Payables Management in Dynamics GP - Microsoft Docs

During transaction entry, each account you marked to appear as a default for transactions is displayed in the Payables Transaction Entry ... Skiptomaincontent Thisbrowserisnolongersupported. UpgradetoMicrosoftEdgetotakeadvantageofthelatestfeatures,securityupdates,andtechnicalsupport. DownloadMicrosoftEdge Moreinfo Tableofcontents Exitfocusmode ReadinEnglish Save Tableofcontents ReadinEnglish Save Feedback Edit Twitter LinkedIn Facebook Email Tableofcontents MicrosoftDynamicsGPPayablesManagement Article 03/02/2022 251minutestoread 5contributors Isthispagehelpful? Yes No Anyadditionalfeedback? FeedbackwillbesenttoMicrosoft:Bypressingthesubmitbutton,yourfeedbackwillbeusedtoimproveMicrosoftproductsandservices.Privacypolicy. Submit Thankyou. Inthisarticle YoucanusePayablesManagementtomaintaininformationaboutvendors,enterandpostpurchasetransactions,andtrackpaymentstovendors.Individualpostingaccountscanbeassignedtoeachvendorandyoucanstoreuptofourtypesoftransactionhistoryforeachvendor.Paymentsandcreditdocumentscanbeappliedtoinvoicesanddebitdocumentsautomatically,orindividually.Paymentscanbegeneratedusingcomputercheckrunsortrackedafter-the-factasmanualpayments. YoualsocanusePayablesManagementtocompletethefollowingtasks: Createpaymentschedulesthathelpautomatetheprocessofmakinginstallmentpayments.Inaddition,youcancalculateinterest,amortizeamountsandforecasttheimpactofvariableinterestrates,paymentamounts,andinstallmentcharges. Specifyvendorsthat1099informationmustbetrackedfor.Youcanprint1099statementsatanytime. ManagedisputeswithvendorsbyplacingaHoldstatusonselectedvendorrecords.TheHoldstatuspreventsvendorsfrombeingpaiduntiltheholdisremoved.Individualtransactionsalsocanbeplacedonhold.Transactionsthatareonholdcan’tbeappliedorpaid. Managepayablesaccountsbyreportingsegments,suchascostcenter,division,department,programorfund.Youcandisplayabreakdownofyourcontrolpayablesaccountbyaccountsegment. Createoneormoresetsofreportsthatcanbesortedbycalendarorfiscalyear.Youcansearchwithinreportsthatareprintedtothescreen.Youcancreatenewreports,orcustomizepredefinedreportsReportWriter. ThismanualisdesignedtogiveyouanunderstandingofhowtousethefeaturesofPayablesManagement,andhowitintegrateswiththeMicrosoftDynamicsGPsystem. TomakebestuseofPayablesManagement,youshouldbefamiliarwithsystemwidefeaturesdescribedintheSystemUser’sGuide,theSystemSetupGuide,andtheSystemAdministrator’sGuide. SomefeaturesdescribedinthedocumentationareoptionalandcanbepurchasedthroughyourMicrosoftDynamicsGPpartner. ToviewinformationaboutthereleaseofMicrosoftDynamicsGPthatyou’reusingandwhichmodulesorfeaturesyouareregisteredtouse,chooseHelp>>AboutMicrosoftDynamicsGP. Themanualisdividedintothefollowingparts: Part1,Setupandcards,introducesPayablesManagementandgivesdetailedsetupinstructions. Part2,Transactions,providesinformationaboutworkingwithtransactionsandpayments,anddescribesthetypesoftransactionsavailableinPayablesManagement. Part3,Inquiriesandreports,explainshowtouseinquiriesandreportstoanalyzepayablesactivity. Part4,Utilitiesandroutines,describesproceduresyoucanusetoverifyaccountbalancesorremovehistoryforagroupofvendors.Italsolistsproceduresyoucompleteonaperiodicbasis,suchasmonth-oryear-endclosing. Part1:Setupandcards YoucansetupPayablesManagement,soitmeetstheneedsofyourbusinessandtheotherMicrosoftDynamicsGPmodulesyouuse.PayablesManagementsetupandcardsinformationisdividedintothefollowingchapters: Chapter1,“PayablesManagementsetup,”describesthesetuproutineforPayablesManagement,soyoucanpreparePayablesManagementforuse. Chapter2,“Vendorclasses,”explainshowtogroupvendorsintoclassesaccordingtocommonentries,andthebenefitsofcreatingclasses. Chapter3,“Vendorcards,”describeshowtoentervendorrecords.It’simportanttokeepthisinformationuptodatetoreflectyourcompany’scurrentactivity. Chapter4,“Beginningbalancesandvendorhistory,”describeshowtoenterbeginning,oroutstanding,balancesowedtoeachvendor,andhowtoviewhistoricalbalances. Chapter5,“Vendormaintenance,”describeshowtocompletemaintenanceproceduresforvendorcards. Chapter1:PayablesManagementsetup OnewaytosetupPayablesManagementistofollowthesetuproutinewe’veprovided.Itguidesyouthroughthevariousproceduresyoumustcomplete,intheorderyoushouldcompletethem,soyoucanbeginusingPayablesManagement. Setupinformationisdividedintothefollowingsections: BeforeyousetupPayablesManagement Overviewof1099trackingoptions Agingperiods Applyoptions Defaultentries Passwords Additionalpayablesoptions Settinguppayablespreferencesