will be created by
the current payment criteria when you generate a payment batch.
We recommend that you always print a Pre-Check Register, so you

do not get unexpected results when you generate the batch.
You open the Create Payment Batch form by choosing the Create
Payment Batch icon from the A/P Transactions folder.
The Create Payment Batch form selects vendors for payment

according to criteria you specify, and creates a payment batch that
you can later edit with the Payment Entry form.

You define the criteria for selecting payments by first defining at

least one payment selection code with the Payment Selection Codes
setup form. You then select the code you want to use when you
create a payment batch, and modify the criteria, if necessary.
For instructions on creating payment selection codes, see Chapter 3

of the Getting Started manual, Step 11: Create Payment Selection
Codes for Processing Payments Automatically.
To edit batches created by Create Payment Batch, use the Payment

Entry form.
To print checks for all the payments in a batch, click the Print/Post
button on the Payment Batch List form.
To print a single check before processing all other checks, use the
Payment Entry form.
Multicurrency All payment entries in a batch are in the same currency and are
ledgers
drawn from the same bank.
All vendors being paid must have the same source currency;
however, payments do not have to match the vendors currency. For
example, you can create a batch of checks in US dollars to pay
vendors whose source currency is the yen.
Adjustments
Payments &
Discounts If you take discounts, you must specify a range of discount dates on
the Criteria tab of the Create Payment Batch form. Accounts Payable
reviews all documents with a discount date within the range you
specify (that meet other criteria), and takes discounts if they are
available as of the check date you specify on the Select tab of the form.
Payment limits If an invoice has a payment limit, only a portion (perhaps none) of its
balance may be paid. If only a portion of the outstanding balance is
paid, none of the discount is applied. The discount remains until you
clear the payment limit and pay the full balance of the document,
when you can take the discount available at that time.
Optional fields If you use optional fields, ensure that you have set up any optional
fields that you plan to assign to payment entries. Any payment
User Guide 557

optional fields that you set up for automatic insertion are assigned to
the generated entries.
Credit Notes and Create Payment Batch automatically applies credit notes and
Prepayments
prepayments to invoices, debit notes and interest invoices in a batch.
Any unallocated credit note or prepayment amounts remain in your
system for application in subsequent payment batches.
Remit-To Locations If you have not selected the option Generate Separate Payments For
Each Invoice in the Vendors form, Create Payment Batch generates a
single payment for documents that share the same remit-to location.
Before you start Follow these procedures before entering payments:
Define bank codes Define the bank codes you want to use in payment batches using
and payment
the Bank Services forms.
selection codes
Define a payment selection code to set criteria for batch creation.
Post all batches Post all invoice, payment, and adjustment batches so your
vendor records are up to date.
Use the Control Payments form to force or hold payments for

vendor documents. (You can also exclude particular vendors
when you edit selection criteria in the Create Payment Batch
form.)
Group payments by bank account.
Multicurrency If you have a multicurrency ledger, group payments by payment

ledgers
currency and vendor currency as well.
Update currency information and exchange rates in Common

Services.
To create a payment batch:
1. Choose Create Payment Batch from the Transactions folder.

The Optional Fields tab

appears if you use Sage
Accpac Transaction Analysis
and Optional Field Creator.
The Rates tab appears
only in multicurrency
ledgers if the bank or
vendor currency is not
the functional currency.
A message appears at
the bottom of the tab if
you have not posted
all payment batches.
2. Type a payment selection code or select one from the Finder.

You must enter a code in order to continue.
If the field is not available for editing, you can either:
Edit all the fields in the Create Payment Batch form to select
the records you want.
Adjustments
Payments &
Use the Clear button to erase all criteria, then enter the code
you want, and modify the payment criteria as necessary.
(When you use the Clear button, the Selection Code field
becomes available again.)
Do not click Clear if you want to keep most of the criteria

displayed.
3. Fill in the fields on the first tab as follows:
Check Date (used to determine whether discounts are

available).
Batch Date.
Pay From Bank (the bank from which the checks are drawn).
User Guide 559

Select Vendors With This Bank Code Only (vendor records

contain a bank code for this purpose).
Bank Currency (the currency for the checks, if you have a

multicurrency ledger).
Vendor Currency (Accounts Payable restricts the batch to

vendors with the same currency).
Include Bypassed Include Bypassed Payables On Register (so you can see
Payables On
which due payments are not being paid because of payment
Register
limits, pending transactions, or a hold on the vendor when
you print the Pre-Check Register).
Criteria tab 4. Click the Criteria tab.
5. Fill in the fields on the Criteria tab as follows:
Select Documents By. Choose whether to pay only

transactions that are due on or before the specified date, pay
only transactions that qualify for early payment discounts,
or pay transactions that are due or provide a discount.
Due On Or Before. Enter or select the cutoff date you want

for selecting transactions, such as the day before you next
run Create Payment Batch (appears only if you select
documents by Due Date or Due Date Or Discount Date).

Discounts Available From / To. If you are selecting

documents by discount date, enter a range of dates.
Documents must have a discount date that falls within the
specified range to be selected. (If you select documents by
discount date only, only invoices are included.)
Pay. Choose to pay documents that meet the specified

selection criteria, or pay only those documents that are
marked Forced in the Control Payments form and meet the
criteria.
Vendor Selection Range. Enter the range of vendor groups,

vendor numbers, account sets, and vendor (payment)
amounts into which the transaction must fall to be
considered for payment. Also, if you use optional fields,
specify the vendor optional fields that must be used for a
document to qualify for payment.
Transactions must meet all selection criteria on this tab and the
Select tab to be considered for payment.
The Exclusion tab 6. Click the Exclusion tab.
Adjustments
Payments &
7. To specifically exclude vendors who match all other selection

criteria from this check run, add them to the exclusion list.
You can type the vendor numbers or select them from the Finder.
User Guide 561

You can also exclude vendors permanently by putting vendor

records on hold (unless you force the payments), or by placing
holds on specific transactions with the Control Payments form.
Multicurrency 8. In multicurrency ledgers, if the bank or vendor currency is not

ledgers
the functional currency and you need to change the exchange
rate information for the checks, click the Rates tab, then for each
type of rate (bank and vendor):
Type the rate type code, or choose it from the Finder.
Type the exchange rate, or choose it from the Finder.
Note that you enter the rates for converting the bank currency or
the vendor currency to your functional currency. If either of
these currencies matches the functional currency, the rate for
that currency is 1.0000000.

earlier in this chapter.
9. If you use payment optional fields, click the Optional Fields tab.
Payment optional fields that are set up for automatic insertion

appear on the tab, along with their default entries:
To change an entry for an optional field, select the optional

field line, then either click the Finder for the Value field, or
double-click the Value column for the optional field
To delete an optional field, select it on the grid, then press

the Delete key on your keyboard. (Note that if the field was
automatically inserted, Accounts Payable reassigns it to the
batch using the value from the optional field setup record.)
To assign another optional field to the batch, click the first

line on the grid, then press the Insert key to create a new
line. Use the Optional Field Finder to select the code for the
Optional Field you want to assign to the batch.

For detailed information on how Accounts Payable assigns

optional fields and values to entries in a generated payment
batch, see Assigning Optional Fields to a Generated Payment
Batch, in Chapter 2 of this guide.
10. Check all your criteria to make sure these are the vendors for
which you want to generate payments.
11. Make sure your printer is turned on and ready, then click the
Register button to print the Pre-Check Register.
12. Review the register and make whatever changes are necessary
for this check run.
Note that you can leave the Create Payment Batch form at any
time, and the program retains all the criteria you have specified.
13. When you are ready to create the payment batch, click the
Generate button.
After using Print the payment batch listing for the system-generated batch.
Correct entries using the Payment Entry form, if necessary, and
then reprint the listing.
You must first select Allow Edit Of System Generated Batches on

the Options form before you can edit batches generated with
Adjustments
Payments &
Create Payment Batch.

chapter.
Batch List form.
Print checks and post payment batches, as described in Printing

Checks and Posting Payment Batches, later in this chapter.
User Guide 563

Printing Checks and Posting Payment Batches

This section explains how to print checks and post batches of
payment entries that were entered individually in the Payment Entry
form or generated with the Create Payment Batch form.
You use the Payment Batch List icon to print checks and post
payment batches. To print a single check from Accounts Payable
(without posting the batch), see the earlier section, Printing Single
Checks from Payment Entry.
When you highlight a payment batch in the Payment Batch List form
and click the Print/Post button:
If the batch contains unposted checks, the Print Checks form

opens to let you print checks and advices. The batch is not
posted until you verify that the checks and advices were printed
successfully.
If the batch does not contain checks that need to be printed (or if
all the checks have already been printed), Accounts Payable
immediately proceeds to post the payment entries in the batch to
vendor accounts.
If you are printing checks, the check information is posted to Bank

Services and the payment batch is posted to Accounts Payable when
you confirm that checks were successfully printed. You cannot edit
the checks once they are printed and the payment entries have been
posted.
Before you start Adapt the layout of the check forms shipped with Accounts
Payable to match your check stock.
Select the check form and enter the next check number for the
payment bank in Bank Services. See the Tax and Bank Services
User Guide.
Add the checks you want to print using the Create Payment
Batch form, or enter them manually using the Payment Entry
form.

Print the Payment Batch Listing. If you selected the Force Listing
Of Batches option on the Options form, you must Print the batch
listing before you can print and post the payment batch.
Set the batch Ready To Post. (When you click the Print/Post
button on the Payment Batch List form, a message appears
asking if you want to set the batch Ready To Post, or reminding
you to Print the batch listing first.)
To print checks and post a batch of payment entries:
2. Select the batch you want to print checks for and post, then click
the Print/Post button.
Adjustments
Payments &
If the batch does not contain unprinted checks and it is set
Ready To Post, the batch is immediately posted. If it is not
set Ready To Post, this message appears:
Click Yes to post the batch.
If the batch does contain unprinted checks, the Print Checks

form appears, as shown next.
User Guide 565

Make sure that the correct

check stock is chosen. This
information is set in Bank
Services, but you can
change it here if necessary.
Note that the status of each check is Not Printed. When a check
(or advice, if printed separately) is printed successfully, the
status changes to Printed. If the check is printed, but you have
not yet printed the advice, the status is Advice Not Printed.
3. Click the Align button to print an alignment check. (The

alignment check prints VOID and prints Xs in place of
amounts on a check form, so you can see that the check forms
are inserted correctly in the printer.)
Align always prints to your printer, no matter what print

destination you selected for Sage Accpac. Make sure your printer
is ready before you click Align.
4. Click the Print button to print the checks listed for the batch.
When the checks are printed, the following message appears:
If the checks were printed correctly, click Yes.
If you are printing payment advices after checks, go to step 5.

If you are not printing payment advices, Accounts Payable

posts the check information to Bank Services, closes the Print
Checks form, and displays the following message:
Click Yes to confirm that you want to post the payment

batch to vendor accounts. Accounts Payable immediately
posts the batch, if you have printed the batch listing (if
required), and returns you to the Batch List form.
If checks were not printed correctly, but you cannot reprint

them at this time, go to step 6.
Reprinting a check If you need to reprint one or more checks and are ready to
print now, click No, then reset the status of the checks to Not
Printed. You can change the status in one of two ways:
Double-click or press the Spacebar in the Check Status

column to change the status to Not Printed for each
check you need to reprint. (If you printed Advices, then
clicked No when asked whether Advices printed
successfully, you cycle through all three possible
Adjustments
Payments &
statuses by double-clicking.)
Or
Click the Select Reprint Range button.
The following form appears:
User Guide 567

Enter the range of check numbers that you want reprinted.

Note that you must specify a continuous range, whereas the
first method lets you select any checks.
Click Print again After resetting the status to Not Printed, click the Print button
again. (The button name changes to Reprint, unless you are
printing advices.)
Print advices 5. If you are printing payment advices after printing checks (the
choice of Checks Then Advices), the following message appears
if you said Yes when asked whether checks were successfully
printed:
As with checks, the program lets you confirm that you inserted
the payment advice forms in the printer.
Once the advices have been printed, you confirm that they were
printed successfully as you did with the checks.
If the advices were printed and are correct, click Yes.
Accounts Payable posts the check information to Bank

Services, and closes the Print Checks form. You return to the
Payment Batch List form, where the payment batch is
immediately posted.
Reprinting an If you need to reprint the advices, click No, then reset the
advice
status of the checks to Advice Not Printed. You can change
the status in one of two ways:
Double-click in the Check Status column. You can reset

the status to Not Printed (to reprint the check) or to
Advice Not Printed (to reprint the advice only).

Or
Click the Select Reprint Range button to reset the status

to Advice Not Printed.
If you cannot 6. If checks were not printed correctly, but you cannot reprint them
reprint now
at this time:
a. Click No when asked if the checks were printed successfully.
b. Reset the check status to Not Printed.
c. Click the Close button. The following message appears:
d. Click Yes to cancel the print run and void the current check
numbers, or click No to void only the numbers of the checks
that you reprint later (the numbers are assigned a Void
status as you reprint the checks).
Check Creation In If you do not cancel the check run, Accounts Payable sets the
Progress batch
batch status to Check Creation In Progress and creates a restart
status
record for the batch. The next time you print any checks,
Adjustments
Payments &
Accounts Payable processes this print job first.
Note also that you cannot edit the batch unless you reset the status.
See Reprinting Checks in Chapter 2 for more information.
After using Print the posting journal, and print the Check Register.
User Guide 569

Viewing Payment Information

Accounts Payable provides two convenient methods for looking up
payment information:
The Vendor Activity form lets you view the payments made to a
single vendor.
The Payment Inquiry form lets you view payments for a range of
vendors using various criteria, such as the bank code, vendor
number, check status, check date, year and period, and check
number.
This section describes how to use the Vendor Activity form and the
Payment Inquiry form to display payment information.
Using the Vendor Activity Form to View Payments to a Vendor

The Payments tab of the Vendor Activity form lists the payments
you made to a specified vendor.
For each payment, the form displays:
Bank code.
Check number and check date.
Check amount in both the functional currency and the vendor

currency (if you have a multicurrency ledger).
Check status (outstanding, cleared, or reversed).
Payment batch number and entry number.
Payee (name on the check).

You can open any listed payment to view the original entry in the
Payment Entry form (using the Document button), or you can
display the payment in the Payment Information form where you
can see summary details, such as:
Document and payment number to which the check was

applied, or prepayment number if a prepayment.
Check amount and currency (if you have a multicurrency

ledger).
Transaction type and description.
Applied date.
Reference Document number (if applied to a prepayment).
Before you start Print and post any outstanding checks and payment batches.
To display payments:
1. Choose Vendor Activity from the Vendors folder.
2. Select the vendor from the Vendor Number field.
3. Click the Payments tab.
Adjustments
Payments &
User Guide 571

4. Select the status and the starting check number of the checks you
want to view.
You can choose Outstanding, Cleared, Reversed, or All.
Select the 5. Select the currency in which to display the payments.

currency for the
display You can select Functional Currency, Vendor Currency, or Bank
Currency.
Go button 6. Click the Go button or press F7 to display the vendor checks.
7. To view a payment in the Payment Entry form, select it and click

the Document button.
To view summary information for the payment, select the

payment and click the Open button.
Using Payment Inquiry to View Payment Information

The Payment Inquiry form lets you look up payments using various
criteria. For example, you can look up all the checks written on a
selected bank, or you can display information for a payment for
which you know only the payment number.
You are not limited to viewing the payments for one vendor at a
time, as when using the Vendor Activity form.
Drill down to view You can also drill down from any line on the list to view the original
the original
payment in the Payment Entry form.
payment
To use the Payment Inquiry form to look up payments:
1. Choose Payment Inquiry from the A/P Transactions folder.
The Payment Inquiry form displays all the payments in your

system as the default list.

2. You can restrict the display to payments that meet certain

criteria by selecting:
A range of bank codes (to list payments that were processed

using one of the bank codes within the given range).
A range of vendor numbers (to view payments only for the

vendors in the specified range).
Note that to include miscellaneous payments you must use

blanks in the vendor number range.
A payment status (to include only payments that are

outstanding, cleared, or returned), or you can display all
payments that meet the other criteria.
A transaction type (to include only Unapplied Cash,

Prepayment, or Payment transaction types), or you can
display all payments that meet the other criteria.
A payment type (to include only Cash, Check, Credit Card,

or Other transaction types), or you can display all payments
that meet the other specified criteria.
A range of payment dates (to include only payments that

were posted within the specified date range).
Adjustments
Payments &
A range of years and periods (to include only payments that
were posted within the specified year and period range).
A range of payment numbers (to limit the list to the specified

range of payment numbers).
Go button 3. Click the Go button to list the payments that meet the selected
criteria.
Drilldown 4. To view a payment in the Payment Entry form, select (highlight)

the payment on the list, then click the Document button.
To view additional information about the payment, such as

realized gains and losses, select the payment on the list, then
click the Open button.
User Guide 573

Using the Adjustment Entry Form

You use the Adjustment Entry form to:
Adjust posted documents.
Edit existing adjustment batches.
Create new batches of adjustments.
You can also adjust documents you are paying in the Payment Entry
form, if you chose the Allow Adjustments In Payment Batches
Adjustments that you enter in the Payment Entry form are listed
with the payment batch, not in an adjustment batch.
Adjusting If you use retainage accounting, note that you can adjust retainage
retainage
only in the Adjustment Entry form. See Adjusting Retainage for
Original Documents in Chapter 2 of this guide for important
information on adjusting invoices, debit notes, and credit notes to
which retainage applies.
Tips Read the sections, Processing Accounts Payable Batches and

Processing Adjustments, in Chapter 2 for background information
on using the Adjustment Entry form.
Refer to the appendix on using a mouse or keyboard in the

System Manager User Guide for information about the keys and
icons you use to enter and edit information.
Press F1 for Press F1 to display Help when you need information about
Help
fields or tasks. To find out how to use Help, click Using Help on
the Help menu.

Creating or Selecting an Adjustment Batch
To add or edit transactions in the Adjustment Entry form, you can

choose the Adjustment Entry icon from the A/P Transactions folder,
then create a new batch or select an existing batch.
You can also use the Adjustment Batch List form to open a batch or
create a new batch.
To create a new adjustment batch:
These instructions start by choosing the Adjustment Entry icon from

the A/P Transactions folder. If you started Adjustment Entry by
clicking the New button on the Adjustment Batch List form, begin at
step 2.
New batch 1. To create a batch, click the New button beside the Batch Number
field. Accounts Payable assigns a new batch number.
2. Type over the batch date or select a date from the calendar if you
want to change the batch date. (Accounts Payable automatically
displays the session date for new batches.)
3. Type a description for the batch.
To open an existing batch:
Adjustments
Payments &
1. Click the batch number field, then do one of the following:
Find a batch Click the Finder or press F5 to list existing batches, and then
choose the batch you want.
Type the number of the batch you want to add to or edit,

then press Enter.
Batch Information The Batch Information form displays additional information about
form
the batch that is not included on the Adjustment Entry form, such as
the batch status, whether the batch listing has been printed, and the
number of entries in the batch and their total amount.
User Guide 575

To view the adjustment Batch Information form:
Zoom button Click the Zoom button beside the Batch Number field.
Adding and Editing Adjustments

To add or edit an adjustment:
1. Create a new adjustment batch or select the existing batch you

want to use, as described in the preceding section.
The Adjustment
Entry form
The Retainage tab

and Retainage
balance field appear
if you use retainage
accounting in
Accounts Payable.
When you enter a

vendor number and a
document number,
this data-entry grid
becomes available.
Additional fields
appear if the document
you are adjusting is
job-related.

follows:
New entry To start a new entry, click the New button.
Find an entry To select an existing entry for editing, click the Finder or
press the F5 key, then choose the document from the Finder,
or type the document number, then press Enter.
3. Enter the adjustment or make changes as follows:
Enter an optional description for the entry.

Enter the adjustment date (optionally used for aging and for
choosing the exchange rate in multicurrency ledgers).
Enter the fiscal year and period (to which the transaction is
posted).
Enter the vendor number, or choose it from the Finder.
Type an optional reference for the adjustment.
Type an optional description for the adjustment.
Type the document number to which the adjustment

applies, or choose the document from the Finder.
If the selected document includes a multiple payment

schedule, type the payment number you are adjusting.
Otherwise, the payment number is 1.
4. Enter the distribution details:
To adjust an existing detail from the posted document, click

the Select Detail button, then select the detail you want to
change using the Finder.
Add new details To add a new detail for the posted document:
Adjustments
Payments &
i. Click the detail-entry grid, then press the Insert key on
your keyboard to create an adjustment detail line.
ii. Enter a distribution code (or choose one from the

Finder).
Or
Skip the Distribution column, and type the general

ledger account number for the detail. (If you use Sage
Accpac General Ledger, you can use the Finder to select
the account.)
User Guide 577

Type the amount of the detail.
Debiting and A debit adjustment credits the vendor account (increases the
crediting the
payables balance) and debits the general ledger account you
vendor account
specify when you enter the adjustment.
A credit adjustment debits the vendor account (decreases the

payables balance) and credits the general ledger account you
specify when you enter the adjustment.
Adjusting job- If the selected document is job-related, additional columns

related documents
appear on the grid that let you add or adjust job-related
details.
You can add a detail that did not exist on the original
invoice, debit note, or credit note by specifying a particular
contract, project, category, and (for a standard contract)
resource.
Retainage details If you use retainage accounting, retainage columns appear

on the grid. Use them to add or adjust retainage for each
detail, as follows:
For an invoice or a debit note, enter the amount of

retainage in the retainage debit field.
For a credit note, enter an amount in the retainage credit

field.
Enter the retainage due date.
Discounts on If you are adding a new detail, note that the retainage
new details
document detail will inherit the Discountable status from
the distribution code used in the detail. If you do not use a
distribution code in the adjustment detail, the retainage
detail will be discountable by default.
5. Repeat step 4 for the remaining details in the adjustment (press

the Tab key to enter a new line).
6. If you use optional fields, click the Optional Fields tab.

Accounts Payable assigns to the entry any adjustment optional

fields set up for automatic insertion. You can add, delete, or
change adjustment optional fields for the entry, as necessary.
For more information about using optional fields with

adjustment transactions, see the section, Entering Optional
Fields on Adjustments, in Chapter 2 of this guide.
7. If you are adjusting retainage, click the Retainage tab, then enter
the retainage terms, and (if you use multicurrency) the retainage
exchange rate.
Multicurrency 8. If you use multicurrency accounting and you need to edit the
exchange rate information for a transaction you are adjusting,
click the Rates tab.
The Rates tab
Adjustments
Payments &
9. Make the changes you need in the Rate Type and Exchange Rate
fields.
These entries determine the exchange rate at which the

adjustment amount will be converted to the vendors currency.
Exchange Use the same exchange rate as the original document if you do
gain/loss
not want to register a gain or loss on exchange with this
adjustment.
10. Click Add to add the adjustment to the batch, or click Save to
save your changes.
User Guide 579

Listing Payment and Adjustment Batches
After using Print the batch listing. Make corrections, if needed, then reprint
Options form. When the batches are correct, file the reports.
See Listing Payment and Adjustment Batches, below.
Select the Ready To Post option in the Adjustment Batch List

form.
Post the batches. See Posting Adjustment Batches, later in this

chapter.

If you selected the Force Listing Of Batches option on the Options
form, you must print a batch listing for every batch before you can
post it.
If you do not list batches before posting them, use the posting
journals as your audit listings for transaction entry.
To list batches:
1. Open the Batch Listing report form by doing one of the

following:
On the Payment Batch List or the Adjustment Batch List

form, click the Print button or click Print on the File menu.
Choose the Batch Listing icon from the Transaction Reports

folder.
2. Use the following fields to specify the batches for which to print
listings:
Batch Type. Select Payment or Adjustment, depending on the

type of batch listing you need.

When you select Payment, the form looks like this:
The Batch Listing

form
If you are printing from a Batch List form, the type of batch you
are working with is already selected.
Reprint Previously Printed Batches. Select this option if you need

to reprint any batches.
Show Job Details. This option appears only if you use Sage
Accpac Project and Job Costing. Select this option to print the
contract, project, category, resource, applied amount, and
Adjustments
Payments &
discount taken for each job-related detail. The report will also
include a summary by contract.
Show Tax Details. This option appears when you are printing
payment batch listings. Select it if you want to include tax details
for miscellaneous payments.
Show Adjustment Details. This option appears only for payment

batch listings. Select this option to include details and a
summary of the adjustments posted with payments.
Show Optional Fields. This option appears only if you use Sage
Accpac Transaction Analysis and Optional Field Creator. Select
the option if you want to include optional field information
posted with transactions.
User Guide 581

Batch Number From / To. Enter the beginning and ending

numbers for the range of batches you want to list. If you want to
choose batches from the Finder, you must select the batch type
first.
Batch Date From / To. Enter the beginning and ending batch-
creation dates for the range of batches you want to list.
Type. Specify the types of batches to print. You must select at

least one type, and you may select them all, as follows:
Entered entered in the Payment Entry form or the

Adjustment Entry form.
Imported imported from other databases.
Generated created by Accounts Payable during posting

to contain transactions that could not be posted due to
errors.
System generated by Create Payment Batch (system-

generated checks).
External created by another Sage Accpac program

(Purchase Orders, for example) and sent to Accounts
Payable.
Status. Specify the batch types to print. You must select at least
one type and you may select them both.
Open new batches or batches you edited after listing

them.
Ready To Post batches for which you have selected the

Ready To Post option.
Posted batches you have posted. Note that you can print
posted batches only if you keep history.

Posting Adjustment Batches
After using Verify the information, then file the report. If you find errors,
correct them in the Payment Entry form or the Adjustment Entry
form, then print a new listing for the corrected batch.
Post the batches.

Use the Post Batches form in the A/P Transactions folder to post a
range of batches of adjustments to vendor accounts, or use the Post
button in the Adjustment Batch List form to post one batch at a time.
Posting also creates all general ledger transactions arising from

adjustments. On the Options form, you can choose whether these
transactions are placed in a general ledger batch during posting, or
later, using the Create G/L Batch form.
Before you start Print batch listings if you selected the Force Listing Of Batches
Select the Ready To Post option for the batches you want to post
in the Adjustment Batch List form.
Adjustments
Payments &
If you click the Post button in the Adjustment Batch List form
before setting a batch Ready To Post, Accounts Payable asks
whether you want to post the batch.
Back up your data.
To post a range of batches:
1. Choose the Post Batches icon from the A/P Transactions folder.
User Guide 583

The range fields appear if you select the Range option.
2. Select All Batches to post all open adjustment batches for which
you have selected the Ready To Post option.
Select Range to specify a range of batches for posting, then type

the lowest and highest batch numbers in the range, or choose the
batch numbers from the Finder.
3. Click the Post button.
To post a single batch:
1. Choose the Adjustment Batch List icon from the

A/P Transactions folder.
If the list is long and the batch you need does not appear in the
form, enter the desired batch number in the Batch Number field.
To restrict the display to batches that are open or ready to post,
clear the option to show posted and deleted batches.
2. Select the batch you want to post, then double-click in the Ready
To Post column to change the status to Ready To Post.
3. Click the Post button.
If the batch is not set Ready To Post before you click Post, you
see the following message:

4. Click Yes.
If you have not printed a batch listing and are required to list
batches before posting, you see the following message:
5. Click Close, then click Print to Print the batch listing before
posting the batch.
6. When posting is complete click Close, then close the Post Batches
form.
Posting sequence Accounts Payable assigns a unique posting sequence number to each
number
posting run. The number is printed on the posting journal and
appears with the batch on the Batch List form, allowing you to track
data and to specify which posting journals to print.
After using Choose the Posting Journals icon from the A/P Transaction
Reports folder to print s report of posted transactions for your
audit trail.
Adjustments
Payments &
If an error batch is created, correct and post the batch.
Batch errors If the batch you post contains entries that cannot be posted due
to errors, Accounts Payable places the entries it cannot post into
an error batch and posts the error-free entries.
The next available batch number is assigned to the error batch.

You can correct the entries in the error batch, then post it like
any other batch.
Choose the Posting Errors icon from the A/P Transaction

Reports folder to print a report of the transactions that were
placed in an error batch.
User Guide 585

Printing Posting Journals
Printing Posting Journals

The Payment Posting Journal and the Adjustment Posting Journal
list the payments or adjustments that you posted together.
You can print journals at any time after posting the batches, but you
must print them before you can perform year-end processing. You
select the printing destination from the Print Destination form (click
File, then Print Destination on the company desktop).
You can clear (erase) the information in a posting journal after

printing. Use the Clear History icon in the Periodic Processing folder
to clear posting journals.
Before you start Select printing options in the Print Destination form.
To print the posting journals:
1. Choose the Posting Journals icon from the A/P Transaction

Reports folder, or double-click the posting sequence number
column on the Batch List form.
The Revaluation and

Provisional Revaluation
options appear only in
multicurrency ledgers.
2. Select Payment or Adjustment as the journal type.
3. Select a Sort By option.
4. Type the lowest and highest numbers in the range of posting

sequences for which you want to print the report.

Normally, you would accept the default range of all journals to

print all journals that you have not yet printed.
5. Choose additional options for the report. You can specify

whether to:
Reprint journals that you have already printed. (You cannot

reprint journals that have been cleared.)
Include the contract, project, category, resource, cost class,

and detail amounts for each job-related transaction printed.
(The option to include job details is available if you use Sage
Accpac Project and Job Costing.)
Include optional field entries posted with each printed

transaction. (The option to include optional fields is
available if you use Sage Accpac Transaction Analysis and
Optional Field Creator.)
Include the G/L reference and description with each printed

transaction.
6. Click Print.
After using If you want to clear the posting journals you printed, use the Clear
History form.
Adjustments
Payments &
You can check the status of payment and adjustment batches by
looking them up in their respective Batch List forms, or by printing
the Batch Status report.
You can print the Batch Status report by clicking File, Print Batch
Status Report in the Payment or Adjustment Batch List form, or by
choosing the Batch Status icon from the Transaction Reports folder.
User Guide 587

To use the Payment or Adjustment Batch List to view batch status:
1. Choose the Payment or Adjustment Batch List icon from the A/P
Transactions folder.
2. To view an earlier batch listing (if the list is long), enter the
desired batch number and press the Enter key.
3. Click File, Print Batch Status Report to open the Batch Status
form. (You can view the same form when you choose the Batch
Status icon from the Transaction Reports folder.)
Type Accounts Payable assigns the following batch source types to

payment and adjustment batches:
Entered entered in the Payment Entry form or the Adjustment

Entry form.
Imported created by importing. You can edit or add to

imported batches if you selected the Allow Edit Of Imported
Batches option on the Options form.
Generated error batches created by Accounts Payable when

transactions cannot be posted, due to errors.
External created by another Sage Accpac program (Purchase

Orders, for example) and sent to Accounts Payable.

Importing and Exporting Payment and Adjustment Batches
System generated with the Create Payment Batch form.

(payment batches only.)
Batch status Accounts Payable assigns six batch statuses:
Open not printed (or not relisted after editing) and not set to
Ready To Post.
Deleted the batch information was erased before posting.

You cannot reuse the batch number.
Ready To Post this status is selected for the batch. If you edit
the batch, its status reverts to Open.
Posted the transactions have been added to vendor accounts,

and you can no longer edit the batch.
Post In Progress posting has started for this batch. You cannot
edit or print the batch.
Check Creation In Progress check printing has been

interrupted for this payment batch. This status means you did
not accept checks as printed correctly, and did not void the
checks when you left the Print Checks form. You cannot edit or
print a batch with this status. (Payments only.)
Adjustments
Payments &
Importing and Exporting Payment and Adjustment
Batches
Use the Import and Export commands on the File menu in the
Payment Entry or Adjustment Entry form to import and export the
respective type of batches.
For more information about importing and exporting batches, see

Appendix B, Importing and Exporting, in this guide. Refer also to
the System Manager User Guide.
User Guide 589

Importing Batches
Use the Import command on the File menu in the Payment Entry or
Adjustment Entry form to transfer batches of transactions created in
non-Sage Accpac applications (or at a remote Accounts Payable site)
to Accounts Payable.
You can also use the Import command to import batches of

transactions that you previously exported for reuse.
You must import into a batch that already exists. If you import into a
batch that already contains transactions, the imported transactions
are appended (added) to the batch of existing transactions.
You can import the same batch any number of times. The original
import batch file is retained until you delete it outside Sage Accpac.
Multicurrency You cannot import batches containing multicurrency transactions

into a single-currency ledger. Edit the import file to remove the
multicurrency fields before importing into a single-currency ledger.
Before you start Create the batch with the non-Sage Accpac application or export an
open Accounts Payable batch.
Guidelines for Construct the import batch according to the guidelines in

importing
Appendix B, Importing and Exporting. If the file does not
contain valid data, it will not be imported.
If you are importing a batch you exported earlier from Sage

Accpac Accounts Payable, assign unique document numbers to
the import batch and, if necessary, assign new fiscal periods and
transaction dates.
Back up your data.
Create a new batch in Accounts Payable or select an open batch

into which to import.
If you are importing a payment batch, you must create or select a

batch in Payment Entry that uses the same bank code and

currency (if you use multicurrency accounting) as the batch you

want to import.
To import a payment or adjustment batch:
1. Choose the Payment Entry or Adjustment Entry icon from the

A/P Transactions folder.
2. Create or select the batch into which you will import.
When importing payment batches, make sure the import batch

and the selected batch use the same bank code.
Multicurrency If you use multicurrency accounting, make sure the import

ledgers
payment batch uses the same currency as the batch you selected
in Payment Entry.
Also, make sure imported transactions use rate types and rate
dates that are entered on the Currency forms in Common
Services.
3. Click Import on the File menu in the Payment Entry or

Adjustment Entry form.
Follow the instructions in the System Manager User Guide for

importing.
Adjustments
Payments &
Note that the file you specify for importing must exist and be
located on the drive and in the directory that you select. If you
are on a network, you must have access rights to the import file
and the directory.
After using Check data integrity.
Print the batch listing to verify imported data.
If you selected the Allow Edit Of Imported Batches option (on

the Options form), edit imported batches to correct any errors or
to make required changes.
If you do not use the option, you must delete the batch, correct
the errors in the external file, then reimport the batch.
User Guide 591

Unless you need to use it again, delete the file from which you
imported the batch.
Post the batch.
Exporting Batches
Use the Export command on the File menu of either the Payment
Entry or Adjustment Entry form to export batches of transactions.
You can export open batches at any time.
When exporting a batch you plan to import back into Accounts

Payable, use the Export command to create a template of the import
batch structure. Export all the fields you plan to import using the
file format you plan to use.
To export a payment or adjustment batch:
1. Open the Payment Entry or Adjustment Entry form, depending

on the type of batch you want to export.
2. Select the batch to export.
3. Click Export on the File menu.
Follow the instructions in the System Manager User Guide for

exporting.
If you are on a network, you must have access rights to the export
file and the directory.
After using Make any changes you need in an exported batch you want to
reimport. For example, you may need to change document numbers,
dates, fiscal years, and fiscal periods.

Chapter 6
Periodic Processing
Icons Used in Periodic Processing ............................................... 61
Performing Periodic Processing ............................................. 62
Printing Periodic Reports ................................................... 63
Creating a Recurring Payable Batch.............................................. 64
Clearing History and Statistics .................................................. 66
Creating General Ledger Batches ............................................... 613
Creating Retainage Batches .................................................... 615
Processing Outstanding Retainage Manually ................................ 618
Filing 1099 Forms Electronically ................................................ 619
Deleting Inactive Records...................................................... 624
Revaluing Vendor Transactions ................................................ 626
Year-End Processing .......................................................... 630
Processing
Periodic
User Guide 6i


Chapter 6
Periodic Processing
This chapter contains instructions for using Accounts Payable icons
to perform the tasks that are part of your regular period-end and
year-end procedures.
The following topics are discussed:
Icons used in periodic processing.
Clearing history and statistics.
Creating general ledger batches.
Creating retainage batches.
Deleting inactive records.
Revaluing vendor transactions (multicurrency ledgers).
Year-end processing.
For an overview of periodic processing, see Chapter 2, What You

Press F1 for For specific information about a field in a form, press the F1 key,
Help
then click the Field List button on the Help form that appears.
menu.
Processing
Periodic
Icons Used in Periodic Processing

This section describes the icons used to perform the various tasks
you do at regular intervals throughout the year and at year end.
User Guide 61

The Periodic
Processing folder
contains the icons
you use to perform
periodic tasks
Performing Periodic Processing

This section describes the forms you use to do periodic tasks in your
Create G/L Batch Use this form to produce batches of general ledger transactions (used
if you do not select the Create G/L Transactions During Posting
option on the Integration tab of the G/L Integration form).
Revaluation Use this form to revalue documents at new exchange rates, creating
entries for the unrealized exchange gain and loss accounts in your
general ledger (multicurrency ledgers).
Clear History Use this form to remove fully paid documents, 1099/CPRS summary
information, vendor comments, data for selected posting journals,
and posted batches.
Clear Statistics Use this form to remove obsolete vendor and vendor group
statistics.
Year End Run Year End to prepare Accounts Payable for processing in a new
fiscal year, reset batch numbers, clear amounts invoiced to date from
recurring payable records, and clear activity statistics.
Delete Inactive This form lets you remove selected inactive records for vendors,
Records
vendor groups, and remit-to locations.
Create Recurring Use this form to create batches of recurring-payable invoices for the
Payable Batch
vendors and payables you select.

Create Retainage This form lets you create retainage invoices, debit notes, and credit
Batch
notes to remove outstanding amounts from the Accounts Payable
retainage account.
Importing and
Exporting
1099 Electronic This form lets you create an electronic file to submit 1099 forms
Filing
electronically to the IRS.
Printing Periodic Reports

This section describes the forms you use periodically to report
Accounts Payable information, to highlight outstanding payables,
and to print 1099/CPRS reports.
See Chapter 7, Reports, for further information about these

reports.
You choose the following icons to print periodic reports:
Vendor reports
folder
Transaction reports
folder
1099/CPRS Use the 1099/CPRS Amounts form to print 1099 information on US

Amounts
1099 forms and CPRS information on Canadian CPRS reports.
Vendor Use the Vendor Transactions form to print audit trail reports of
Transactions
vendor transactions for any dates, document numbers, or fiscal years
and periods in your data.
Aged Payables The Aged Payables report shows the overdue portion of your
payables aged by due date or by document date.
User Guide 63

Creating a Recurring Payable Batch
Aged Cash The Aged Cash Requirements report shows transactions that are
Requirements
coming due to highlight the amount of cash required to meet all
obligations. You can age transactions by due date or by document
date.
Aged Retainage The Aged Retainage report shows outstanding retainage aged by
due date. You also use the Aged Retainage form to print Overdue
Retainage and Future Retainage reports.
G/L Transactions The G/L Transactions report lists general ledger transactions that
were created from posted invoice, payment, adjustment, and
revaluation batches.

You can create a batch of recurring invoices by choosing Create
Recurring Payable Batch from the A/P Periodic Processing folder.
If the schedule for a recurring payable record includes a reminder to

one or more users, you can also create the batch from the Reminder
List in Common Services.
If you use optional fields, recurring payable batches use the optional
field entries specified in the recurring payable records. You can use
the Invoice Entry form to edit the optional fields on the generated
documents, if necessary.
To find out how to process batches from the Reminder List, refer to
the System Manager User Guide.
For instructions on posting invoice batches, refer to Chapter 4 in the

Accounts Payable User Guide.
To create a recurring payable batch using the Create Recurring

Payable Batch form:
1. From the A/P Periodic Processing folder, choose Create

Recurring Payable Batch.

Importing and
Exporting
Run Date 2. Enter or accept the Run Date. Accounts Payable uses the session
date as the default.
The program processes all the recurring payables that are due
up to and including the specified run date.
Select By 3. In the Select By field, choose how Accounts Payable is to process

recurring payable records. Accounts Payable can select recurring
payables by one of the following methods:
Recurring Payable Code
Vendor Number
Vendor Group
Accounts Payable processes all recurring payables for a vendor

if:
One or more recurring payable is due for the vendor; and,
You select Vendor Number or Vendor Group in the Select By

field.
From / To 4. In the From and To fields, enter the range of records for the
method you chose in the Select By field.
5. Click Process.
User Guide 65

Clearing History and Statistics
Additional Note the following additional information about creating recurring

information
payable batches from the Create Recurring Payables Batch form or
from the Reminder List:
If a recurring payable batch with the same batch date exists

when you create a recurring payable batch, the new transactions
are added to that batch.
If Accounts Payable encounters an error while processing a

recurring payables batch (for example, if the terms code used in
a recurring payable record is invalid), it does not create an
invoice. The program displays an error message once it finishes
processing the batch.
The recurring payable batch appears in the Invoice Batch List

form as a Recurring batch type.
If a recurring invoice uses a terms code for a multiple payment

schedule, Accounts Payable calculates the schedule during
processing. You may need to revise the schedule later.
If the vendor is inactive or on hold, Accounts Payable does not

process a recurring payable.
When you delete a vendor record, Accounts Payable

automatically deletes all recurring payables for the vendor.
If a recurring payable is inactive, Accounts Payable does not

process the recurring payable.

Clear History Use the Clear History form to remove obsolete data from your
Accounts Payable system. You can clear ranges of the following
information:
Fully paid documents.
Vendor comments.

Vendor 1099/CPRS amounts.
Printed posting journals.
Importing and
Exporting
Posting errors.
Deleted and posted batches.
Clear Statistics Use the Clear Statistics form to remove obsolete vendor information:
Vendor period statistics.
Vendor group period statistics.
Note that the Clear Statistics form clears period statistics, not activity
statistics. Activity statistics are kept only for the current year to date
and the previous year, and are cleared by the Year End form (with
the current-year statistics becoming the previous-year statistics).
Before you start Post all outstanding batches that could affect records you want
to clear.
Determine the dates through which to clear transactions and

comments, the fiscal year and period through which to clear
statistics, and the highest posting sequence number to clear.
Decide how long you want to keep posted batches. Once you
delete batches, you can no longer drill down from the General
Ledger.
Print reports of the data you want to clear. For example:
Before clearing fully paid documents, print the Vendor

Transactions report for the documents you plan to clear.
For Transaction Types, select all types.
At the first Select By option, select Vendor Number, then

specify the range of vendor records you plan to clear.
Select the other sorting options you want to use.
Select Include Applied Details.
User Guide 67

Select Print Vendors With A Zero Balance.
Before clearing vendor comments, print the Vendor List,

selecting the Comments option for the vendor records from
which you plan to clear comments.
If necessary, use the Vendors form to change the expiration

dates for any comments you want to retain. See Chapter 3 in
the Getting Started guide for instructions on changing dates
for vendor comments.
Before clearing posting journals, print a copy of each posting

journal you want to clear, and print the G/L Transactions
report for the journals.
Note that if you print to a preview window, the system

assumes you have a printed copy of your report.
Before clearing statistics for vendors or vendor groups, print

the statistical report for the type of information you plan to
clear.
Use the From and To fields for the Year/Period option to specify
the year and period range you plan to clear.
Specify the range of vendor numbers or vendor group codes to

clear.
Check the reports to be sure you are clearing the statistics you
intended to clear, and then file them as permanent records of the
information.
For information about vendor comments and the statistics you can
keep in Accounts Payable, see Accumulating Vendor and Group
Statistics and Processing Vendor Comments in Chapter 2 in the
To clear history:
1. Choose the Clear History icon from the Periodic Processing

folder.

When you select all the options in the Clear History form, it
looks like the following:
Importing and
Exporting
2. To clear fully paid documents, select the Fully Paid Documents
option, then specify the range of documents to be cleared:
In the From and To fields beside the Fully Paid Documents

option, enter the range of vendor numbers from whose
accounts you wish to clear completed transactions, or use
the Finder to select the first and last records in the range.
Use the Through field to enter the date up to which you

want to clear transactions.
Accounts Payable clears only those invoices, credit notes, and

debit notes that were fully paid on the Through date if:
The balance for each document is zero and there are no

transactions pending against the document.
The payment that paid a document has cleared the bank

account and has been reconciled for at least 45 days.
3. To clear comments, select the Vendor Comments option, then

specify the range of comments to be cleared:
User Guide 69

Enter the range of vendor numbers from which you wish to

clear comments that are displayed in the Vendors form, or
use the Finder to select the first and last records in the range.
Use the Through field to enter the date up to which you

want to clear comments.
Accounts Payable clears comments that reached their expiration

dates (specified in the vendor records) on or before the Through
date.
4. To clear vendor 1099/CPRS information, select the 1099/CPRS

Amounts option, then:

clear 1099/CPRS information.
Select the year and period up to which to clear 1099/CPRS

information.
1099/CPRS information is cleared for the period you specify, for

all previous periods in the specified year, and for all periods in
previous years.
5. To clear printed posting journals, select the Printed Posting

Journals option, then:
Select the type of posting journal you want to clear

Invoices, Payments, Adjustments, or Revaluation (in
multicurrency ledgers).
In the Through Posting Sequence Number field, type the

number of the highest posting sequence you want to clear.
The field displays the most recent posting sequence number
for the selected journal.
Only one type of journal can be selected at a time. If you want to

clear all journals, run Clear History separately for each type of
journal.

Clear History clears journal data for the posting sequence

number you specified and for earlier numbers, provided that
you have printed the journals, and that you have created the
Importing and
general ledger transaction batches. After clearing the journals,
Exporting
you can no longer print them, but the information in them is
retained in the vendor accounts.
6. To clear posting errors, select the Posting Errors option, then:
Select the type of posting errors you want to clear

Invoices, Payments, Adjustments.
In the Through Posting Sequence Number field, type the

number of the highest posting sequence you want to clear.
The field displays the most recent posting sequence number
for the selected journal.
7. To clear deleted and posted batches, select the Deleted And

Posted Batches option, then:
Select the type of batches you want to clear Invoices,

Payments, Adjustments.
In the Through Batch field, type the number of the most

recent batch that you want to clear. The field displays the
most recent batch number for the selected journal.
Once you clear posted batches, you can no longer drill down
to the transaction from General Ledger.
8. When ready, click Process to clear the specified information.
9. Repeat the above steps for other ranges of records from which
you wish to clear history.
10. When finished, click Close to close the form.
To clear statistics:
1. Choose the Clear Statistics icon from the Periodic Processing

folder.
User Guide 611

When you select all the options in the Clear Statistics form, it
looks like the following:
The Clear Statistics form clears vendor statistics up to the year

and period you specify.
Tip Statistics are cleared not only for the period you specify, but also
for the previous periods in the specified year, and for all periods
in previous years.
If you do not want to clear all vendors or vendor groups

statistics up to the same year and period, use the Clear Statistics
form as many times as you need to clear statistics separately for
different ranges of vendors or vendor groups.
2. To clear vendor statistics, select the Vendor Statistics option,

then specify the range of statistics to be cleared:

clear period statistics.
Select the year and period up to which to clear statistics.
3. To clear vendor group statistics, select the Vendor Group

Statistics option, then:
Enter the range of vendor groups from which you wish to

clear period statistics.
Select the year and period up to which to clear statistics.
After using Check that data was cleared properly. For example:

Creating General Ledger Batches
If you cleared vendor comments, check the comments in several

vendor records to be sure you cleared comments for the dates
you wanted.
Importing and
Exporting
If you cleared 1099/CPRS information, print 1099 and CPRS
reports for several vendors to the screen to be sure you cleared
the information for the range of vendor numbers you wanted.

Use the Create G/L Batch form to produce batches of general ledger
transactions from the invoice, payment, and adjustment batches you
posted in Accounts Payable.
You use this form to create general ledger batches only if you did not
select the Create G/L Transactions During Posting option on the
Integration tab of the G/L Integration form.
You must create all outstanding general ledger batches before you
can use the Year End form.
Multicurrency If you use multicurrency accounting, you also use this form to
ledgers
produce general ledger batches containing revaluation transactions
that you created with the Revaluation form.
Revaluation Revaluation transactions revalue all outstanding multicurrency

transactions are
Accounts Payable documents at new exchange rates. Because
reversed in the
next fiscal period revaluation transactions are for unrealized amounts, they are posted
to the Sage Accpac General Ledger system as reversing transactions,
meaning that General Ledger simultaneously posts reversing
transactions to the first day of the next fiscal period.
If you do not use Sage Accpac General Ledger:
Accounts Payable creates its general ledger transactions in a file

called APGLTRAN.CSV, which can be imported by a remote site
Sage Accpac General Ledger, or transferred to another general
ledger that you use. The file is in Comma Separated Values
User Guide 613

format, and is created in the same directory as your company

database.
Note that all general ledger transactions are placed in the same
CSV file. Each time Accounts Payable creates transactions, it
appends them to the existing transaction file.
If you are posting revaluation transactions to a non-Sage Accpac

general ledger, you must ensure that you reverse revaluation
transactions in the next fiscal period.
Before you start Select options on the Integration tab of the G/L Integration form.
Post all outstanding invoice, payment, and adjustment batches in

Accounts Payable.
Print the G/L Transactions report.
To create general ledger batches:
1. Choose the Create G/L Batch icon from the Periodic Processing
folder.
The Revaluation
option appears only in
multicurrency ledgers.
2. Select the types of posted batches for which you want to create
general ledger batches.
3. For each type you select, type the posting sequence number
assigned to the latest posting run for which you want to create
general ledger batches, or accept the displayed numbers.
The most recent posting sequence number is displayed for each

transaction type.

Creating Retainage Batches
When you create the general ledger batches, the last posting
sequence number processed for each batch type is entered in the
G/L Transactions Generated Through box on the Integration tab
Importing and
of the G/L Integration form.
Exporting
4. Click Process to create the batches.
After using Print the G/L Transactions report, and then file it with your
Audit trail reports.
Post the batches in Sage Accpac General Ledger, if you use it.
If you use a different general ledger:
Import the CSV batch file into your general ledger, then
delete the file.
Or
Print the G/L Transactions report, transfer the entries to your

general ledger manually, and then delete the CSV file.

The Create Retainage Batch form generates batches of retainage
invoices, retainage debit notes, and retainage credit notes. You can
use the form periodically to process outstanding retainage
automatically for the vendors, document numbers, or vendor groups
you select.
Invoicing If you assigned a schedule that uses a reminder on the Retainage tab
retainage from the
of the A/P Options form, Accounts Payable can remind you and
Reminder List
other users to process retainage transactions when they are
due. You can then process the retainage transactions directly from
the Reminder List in Common Services, rather than from the Create
Retainage Batch form.
User Guide 615

For more information about using schedules and reminders, see the
System Manager User Guide.
Retainage Accounts Payable assigns the next available retainage invoice,

document
retainage credit note, or retainage debit note number.
numbering
Optional fields If you use optional fields, the program inserts the optional field
entries assigned to original documents when you create a retainage
batch.
To create a retainage batch:
1. Choose Create Retainage Batch from the Periodic Processing

folder.
Run Date 2. Specify the Run Date for this retainage batch. Accounts Payable
uses the session date as the default, but you can enter a different
date if you wish.
Accounts Payable processes all outstanding retainage amounts

that are due up to and including the run date plus the specified
number of days in advance.
Note: For job-related documents, retainage amounts and due

dates are specified at the detail level. Therefore, the program
invoices only details that are due.
Specify the types of original documents for which you are now
processing outstanding retainage amounts. You can select
Invoice, Debit Note, and Credit Note.

3. Choose the type of record by which to select outstanding

retainage for processing. You can select:
Importing and
Vendor Number. Process outstanding retainage for all the
Exporting
vendors in the range of vendor numbers you specify.
Document Number. Process outstanding retainage for all

the original retainage documents in the range of document
numbers you specify.
Vendor Group. Process outstanding retainage for all

vendors who belong to the vendor groups within the range
you specify.
4. Use the From and To fields to enter the range of records from
which to select, or select the records using the Finder. To specify
a single record, enter its number or code in both fields. To select
all records, leave the To field blank and the From field showing
Zs.
Number Of Days 5. In the Number Of Days In Advance field, specify the number of
In Advance
days in advance of the retainage due date that retainage
documents can be created. For example, if you specify 7 as the
number of days in advance, Accounts Payable processes
outstanding retainage that is due within seven days after the run
date.
6. Click Process to create the batch.
7. When finished, click Close.
After using Use the Invoice Entry form to make any changes to the retainage
invoices, debit notes, and credit notes.
Choose Batch Listings from the Transaction Reports folder to

print a listing of the batch. Select Retainage as the batch type.
Verify the information, then file the listing. If you need to make
corrections, reprint the listing after editing the batch.
User Guide 617

For information about printing batch listings, see Listing

Invoice Batches, in Chapter 4 of this guide.
Select the Ready To Post option for the batch on the Invoice
Batch List form.
Post the batches. For instructions, see Posting Invoice Batches,

in Chapter 4 of this guide.
Processing Outstanding Retainage Manually

Accounts Payable also lets you process outstanding retainage
manually using the Invoice Entry form.
Select Retainage
Invoice, Retainage
Debit Note, or
Retainage Credit Note
to clear retainage for a
corresponding original
invoice, debit note, or
credit note.
You enter document header information for the retainage invoice,

credit note, or debit note on the Invoice Entry form, as usual. To
invoice for retainage, however, you must:
Select a retainage Select Retainage Invoice, Retainage Credit Note, or Retainage

document type
Debit Note as the document type, consistent with the original
document for which you are now processing outstanding
retainage.

Filing 1099 Forms Electronically
Outstanding retainage remains associated with the original

document. Therefore, to clear retainage, if the original document
was:
Importing and
Exporting
An invoice, you use a retainage invoice.
A credit note, you use a retainage credit note.
A debit note, you use a retainage debit note.
Identify the original Use the Original Document field to identify the original
document
document for which you are processing the outstanding
retainage amount.
Job-related fields If the original document is job-related, the detail-entry grid

displays additional fields that let you specify amounts for
particular contracts, projects, and categories.
Optional Fields If you use optional fields, any optional fields assigned to the original
document are assigned to the retainage document, also. You cannot
change the optional field entries for a retainage document.

Accounts Payable lets you create an electronic file to submit
1099 forms electronically to the IRS, either through the IRS FIRE
(Filing Information Returns Electronically) System using a modem or
by mailing them on magnetic tape or diskettes.
You use the 1099 Electronic Filing form, available in the Periodic
Processing folder, to generate an electronic file that you can submit
to the IRS.
Note: You should refer to IRS documentation to obtain additional

information on electronic filing and to ensure that your submission
complies with federal regulations. For example, the IRS does not
accept compressed files. If the resulting IRSTAX file is larger than
1.4 megabytes, you need to submit a file that spans two or more
diskettes. (You can purchase software that can split large files to
User Guide 619

meet IRS standards, although Sage Accpac does not supply such
software.)
To create an electronic file for submitting 1099 forms:
1. Choose the 1099 Electronic Filing icon from the Periodic

Processing folder.
The A/P 1099 Electronic Filing form appears, as follows:
2. Complete the fields as follows:
Payment Year. You can enter the current year or a prior year.
Output File. The default file name and location is

ACCPAC\RUNTIME\IRSTAX.
From / To Vendor No. Enter the range of vendors for which you
want to produce 1099 data for submission.
Filing Reason. Select:
Original if this is the first time you have filed 1099s for the
specified year.

Replacement only if the IRS has asked you to resubmit

the file due to errors in a file that you submitted previously.
Importing and
When you select Replacement, the program displays the
Exporting
Previous Filing Method field. You can choose Electronic,
Diskette, and Cartridge. You do not have to select the same
method you used for the original submission.
If you choose Electronic, enter in the File To Be Replaced field

the name the FIRE system gave your electronic file when
you submitted it.
If you choose Diskette or Cartridge, enter in the Replacement

Character field the replacement character the IRS provided
(on Form 9267) when it requested a replacement file.
3. Enter the following information about the company transmitting

this information:
Tax Number. Enter the transmitters nine-digit federal tax

number.
Control Code (TCC). Enter the five-character Transmitter

Control Code issued by the IRS.
Current Filing Method. You can select Electronic (to file using
your modem), Diskette, or Cartridge, depending on how you
plan to send this file.
Foreign Entity. Select this option if the transmitting company is

located outside the United States.
Test File. If you are applying for electronic filing, or you are
filing electronically for the first time, or you are participating in
the Combined Federal/State Filing Program, select this option.
Name Line 1 and Line 2. Enter the normal business name of the
company that is transmitting this information on Line 1. Use
Line 2 to continue entering the business name, if you need more
room.
User Guide 621

Company. Enter the name of the company to which

correspondence regarding problems with the electronic
submission should be sent.
Street / City / State/Prov. / Zip/Postal Code / Country. Use these

fields to enter the address for the company you entered in the
previous field. The Country field appears only if the transmitting
company is a foreign entity.
Contact. Enter the name of a contact person to whom

correspondence should be sent.
Phone. Enter a phone number for the contact person.
E-mail. Enter an e-mail address for the contact person.
4. Complete the payer information as follows:
Tax Number. Enter your companys federal tax number.
Name Control. Enter the four-character Payer Name Control

that appears on the mail label on the Package 1099 that you
received in December.
Foreign Entity. Select this field only if your company is located

outside the United States.
Transfer Agent. If another company paid or transferred funds to

the U.S. resident for your company, select this option.
Note that if you select this option, you must enter the name of
the transfer agent in the (Name) Line 2.
Final Filing. Select this option only if you are not going to file
1099 forms under this name and tax number again.
Name Line 1. Enter your companys usual business name.
Line 2. If you selected the Transfer Agent option, you must enter
the name of the transfer agent in this field. Otherwise, you may
continue your company name on this line, if you need more
room.

Street / City / State/Prov. / Zip/Postal Code / Country. Enter the

address of the transfer agent, or enter your companys address.
The Country field appears only if the company (or the transfer
Importing and
agent) is a foreign entity.
Exporting
Phone. Enter a phone number for your company or for the
transfer agent, if you used one.
Office Branch (optional). Use this field to enter additional

identifying information that you want to appear with
correspondence that the IRS sends you or your vendors. If you
use a branch code in your company profile, Accounts Payable
displays it here.
Media No. This field appears if you chose Diskette or Cartridge

as your current filing method.
Enter the number that identifies to the IRS the media you are
using to file the 1099 form.
5. Click Generate to produce the file.
Only vendors with a total 1099 amount greater than the

minimum to report specified for the 1099/CPRS code are
included in the generated file.
6. If you selected Electronic as the current filing method, follow the

instructions on the IRS-FIRE system.
After using Be sure to record for future reference the name that the IRS
assigns to your file. You will need the name if you are required
to submit a replacement file.
Accounts Payable automatically prints a 1099 summary report

that lists the contents of the generated file when you file 1099s
electronically. Keep the report with your records.
User Guide 623

Deleting Inactive Records

Use the Delete Inactive Records form to remove obsolete vendor,
vendor group, remit-to location, and recurring payable records from
Accounts Payable. The form removes records only if they currently
have an inactive status and were set to inactive within the range of
dates you specify.
Before you start Print reports.
Update records.
Assign Inactive status to all records you want to delete.
Deleting vendor Before you can delete a vendor record:

records
Pay or settle all invoices and debit notes.
Clear all the vendors fully paid documents using the Clear
History form.
You can also use Clear History to clear vendor comments, and
Clear Statistics to clear vendor statistics, if you wish. However,
the Delete Inactive Records form automatically deletes the
comments and statistics in the vendor records it deletes.
Delete remit-to locations for the vendor.
Delete recurring payables for the vendor.
To identify inactive vendor records, print the Vendor List, selecting

the Address, Profile, or Comment options.
The report shows which vendor records are inactive (on the first line
for each vendor) and when their status changed.
Deleting vendor To delete a vendor group, first assign its vendors to another group
groups
or delete them.
You cannot delete a vendor group to which vendors are assigned. To

find out whether vendors are still assigned to the group, print the
Vendor Groups report, selecting the Group Members option.

Note that when you delete a vendor group, you also delete the
vendor group statistics.
Importing and
Deleting remit-to Before you delete inactive remit-to locations, make sure there are no
Exporting
locations
unposted transactions that use them. (You cannot edit and save a
transaction with an inactive or deleted remit-to location; however,
you can post it without errors.)
To delete inactive records:
1. Choose the Delete Inactive Records icon from the Periodic

Processing folder.
2. Select the records to delete, as follows:
Delete These Records. You can delete inactive vendors, inactive

vendor groups, remit-to locations, and inactive recurring
payables.
From and To. Enter the range of codes or numbers to delete for
each record type you selected, or use the Finder.
Inactive Dates. Enter a range of dates to indicate when a record

must have been made inactive to delete it. Accounts Payable
selects records that have a status of Inactive and a corresponding
inactive date within the range of dates you specify.
By default, the To date is the current session date.
If you do not want to delete all the records for the same range of
inactive dates, process each set of records separately.
User Guide 625

Revaluing Vendor Transactions
3. Click Process to delete the inactive records.
4. Repeat these steps to select other ranges of records to delete.
After using Print new copies of the lists for the types of records you deleted, to
update your files with current information. Choose the Remit-To
Locations report, the Recurring Payables report, the Vendor Groups
report, and the Vendors report from the Vendor Reports folder.

Multicurrency If you use multicurrency accounting in your Accounts Payable
ledgers
ledger, you may want to revalue transactions at new exchange rates
periodically to determine the value of payables on specific dates.
The Revaluation form creates temporary transactions for the

unrealized exchange gain and loss general ledger accounts.
Reversing entries The revaluation transactions that Accounts Payable creates for the
general ledger are reversing entries. This means that Sage Accpac
General Ledger automatically posts the reversing entries to the first
day of the fiscal period that follows the period in which the
revaluation transaction was created. In this way, revaluation has no
permanent effect on the general ledger.
Revaluation also has no effect on realized exchange gains or losses.

Realized gains or losses due to fluctuating exchange rates are
calculated only when you post payments to pay invoices and debit
notes, or when you post credit notes to pay down invoices.
For additional information, see Revaluing Multicurrency

Transactions in Chapter 2.
Before you start Post all outstanding multicurrency transactions and update
currency information in Common Services.
Determine the currencies to revalue and the rates to use.

Tips Define the revaluation information, then use the Provisional

Revaluation option to do a test run.
Importing and
Choose Posting Journals from the Processing Reports folder, and
Exporting
print the Provisional Revaluation Listing to list the transactions that
would be created for the unrealized gain and loss general ledger
accounts. You can then make any necessary changes to your
selections and to currency rates before you create the general ledger
transactions.
To revalue Accounts Payable transactions:
1. Choose Revaluation from the Periodic Processing folder.
2. If you want to preview the revaluation transactions that will be

created for the general ledger batch, select the Provisional
Revaluation option.
If you do not select Provisional Revaluation, Accounts Payable

creates the transactions for the general ledger batch.
3. Select revaluation options for each currency you want revalued.
Currency. Type the currency code for which you want to

specify revaluation options, or choose it from the Finder.
The revaluation process selects only transactions that are in the

specified currency.
User Guide 627

Note that you cannot specify the same currency code more than
once for a single revaluation. If you want to revalue different
ranges of records for the same currency code, you must revalue
each range separately.
Rate Type. Type the rate type for selecting the currency table, or
select a rate type from the Finder.
From and To Vendor Number. Type the range of vendor

numbers to process, or select the numbers from the Finder.
The revaluation process selects transactions only from specified

vendor accounts that use the selected currency.
From and To Account Set. Type the range of account set codes
to process, or select the codes from the Finder.
The revaluation process selects account sets in the range only if

they use the specified currency.
Through Date. Type the date of the most recent transactions you
want to revalue.
The revaluation process selects open transactions with document

dates that are on or before the date you specify.
Rate Date. Type the date to use to select the exchange rate at
which to revalue transactions for the specified currency code.
Exchange Rate. Type the rate at which to revalue transactions

for the specified currency code.
Optional Fields. The Optional Fields column indicates whether

optional fields are assigned to the revaluation.
To check or to change the optional fields assigned to transactions

for a particular currency, either double-click in the Optional
Fields column for the line or select the line, then click the
Optional Fields column heading.
A separate form opens, showing any automatically inserted

revaluation optional fields. You can edit the optional fields or

assign different revaluation optional fields for a currency. If you

delete any automatically inserted optional fields, the program
reinserts them, using values from the optional field records,
Importing and
when you create the revaluation batch.
Exporting
For more information on revaluation optional fields and the
default entries used, see Chapter 2.
4. Press the Insert key on your keyboard to start a new line, or

press the Tab key in the final column of the form. Repeat step 3
for every currency you wish to revalue in this run.
5. Click Process to do the revaluation or the provisional

revaluation.
After using If you ran a provisional revaluation, print the Provisional

Revaluation Listing. (Choose the Posting Journals icon from the
Transaction Reports folder, then select Provisional Revaluation.)
If you are satisfied with the results of the provisional

revaluation, run Revaluation using the same settings but without
selecting the Provisional Revaluation option.
After doing a real (not provisional) revaluation, print the

Revaluation Posting Journal by choosing Posting Journals from
the Transaction Reports folder.
Create the general ledger batch for the revaluation, if you did
not select the Create G/L Transactions During Posting option on
the Integration tab of the G/L Integration form.
Post the revaluation batch in Sage Accpac General Ledger, if you

use it, or in your other general ledger.
If you do not use Sage Accpac General Ledger:
Make sure that the revaluation transactions are reversed in

your general ledger in the next fiscal period. (The
User Guide 629

Year-End Processing
revaluation transactions are marked as automatically

reversing transactions.)
Accounts Payable creates its general ledger transactions in a

file called APGLTRAN.CSV, which can be transferred to
another general ledger that you use. The file is in Comma
Separated Values format, and is created in the same
directory as your company database.
Note that all general ledger transactions are placed in the

same CSV file.
Year-End Processing
Use the Year End form to do the following tasks:
Reset batch numbers so that the next batches you create (of any
type) will use number 1.
Note that you do not need to reset batch numbers. If you do, you
will lose transaction history and you will not be able to drill
down to posted transactions from General Ledger.
Clear the amounts invoiced to date for recurring payables

records.
Move vendor activity statistics for the current year into the
previous year, and zero the totals for the new year.
Reset to 0 (zero) the Total Invoices Paid, Number Of Checks, and

the Total Days To Pay fields in the Vendors Activity Tab of the
Vendors form.
Before you start For the year you are closing:
Create recurring payables batches.
Post all outstanding batches.

Year-End Processing
Print all unprinted posting journals to a file or a printer, then use

the Clear History form to clear the data for the posting journals.
Importing and
Create all outstanding general ledger batches (if you do not use
Exporting
the option to create the batches during posting), then print the
G/L Transactions report.
Close all other Sage Accpac Accounts Payable forms, and ask
other users to leave Accounts Payable.
Tips You can use the Year End form at any time of year if you need to
reset batch numbers. However, you must first complete all the steps
listed in the preceding section, Before You Start.
We recommend that you Clear Activity Statistics and the Total

Invoices Paid and Total Days To Pay totals only at the end of your
fiscal year.
To do year-end processing:
1. From the A/P Periodic Processing folder, choose the Year End
icon.
2. Select options:
Reset All Batch Numbers. Select this option when you want to
start batch numbers at 1 again.
The option resets the batch numbers for all types of batches.
User Guide 631

Year-End Processing
You can have up to 999,999,999 of each type of batch in Accounts

Payable, so your company can decide whether it wants to reset
the numbers.
Resetting batch numbers automatically clears posted and deleted

batches. You cannot view these batches or drill down to posted
transactions from General Ledger, even if you have selected the
Keep History option.
Clear Recurring Payable Amount Invoiced To Date. Use this

option to clear the amount invoiced to date displayed in your
recurring payable setup records.
Clear Activity Statistics. Use this option to enter zeros in the

current-year fields on the Vendor Activity page in the Vendors
form, and to transfer current-year statistical information to the
corresponding fields for the previous year.
When you select this option, the Clear Invoices Paid And Days
To Pay Counter option appears.
Clear Invoices Paid And Days To Pay Counter. Use this option
if you want to enter 0 (zero) in the Total Invoices Paid field and
in the Number Of Checks field in the Vendors form and in the
Total Days To Pay fields in the Vendors and Vendor Groups
forms. Do not use the option if you wish to include
previous-year documents in the calculation for the Average
Days To Pay field for vendor accounts.
You see this option only if you select the Clear Activity Statistics
option first. You cannot clear these figures if you do not also
clear the other activity statistics.
3. Click Process.

Chapter 7
Reports
Using Personal Report Settings .................................................. 72
Account Sets .................................................................. 73
Aged Cash Requirements ....................................................... 74
Aged Payables................................................................. 78
Aged Retainage............................................................... 713
Batch Listing ................................................................. 716
Batch Status .................................................................. 721
Check Register ............................................................... 722
Checks ....................................................................... 723
Distribution Codes ............................................................ 725
Distribution Sets .............................................................. 725
E-Mail Messages .............................................................. 726
G/L Transactions ............................................................. 726
Letters and Labels ............................................................ 728
Optional Fields ............................................................... 731
Options ...................................................................... 732
Overdue Payables ............................................................ 732
Payment Codes ............................................................... 733
Payment Selection Codes ...................................................... 733
Posting Errors ................................................................ 734
Posting Journal ............................................................... 734
Pre-Check Register ............................................................ 738
Recurring Payables ........................................................... 740
Remit-To Locations ........................................................... 740
Revaluation Posting Journal ................................................... 741
1099/CPRS Codes ............................................................. 742
1099/CPRS Amounts .......................................................... 742
Reports
User Guide 7i

Terms ........................................................................ 744

Vendor Activity Statistics ...................................................... 745
Vendor Group List ............................................................ 746
Vendor List ................................................................... 747
Vendor Period Statistics ........................................................ 749
Vendor Transactions........................................................... 750

Chapter 7
Reports
This chapter discusses the reports you can print from the Accounts
Payable program, listed in alphabetical order. For some reports, the
chapter provides information about selection options, features or
contents of the report, other reports you can print from the same
report window, or multicurrency information.
All Accounts Payable reports include:
Report contents Date and time the report was printed

Report title
Company name, as entered in the company profile
Page number
Selection criteria for the report, if applicable
Report sizes and All the reports can print on an 8" by 11" or an A4-sized
printer
laser-printed page depending on the options you choose in the
requirements
System Manager. For more information about setting up printers
and selecting print options, see the chapter on printing in the System
Manager User Guide.
Print destination You can print reports to a printer or file, to your screen, or to an
e-mail message.
You specify the print destination using the File menu on the
company desktop. If your settings force you to print a report before
you can begin another action (such as a batch listing before posting),
note that the system will update the report status to printed after
printing to any print destination.
For information about setting up or selecting printers, see the

chapter on printing in the System Manager User Guide.
Reports
User Guide 71

Using Personal Report Settings
For information about changing forms such as checks, mailing labels,

and 1099/CPRS forms to fit your requirements, see the
documentation that comes with Crystal Reports.
To see a list of the data you can print on customized reports and
forms, see the online document Accounts Payable Customizing Forms.
(On the Windows Start menu, from the Sage Accpac program group,
click Online Documentation, Accounts Payable 5.x, Customizing
Forms, or choose the Forms.wri file from the /DOCS/AP5xa subfolder
in the folder that contains Sage Accpac (such as ACCPAC), using
Windows Explorer.)
A single set of Note that Sage Accpac requires a single set of reports for all
reports for all
supported databases and program editions. Reports written for
supported
databases Pervasive.SQL databases will also work with IBM DB2, MS SQL
Server, and Oracle.
Using Personal Report Settings

You can save your most frequently used settings as personal defaults
for the following report forms:
Aged Cash Requirement

Aged Retainage
Vendor Transactions
Letters and Labels
For example, if you most often use the Aged Cash Requirements
form to print a detail report by due date, you can set as defaults the
print destination, aging periods, selection criteria, and other options
you normally use for printing this report. Because the settings are
associated with the user ID, each user can keep their own settings.
To save report settings:
1. On the report form, choose the settings you most commonly use.
2. From the Settings menu, click Save Settings As Defaults.

Account Sets
Next time you open the form, the saved settings will appear as
defaults.
You can clear your personal settings, and use the programs original
settings at any time.
To revert to the programs original settings:
1. On the report form, from the Settings menu, click Clear Saved
Settings.
The program settings will be used as defaults next time you open the
form.
Account Sets
The Account Sets report lists the descriptions and numbers of the
general ledger accounts used in the account sets in your Accounts
Payable system.
When to print Print the report when you add, change, or delete account sets.
How to print Choose Account Sets from the Setup Reports folder, then select a
range of account sets.
Contents For each account set, the report lists the account numbers for your
general ledger Payables Control, Purchases Discount, and
Prepayment accounts.
Features Additional information appears on the Account Sets report if you

have a multicurrency ledger:
Multicurrency The currency code identifies the currency used by the vendors
information
assigned to this account set.
The unrealized and realized exchange gain and loss general

ledger accounts appear only if the account set is in a currency
other than the functional currency. Unrealized gains and losses
occur when you perform a revaluation of your Accounts Payable
data. Realized gains and losses occur when you post transactions
Reports
User Guide 73

such as payments (and the payment is at a different rate of

exchange than the invoice).

The Aged Cash Requirements report shows the cash amounts that
will be required to meet obligations as they become due, including
the amount needed to pay invoices that are overdue, current, and
due in each of four future periods you define. Use the report for cash
flow analysis and projections.
You can print the report in detailed form, listing all outstanding
documents for each vendor, or summary form, printing one line for
each vendor number, including the overdue and current balances
and the balances in each aging period.
When to print Print the Aged Cash Requirements report when you need to see the
amounts owed and when they are due to help you with cash-flow
management, short-term planning, and budgeting.
How to print Choose Aged Cash Requirements from the A/P Transaction Reports
folder.

Then, make your selections in the following fields:
Age By. You can age outstanding documents or balances by their

due dates or document dates.
Age As Of. Specify the date on which to report the payables. The
program uses this date to assign transactions to aging periods. For
example, if you print the report aged by due date, the program
assigns each transaction to an aging period by calculating the
number of days between its due date and the Age As Of date.
Cutoff By. The report includes only transactions that have a

document date that is on or before the cutoff date you specify. There
are two methods for selecting a cutoff date:
Document Date. Select this option to include documents based

on their document date (regardless of the fiscal period to which
you assigned them). Enter a date in the Cutoff Date field. If you
enter zeros for the month, day, and year, the report includes all
transactions, regardless of date.
Year/Period. Use this method if you want to include all

transactions up to the end of a fiscal period. Make your
selections in the Year/Period field.
Select By. Specify up to four criteria to select the vendor accounts to

list on the report. For the first selection criterion, choose from:
Vendor Number
Vendor Group
Short Name
For the remaining three selection criteria, choose from the above,
and:
Account Set
Current Vendor Balance
Current Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Currency Code (multicurrency ledgers only)
Reports
User Guide 75

Start Date
Vendor optional fields, if any
If you do not specify selection criteria, the report includes all vendor
records.
Sort By. Specify up to four orders by which to sort records for the
report, choosing from:
Vendor Group
Account Set
Current Vendor Equivalent Balance (multicurrency ledgers)
Vendor Name
Short Name
If you do not specify sorting criteria, the report orders the records by
vendor number.
In a single currency ledger, or in a multicurrency ledger with Print

Amounts In Functional Currency selected, subtotals appear if you
sort by vendor group or account set.
Print Transactions In. Indicate whether to print a Summary or

detailed report, and whether to print the detailed version of the
report with transactions ordered by document date (Detail By
Document Date) or by document number (Detail By Document).
Use Aging Periods. The aging periods entered in the Options form
appear, but you can assign different periods for individual reports, if
you wish. The aging periods are used to group transactions by the
future dates at which they will become due, rather than by the
amount of time they are overdue. All overdue amounts appear in the
Overdue column on the report.
Contact/Phone/Credit. Select this option if you wish to list the

vendors contact person and phone number and your credit limit for
the vendor.

Space For Comments. Select this option to leave blank space at the
end of each vendor record for your notes.
Take All Available Discounts. Select this option if you want the
program to calculate amounts owing by taking advantage of all
available discounts.
Include Vendors/Transactions On Hold. Select this option to include

vendors that you have placed on hold in the Vendors form, and
transactions that you have placed on hold in the Control Payments
form.
Include Applied Details. Select this option to include all the

documents such as payments and credit notes that were applied to
each reported invoice. If you do not select this option, the report
shows only the balance owing for each outstanding document.
Paper Size. Choose whether to print the report on legal size paper or
letter/A4 size.
Multicurrency Print Amounts In. Use this option to select the currency for the
information
report. You can list transaction amounts in the vendor currency or
If you list transactions in the functional currency and you have

performed a revaluation, the report shows the new functional
amounts.
Features The report can include the following information:
The Document (Doc.) Date/Application (Appl.) Date column lists

the document or application date.
The Current column contains documents that are not yet due.
Credit notes, debit notes, and prepayments appear in this
column if you select As Current for the Age Credit Notes And
Debit Notes and Age Prepayments options in the Options form.
Contact and credit information, if you select the Contact/

Phone/Credit option.
Reports
User Guide 77

Aged Payables
Extra space between each vendor record if you select the Space
For Comments option.
If you select Vendor Group, Account Set, or a vendor optional

field as the sorting criteria in a single currency ledger, or
Account Set in a multicurrency ledger, an additional subtotal
line appears at the bottom of your report.
The summary version of the report includes one line for each vendor
number, listing the overdue and current balance in the vendors
account, and the balance that will come due in each of four periods.
See Aged Payables for information about a similar summary report.
Aged Payables
The Aged Payables report groups outstanding transactions into a
current period and four aging periods by document date or due date.
Use the report to analyze your payables.
documents for each vendor, or in summary form, printing one line
for each vendor number, including the current balance and the
balance in each aging period.
When to print Print the Aged Payables report when you need a listing of the status
of your payables on a given date, such as at the end of a fiscal year or
period, or when you want to identify documents or balances you
may need to write off.
How to print Choose Aged Payables from the A/P Transaction Reports folder.

Aged Payables
Report Type. You can age outstanding or overdue documents or

balances by their due dates or document dates.
Age As Of. Specify the date on which to report the payables. The
program uses this date to assign transactions to aging periods. For
example, if you print the report aged by due date, the program
assigns each transaction to an aging period by calculating the
number of days between its due date and the Age As Of date.
Cutoff By. The report includes only those transactions that have a
document date that is on or before the cutoff date you specify. There
are two methods for selecting a cutoff date:
Document Date. Select this option to include documents based

on their document date (regardless of the fiscal period to which
you assigned them). Enter a date in the Cutoff Date field. If you
enter zeros for the month, day, and year, the report includes all
transactions, regardless of date.

Reports
User Guide 79

Aged Payables

Vendor Number
Vendor Group
Short Name
For the remaining selection criteria, choose from the above, and:
Account Set
Vendor Name
Start Date
records that meet the other criteria you select on this form (for
example, all vendors that have transactions on or before the cutoff
date).
Vendor Group
Account Set
Vendor Name
Short Name
If you select Vendor Group or Account Set as the primary sort order
the report will include subtotals (for a single currency company) or
subtotals by currency (for a multicurrency company).
vendor number.

Aged Payables
Print Transactions In. Indicate whether to print a Summary or

report by document date (Detail By Document Date) or by document
number (Detail By Document).
Use Aging Periods. The aging periods entered in the Options form
appear, but you can assign different periods for individual reports, if
you wish.
Contact/Phone/Credit. Select this option if you wish to list the

vendors contact person and phone number, and your credit limit for
the vendor.
Include Vendors/Transactions On Hold. Select this option to include

vendors that you have placed on hold in the Vendors form, and
transactions that you have placed on hold in the Control Payments
form.
Print Vendors With A Zero Balance. Select this option if you wish to
include all active vendors on the report, including those with a zero
account balance.
Include Prepayments. Select this option to include prepayments.

each invoice. If you do not select this option, the report shows only
the balance owing for each outstanding document.
Paper Size. Choose whether to print the report on legal size paper or
letter/A4 size.
Multicurrency Print Amounts In. Use this option to select the currency for the
information
report. You can list transaction amounts in the vendor currency or
Reports
User Guide 711

Aged Payables

amounts.
Other reports You can also print the Overdue Payables By Due Date and the
Overdue Payables By Document Date reports from the Aged
Payables Report form. See Overdue Payables, later in this chapter,
for more information about this version of the report.
If you choose to print a summary version of the report, it includes

one line for each vendor number, listing the overdue and current
balance in the vendors account, and the balance that will come due
in each of four periods.
Features The detailed report can include the following information:
The Document Number/Applied Number/Applied Type column

lists the document number and type of applied details. The type
code is listed at the bottom of the report.
The Current column contains documents that are not yet due.
Credit notes, debit notes, and prepayments appear in this
column if you select As Current for the Age Credit Notes And
Debit Notes and Age Prepayments options in the Options form.
Contract and credit information appears if you select the

Contact/ Phone/Credit option.
Applied details.

The summary version of the report includes one line for each vendor
number, listing the current balance in the vendors account and the
balance in each of four periods.

Aged Retainage
Aged Retainage
The Aged Retainage report lets you print reports of outstanding
retainage amounts. The report includes only amounts outstanding. It
does not include retainage that has been invoiced or processed as a
debit note or a credit note.
documents for each vendor, or in summary form, printing one line
for each vendor number, including the current balance and the
balance in each aging period.
Aging periods The Aged Retainage By Due Date report includes six aging periods:
the five aging periods you specify for the report, including the
current period, plus a Future period.
Aging job-related For job-related documents, each detail has its own outstanding
outstanding
retainage amount and its own retainage due date. Therefore, the
retainage
retainage amount printed on the report for a job-related document
may be broken out across several aging periods, depending on the
retainage due dates of the document details.
The Overdue Retainage By Due Date report may also include an

amount in the Future aging period, if a job-related retainage amount
for a document detail is due in a future period.
You can print the report in your functional currency or in the vendor
currencies used in posted transactions.
To print the Aged Retainage report:
1. Choose Aged Retainage from the Transaction Reports folder. Reports
User Guide 713

Aged Retainage
2. Choose options for the report as follows:
Report Type. You can select:
Aged Retainage By Due Date to print a report that

shows all outstanding retainage amounts that are due for
each aging period, including Future and Current.
Future Retainage By Due Date to print a report that

shows outstanding retainage amounts that will become due
in future aging periods, beginning with the Age As Of date.
Overdue Retainage By Due Date to print a report that

shows only outstanding retainage amounts that became
overdue in each aging period.
For job-related documents, if one of the document details

becomes due in a future period, the outstanding retainage
amount appears in the Future period.
Age As Of. Specify the date on which to report the retainage.

The program uses this date to assign retainage to an aging
period by calculating the number of days between its due date
and the date entered in the Age As Of field.
Cutoff By. The report includes only those transactions or

balances that have a due date before or on the cutoff date you
specify.

Aged Retainage
There are two methods for selecting a cutoff date:
Document Date. Use this method to include outstanding

retainage amounts if the document dates of the original
transactions were on or before a specified cutoff date.
If you select this method, enter a date in the Cutoff Date

field. If you enter zeros for the month, day, and year, the
report includes all transactions, regardless of date.

Select By. Specify up to four selection criteria, to indicate the

vendor accounts to list on the report.
For the first selection, choose from vendor number, vendor

group, and short name.
For the remaining selection criteria you can choose from vendor
number, vendor group, account set, currency code, current
retainage outstanding, vendor name, and short name, as well as
vendor optional fields (if any).
If you do not specify selection criteria, the report includes

amounts for all vendors that use the account type you select.
Sort By. You can choose up to four orders by which to list (sort)
records for the report. You can sort by vendor group, account
set, currency code, current retainage outstanding, vendor name,
short name, and start date.
If you do not specify sorting criteria, the report orders the

records by vendor number.
The report will include subtotals (for a single currency company)

or subtotals by currency (for a multicurrency company), if you
select Vendor Group or Account Set as the primary sort order.
Reports
User Guide 715

Batch Listing
Print Transactions In. Indicate whether to print a summary or a

report by document date (Detail By Document Date), by due
date (Detail By Retainage Due Date), or by document number
(Detail By Document Number).
Use Aging Periods. The aging periods entered in the Options

form appear as defaults, but you can assign different periods for
individual reports, if you wish.
On the Aged Retainage By Due Date report, all outstanding

retainage amounts are grouped according to the dates on which
they become due.
On the Overdue Retainage By Due Date reports, overdue

outstanding retainage amounts are grouped according to the
dates on which they became due.
On the Future Retainage By Due Date report, outstanding

retainage amounts are grouped according to the future dates at
which they will become due.
Print Amounts In. Use this option to select the currency for the
report. You can list transaction amounts in the vendor currency
or the functional currency.

amounts.
3. Click Print.
Batch Listing
A batch listing is the printed record of the transactions in an open
(unposted) batch.
You can print batch listings for unposted invoice, payment, and
adjustment batches that have been entered, imported, or created by

Batch Listing
Accounts Payable processing functions. The invoice batch listing

includes debit notes and credit notes, as well as interest invoices.
This section describes the Batch Listing Report form and the choices
you make to specify the batch listings you want to print. The section
also describes the different contents of the payment batch listing and
adjustment batch listing.
Further information about printing invoice batch listings is

contained in Chapter 4. Similar information about payment and
adjustment batch listings is contained in Chapter 5.
When to print You should print batch listings after entering, importing, generating,
or editing batches at any time before the batches are posted
and then file them with your other audit trail records.
If you select the Force Listing Of Batches option in the Options form,
you must print all batch listings before you can post the batches.
How to print Set the print destination using the File menu on the company
desktop. Accounts Payable will set the batch status to Printed after
printing to any destination.
Choose the Batch Listing icon from the A/P Transaction Reports
folder.
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User Guide 717

Batch Listing
Make your selections for the following fields:
Batch Type. Select the type of batch listing to print: Invoice Batches,
Payment Batches, or Adjustment Batches. The invoice batch listing
includes credit note and debit note transactions, as well as interest
invoices.
Include Previously Printed Batches. Select this option if you want to

reprint previously printed batches.
Show Schedules. If you are printing an invoice batch listing, select

this option to include multiple payment schedules.
Show Tax Details. Select this option to include the tax associated
with each invoice detail. If you do not select the option, Accounts
Payable prints only total tax amounts for documents. (Note that by
printing only the tax totals, you will save time and paper.)
Show Job Details. Select this option to include contract, project, and
category information used in job-related transactions on all listings.
Show Optional Fields. Select this option to include optional fields

assigned to the transactions.
Batch Number. Select a range of batch numbers.
Batch Date. Select a range of batch creation dates.
Type. Select the type(s) of batches to include. You must select at

least one of the following types to print the report:
Entered. Batches that you enter in the Invoice Entry, Payment

Entry, and Adjustment Entry forms in Accounts Payable.
Imported. Accounts Payable batches from a remote location or a

nonSage Accpac application that you import into Accounts
Payable.
Generated. Error batches that Accounts Payable creates

automatically when you post a batch that contains errors.

Batch Listing
Recurring. Batches of recurring invoices created using the

Create Recurring Payables Batch form. (This type is available for
invoice batch listings only.)
System. Batches that you generate from the Create Payment

Batch form. (This type is available for payment batch listings
only.)
External. Batches that you create in other Sage Accpac programs,

then send to Accounts Payable. For example, invoice batches
that you generate in Purchase Orders appear on reports and on
the Batch List with an External batch type.
Retainage. Batches that you create to clear outstanding

retainage. (This type is available for invoice batch listings only if
you use retainage accounting.)
Status. Select the statuses of batches to include. The choices are Open
and Ready To Post. You must select at least one status to print the
report.
Features The following information can appear on the invoice batch listing:
The batch entry number assigned to each transaction in the

Invoice, Payment, or Adjustment Entry form. This number is a
permanent part of the information stored for an entry, and
appears on the posting journals and on the unconsolidated G/L
Transactions report. Use this number to select an unposted
transaction for editing, and to trace the history of posted
transactions.
The Type column lists the transaction type for the entry.
Invoice listings The invoice batch listing may contain the following transaction
types:
CR Credit Note
DB Debit Note
IN Invoice
IT Interest Charge
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User Guide 719

Batch Listing
Payment listings The payment batch listing may contain the following transaction
types:
AD Adjustment
CF Applied Credit (from)
CT Applied Credit (to)
DF Applied Debit (from)
DT Applied Debit (to)
ED Earned Discount Taken
GL Gain or Loss (multicurrency ledgers)
PI Prepayment
PY Payment
Adjustment listings The adjustment batch listing contains adjustment transactions

only.
Payment terms and due date for the invoice. (Note that this
information appears only on invoice batch listings.)
If payment terms have been edited, a T appears, indicating

that the payment terms have been edited, as noted at the end of
the report.
Multicurrency For multicurrency ledgers, an R appears if the exchange rate

ledgers
has been edited. Note that the R and T codes appear only on
invoice batch listings.
An E appears on payment batch listings if an entry has been

edited.
The payment batch listing also lists the general ledger account
debits and credits for adjustments entered in the batch.
The invoice batch listing includes a summary that lists batch

totals for the invoices, credit notes, debit notes, and interest
charges entered, and a total for the batch.
The payment batch listing summary page lists totals for

adjustments entered in the batch, discounts taken, and payments
(amounts), and a total for the batch.

Batch Status
The adjustment batch listing summary page lists the total debits
and credits for the batch.
The number of entries and batches printed are listed last.
Multicurrency Additional information appears on the batch listings if you have

information
a multicurrency Accounts Payable ledger:
The currency, rate type, exchange rate, and rate date for the
transaction.
For payment batch listings, the report includes the currency,

exchange rate, and rate date for both the bank account and the
vendor.
Each report ends with a summary by currency, listing the total

amounts for each source currency in the batch.
Note that payment batches use only one currency per batch.
Batch Status
The Batch Status report describes all unposted invoice, payment, or
adjustment batches, and posted or deleted batches for which the
information has not yet been cleared from Accounts Payable. The
report is a valuable management tool for tracking batches, particularly
when several operators are entering batches on a multi-user system.
When to print Print the report when you need batch information, and before
clearing batch status information (details of posted and deleted
batches). You can clear information about deleted and posted
batches using the Clear History form. The Year End form also clears
batch status information automatically.
How to print Choose the Batch Status icon from the A/P Transaction Reports
folder, then select:
The kind of batches Invoice Batches, Payment Batches, or

Adjustment Batches.
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User Guide 721

Check Register
A range of batch numbers.
A range of batch creation dates.
The types of batches to include. The choices are Entered,

Imported, Generated, Recurring (invoice batches only),
Retainage (invoice batches only), External, and System (payment
batches only). You must select at least one type to print the
report.
The statuses of batches to include. The choices are Open,

Deleted, Ready To Post, Posted, and Post In Progress. When you
print the report for payment batches, you can also select Check
Creation In Progress. You must select at least one status to print
the report.
Contents The report includes a summary that lists the number of entries,
number of batches, and total amount for each type of batch and each
batch status.
Check Register
The Check Register report lists details of checks that are produced
and posted to vendor accounts during a check run. The Register can
also list the general ledger distributions that result. Checks that are
used for alignment or leading, as well as checks that are voided
before posting, are not included on this report because they do not
result in the creation of general ledger distributions or changes to
vendor account balances. These checks are listed on the Check Status
report in Bank Services.
When to print Print the report after posting a check run, as part of your audit trail
of payments made during the check run.
How to print Choose Check Register from the A/P Transaction Reports folder,
then select a range of posting sequences and indicate whether to
print the general ledger transactions summary.

Checks
Features The report lists the checks issued to vendors, in vendor number
order. Miscellaneous payments are listed first. The report shows the
following:
The type of payment (PI for prepayments; PY for payments).
A miscellaneous payment. Miscellaneous payments, which are

not assigned to vendor records, are listed under MISC, with
the name (or other information) you entered in the Remit-To
field in the Payment Entry form.
Discounts taken or adjustments made at the time the payment

was entered. You can make adjustments during payment entry
only if you select the Allow Adjustments In Payment Batch
option in the Options form.
The number of the document paid by the check, followed by the

payment schedule number. The payment schedule number is
always 1 unless the document has a multiple payment schedule.
Entries that were edited after creation (marked with an asterisk).
Checks
You can print checks for the payments you enter in Accounts
Payable on check forms that include an advice slip listing the details
of the payment, or you can print the checks and advices separately
on different forms, or you can print checks or advices only.
Accounts Payable comes with several sample formats for checks

with attached advice slips, including the following:
APCHECK advice only.
APCHK01 advice-check-advice forms for laser printers.
APCHK01A similar to ARCHK01. The check portion is

ANSI-compliant.
APCHK02 advice and check.

Reports
User Guide 723

Checks
APCHK03 check-advice-advice.
APCHK11 check-advice-advice for 11-inch check forms.
APCHK11A similar to ARCHK11A, is ANSI-compliant.
APCHK14 check-advice-check-advice for 14-inch forms.
You can use the sample formats or change them to suit your
company's requirements (for example, to adapt the formats if you
use separate pre-printed check and advice forms) using Crystal
Reports.
Note that two of the formats, APCHK01A and APCH11A, are

ANSI-compliant (they conform to the American National Standards
Institutes standard), so that the checks can be cleared electronically
in the US and Canada.
When to print Print a check when you finish entering it, or print all the checks in a
batch.
How to print To print a single check after you enter a payment in the Payment
Entry form, click the Print Check button. See Printing Single Checks
from Payment Entry, in Chapter 5, for more information.
To print a batch of checks, select (highlight) the batch in the Payment

Batch List form, and then click the Print/Post button. See Printing
and Posting Payment Batches, in Chapter 5, for more information.
Note that users can print checks simultaneously, if they are printing
from different batches.
To print a test copy of the check to verify that your check forms are
aligned correctly in your printer, click the Align button. You can
repeat this step as often as you need to when the printing
destination is Printer.
Features The sample combined check and advice slip contains the following:
Information about the transaction(s) being paid by the check.

Distribution Codes
The check number on the preprinted form. You specify the first
check number to use when you print the check, so that Accounts
Payable assigns check numbers to the payments that match the
check numbers on your forms.
The numeric check amount. It is preceded by asterisks (and the

verbal check amount is followed by asterisks) to prevent
alteration.
The name of the payee. On the sample check, the name is placed
to be visible in form envelopes. You can change the position of
this and any other information printed on the check forms using
Crystal Reports.
Distribution Codes
The Distribution Codes report lists the descriptions and numbers of
the general ledger accounts used in the distribution codes in your
When to print Print the report when you add, change, or delete distribution codes.
How to print Choose the Distribution Codes icon from the Setup Reports folder,
and then select a range of distribution codes.
Distribution Sets
The Distribution Sets report lists the distribution methods and
distribution codes specified for the distribution sets you use to
allocate purchase amounts in your Accounts Payable system.
When to print Print the report when you add, change, or delete distribution sets.
How to print Choose Distribution Sets from the Setup Reports folder, then select a
range of distribution sets.
Reports
User Guide 725

E-Mail Messages
Features The number and description of the general ledger account

assigned to the distribution code.
The Distribution Percentage column contains information only

when the distribution method is Fixed Percentage.
E-Mail Messages
The E-mail Messages report lists the sets of messages you set up to
send with letters that you e-mail to your customers.
When to print Print the report when you add, change, or delete e-mail messages.
How to print Choose the E-Mail Messages icon from the Setup Reports folder,
then click Print.
G/L Transactions
The G/L Transactions report is a list of the general ledger
transactions created from all posted Accounts Payable batches, and
from posted revaluations (in multicurrency ledgers). You can print
detailed or summary versions of the report.
The level of detail for transactions on the detailed report depends on

your choices on the Integration tab of the G/L Integration form. For
example, if you choose Consolidate By Post. Seq., Account And
Fiscal Period, the report shows a total for each general ledger
account and fiscal period. If you choose Do Not Consolidate, the
report shows full details for each transaction.
The summary report lists one total for each account number.
When to print If you use the option Create G/L Transactions On Request Using
Create G/L Batch Icon, print the report before you create the general
ledger batches and after posting Accounts Payable batches. If you
use the option Create G/L Transactions During Posting, print the
report before clearing posting journals. If you do not use Sage

G/L Transactions
Accpac General Ledger, print the report before transferring the batch
information to another general ledger system.
Also, before using the Year End form, you must create any
outstanding general ledger batches (if you use the option to create
the batches on request), and you should print the G/L Transactions
report.
If you do not use Sage Accpac General Ledger, Accounts Payable

creates the general ledger batches in a CSV (Comma Separated
Values) file, tailored to the Sage Accpac General Ledger format. You
can send the file to a remote location that uses Sage Accpac General
Ledger, or modify the information in the file to suit another general
ledger program. (See Appendix B, Importing and Exporting, for
more information.)
How to print Choose G/L Transactions from the Transaction Reports folder.
Select Batch Type. Specify the batch types to include. You can select
any or all of the Invoice, Payment, and Adjustment batch types. If
you use multicurrency accounting, you can also choose Revaluation.
For each type you select, enter a range of posting sequence numbers.
The latest posting sequence numbers are displayed in the To box.
You can choose them or enter earlier numbers.
Report Format. Select Detail or Summary.

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User Guide 727

Letters and Labels
Sort By. If you select the detailed report format, specify the order in
which to list the transactions on the report. The choices are by
general ledger Account Number, by Year/Period, and by Batch/Entry
Number. The summary report is sorted by general ledger account
number.
Multicurrency Currency. If you use multicurrency accounting, specify whether to

accounting
print amounts in each source currency or in the functional currency.
Features The detailed report can include the following information:
The batch and entry number. The entry number is assigned

when the transaction is added to a batch, and is a permanent
part of the record of the transaction.
The source code assigned during posting to identify the

transaction type. Accounts Payable source codes are:
APAD Adjustment
APCR Credit Note
APDB Debit Note
APED Earned Discount Taken
APGL Gain or Loss (multicurrency ledgers)
APIN Invoice
APIT Interest Charge
APPI Prepayment
APPY Payment
APRD Rounding
The information in the Reference and Description columns

depends on your choices in the Options form.
Letters and Labels

You can print letters and mailing labels for the vendors in your
Accounts Payable system. For example, you might want to send
covering letters to your vendors with your payments.

Letters and Labels
Sage Accpac Accounts Payable comes with a sample covering letter

and a sample mailing label form, formatted for laser printers, that
you can use or change to suit your companys requirements.
How to print Choose Letters/Labels from the Vendor Reports folder, and then
select Letter or Label.
To print a test letter or sheet of labels to check the alignment of the

letterhead or labels in your printer, click the Align button. You can
repeat this step as often as you need to when the printing
destination is Printer.
Click Print to print the letters or labels, after you make your
selections in the following fields.
Run Date. This is the date that appears on the letters.
Use Letter / Label. Select the name of the letter or label form to use.
Click the Browse button (or press Alt + B) if you are not sure of the
name of the form, and then select the form from the list that appears.
(APLETT01 and APLBL01 are the default forms.)
Delivery Method. You can select one of two delivery methods:
Print Destination. Select this option to print the letters or labels

to your current print destination.
Vendor. Select this option to use the delivery method you

selected for the vendor. Accounts Payable e-mails letters to
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User Guide 729

Letters and Labels
vendors for whom you have chosen E-mail, Fax, Contacts Fax,
or Contacts E-mail as the delivery method.
Add messages to If you select Vendor, use the E-Mail Message field to select the
e-mailed letters
message to send with the e-mailed letters.
Select By. Specify up to four criteria to select the vendor accounts

for which to print letters or labels. For the first selection criterion,
choose from:
Vendor Number
Vendor Group
Short Name
For the remaining three selection criteria choose from the above, and:
Account Set
Current Vendor Equivalent Balance (in multicurrency ledgers)
Vendor Name
Start Date
records that meet the other criteria you select in this form (for
example, the program does not print letters or labels for vendors
with a zero balance unless you select the Include Vendors With A
Zero Balance option).
letters or labels, choosing from:
Account Set
Vendor Name
Start Date

Optional Fields
If you do not specify sorting criteria, the program orders the letters
or labels by vendor number.
Include Vendors With A Zero Balance. Select this option if you want
to print letters or labels for vendors with a zero balance.
Sending letters with Tip: If you are sending letters to accompany payment checks, you
your payments
may find it simpler to print checks, then advices, specifying the letter
you are sending with the checks as the advice form. This method
ensures that you print a letter for each payment.
Optional Fields
The Optional Fields report lists the optional fields defined for your
When to print Print the report when you add, delete, or modify optional field setup
records.
How to print Choose the Optional Fields icon from the Setup Reports folder. If
you wish to include optional field settings saved with each record,
select the Show Settings option.
Click Print to print the report to your usual print destination.
Features The report includes the following information for each type of
optional field:
The optional field code, description, and default entry.
Whether the code is set for automatic insertion in the type of

record for which it is defined.
If you selected the Show Settings option, the accounts to which

optional field entries can be passed to General Ledger.
If you use Project and Job Costing, whether the optional field
entries can be passed to Project and Job Costing.
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User Guide 731

Options
Options
The Options report lists the options selected and other information
entered in the Options form to specify how your Accounts Payable
system operates.
When to print Print the report when you change options.
How to print Choose the Options icon from the Setup Reports folder, and then
click Print.
Overdue Payables
The Overdue Payables report groups outstanding transactions into a
current period and four aging periods by document date or due date.
Use the report to analyze your overdue payables.
You can print the report with transactions listed by due date or by
document date, in detail or summary form.
When to print Print the Overdue Payables report when you need a listing of
overdue payables on a given date, such as at the end of a fiscal year
or period, or when you want to identify documents that must be
paid immediately.
How to print Choose Aged Payables from the A/P Transaction Reports folder, and
then select a report format (Overdue Payables By Due Date, or
Overdue Payables By Document Date).
See Aged Payables for information about the other selection

options for this report.
Contact and credit information, if you select the Contact/

Phone/Credit option.
Extra space between each vendor record, if you select the Space
For Comments option.

Payment Codes
Applied details. Note that applied details appear only if you

select the Include Applied Details option. If you do not select
this option, the net amount owing for the invoice appears.

Payment Codes
The Payment Codes report lists the codes, descriptions, and methods
of payment used in your Accounts Payable system.
When to print Print the report when you add, change, or delete payment codes.
How to print Choose the Payment Codes icon from the Setup Reports folder, and
then click Print.
Contents The Payment Code column lists the selection you made for each
payment code in the Payment Method field in the Payment Codes
form. The four possible payment methods are Cash, Check, Credit
Card, and Other.
Payment Selection Codes

The Payment Selection Codes report lists the bank and currency
codes, selection criteria, and exclusion criteria defined for the
payment selection codes used to create payment batches in your
When to print Print the report when you add, change, or delete payment selection
codes.
How to print Choose Payment Selection Codes from the Setup Reports folder, and
then choose a range of payment selection codes.
Reports
User Guide 733

Posting Errors
Posting Errors
Accounts Payable creates the Posting Errors report when you post
batches that contain errors. The report lists the incorrect entries and
explains why they could not be posted. You can print the report for
invoice, payment, and adjustment batch posting errors.
When to print Print the report after posting a batch, if the program warns you that
an error batch has been created.
How to print Choose Posting Errors from the A/P Transaction Reports folder.
Then select:
The type of error report to print. The choices are Invoice,

Payment, and Adjustment.
A range of posting sequences. The report lists the errors in order

by the posting sequence numbers assigned to their original
batches.
Posting Journal
A posting journal is the printed record of the transactions in a group
of batches that were posted together.
You can print posting journals for invoice, payment, and adjustment
batches. In multicurrency ledgers, you can also print posting journals
for the transactions that are created when you revalue documents at
new exchange rates.
This section describes the Posting Journal Report form and the
choices you make to specify the posting journal you want to print.
The section also describes the different contents of the Payment
Posting Journal and Adjustment Posting Journal. The revaluation
posting journals are described separately, under Revaluation
Posting Journal, later in this chapter.

Posting Journal
Further information about printing invoice posting journals is

contained in Chapter 4. Similar information about payment and
adjustment posting journals is contained in Chapter 5.
When to print You should print posting journals after each posting run, then file
them with your other audit trail records. You must print all
outstanding posting journals before you can use the Clear History
form to clear them or use the Year End form to do year-end
processing.
Multicurrency If you use multicurrency accounting, you also print posting journals
after revaluing transactions at new exchange rates.
How to print Set the printing destination using the File menu on the company
desktop. If your print destination is set to any destination, including
Preview, Accounts Payable will set the journals status to printed.
Then choose Posting Journals from the A/P Transaction Reports

folder.
Make your selections in the following fields:
Select Posting Journal. Select the type of posting journal to print:

Invoice, Payment, or Adjustment. The Invoice Posting Journal
includes credit note, debit note, and interest transactions.
Multicurrency If you use multicurrency accounting, you can also select Revaluation
or Provisional Revaluation.
Reports
User Guide 735

Posting Journal
From Posting Sequence and To Posting Sequence. Type the lowest

and highest numbers in the range of posting sequences for which
you want to print journals.
A unique posting sequence number is assigned each time you post

batches. These fields display the lowest and highest posting
sequence numbers in your Accounts Payable system for the type of
journal you select. (You use the Clear History form to clear posting
sequences for the journals you have already printed.)
Reprint Previously Printed Journals. Select this option if you want to

print additional copies of journals you printed before (that you have
not yet cleared).
Do not select the option if you want to print only the journals you
have not already printed from the specified range of posting
sequence numbers.
Sort By. Specify the order in which to list transactions on the posting
journal.
Batch/Entry Number. Lists transactions in order by the batch

and entry numbers they were assigned when you entered them.
Vendor Number. Lists transactions in order by their vendor

numbers.
Document Date. Lists transactions in order by the dates that

you entered when you created the transactions.
Payment and The name of this choice varies with the type of journal you want
adjustment
to print.
journals
Select Adjustment Date when you are printing adjustment
posting journals.
Document Number. Lists invoices, credit notes, debit notes, and

interest charges by their document numbers.
Payment journals Select Check Number to list payment transactions by the check
or payment number you entered with each transaction.

Posting Journal
Adjustment Select Adjustment Number to list adjustment transactions by the

journals
adjustment number that Accounts Payable assigns to the
transactions when you create them.
The Adjustment Number option will list the transactions in the

same order as sorting by batch and entry number, unless you
create adjustment batches or make entries in a non-sequential
order. For example, if one person opens an adjustment batch but
doesnt enter the adjustments until after a second person has
opened a second batch and entered transactions, then the
transactions in the second batch would be listed first.
Features The original batch and entry number for each transaction. Use
these numbers to trace transactions back to their batch listings.
You can also use these numbers to identify the transactions on
the G/L Transactions report, if you choose not to consolidate
general ledger batches (using the Consolidate G/L Batch option
in the Options form).
Tax information appears only on the Invoice Posting Journal, to

show the total tax for each tax authority on each invoice, credit
note, or debit note.
Payment journals The Payment Posting Journal includes an Adjustment and a

Discount column to list any adjustments made to documents in
the Payment Entry form and discounts taken when payments
were applied to documents. (You can make adjustments during
payment entry only if you select the Allow Adjustments In
Payment Batch option in the Options form.)
Adjustment The Adjustment Posting Journal includes a Debit and a Credit

journals
column to list the general ledger account number or distribution
code (representing general ledger account numbers) to which
each debit or credit was posted.
The Invoice Posting Journal includes a summary that lists separate

totals for invoices, debit notes, credit notes, and interest charges.
The Payment Posting Journal summary lists totals for

adjustments, discounts taken, and payments.
Reports
User Guide 737

Pre-Check Register
Adjustment The Adjustment Posting Journal summary lists the totals of

journals
debits and credits.
The General Ledger Summary lists the total amounts of the

transactions that were created for each general ledger account
used in the posted batches. These transactions are placed in the
general ledger batches Accounts Payable creates in Sage Accpac
General Ledger, if you use it, or in the batches that are produced
for you to transfer to another general ledger system.
Multicurrency If you use multicurrency accounting, the posting journals include

information
the following additional information:
The currency, exchange rate, and rate date for each transaction.
Payment journals The Payment Posting Journal shows the vendor and the bank
exchange rates.
The total for the transaction (and the total tax, for invoice posting
journals) in the functional currency, as well as the source
currency.
The Summary lists totals for each source currency used in the
report, as well as the equivalent totals in the functional currency.
The amounts on the General Ledger Summary page are shown

in their source currencies, with the corresponding equivalent
amounts in the functional currency.
Pre-Check Register
The Pre-Check Register report shows the payments that will be
made if you generate checks using the selection and exclusion
criteria you specify in the Create Payment Batch form. You can also
print a list of transactions or vendor accounts that have been placed
on hold. See Chapter 5, Processing Payments and Adjustments, for
information about using the Create Payment Batch form.

Pre-Check Register
When to print Print the report before generating a check run to verify the payment
batch you are creating.
How to print Click the Register button on the Create Payment Batch form after
specifying payment selection criteria.
Features The report includes:
Codes that show why transactions are selected or why the

payment amount differs from the net (current) payable:
S The discount amount was changed for the transaction.
F The invoice will be paid whether or not it meets the criteria

set for the check run (unless the check is outside the
specified range of check amounts).
D The transaction has been included in the proposed check run

because it is eligible for a discount.
A summary of the total amount of checks that will be paid in the

check run, the total amount of checks that will be withheld
(because the transaction or vendor is on hold), and the total
amount of checks that will not be printed because they are
outside the specified range of check amounts.
The Listing Of Payables Withheld summary. This summary page

appears only if you select the Include Bypassed Payables On
Register option on the Create Payment Batch form. Three
additional codes explain why transactions have been withheld:
V The vendor has been placed on hold.
H The transaction has been placed on hold (in the Control

Payments form).
P A payment check has already been issued for the invoice, or

an adjustment to the invoice has been made, but the
payment or adjustment is in an unposted batch.
Reports
User Guide 739

Recurring Payables
Recurring Payables
The Recurring Payables report lists the vendors, dates, terms,
amounts, distribution codes, and details entered for the recurring
payables for which vendors regularly invoice you.
When to print Print the report when you add, change, or delete recurring payables
records.
How to print Choose Recurring Payables from the Vendor Reports folder, then
select a range of recurring payables codes and vendor numbers.
To print schedule information on the report, select the Schedule

option.
To include optional field information on the report, select the

Optional Fields option.
Remit-To Locations
The Remit-To Locations report lists the remit-to locations (addresses
to which you send checks) used by your vendors.
When to print Print the report when you add, change, or delete remit-to locations.
How to print Choose Remit-To Locations from the Vendor Reports folder, then
select:
Whether to include address information (address, contact name,

and check language) or optional field information (if you use
optional fields) for the remit-to locations. You must select at least
one of these options to print the report.
A range of vendors.
Features The report includes the following:
Address information.

Revaluation Posting Journal
Optional field information, if you select the Optional Field

option.
Whether the address is designated a primary remit-to location

(on the Address tab on the Remit-To Locations form).
Revaluation Posting Journal

A Revaluation Posting Journal is the printed record of the
transactions that are created for the general ledger exchange gain
and loss accounts when you revalue multicurrency documents at
new exchange rates. Note that the transactions created for the
general ledger by a posted revaluation are reversed in the next fiscal
period.
If you do a provisional revaluation, you can also print the

Provisional Revaluation Listing to check the transactions that will be
created when you post the revaluation. Further information about
revaluing documents is contained in Chapter 6.
When to print You should print the Provisional Revaluation Listing or Revaluation
Posting Journal each time you revalue transactions. You must print
all outstanding posting journals before you can use the Clear History
form to clear them or use the Year End form to do year-end
processing.
How to print Print to any destination. Accounts Payable will set the journals
status to printed (even if you use the preview destination). Choose
Posting Journals from the A/P Transaction Reports folder, and then
select Revaluation or Provisional Revaluation.
See the Posting Journal section, earlier in this chapter, for more
information about the selections you can make to print revaluation
posting journals.
Reports
User Guide 741

1099/CPRS Codes
Features The posting sequence number appears only on the Revaluation

Posting Journal. It does not appear on the Provisional
Revaluation Listing because no transactions are posted when
you revalue provisionally.
The transactions created in each posting sequence are grouped

and totaled by account set.
The journal includes a summary page, listing totals for each

currency used in the report, the equivalent totals in the
functional currency (both the original functional amount and the
revalued amount), as well as the total unrealized exchange gain
or loss for each currency.
The General Ledger Summary lists the total amounts of the

transactions that were created for each source currency for the
general ledger accounts used in the posted batches (the Payables
Control account and the unrealized exchange gain and loss
accounts).
1099/CPRS Codes
The 1099/CPRS Codes report lists the code and description for each
1099/CPRS code entered in your Accounts Payable system. The code
numbers correspond to the box numbers on the US 1099-MISC form
and Canadian CPRS report.
When to print Print the report when you add, change, or delete 1099/CPRS codes.
How to print Choose 1099/CPRS Codes from the Setup Reports folder, and then
select a range of 1099/CPRS codes.
1099/CPRS Amounts
You can use Accounts Payable to track payments to vendors who are
subject to 1099 or CPRS reporting, and print the data on official 1099
or CPRS forms.

1099/CPRS Amounts
You must select the Use 1099/CPRS Reporting option in the Options
form to accumulate 1099 and CPRS data and print this report. A 1099
or CPRS form is printed for a vendor only if the Subject To
1099/CPRS Reporting option is selected in the vendor record.
Sage Accpac Accounts Payable comes with sample 1099 (AP1099.rpt)

and T5018 (APCPRS.rpt) formats, designed for laser printers. (The
formats were valid at the time this manual was printed. If the forms
change, you can change the report formats.
When to print Print 1099 and CPRS forms at the end of each calendar year, after
you have entered all transactions for the calendar year.
How to print Choose 1099/CPRS Amounts from the Accounts Payable folder.
To print a test copy of a 1099 or CPRS form to check the alignment of

the forms in your printer, click the Align button. You can repeat this
step as often as you need to when the printing destination is Printer.
Click Print to print 1099 or CPRS forms, after you make your
selections in the following fields:
For Tax Year. Select the year for which you wish to report
1099/CPRS data.
Print Date. The program uses the session date you enter when you
start Sage Accpac. Enter a different date if you wish. This
information is not used on the form supplied with Sage Accpac
Accounts Payable, but you may wish to include it on customized
forms.
Tax Reporting. Specify whether to print 1099 forms or CPRS forms.

Reports
User Guide 743

Terms
Use Form. Select the name of the 1099 or CPRS form to use. Click the
Browse button (or press Alt + B) if you are not sure of the name of
the form, and then select the form from the list that appears.
Federal Tax Number. Enter your federal 1099/CPRS identification

number.
Vendor Number. Select a range of vendor numbers.
1099/CPRS Code. Enter a range of account codes to report on.
Features The sample 1099 form includes the following information:
Your company name, address, and identification number.
The vendor name, address, and identification number.
The 1099 payments to the vendor in the calendar year.
A summary that contains the information you need to complete

Form 1096 (required when filing 1099-MISC forms).
Terms
The Terms report lists the information entered for each terms code to
specify how to calculate due dates, discount amounts, and discount
periods on invoices that use the code.
When to print Print the report when you add, change, or delete terms codes.
How to print Choose the Terms icon from the Setup Reports folder, then select a
range of terms codes and whether to include multiple payment
schedules.
Features The Due Date information indicates the method used to

determine the due dates for invoices assigned to the terms. You
can calculate due dates using:
Days from invoice date

End of next month
Day of next month

Vendor Activity Statistics
Days from day of next month

Due date table
Discount Date information includes the method used to

determine the discount period, whether to include tax in the
base for discount calculations, and the discount percentage.
If the terms code uses a due date table or a discount date table,
the report lists the information in the table.
For multiple payment schedule terms codes, the report shows

the percentage due, the method of calculating the due date, and
discount information for each payment. This information
appears only if you select the Include Multiple Payment
Schedules option.
Vendor Activity Statistics

The Vendor Activity Statistics report lists information about the
purchases and payment history for the current year to date and
previous fiscal year for the vendor records in your Accounts Payable
system. Most of the information on this report is also available on the
Vendor Activity page of the Vendors form.
When to print Print the report when you need to check on vendor account activity
such as the last time you made a purchase from the vendor, the date
and amount of your last payment to the vendor, the average number
of days it takes you to pay the vendor, or the date a vendors balance
was last revalued (if you use a multicurrency Accounts Payable
system).
How to print Choose Vendors from the Vendor Reports folder. Then select:
Vendor Activity Statistics from the Report Type box.
Multicurrency Whether to print amounts in the vendor currency or the

information
functional currency (if you use a multicurrency Accounts
Payable ledger).
Reports
User Guide 745

Vendor Group List
Up to four selection and sorting criteria. If you do not specify

selection criteria, the report includes all vendor records. If you
do not specify sorting criteria, the report orders the vendor
records by vendor number. See the Vendor List section, later
in this chapter, for information about the selection and sorting
options.
Vendor Group List

The Vendor Group report lists the information entered for each
vendor group in your Accounts Payable system, and the vendors
assigned to each group.
When to print Print the report when you add, change, or delete vendor groups.
How to print Choose Vendor Groups from the Vendor Reports folder. Then select:
Vendor Group List from the Report Type box.
Whether to include the profile, member list, or optional fields for

the vendor groups.
A range of vendor groups.
Other vendor You can also select Vendor Group Statistics to print the Vendor
group report
Group Statistics report. It provides the same information as the
Vendor Period Statistics report, but is totaled by vendor groups
instead of by vendor. See the Vendor Period Statistics report, later in
this chapter, for more information.
Features The information that appears when you select the Profile option.
The telephone number and contact person for each of the

member vendors, for quick reference. This information is printed
if you select Group Members.
The optional fields, if any, defined for the group.

Vendor List
Vendor List
The Vendor List report lists the information entered for the vendor
records in your Accounts Payable system.
When to print Print the report when you add, change, or delete vendor records.
How to print Choose Vendors from the Vendor Reports folder.
Then make your selections in the following fields:
Report Type. Select Vendor List.
Include. Specify whether to include the vendors address, profile,

comments, or optional fields (if you use them). You must select at
least one of these options to print the report.
If you choose to print the comments from the vendor records, enter a
range of follow-up dates for which to include comments.
Select By. Specify up to four selection criteria for the report. Your
choices for the first selection criterion are:
Vendor Number
Vendor Group
Short Name
Reports
User Guide 747

Vendor List
Your choices for the remaining three selection criteria include the
above, and:
Account Set
Vendor Balance
Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Start Date
Vendor optional fields (if you use optional fields)
If you do not specify selection criteria the report includes all vendor
records.
Sort By. You can choose up to four orders by which to sort records
for the report. You can sort by:
Vendor Number
Vendor Group
Short Name
Account Set
Vendor Balance
Vendor Equivalent Balance (multicurrency ledgers only)
Vendor Name
Start Date
Vendor optional fields (if you use optional fields)
vendor number.
Other vendor You can also select Vendor Activity Statistics as the report type, to
reports
print the Vendor Activity Statistics report, or Vendor Period
Statistics to print the Vendor Period Statistics report. See the Vendor
Activity Statistics and Vendor Period Statistics reports for more
information.
Features Address information (appears if you select Include Address).
Profile information (appears if you select Include Profile).

Vendor Period Statistics
Comments and dates entered in the vendor record. This

information appears only if you select the Include Comments
option and you have entered comments in the vendor record
(that have follow-up dates within the range specified).
The optional fields, if any, defined for vendor records.
Vendor Period Statistics

The Vendor Period Statistics report lists the total amount of invoices,
payments, discounts taken, discounts lost, credit and debit notes,
and adjustments you have recorded for a given vendor during the
period covered by the report, as well as the total number of invoices
paid during that period. The information on this report is also
available on the Vendor Statistics tab of the Vendors form.
When to print Print the report when you need a summary of vendor statistics (for
example, at the end of each period).
How to print Choose Vendors from the Vendor Reports folder. Then select:
Vendor Period Statistics from the Report Type box.
Multicurrency Whether to print amounts in the vendor currency or the

information
functional currency (if you use a multicurrency Accounts
Payable system).
Whether to include the number of documents that make up the

total amount for each type of transaction listed on the report.
The year(s) and period(s) for which you wish to include

transactions. The program accumulates the statistics by the type
of year (fiscal or calendar) and type of period (such as monthly
or quarterly) you specify on the Vendor Options page of the
Options form.
Up to four selection and sorting criteria.

Reports
User Guide 749

Vendor Transactions
If you do not specify selection criteria, the report includes all

vendor records that have transactions for the period covered by
the report.
If you do not specify sorting criteria, the report orders the

vendor records by vendor number.
See the Vendor List section, earlier in this chapter, for

information about the selection and sorting options.
Contents The report lists the total amount for each type of transaction, by
vendor, for each period covered by the report. The final page of the
report is a summary page, listing the total amount (for all vendor
records on the report) for each type of transaction, for each period
covered by the report.
Other versions The Vendor Group Statistics report shows the same information for
vendor groups.
Vendor Transactions
The Vendor Transactions report lists transactions that were posted to
vendor accounts during the period you specify when you print the
report. You can order the transactions by document date, by
document number, or by fiscal year and period.
When to print Print the report when you want to see the current status of your
vendor accounts.
How to print Choose Vendor Transactions from the A/P Transaction Reports
folder.

Vendor Transactions
Then make your selections in the following fields:
Select Transaction Types. Select one or more transaction types to

include on the report. The choices are Invoice, Debit Note, Credit
Note, Interest, Prepayment, and Payment.
Report Type. You can order transactions by document date, by

document number, or by fiscal year and period.

Vendor Number
Vendor Group
Short Name
For the remaining three selection criteria choose from the above, and:
Account Set
Currency Code
Vendor Name
Start Date
Reports
User Guide 751

Vendor Transactions
records that meet the other criteria you select in this form. (The
program does not include vendor records with a zero balance, for
example, unless you select the Print Vendors With A Zero Balance
option.)
Vendor Group
Account Set
Current Vendor Equivalent Balance (in multicurrency ledgers)
Vendor Name
Short Name
Start Date
vendor number.
Document Date From and To. Indicate a range of dates for which to
include transactions. This option appears when you report
transactions by document date or by document number.
Year/Period From and To. Specify the fiscal year and period range
for which you wish to report transactions. Documents entered and
posted outside this range do not appear on the report.
This option appears when you report transactions by fiscal year and
period.
Contact / Phone / Credit. Select this option if you wish to list the
vendors contact person and phone number, and your credit limit for
the vendor.

Vendor Transactions

each reported invoice. If you do not select this option, the statement
shows only the balance owing for each document.
Print Vendors With A Zero Balance. Select this option to include

accounts with a zero balance, for example, to find out which vendor
accounts are dormant. Note that an account could have outstanding
transactions even with a zero balance, for example, an offsetting
invoice and credit note.
Print Totals By Transaction Type. Select this option to list a total for
each transaction type (invoices, debit notes, credit notes, interest,
and prepayments) after the listing for each vendor.
Multicurrency Print Amounts In. If you use multicurrency accounting, use this
information
option to select the currency for the report. You can list transaction
amounts in the vendor currency or the functional currency. If you
list transactions in the functional currency and you have performed a
revaluation, the report shows the new functional amounts.
The transaction type. The possible transaction types are:
CR Credit Note
DB Debit Note
IN Invoice
IT Interest Charge
PY Payment
PI Prepayment
Order number and 1099/CPRS information. If you do not enter a

1099/CPRS tax number in the record for a vendor who is subject
to 1099/CPRS reporting, the total for the vendor is marked with
an asterisk to indicate that the tax identification number is
missing.
The applied type. The possible applied types are:
AD Adjustment
Reports
User Guide 753

Vendor Transactions
CF Applied Credit (from)

CT Applied Credit (to)
DF Applied Debit (from)
DT Applied Debit (to)
ED Earned Discount Taken
PY Payment
PI Prepayment
GL Gain or Loss (multicurrency ledgers)
RD Rounding
The number of days that the transaction is overdue on the date

you print the report. This column shows your payment habits
with each vendor and highlights seriously overdue transactions
that may require immediate payment.
Information that appears if you select the Contact option.
Applied detail information appears if you select the Include

Applied Detail option.


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Messages
Error
Appendix A
Error Messages
Error messages are one of the types of messages that appear in Sage
Accpac. The other types are Warnings and Confirmations.
Error messages identify conditions that prevent the program from

proceeding. In most cases, error messages start with a phrase (a
category) such as System error or Incorrect procedure, followed
by a sentence that describes the problem more specifically. In some
cases, the message includes suggestions for action.
For information about the steps to follow to correct an error, you

should look up the error category, either in Appendix A in the
System Manager User Guide, or in the list of categories that appears
when you click the Help button in the error message window.
Using Online Message Help

The most efficient way to look up details of an error, warning, or
confirmation message is to use online help.
To look up an error message online:
1. If you receive a message while working, click the Help button.
2. Look for a topic title that is the same as the first few words in the
message.
User Guide A1

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Using Online Message Help
3. Click the category you want to find out more about. It will link
you to more detailed information.
4. If you want to print a copy of the help, click the Print button.
5. If you dont see any listings that match your message, click
Confirmations, Warnings, and Miscellaneous errors at the
bottom of the screen, and look for the message in the list that
appears.
A2 Sage Accpac Accounts Payable

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Appendix B
Importing and Exporting
Importing and
Exporting
File Import/Export Selection .................................................... B2
Listing the Fields You Can Import and Export ................................ B2
Exporting from Records with Multiple Tables .................................... B3
Import Options ................................................................ B4
Selecting Records for Export and Import ......................................... B4
Errors During Importing ....................................................... B4
User Guide Bi

Appendix B
Importing and Exporting
Importing and
Exporting
This appendix describes importing and exporting in Accounts
Payable.
Accounts Payables Import and Export commands let you transfer

accounts payable data to and from non-Sage Accpac programs,
enabling you to perform tasks such as:
Import setup information from a non-Sage Accpac application or

spreadsheet.
Import vendor records from a non-Sage Accpac application or

spreadsheet.
Import transaction batches from non-Sage Accpac applications

and remote Sage Accpac subledgers.
Export accounts payable data to a spreadsheet for analysis.
Export batches of recurring transactions for later import.
For information about file formats, using scripts and criteria, and the
steps you follow to import and export data, see the chapter on
importing and exporting data in the System Manager User Guide.
Use sample data To see exactly how to format records for importing, we suggest that
you first export records from the sample data that comes with
Accounts Payable, specifying the format in which you plan to
import.
Back up data Experiment with the Accounts Payable sample data before
importing data to a live database. Back up your accounting data
before attempting to import. See the chapter on checking data
integrity and making backups in the System Manager User Guide.
User Guide B1

File Import/Export Selection
Incorrect importing Do not import accounting data without appropriate manual

can damage data
accounting control and verification procedures.
Press F1 to display Help screens when using the Import or Export

command.
The rest of this chapter contains tips and reminders on importing

and exporting Accounts Payable data.
File Import/Export Selection

The Accounts Payable Export command allows you to select
portions of some records for export. For example, when you export
vendor records, the File Import/Export Selection dialog box appears,
allowing you to choose from four different portions of the data
Vendor Profile, Vendor Period Statistics, and Vendor Comments (the
statistics item appears in the import list only if you chose the Allow
Edit Of Statistics option on the Options form).
The File
Import/Export
Selection dialog
box, with the list of
vendor record
export/import types
Each portion of the record listed in the File Import/Export Selection
form must be imported and exported separately.
Listing the Fields You Can Import and Export

Sage Accpac lets you display and print lists of the fields you can
import or export from any Accounts Payable record.
Use the Display Import Fields command on the Import form to

display the name, type, and length of each field in the record that
you want to import. The report also indicates key fields.
B2 Sage Accpac Accounts Payable

Exporting from Records with Multiple Tables
Exporting from Records with Multiple Tables

You select fields to export from the list that appears in the Export
Importing and
Exporting
dialog box after you enter the path and the name of the file to which
you want to export the data.
If you are exporting Accounts Payable transaction batches, recurring

charges, distribution sets, payment selection criteria, or terms with
payment schedules, the records are each stored in more than one
database table.
The Export dialog

box for invoices
You can select fields

once you enter the
file name.
The list shown in the picture, above, contains fields from five
database tables. You must include the required fields from each of
the tables to be able to complete the export. (A star in the field
checkbox identifies required fields.)
Key fields Sage Accpac uses key fields to look up records. Most types of
records have a single key, but some have more than one key field.
For example, Vendor Number is the key field for vendor records,
while Batch Number and Entry Number are the key fields for
invoice records. In Sage Accpac, the Finder is active for every key
field.
User Guide B3

Import Options
Import Options
Accounts Payable lets you import records in three ways Insert
and Update, Insert Only, and Update Only. Update Only updates
existing records without adding new ones. Insert Only adds new
records without changing existing records. Insert and Update adds
new records and updates those currently in the database.
Most Accounts Payable records allow all three options, except

batches of invoices, payments, and adjustments, which are limited to
Insert Only.
Note that when importing invoices, payments, or adjustments, you

must first select the destination batch in Accounts Payable.
Selecting Records for Export

You can use the Set Criteria option to specify a range of records to
export. For information on how to use this powerful selection tool,
see the section, Setting Up Criteria for Selecting Records, in
Chapter 4 of the System Manager User Guide.
You cannot select The Set Criteria option cannot be used to select records to import
records to import
from an import file. All records contained in an import file must be
imported at the same time.
Errors During Importing

If importing stops due to errors, Accounts Payable creates a restart
record that marks the point where importing stopped, identifies the
error condition by task, date, time, and user (the person performing
the task), and describes any action you must take.
B4 Sage Accpac Accounts Payable

Errors During Importing
Restart For information on restarting an import operation and on working

records
with restart records, see Chapter 8, Working with Restart Records,
in the System Manager Administrator Guide.
Importing and
Exporting
User Guide B5

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Appendix C
c Accounts Payable Security
nt
This appendix describes the Accounts Payable tasks and functions
a for which you can define security.
a
e Sage Accpac uses security groups to restrict user access to data. Use
A/P Security
c Administrative Services to define security groups for Accounts
ri Payable and assign them to users. First you select the tasks that
members of each security group can perform, and then you assign
individual users to the security groups you defined.
Use Note that to restrict access to Sage Accpac data, you must first turn
Database
on security for the system database using Database Setup.
Setup to turn
on security
For information on activating security and setting up security
groups, see the System Manager Administrator Guide.
With Accounts Payable security enabled, users without security

assignments have very limited access to Accounts Payable. They can
only view currency information (codes, rate types, currency tables,
and conversion rates).
Common Inquiry To be able to view records and to print reports in Accounts Payable,
a user must belong to a security group with Common Inquiry access.
With this security assignment you can:
View records and print reports for Vendor Groups, Vendors,

and Remit-to Locations.
View setup records and print setup reports (except for ACCPAC
Plus Conversion.)
User Guide C1

Accounts Payable Security
Common Inquiry access is automatically assigned when you give

any other type of permission to a security group, except for the
following types:
Import Processing.
Export Processing.
Transaction Optional Fields.
Set Ready To Post (for any type of batch).
View Credit Card Information.
Common Inquiry permission by itself does not let users edit any
Accounts Payable records. To allow users in a security group to edit
records or perform processing tasks, you must grant the group
access to additional tasks from the following list.
Setup Maintenance. Allows you to update and print setup choices

and records in Options, Account Sets, 1099/CPRS Codes,
Distribution Codes, Distribution Sets, Terms, G/L Integration,
Payment Codes, E-mail Messages, and Optional Fields. You can also
convert Sage Accpac Plus records using Sage Accpac Plus A/P
Conversion.
Control Payments. Allows you to process payment controls.
Vendor Maintenance. Allows you to update records in Vendor

Groups, Vendors, Remit-To Locations, and 1099/CPRS amounts (if
the option Allow Edit of 1099/CPRS Amounts is selected in the
Options form).
It also lets you add or delete optional fields for vendor groups,
vendors, and remit-to locations.
Invoice Batch Inquiry. Allows you to view and print transactions in

Invoice Batch List, Invoice Entry, and Recurring Payables. You can
also print processing reports for invoices in Batch Listing, Batch
Status, Recurring Payables (report), and G/L Transactions.
Invoice Batch Entry. Allows you to view, create, and update

transactions, and to print reports in Invoice Batch List and Invoice
Entry. It also lets you set up recurring payables in Recurring
C2 Sage Accpac Accounts Payable

Payables and to create batches of recurring payable invoices using

Create Recurring Payable Batch, and it lets you use the 1099
Electronic Billing form.
You can also view reports from Vendor Activity, and view payment
records in Payment Inquiry. In addition, you can print processing
reports for invoices in Batch Listing, Batch Status, and G/L
Transactions.
If you have Set Invoice Batch Ready To Post authorization, also, you
A/P Security
can set batches ready to post in Invoice Batch List.
Set Invoice Batch Ready To Post. Allows you to set invoice batches
ready to post.
You must also have Invoice Batch Entry or Invoice Batch Posting
authorization to set an invoice batch ready to post.
Invoice Batch Posting. Allows you to enter and post invoice batches
in Invoice Batch List and Post Invoice Batches. This assignment also
lets you send transactions to the General Ledger automatically, but
only if the option to Create G/L Batches During Posting is selected in
the Options form. You can also use the 1099 Electronic Billing form.
You can also view transactions and print reports in Invoice Batch
List, Invoice Entry, and Payment Inquiry. In addition, you can view
vendor records in Vendor Activity, and print processing reports for
invoices in Batch Listing, Batch Status, Posting Journals, Posting
Errors, and G/L Transactions.
Payment Batch Inquiry. Allows you to view transactions and print

reports for payments in Payment Batch List, Payment Entry, and
Payment Selection Codes. You can also print processing reports for
payments in Batch Listing, Batch Status, and G/L Transactions.
Payment Batch Entry. Allows you to view, create, and update

records and print reports in Payment Entry and in Payment Selection
Codes. You can also view transactions, create batches, and print
reports in Payment Batch List, create batches in Create Payment
User Guide C3

Batch, and view records in Payment Inquiry and Vendor Activity.

You can also use the 1099 Electronic Billing form.
In addition, you can print processing reports for payments in Batch

Listing, Batch Status, Check Register, and G/L Transactions.
If you have Set Payment Batch Ready To Post authorization, also,

you can set batches ready to post in Payment Batch List.
Set Payment Batch Ready To Post. Allows you to set payment

batches ready to post.
You must also have Payment Batch Entry or Payment Batch Posting
authorization to set a payment batch ready to post.
Payment Batch Posting. Allows you to post payment batches, and

to print checks and reports in Payment Batch List. This assignment
also allows you to send transactions to the general ledger
automatically, but only if the option to Create G/L Batches During
Posting is selected in the Options form. You can also use the 1099
You can view transactions and print checks in Payment Entry, view
records and print reports in Payment Selection Codes and in
Payment Batch List, and view records in Payment Inquiry and
Vendor Activity. You can also print processing reports for payments
in Batch Listing, Batch Status, Posting Journals, Posting Errors,
Check Register and G/L Transactions.
Adjustment Batch Inquiry, Payment Batch Inquiry. You need both of

these assignments together to view transactions and print reports in
Adjustment Batch List, Payment Batch List, Adjustment Entry,
Payment Entry, and Payment Selection Codes. You can also print
processing reports for adjustments in Batch Listing, Batch Status,
and G/L Transactions.
Adjustment Batch Entry, Payment Batch Entry. You need both of

these assignments together to view, create, and update transactions
and print reports in Adjustment Entry, Payment Entry, Adjustment
Batch List, Payment Batch List, and Payment Selection Codes. You

can also create batches in Create Payment Batch, print checks in

Payment Entry, and view records in Payment Inquiry and Vendor
Activity. You can also use the 1099 Electronic Billing form.
In addition, you can print processing reports for adjustments in

Batch Listing, Batch Status, Check Register, and G/L Transactions.
If you have Set Adjustment Batch Ready To Post authorization, also,

you can set batches ready to post in Adjustment Batch List.
Set Adjustment Batch Ready To Post. Allows you to set adjustment
A/P Security
batches ready to post.
You must also have Adjustment Batch Entry or Adjustment Batch

Posting authorization to set an adjustment batch ready to post.
Adjustment Batch Posting. Allows you to post adjustment batches in

Post Adjustment Batches. This assignment also allows you to send
transactions to the General Ledger automatically, but only if the
option to Create G/L Batches During Posting is selected in the
Options form. You can also use the 1099 Electronic Billing form.
You can also view records in Payment Inquiry and Vendor Activity,
and print processing reports for adjustments in Batch Listing, Batch
Status, Posting Journals, Posting Errors, and G/L Transactions.
If you also have Adjustment Inquiry and Payment Inquiry

assignments, you can post adjustment batches in Adjustment Batch
List.
Vendor Analysis. Allows you to view vendor information in Vendor

Activity. You can also use the 1099 Electronic Billing form.
You can also print Vendor Transactions, Aged Payables, Aged Cash
Requirements, Aged Retainage, 1099/CPRS Amounts, and
Letters/Labels.
Clear History/Records/Stats. Allows you to do periodic processing in

Clear History, Clear Statistics, and Delete Inactive Records forms.
User Guide C5

Period End Maintenance. Allows you to do periodic processing in

Create G/L Batch and Revaluation, and to print processing reports in
Posting Journals and G/L Transactions.
Year End Maintenance. Allows you to do periodic processing in

Year End.
Import Processing. Allows you to import records using the File

menu. You must also assign update rights for the types of records
you want to import. For example, to allow the importing of vendor
records, you must assign both Import Processing and Vendor
Maintenance rights.
Export Processing. Allows you to export setup, vendor, and

transaction records, using the File menu. You must also assign
update rights for the types of records you want to export. For
example, to allow the exporting of payment records, you must assign
both Export Processing and Inquiry rights.
Transaction History Inquiry. Allows you to view vendor information

in Vendor Activity and Payment Inquiry. It also lets you use the 1099
Transaction Optional Fields. Allows you to add or delete optional

fields in Invoice Entry, Payment Entry, Adjustment Entry, and other
Accounts Payable functions that create transactions automatically.

Apug-d.doc, printed on 5/3/2006, at 6:14:31 PM. Last saved on 5/3/2006 6:14:00 PM.
Appendix D
Technical Information
Creating Macros for Accounts Payable ...........................................D1
Running Visual Basic Macros in Accounts Payable ............................D1
Multiuser Considerations .......................................................D2
Global Locks ..............................................................D2
Single-User Processes.......................................................D3
Passive Concurrency (Multiuser Data Protection) .............................D4
Interaction with Bank Services...............................................D4
Information
Technical
User Guide Di

Appendix D
Technical Information
This appendix provides information for macro developers and for
administrators of multiuser environments.
Creating Macros for Accounts Payable

The easiest way to write a macro is to record one first, performing
the tasks that you want the macro to perform. Then edit the macro,
adding the special features you need.
For information on how to record macros and write the code to add
Information
Technical
special features, see the Using Macros and Writing Macros
chapters in the System Manager User Guide.
You can also add icons for macros to your Sage Accpac desktop, so
that they are easily accessible. (The System Manager User Guide
provides instructions for adding icons to the desktop.)
For information about fields used in Sage Accpac views, choose

U.I. Info from the Sage Accpac Tools menu, on the Windows Start
menu, or choose AccpacInfo.exe from the ACCPAC\Runtime folder.
Sage Accpac must be running to use U.I. Info.
Running Visual Basic Macros in Accounts Payable

Sage Accpac System Manager provides full support for Microsoft
Visual Basic for Applications (VBA), allowing Accounts Payable to
integrate smoothly with Microsofts entire Office suite.
You can record, edit, and run VBA macros from within Sage Accpac.
You can also run VBA macros for another application that includes
VBA, such as Microsoft Excel. See the System Manager User Guide for
User Guide D1

Multiuser Considerations
detailed information on creating Visual Basic macros for use with

your Sage Accpac data.
Sage Accpac uses three record access methods to protect data in a
multiuser environment:
Global Locks. While you run a globally locked process, no other

process can be run on the system.
Single-User Processes. While you run any one of the processes in

this group, no other process in the group can be run. However, users
may work in other Accounts Payable forms not included in the
group.
Passive Concurrency (Multiuser Data Protection ). You can run any

of these processes while others are using them, but Accounts Payable
protects the data by preventing more than one user from making
changes to the same record at the same time.
Global Locks
The following processes lock out all other users from Accounts
Payable until processing is finished:
Options
Year End
ACCPAC Plus A/P Conversion
If other users are working in Accounts Payable or if you have other

Accounts Payable forms open while you attempt to run any of these
processes, you see a message similar to the following:
D2 Sage Accpac Accounts Receivable

The one exception is the Options form, which allows you to save
changes to the following fields while other users are working in
Accounts Payable:
Contact Name (Company Options tab)

Telephone (Company Options tab)
Fax Number (Company Options tab)
You cannot save changes to any of the other options until all other
users have left Accounts Payable and all other Accounts Payable
forms are closed.
Information
Technical
Single-User Processes
If you run any one of the following processes, you lock all other
users out of the group:
Batch posting
Note: You can post batches while other users are also
posting batches. However, you cannot post batches while
any other single-user processes are running.
Revaluation
Create G/L Batch
Generate System Batch
Reverse Checks (Bank Services)
Control Payments
Print Checks
User Guide D3

For example, while you are running Revaluation, a second user, who
wants to create a G/L batch, must wait until the revaluation is
complete.
When you run a single-user process, other users can work in forms
not included in the group, but if they are updating records in batches
referenced by the process you are running, they may be unable to
save their work. Once again, make sure no one is working in the
batches you are trying to post.
Passive Concurrency (Multiuser Data Protection)

Apart from the restrictions listed in the previous two categories, all
other processes and functions in Accounts Receivable use passive
concurrency.
Passive concurrency protects data integrity in a multiuser

environment by letting you save changes to a record only if the
record has not changed since you selected it.
To allow efficient data entry, Accounts Receivable does not lock

records in advance. Rather, it prevents two workstations from saving
changes to the same record at the same time. If two users are editing
the same entry, for example, the first one to click the Save button
succeeds in updating the file. The second user receives an error
message when attempting to save, and will have to re-do their work
in that entry.
For a more detailed example of how passive concurrency works, see

Multiuser Data Protection in Chapter 3 of the System Manager
Administrator Guide.
Interaction with Bank Services

Accounts Payable can send full check details to Bank Services at any
time. If you send check information to Bank Services while someone
else is performing reconciliation, the new details appear as soon as
the person performing the reconciliation closes and re-opens the
D4 Sage Accpac Accounts Receivable

Reconcile Statements form, or switches to another bank record and

then switches back.
Similarly, if you edit the bank record, when the changes are saved,
the Bank Services program ensures that the updated version of the
bank record is available to Accounts Payable.
Finally, if someone is working in Accounts Payable when you

attempt to post a bank reconciliation containing Accounts Payable
checks for clearing, you will not be able to complete the transaction
until the person exits the system.
Information
Technical
User Guide D5

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Index
1 A/R item number

entering for a job-related detail, 4-13
Account set
1099/CPRS codes
adding, 3-41
adding, 3-44
after changing, 3-43
after editing, 3-45
credit note entry, 2-18
credit note entry, 2-18
debit note entry, 2-18
debit note entry, 2-18
deleting, 3-43
deleting, 3-45
editing, 3-42
editing, 3-44
effects of change, 3-42
importing and exporting, 3-65
importing and exporting, 3-65
invoice entry, 2-18
invoice entry, 2-18
maintaining, 3-44
maintaining, 3-40
setting up
setting up
See: Getting Started guide
1099 Electronic Filing, 6-19
Account Sets form
1099/CPRS information
using, 3-40
on Vendor Transactions report, 7-53
Account Sets report, 7-3
1099/CPRS Reporting
Accounts Payable
integration with G/L, 2-119
1099 summary report, 6-23
Index
integration with other programs, 2-119
1099/CPRS amounts, 7-42
manuals, 1-1, 1-2
and retainage accounting, 2-104
processing cycle, 2-2, 2-3
1099/CPRS Codes report, 7-42
tutorial
1099/CPRS form
See: Sage Accpac Workbook
defined, 6-3
Accounts Payable options
selecting, 7-44
changing
using, 3-44
document numbering options, 3-36
G/L Integration options, 3-38
retainage options, 3-37
A See: Getting Started guide
Accumulating vendor statistics
A/P options See: Getting Started guide
changing, 3-31 Activation date
importing and exporting, 3-65 prepayments, 2-64
User Guide Index1

Activity statistics Adjustments (continued)

move to previous year, 6-30 examples, 2-42
Activity Statistics report fields, 2-39
Vendor, 7-45 G/L transactions, 2-15
Adding importing and exporting, 5-89
adjustments, 5-76 in payment batches, 2-37, 2-38
apply-document transactions, 5-24 job-related details, 5-78
miscellaneous payments, 5-31 in Miscellaneous Adjustment Entry,
payment codes 5-48
See: Getting Started manual listing batches, 5-80
payment controls, 5-52 multicurrency, 2-108
payment selection codes, 3-59, 3-60 posting batches, 5-83
payments, 5-9 printing posting journals, 5-86
prepayments, 5-18 revaluing, 2-108
Address information Advices
on Remit-To Locations report, 7-40 printing, 5-68
on Vendor List report, 7-47 printing for checks, 2-92
Adjustment Batch Listing, 7-16 Aged Cash Requirements form
Adjustment batches defined, 6-4
overview, 2-38 Aged Cash Requirements report, 2-115, 7-4
Adjustment Entry Aged Payables form
assigning optional fields, 5-78 defined, 6-3
creating batches, 5-75 Aged Payables report, 7-8
editing adjustments, 5-76 overview, 2-114
fields, 2-39 Aged Retainage report, 7-13
optional fields Aging periods
overview, 2-44 on Aged Cash Requirements report, 7-6
Select Detail button, 2-40 on Aged Payables report, 7-11
using, 5-74 on Aged Retainage report, 7-16
Adjustment entry icons, 5-2 Aligning forms
Adjustment Posting Journal, 7-34 1099/CPRS forms, 7-43
Adjustments, 2-37 checks, 7-24
adding, 5-76 letters and labels, 7-29
in Payment Entry, 5-46 Allow Adjustments In Payment Batches
allowing in payment batches option
See: Getting Started guide effect, 2-128
checks, 2-37 effect of
correcting check amounts, 2-43 See: Getting Started guide
correcting distributions, 2-42 Allow Edit of 1099/CPRS Amounts, 3-35
creating a batch, 5-75 Allow Edit of External Batches, 3-33
discounts, and retainage, 5-78 Allow Edit of Imported Batches, 3-33
editing, 5-76 Analytical reports, 2-113
Index2 Sage Accpac Accounts Receivable

APGLTRAN.CSV Batch listings

G/L transactions file, 2-13, 2-120, 6-13, including detail taxes, 4-40
6-30 including job details, 4-39
Applied types including optional fields, 4-40
on Vendor Transactions report, 7-53 including payment schedules, 4-39
Apply document transactions Payment Entry, 2-66
applying to invoices on hold, 5-30 Batch numbers
Apply method reset, 6-30
applying partial payments to job-related Batch processing cycle, 2-3
invoices, 5-38 Batch status
specifying for job-related payments, adjustments, 5-87
5-13 credit notes, 4-46
Apply to debit notes, 4-46
credit note entry, 2-18 displaying, 2-8, 2-108
debit note entry, 2-18 invoices, 4-46
Apply-Documents list of batch types, 5-88
adding, 5-24 list of statuses, 5-89
description, 5-9 on Batch Listing reports, 7-19
Applying documents on Batch Status report, 7-22
job-related documents, 2-125 payments, 5-87
Applying documents in payment entry, 5-24 printing report, 2-8, 2-108
Audit reports Batch Status report, 7-21
check register, 2-66 Batch types
payment batch listings, 2-66 adjustments and payments, 5-88
on Batch Listing reports, 7-18
on Batch Status report, 7-22
B on G/L Transactions report, 7-27
Index
Batches
Bank statements adjustment, 2-4, 2-37
reconciling, 2-106 overview, 2-38
Base for discount Allow Edit of Imported Batches, 2-6
adjusting using Control Payments, 2-76 Allow Edit of System Generated
Batch information Batches, 2-6
editing for payments, 2-48 audit trail reports, 2-12
payments, 2-48 batch numbers, 2-5
Batch Information form, 2-6 batch status, 2-8
adjustments, 5-75 correcting errors, 4-43, 5-85
invoices creating adjustments, 5-75
Batch Listing report, 7-16 creating G/L, 6-13
Show Job Details option, 7-18 creating payments, 5-56
Show Optional fields option, 7-18 defined, 2-3
Show Tax Details option, 7-18 deleting, 2-7
User Guide Index3

Batches (continued) Calculating taxes (continued)

editing, 2-6 tax expense account, 2-26, 4-27
entry numbers, 2-5 tax recoverable account, 2-26, 4-27
exporting adjustments, 5-89 Calculator, in Invoice Entry
exporting payments, 5-89 See: Sage Accpac Workbook
external, 2-9 Cash batches
force listing, 2-8 entering sales to one-time vendors, 2-96
General Ledger entries, 2-13 importing, 2-95
generated, 2-8, 2-9 Cash invoice
importing, 2-7 overview, 2-61
adjustments, 5-89 statistics, 2-62
and exporting, 4-49 Cash return
cash transactions, 2-95 overview, 2-61
payment transactions, 2-96 statistics, 2-62
payments, 5-89 Cash transactions
invoice, 2-4 sample posted transactions, 2-14, 2-15
invoice posting, 4-41 Changing
invoice posting journal, 4-44 invoice distributions, 4-28
listing, 2-7, 4-19, 4-38 options, 3-31
payment, 2-4 tax distribution amounts on invoices,
posting, 2-9, 2-11, 5-83 4-29
posting error batches, 2-9 Check
posting journals, 2-13 printing, 7-23
posting sequence numbers, 2-10 language, 2-66
recurring, 2-9 register, 2-66, 2-68
retainage, 2-9 stock, 2-93
tracking, 2-8 Check Register report, 7-22
Check stock, 2-93
See also: Tax and Bank Services User Guide
C Checks
adding, 5-9
Calculate Taxes button, 4-15, 4-29 adding miscellaneous payments, 5-31
Calculating discounts adding prepayments, 5-18
on invoices, 2-32 correcting errors, 2-106
Calculating taxes correcting with adjustments, 2-43
credit note entry, 2-24, 4-20 deleting, 2-7
debit note entry, 2-24, 4-20 printing advices only, 2-93
invoice entry, 2-24, 4-20 printing from Payment Batch List, 2-85
on invoices, credit notes and debit notes, printing from Payment Entry, 2-83
2-25, 4-20 returned, 2-107
on retainage, 2-103 voiding checks, 2-89

Checks Status repor CPRS codes (continued)

See: Tax and Bank Services User Guide editing, 3-44
Choosing Accounts Payable options importing and exporting, 3-65
See: Getting Started guide maintaining, 3-44
Choosing vendor options setting up
See: Getting Started guide See: Getting Started guide
Clear History form CPRS information
defined, 6-2 on Vendor Transactions report, 7-53
using, 6-6 CPRS Reporting
Clear Statistics form See: Getting Started guide
defined, 6-2 Create G/L Batch form
using, 6-7 defined, 6-2
Clearing using, 6-13
fully paid documents, 6-6 Create Payment Batch form
period statistics effect of payment limit, 2-79
for vendor groups, 6-7 generating payment batches, 2-68
for vendors, 6-7 introduction, 2-46
printed posting journals, 6-6 optional fields, 2-81
vendor 1099/CPRS summary, 6-6 Pre-Check Register, 2-70
vendor comments, 6-6 printing checks, 2-83
Comments using, 5-56
including on Vendor List report, 7-47 Create Retainage Batch form, 6-3, 6-15
Company information using to process retainage
See: Getting Started guide automatically, 2-101
Company options Creating
changing, 3-32 adjustment batches, 5-75
Control Payments form, 5-52 payment batches, 5-6
Index
Forced status, 5-53 Creating an Accounts Payable ledger
Normal status, 5-53 See: Getting Started guide
On Hold status, 5-52 Credit note entry
Controlling payments, 2-75 entry number, 2-18
multiple transactions, 2-79 header information, 2-18
Correcting overview, 2-17
checks with adjustments, 2-43 Credit notes
distributions with adjustments, 2-42 adding, 4-7
errors in checks, 2-106 applying job-related credit notes, 2-125
Covering letter batch status, 4-46
See: Letter, 7-28 changing distributions, 4-28
CPRS codes changing tax settings, 4-26
adding, 3-44 creating a new batch, 4-5
after editing, 3-45 creating retainage credit notes
deleting, 3-45 automatically, 6-15
User Guide Index5

Credit notes (continued) Debit notes

distributing, 2-29 adding, 4-7
editing exchange rates, 4-34 applying job-related debit notes, 2-125
entering, 4-3 batch status, 4-46
exchange gain or loss, 4-35 changing invoice distributions, 4-28
exchange gains and losses, 2-17 changing tax settings, 4-26
forced and on hold status, 2-80 creating a new batch, 4-5
G/L transactions, 2-14 creating retainage debit notes
importing and exporting, 4-49 automatically, 6-15
job-related fields distributing, 2-29
overview, 2-122 editing exchange rates, 4-34
posting, 4-41 entering, 4-3
posting journal, 4-44 exchange gain or loss, 4-35
tax entry and calculation, 4-20 exchange gains and losses, 2-17
CSV file G/L transactions, 2-14
for G/L transactions, 6-13 importing and exporting, 4-49
Currency job-related, 2-122
specifying a default for a payment posting, 4-41
batch, 2-48 posting journal, 4-44
Tax Reporting tax entry and calculation, 4-20
specifying for a miscellaneous Default bank code
payment, 5-36 See: Getting Started guide
Current balances, setting up Default Bank Rate Type
See: Getting Started guide See: System Manager User Guide
Customized fields Default Payment Code option
Adjustment Entry, 2-44 selecting, 3-35
Invoice Entry, 2-35 Default Transaction Type, 3-35
Payment Entry, 2-64 Defining aging periods
Cutoff date See: Getting Started guide
Aged Cash Requirements, 7-5 Delete Inactive Records form
Aged Payables, 7-9 defined, 6-2
Aged Retainage, 7-14 using, 6-24
Deleting
batches, 2-7
D checks, 2-7, 2-61, 2-92
e-mail messages, 3-58
Days to Pay field old records, 6-6
reset, 6-30 optional fields, 3-64
Debit note entry payment codes, 3-56
entry number, 2-18 payment selection codes, 3-59, 3-62
header information, 2-18 recurring-payable records, 3-20
overview, 2-17

Derive Rates button Distribution Sets form, 3-49

for tax reporting, 4-23 Distribution Sets report, 7-25
Detail taxes Distributions
including on invoice batch listings, 7-18 correcting with adjustments, 2-42
Discount date Document date
and percent, 2-76 accumulating statistics, 2-18
purpose, 2-33 credit note entry, 2-18
Discount status debit note entry, 2-18
for an invoice detail, 2-33 invoice entry, 2-18
Discounts Document description
adjustments, and retainage, 5-78 credit note entry, 2-18
calculated for manual checks, 2-60 debit note entry, 2-18
entering for a cash invoice, 2-62 invoice entry, 2-18
manually adjusting for an invoice, 4-18 Document numbers
Displaying remit-to locations, 3-28 changing options for, 3-36
Distribute Taxes button, 4-29 credit note entry, 2-18
Distributing invoice amounts, 2-29 debit note entry, 2-18
Distributing tax amounts, 2-29 invoice entry, 2-18
Distribution codes retainage, 6-16
adding, 3-46 Document status, controlling
after changing, 3-49 Forced, 5-53
deleting, 3-48 Normal, 5-53
editing, 3-47 On Hold, 5-52
effects of changes, 3-47 Document total
importing and exporting, 3-65 credit note entry, 2-18
maintaining, 3-45 debit note entry, 2-18
setting up invoice entry, 2-18
Index
See: Getting Started guide Document type
using, 2-29 credit note entry, 2-18
Distribution Codes form, 3-45 debit note entry, 2-18
Distribution Codes report, 7-25 invoice entry, 2-18
Distribution sets Payment Entry form, 2-48, 5-8
adding, 3-50 Documents
after changing, 3-52 original document, defined, 2-97
deleting, 3-51 Drilldown
editing, 3-50 from Vendor Activity Payments, 3-27
effects of changes, 3-51 from Vendor Activity Transactions, 3-26
importing and exporting, 3-65 Due date
maintaining, 3-49 changing, 2-76
setting up
using, 2-29
User Guide Index7

E Exchange rates (continued)

on invoices, 2-34
Editing specifying the bank rate for a batch, 2-54
adjustments, 5-76 Exporting, Appendix B
checks, 2-61 a range using the Set Criteria option, B-4
e-mail messages, 3-58 adjustments, 5-89
exchange rates for payments, 5-49 from records with multiple tables, B-3
Optional Fields, 3-63 file import/export selection, B-2
payment codes, 3-56 invoice batches, 4-49
payment selection codes, 3-59, 3-61 payments, 5-89
payments, 5-7 record information, 3-65
recurring-payable records, 3-20 sample data, B-1
E-mail messages
deleting, 3-58
editing, 3-58 F
maintaining, 3-57
E-mail Messages form, 3-57 Fields, optional, 2-35, 2-44, 2-64
E-mail Messages report, 7-26 Finder, using criteria
End-of-year processing, 6-30 See: Sage Accpac Workbook
Entering Fiscal year and period
credit notes, 4-3 credit note entry, 2-18
debit notes, 4-3 debit note entry, 2-18
interest invoices, 4-3 invoice entry, 2-18
invoices, 4-3 Fiscal year end
payments year-end processing form, 6-30
by creating a new batch, 5-6 Force Listing of Batches option, 2-8
prepayments with invoices, 4-35 See also: Getting Started guide
Error messages Forced status
looking up online, A-1 credit notes and prepayments, 2-80
overview, A-1 in the Control Payments form, 5-53
Error report, 7-34 Forced transactions
Errors on Pre-Check Register, 2-73
correcting journal entry, 4-43, 5-85
European Economic and Monetary Union
(EMU), 2-6, 2-31 G
Exchange gains and losses
on credit notes, 2-17, 4-35 G/L batches
on debit notes, 2-17, 4-35 creating, 6-13
G/L transactions, 2-16 G/L integration options
Exchange rates changing, 3-38
between EMU member vendors, 4-34 changing, 3-38
editing documents, 4-34

G/L integration options (continued) History (continued)

consolidate G/L batches, 3-40 keeping
create G/L transactions, 3-39 See: Getting Started guide
G/L transactions History button
creating, 6-13 payment entry form, 5-45
G/L Transactions form Hold
defined, 6-4 entering transactions for on-hold
G/L Transactions report, 7-26 vendors, 2-65
G/L transactions summary
including on Check Register, 7-22
General Ledger I
accounts posted to, 2-13, 2-15, 2-16, 2-17
changing integration options, 3-38 Icons
integrating with Accounts Payable, adjustment entry, 5-2
2-119 for maintaining vendor and setup
General ledger accounts records, 3-2
distributing miscellaneous payments in for processing invoices, credit notes, and
Payment Entry, 5-36 debit notes, 4-2
General Ledger batch types payment entry, 5-2
See: Getting Started guide periodic processing, 6-1
General Ledger distributions Importing, Appendix B
invoice and tax amounts, 2-29 adjustments, 5-89
General Ledger integration options batches, 2-7
See: Getting Started guide cannot select records while, B-4
Generated batches invoices, 4-49
allow editing option". payments, 2-95, 2-96, 5-89
Generating payment batches import options, B-4
Index
Create Payment Batch form, 5-56 record information, 3-65
overview, 2-68 Inactive records
Group list report, 7-46 deleting, 6-24
Group members Inactive vendors
on Vendor Group report, 7-46 entering transactions for, 2-66
Group profile Include Pending Transactions
on Vendor Group report, 7-46 effect, during payment entry, 2-59, 5-28
Group Statistics report, 7-46 Integrating Accounts Payable with other
applications, 2-119
changing G/L integration options, 3-38
H with Project and Job Costing, 2-121
Interest charges
History adding, 4-7
clearing, 6-6 changing tax settings, 4-26
creating a new batch, 4-5
User Guide Index9

Interest charges (continued) Invoices (continued)

entering, 4-3 distributing, 2-29
tax entry and calculation, 4-20 invoice amounts, 2-22
Invoice Batch Listing, 7-16 tax, 2-22
Invoice detail optional fields editing, 2-21
assigning to a document detail, 4-14 exchange rates, 4-34
Invoice entry entering, 4-3
billing type, 2-122 tax-only invoices, 4-28
Calculate Taxes button, 4-15 exchange rates, 2-20, 2-34
choosing options for, 4-4 G/L transactions, 2-13
entry number, 2-18 importing and exporting, 4-49
header information, 2-18 job-related fields, 2-122
job details type, 2-122 multicurrency, 2-108
Job Related option, 4-9 multiple payment schedules, 4-30
On Hold status, 2-22 optional fields, 2-20
optional fields for, 4-32, 4-33 assigning to details, 4-33
defining, 4-4 assigning to documents, 4-32
invoice detail optional fields, 2-36 payment schedules, 2-20
overview, 2-35 posting, 4-41
overview, 2-17 errors report, 4-45
job-related documents, 2-121 journal, 4-44
Quick Mode, 2-18, 4-7 revaluing, 2-108
Retainage option, 2-98, 4-10 tax distributions, 2-19
Retainage tab, 4-17 tax entry and calculation, 4-20
tax entry method, 4-15 tax information, 2-19
using, 4-3 tax reporting amount
Invoice entry icons, 4-2 using the Derive Rates button, 2-29
Invoice error posting journal, 4-45 Invoicing
Invoice Posting Journal, 4-44, 7-34 choosing options, 4-4
Invoices defining optional fields for, 4-4
account distributions, 2-19 IRS
adding, 4-7 filing 1099 forms electronically, 6-19
batch status, 4-46
calculating discounts, 2-32
changing J
distributions, 4-28
tax distributions, 4-29 Job details
tax settings, 4-26 including on batch listings, 7-18
creating a new batch, 4-5 viewing using Vendor Activity form,
of retainage invoices, 6-15 3-26
details Job Related option
discount status, 2-33 on the Invoice Entry form, 2-121, 4-9

Job-related documents Letters (continued)

adjusting, 5-78 sample, 7-28
applying credit note and debit notes, selecting form for, 7-29
2-125 Listing batches, 2-7, 4-19, 4-38
default apply method adjustments, 5-80
specifying for payments, 5-38 payments, 5-80
entering Listing of payables withheld, 2-73
retainage for details, 4-13
the A/R item number for a detail,
4-13 M
the unit of measure for a detail, 4-13
in Invoice Entry, 2-121 Macros
overview, 2-121 to 2-131 technical information for, D-1
tax on retainage Mailing label
reported in Project and Job Costing, See: Label, 7-28
2-104, 2-126 Maintaining
Jobs 1099/CPRS codes, 3-44
including job details on batch listings, account sets, 3-40
7-18 distribution codes, 3-45
Jobs button distribution sets, 3-49
in Payment Entry, 5-16, 5-29 e-mail message records, 3-57
Journal entries, 2-13 optional field records, 3-62
to adjust original documents, 2-100 payment code records, 3-55
to clear outstanding retainage, 2-101 recurring-payable records, 3-18
to record retainage (holdbacks) taken, remit-to locations, 3-15
2-99 terms codes, 3-52
Journals vendor group records, 3-5
Index
See: Posting journal vendor records, 3-9
Manual checks
defined, 2-46
L Member list
including on Vendor Group report, 7-46
Label Messages, error
printing, 7-28 overview, A-1
sample, 7-28 Miscellaneous Adjustment form
selecting form for, 7-29 job related details
Labels selecting, 5-48
printing after checks, 2-92 Select Detail button, 2-128
Language for checks, 2-66 using to adjust job-related documents,
Letters 2-128
printing, 7-28 Miscellaneous payments
after checks, 2-92 adding, 5-31
User Guide Index11

Miscellaneous payments (continued) O

and optional fields, 2-62
and payment terms, 2-62 On Hold status
and retainage, 2-62 applying status during invoice entry,
description, 5-9 2-22
distributing to general ledger accounts, credit notes and prepayments, 2-80
5-36 in the Control Payments form, 5-52
entering discounts for a cash invoice, prepayments not applied to documents
2-62 on hold, 5-30
entering for an existing vendor, 2-61 One-time vendors
G/L transactions, 2-15 entering payment transactions, 2-96
job related, 2-62 On-hold transactions
reversing, 2-62 listing of payables withheld, 2-73
Multicurrency accounting, overview On-hold vendors
See: Getting Started guide entering transactions for, 2-65
Multicurrency prepayments, 2-64 Online help
Multicurrency transactions, 2-108 error messages, A-1
revaluing, 2-108 Optional fields
Multiple payment schedules assigning
including on Invoice Batch Listing, 7-18 to a generated payment batch, 2-81
including on Terms report, 7-44 to adjustment entries, 2-44, 5-78
on invoices, 4-30 to invoice details, 2-36, 4-14, 4-32,
recalculated when importing, 4-49 4-33
Multiuser information, D-1 to D-5 to payment entries, 2-64
global locks, D-2 to revaluations, 6-28
interaction with Bank Services, D-4 changing
multiuser data protection (passive for payment entries, 5-13, 5-22
concurrency), D-2, D-4 for recurring payables, 3-20
single-user processes, D-2, D-3 for remit-to locations, 3-17
for vendor groups, 3-7
for vendor, 3-12
N deleting, 3-64
editing, 3-63
Negative detail lines in Invoice Entry, 2-35
for miscellaneous payments, 2-49 including on batch listings, 7-18
Normal status maintaining, 3-62
in the Control Payments form, 5-53 overview, 2-44
Number of documents overview, 2-64
including on Vendor Period Statistics recurring payables, 6-4
report, 7-49 setting up
Numbering options See: Getting Started guide
changing, 3-36 Value Set field, 4-32

Optional fields (continued) Payment advices

viewing using Vendor Activity form, printing, 5-68
3-26 Payment and aging options
Optional Fields report, 7-31 changing, 3-34
Options Payment Batch List
changing, 3-31 posting payments, 5-64
changing document numbering options, printing checks, 2-83, 2-85, 5-64
3-36 Payment Batch Listing, 7-16
changing G/L Integration options, 3-38 Payment batches
changing retainage options, 3-37 assigning optional fields to generated
importing and exporting, 3-65 batches, 2-81
Invoice Entry creating, 5-56
Retainage, 2-98 data to include with, 2-50
Receipt Processing Options entering sales to one-time vendors, 2-96
Default Payment Code, 3-35 importing, 2-95, 2-96
Options form Payment codes
using, 3-31 adding
Options report, 7-32 See: Getting Started manual
Original document, 2-97 deleting, 3-56
defined, 2-97 editing, 3-56
specifying on a retainage document in maintaining, 3-55
Invoice Entry, 4-10 Payment Codes form
Outstanding retainage using, 3-55
journal entries to clear, 2-101 Payment Codes report, 7-33
processing automatically, 2-101 Payment controls, 2-66
processing documents for, 2-101 adding, 5-52
processing manually, 2-102 Payment entry
Index
Overdue Payables report, 7-32 adding apply-document transactions,
5-24
adding
P checks, 5-9
miscellaneous payments, 5-31
Paper size, for reports, 7-1 payment transactions, 5-9
Aged Cash Requirements, 7-4 prepayments, 5-18
Aged Payables, 7-8 adjusting documents, 5-46
batch listings, 7-16 creating a new batch, 5-6
Overdue Payables, 7-32 default currency
posting journals, 7-34 for a batch, 2-48
Passive concurrency, D-2, D-4 deleting/editing checks, 2-61
Payables diagram, 2-55
applying against amounts payable, 2-44 document types, 2-48, 5-8
editing exchange rates, 5-49
User Guide Index13

Payment entry (continued) Payment selection codes

editing payments, 5-7 on Pre-Check Register report, 7-39
effect of payment limit, 2-78 setting up
introduction, 2-46, 2-47 See: Getting Started guide
history, 5-45 Payment Selection Codes report, 7-33
optional fields Payment terms
overview, 2-64 credit note entry, 2-32
payment overview, 2-47 debit note entry, 2-32
printing checks, 2-83, 2-87, 5-40 invoice entry, 2-32
specifying a default apply method for Payments
job-related payments, 5-38 activating prepayments, 2-64
specifying an apply method, 5-13 adding, 5-9
types of transactions, 5-8 apply document type, 2-49
viewing history, 5-45 applying prepayments, 2-62
voiding checks, 2-61 batch currency, 2-48
Payment Entry form batch information
Print Check option, 2-54 editing, 2-48
using, 5-4 batch information, 2-48
Payment entry icons, 5-2 batch listing, 2-66
Payment entry modes batch restrictions, 2-50
payment application form, 2-56 canceling check printing, 2-87
Payment exclusion codes check language, 2-66
on Pre-Check Register report, 7-39 check register, 2-66, 2-68
Payment inquiry check stock, 2-92, 2-93
from Vendor Activity form, 5-70 controlling payments, 2-73
Payment Inquiry form, 5-3, 5-72 create payment batch, 2-68
Payment limits deleting checks, 2-61
effect description, 5-8
in Create Payment Batch, 2-79 displaying information, 5-70
in Payment Entry, 2-78 editing, 5-7
overview, 2-77 entering negative detail lines, 5-37
Payment Posting Journal, 7-34 G/L transactions, 2-14
Payment schedules importing, 2-95
including importing and exporting, 5-89
on Invoice Batch Listing, 7-18 inactive vendors, 2-66
on invoices, 4-30 listing batches, 5-80
on Terms report, 7-44 looking up, 5-3, 5-72
recalculated when importing, 4-49 miscellaneous payment type, 2-49
Payment selection codes multicurrency, 2-108
adding, 3-59, 3-60 multicurrency prepayments, 2-64
deleting, 3-59, 3-62 on-hold vendors, 2-65
editing, 3-59, 3-61

Payments (continued) Periodic processing (continued)

optional fields, viewing or changing, revaluing vendor transactions, 2-117,
5-13, 5-22 6-26
overview, 2-46, 2-60 year-end processing, 6-30
partially paying, 2-60 Personal settings for reports, 7-2
payment selection codes, 2-74 Posted transactions
payment type, 2-48 sample journal entries, 2-13
pending amounts, 2-60 Posting
posting, 2-94 adjustments
posting error batch, 2-95 from the Adjustment Batch List
pre-check register, 2-70, 2-81 form, 5-84
prepayment type, 2-49 from the Adjustments form, 5-83
print checks, 2-71 batches, 2-9, 5-83
printing with errors, 4-43, 5-85
advices only, 2-93 checks, 2-94
checks, 2-83 credit notes, 4-41
checks and advices, 2-92 debit notes, 4-41
checks then advices, 2-92 invoice posting journal, 4-44
printing posting journals, 5-86 invoices, 4-41
rejecting printed checks, 2-89 payments, 2-94, 5-64
reprinting checks, 2-88 Posting Journal, 5-86
restart records, 2-90 sequence number in adjustment batch
returned checks, 2-107 list, 5-85
revaluing, 2-108 Posting batches
reversing checks, 2-84, 2-92 adjustments, 5-83
selecting invoices, 2-71 Posting Errors report, 7-34
system-generated checks, 2-68 Posting errors, invoices, 4-45
Index
types of entries, 2-48 Posting journal, 5-86
void status for reprinted checks, 2-89, adjustment, 7-34
2-90, 2-91 credit notes, 4-44
Pending Transactions debit notes, 4-44
showing in Payment Entry, 2-59 invoice, 4-44, 7-34
Period Statistics reports payment, 7-34
Vendor, 7-49 printing, 4-44
Vendor Group, 7-46 adjustments, 5-86
Periodic processing payments, 5-86
clearing history, 2-118, 6-6 Revaluation, 7-41
creating G/L batches, 2-117, 6-13 Posting sequence number
deleting inactive records, 2-118, 6-24 in adjustment batch list, 4-43, 5-85
filing 1099 forms electronically, 6-19 Pre-Check Register, 2-81
icons, 6-1 Create Payment Batch form, 2-70
overview, 2-116 forced transactions, 2-73
User Guide Index15

Pre-Check Register report, 7-38 Printing (continued)

Prepayments Overdue Payables report, 7-32
activation date, 2-52, 2-64 posting journals, 7-34
adding, 5-18 printer requirements, 7-1
applying, 2-62 Aged Cash Requirements report,
applying to invoices on hold, 5-30 7-4
description, 5-8 Aged Payables report, 7-8
enter with an invoice, 4-35 batch listings, 7-16
forced and on hold status, 2-80 Overdue Payables report, 7-32
forced status, 2-80 posting journals, 7-34
G/L transactions, 2-15 selecting printer
multicurrency, 5-18 See: System Manager User Guide, 7-1
multicurrency ledgers, 2-64 setting print destination, 7-1
on hold status, 2-80 See also: Reports, 7-1
posting, 2-62 Printing batch listing, 2-7
Print Check option Printing checks, 2-83
Payment Entry form, 2-54 Payment Batch List, 2-85, 5-64
Printer requirements, for reports, 7-1 Payment Entry form, 2-83, 5-40
Aged Cash Requirements, 7-4 Printing destination, 7-1
Aged Payables, 7-8 Printing posting journals
batch listings, 7-16 adjustments, 5-86
Overdue Payables, 7-32 payments, 5-86
posting journals, 7-34 Prior year data
Printers setting up
selecting See: Getting Started guide
See: System Manager User Guide, 7-1 Processing options
setting up changing, 3-32
See: System Manager User Guide, 7-1 Processing sequence numbers, 3-37
Printing Profile information
advices for checks, 2-92 including on Remit-To Locations report,
advices only, 2-93 7-40
aligning forms including on Vendor Group report, 7-46
1099/CPRS forms, 7-43 including on Vendor List report, 7-47
checks, 7-24 Project and Job Costing
letters and labels, 7-29 adjusting posted documents for, 5-78
labels after checks, 2-92 integration with Accounts Payable,
letters after checks, 2-92 2-121
paper size, 7-1 Provisional posting journal, 2-110
Aged Cash Requirements report, Provisional revaluation, 2-109
7-4 Provisional Revaluation Listing report, 7-41
Aged Payables report, 7-8 Purchase order number
batch listings, 7-16 credit note entry, 2-18

Purchase order number (continued) Remit-to locations (continued)

debit note entry, 2-18 changing optional fields, 3-17
invoice entry, 2-18 credit note entry, 2-18
Purchase Orders batches, 2-7 debit note entry, 2-18
deleting, 3-18
editing, 3-16
Q invoice entry, 2-18
looking up, 3-28
Quick Mode, in Invoice Entry maintaining, 3-15
overview, 2-18 profiles, reporting, 7-40
setting, 4-7 Remit-To Locations form
using, 3-15
Remit-To Locations report, 7-40
Reports
R
1099/CPRS Amounts, 7-42
1099/CPRS Codes, 7-42
Rates
1099/CPRS forms, 2-112, 2-115
editing documents, 4-34
Account Sets, 7-3
Realized gains and losses, 2-108
advices, 2-115
calculating, 2-111
Aged Cash Requirements, 2-115, 7-4
sample posted transactions, 2-17
Aged Payables, 2-114, 7-8
Receipt options
Aged Retainage, 7-13
Default Payment Code
aligning forms
selecting, 3-35
1099/CPRS forms, 7-43
Reconciling bank statements, 2-106
checks, 7-24
Records
letters and labels, 7-29
exporting, 3-65
analytical, 2-113
importing, 3-65
Index
batch listing, 7-16
Recurring payable records
Show Job Details, 7-18
deleting, 3-20
Show Optional fields, 7-18
editing, 3-20
Batch Status, 7-21
maintaining, 3-18
Check Register, 2-66, 7-22
See also: Getting Started guide
checks, 2-115, 7-23
Recurring payables
Distribution Codes, 7-25
changing optional fields, 3-20
Distribution Sets, 7-25
optional fields, 6-4
E-Mail Messages, 7-26
Recurring Payables report, 7-40
G/L Transactions, 7-26
Remit-to locations
Invoice batch listing
adding, 3-16
Show Tax Details, 7-18
addresses, reporting, 7-40
invoice posting errors, 4-45
after changing, 3-18
Invoice posting journal, 4-44
labels, 2-112, 7-28
User Guide Index17

Reports (continued) Reset

letters, 2-112, 7-28 batch numbers, 6-30
Letters and labels, 2-115 Days to Pay field, 6-30
Optional Fields, 7-31 Total Invoices Paid field, 6-30
Options, 7-32 Restrictions on payment entries, 2-50
Overdue Payables, 7-32 Retainage
overview, 2-111 adjusting original documents, 2-99
paper size, 2-112, 7-1 and 1099/CPRS amounts, 2-104
Aged Cash Requirements, 7-4 and discounts on adjustments, 5-78
Aged Payables, 7-8 and miscellaneous payments, 2-62
batch listings, 7-16 entering on original documents, 4-17
Overdue Payables, 7-32 journal entries to clear outstanding
posting journals, 7-34 retainage, 2-101
payment batch listings, 2-66 original document, 2-97
Payment Codes, 7-33 processing outstanding retainage
Payment Selection Codes, 7-33 automatically, 2-101
Posting Errors, 7-34 from the Reminder List, 6-15
posting journal, 5-86, 7-34, 7-41 manually, 2-102
Pre-Check Register, 7-38 reporting tax on, 2-103
printer requirements, 7-1 in Project and Job Costing, 2-104,
Aged Cash Requirements, 7-4 2-126
Aged Payables, 7-8 revaluing outstanding retainage
batch listings, 7-16 amounts, 2-105
Overdue Payables, 7-32 specifying for job-related details, 4-13
posting journals, 7-34 specifying terms, 4-17
printing, 2-112 terms code used on retainage
Provisional Revaluation Listing, 7-41 documents, 4-18
Recurring Payables, 7-40 setting up
Remit-To Locations, 7-40 See: Getting Started guide
settings viewing retainage information, 2-105
personal defaults, 7-2 Retainage accounting
setup, 2-112 overview, 2-96
Terms, 7-44 two-step process, 2-97
Vendor Activity Statistics, 7-45 Retainage batch
Vendor Group, 7-46 creating automatically, 6-15
Vendor Group Statistics, 7-46 Retainage Credit Note
Vendor List, 7-47 original document, 4-10
Vendor Period Statistics, 7-49 Retainage Debit Note
Vendor Transactions, 2-114, 7-50 original document, 4-10
vendors, 2-112 Retainage document, 2-97
Reprinting checks, 2-88 defined, 2-97
numbering of, 6-16

Retainage document (continued) Schedules, multiple payment

tax on, 4-14 including on Invoice Batch Listing, 7-18
Retainage Invoice including on Terms report, 7-44
specifying the original document, 4-10 Security
Retainage option Accounts Receivable. Appendix C
for invoices, 4-10 Select By
changing, 3-37 including subtotal information, 7-8
Retainage tab Select Detail button
on the Invoice Entry form, 4-17 in Adjustment Entry, 2-40
Returned checks, 2-107 Miscellaneous Adjustment Entry, 2-128,
Revaluation 5-48
autoreversing G/L batch, 2-109 Select Mode
calculating payment application form, 2-57
realized gains and losses, 2-111 selecting for payments, 5-14, 5-27
unrealized gains and losses, 2-110 Setting up
of multicurrency transactions, 2-108 See: Getting Started guide
printing transactions, 2-109 Settings
provisional, 2-109 personal, for reports, 7-2
revaluing outstanding retainage Setup reports, 2-112
amounts, 2-105 1099/CPRS Codes, 7-42
reversing entries, 2-111 Account Sets, 7-3
sample transactions, 2-110 Distribution Codes, 7-25
Revaluation form Distribution Sets, 7-25
defined, 6-2 E-mail Messages, 7-26
using, 6-26 Optional Fields, 7-31
Revaluation Posting Journal, 7-41 Options, 7-32
Revaluing vendor transactions, 6-26 Payment Codes, 7-33
Index
Reversing checks, 2-92 Payment Selection Codes, 7-33
Rounding difference, 2-108 purpose, 3-64
Rreports, Chapter 7, 7-1 Terms, 7-44
Run date Vendor Activity Statistics, 7-45
letters, 7-29 Vendor Group, 7-46
Vendor Group Statistics, 7-46
Vendor List, 7-47
S Vendor Period Statistics, 7-49
Show Job Details
Sales order number on batch listings, 4-39
credit note entry, 2-18 Show Job Details option
debit note entry, 2-18 on batch listings, 7-18
invoice entry, 2-18 Show Optional Fields
Schedules on batch listings, 4-40
using to process retainage, 6-15
User Guide Index19

Show Optional fields option System checks

on batch listings, 7-18 defined, 2-46
Show Schedules System-generated batches
on batch listings, 4-39 allow editing option
Show Schedules option See: Getting Started guide
on Invoice Batch Listing, 7-18 System-generated checks
Show Tax Details overview, 2-68
on batch listings, 4-40
Show Tax Details option
on invoice batch listings, 7-18 T
Source codes
on G/L Transactions report, 7-28 Tax
Starting Accounts Payable filing 1099 forms electronically, 6-19
See: Getting Started guide not included on retainage documents,
Statistical reports 4-14
Vendor Activity, 7-45 on retainage, 4-15
Vendor Group, 7-46 committed cost in Project and Job
Vendor Period, 7-49 Costing, 2-104, 2-126
Statistics overview, 2-103
cash invoices, 2-62 Tax amounts
cash returns, 2-62 changing tax class, 2-27
clearing, 6-7 Tax class
in vendor currency, 2-35 changing on invoices, 2-27
Statistics, activity Tax entry methods, 4-20
move to previous year, 6-30 using in Invoice Entry, 4-15
Status (document) Tax group
changing, 2-76 assigning on invoices, 4-20
Status, document credit note entry, 2-18
in the Control Payments form, 5-52, 5-53 debit note entry, 2-18
Statuses, batches invoice entry, 2-18
on Batch Listing reports, 7-19 Tax reporting amount
on Batch Status report, 7-22 calculated for recurring payables, 3-20
Stop payments, 2-84 using the Derive Rates button, 2-29
Subtotals Tax Reporting Currency
including Select By information, 7-8 specifying for a miscellaneous payment,
Summary reports 5-36
Aged Cash Requirements, 7-4 Taxes
Aged Payables, 7-8 calculating
Aged Retainage, 7-13 in credit note entry, 2-24
G/L Transactions, 7-26 in debit note entry, 2-24
Overdue Payables, 7-32 in invoice entry, 2-24
calculating in credit note entry, 4-20

Taxes (continued) Transaction Reports (continued)

calculating in debit note entry, 4-20 batch listing, 7-16
calculating in invoice entry, 4-20 Batch Status, 7-21
changing distribution lines, 4-26 Check Register, 7-22
changing distributions, 4-29 G/L Transactions, 7-26
changing tax information, 4-20 Overdue Payables, 7-32
distributing, 2-29 Posting Errors, 7-34
entering in import batches, 4-51 posting journal, 7-34, 7-41
entering on invoices, credit notes, and Provisional Revaluation Listing, 7-41
debit notes, 4-20 Vendor Transactions, 7-50
including detail taxes on invoice batch Transaction types
listings, 7-18 on batch listings, 7-19
recoverable, 4-27 on G/L Transactions report, 7-28
self-assessed, 2-27 on Vendor Transactions report, 7-53
separately expensed, 4-27 Transactions
Technical information. Appendix E APGLTRAN.CSV, 2-13, 2-120
Terms creating G/L, 6-13
adjusting discounts for an invoice, 4-18 job details, 2-122
payment schedules on invoices, 4-30 journal entries, 2-13, 2-15
Terms codes on hold, 2-73
adding, 3-53 realized gains and losses, 2-17
after changing, 3-55 sample posted transactions, 2-13
deleting, 3-54 unrealized gains and losses, 2-16
editing, 3-53 Transactions file
effects of changes, 3-54 APGLTRAN.CSV, 6-13, 6-30
importing and exporting, 3-65 Transactions options
maintaining, 3-52 changing, 3-34
Index
setting up effect of Allow Adjustments In Payment
See: Getting Started guide Batches, 2-128
Terms Codes form Transactions reports
using, 3-52 General Ledger, 7-26
Terms Override field Vendor, 7-50
for importing invoices, 4-49 Tutorial
Terms report, 7-44 See: Sage Accpac Workbook
Total Invoices Paid field
reset, 6-30
Totals tab, 4-16 U
Transaction batches (defined), 2-3
Transaction Reports Unit of measure
Aged Cash Requirements, 7-4 entering for a job-related detail, 4-13
Aged Payables, 7-8
Aged Retainage, 7-13
User Guide Index21

Unrealized gains and losses, 2-108 Vendor number

calculating, 2-110 credit note entry, 2-18
sample posted transactions, 2-16 debit note entry, 2-18
sample transactions, 2-110 invoice entry, 2-18
Updating setup information Vendor Period Statistics report, 7-49
icons used, 3-2 Vendor records
Updating vendor records adding, 3-10
icons used, 3-2 after changing, 3-15
changing optional fields, 3-12
deleting, 3-13
V displaying information, 3-21
displaying vendor activity, 3-21
Value Set field editing, 3-11
for invoice optional fields, 4-32 effects of changes, 3-13
Vendor icons used to update, 3-2
1099/CPRS amounts, 7-42 importing and exporting, 3-65
addresses, reporting, 7-47 maintaining, 3-9
comments, reporting, 7-47 printing information, 3-21
profiles, reporting, 7-47 printing reports, 3-28, 3-30
Vendor Activity form setting up
drill down from Transactions tab, 3-26, See: Getting Started guide
3-27 Vendor Remit-To Locations report, 7-40
viewing job details, 3-26 Vendor reports, 2-112
viewing optional fields, 3-26 Recurring Payables, 7-40
viewing payment history, 5-70 Vendor statistics
Vendor Activity Statistics report, 7-45 See: Getting Started guide
Vendor Group report, 7-46 in vendor currency, 2-35
Vendor Group Statistics report, 7-46 Vendor transactions
Vendor groups displaying applied payments, 3-26
adding, 3-6 revaluing, 6-26
after changing, 3-9 viewing job details, 3-26
deleting, 3-8 viewing optional fields, 3-26
displaying information, 3-21 Vendor Transactions form
editing, 3-7 defined, 6-3
effects of changes, 3-8 Vendor Transactions report, 2-114, 7-50
importing and exporting, 3-65 Vendors form
maintaining, 3-5 using, 3-9
printing information, 3-21 Viewing payment information, 5-70
purpose, 3-5 Voiding checks
Vendor Groups form Payment Entry form, 2-61
using, 3-5
Vendor List report, 7-47

Year End form

defined, 6-2
using, 6-30
Year end processing
overview, 2-118
reset batch numbers, 2-118
roll over activity stats, 2-119
roll over daystopay, 2-119
Index
User Guide Index23

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Sage Accpac ERP

Sage Accpac International, Inc. Confidential

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing the User Guide

Chapter 2: What You Need to Know Before Using

User Guide iii

Sage Software Confidential

Types of Adjustments ...................................................... 242

iv Sage Accpac Accounts Payable

Sage Software Confidential

Posting Payments ............................................................. 294

Sage Software Confidential

Chapter 3: Maintaining Vendor Records and Setup

vi Sage Accpac Accounts Payable

Sage Software Confidential

Changing Processing Options .............................................. 332

User Guide vii

Sage Software Confidential

Editing a Payment Code.................................................... 356

Chapter 4: Processing Invoices, Credit Notes, and

viii Sage Accpac Accounts Payable

Sage Software Confidential

Entering Prepayments with Invoices ........................................ 435

Chapter 5: Processing Payments and Adjustments

Sage Software Confidential

Adding and Editing Adjustments ........................................... 576

Chapter 6: Periodic Processing

x Sage Accpac Accounts Payable

Sage Software Confidential

Check Register ............................................................... 722

Appendix A: Error Messages

Sage Software Confidential

Appendix B: Importing and Exporting

Appendix C: Accounts Payable Security

Appendix D: Technical Information

xii Sage Accpac Accounts Payable

Sage Software Confidential

How to Use This Guide

Chapter 2, What You Need to Know Before Using Accounts

Chapter 3, Maintaining Vendor Records and Setup Information,

Chapter 4, Processing Invoices, Credit Notes, and Debit Notes,

Chapter 5, Processing Payments and Adjustments, describes the

Chapter 6, Periodic Processing, describes the tasks that are part of

Sage Software Confidential

The Getting Started Manual

deleting inactive records, revaluing vendor transactions in

Chapter 7, Reports, describes Accounts Payable reports, journals,

Appendix A, Error Messages, describes how to look up explanations

Appendix B, Importing and Exporting, describes the accounts

Appendix C, Accounts Payable Security, lists and describes the

Appendix D, Technical Information, provides information for

The Index contains an alphabetical listing of topics in this guide,

The Getting Started Manual

The Accounts Payable Getting Started manual introduces the

12 Sage Accpac Accounts Payable

Sage Software Confidential

If you are converting your data from ACCPAC Plus Accounts

Refer to Chapter 3, Maintaining Vendor Records and Setup

Sage Software Confidential

Sage Software Confidential

Processing Adjustments........................................................ 237

2ii Sage Accpac Accounts Payable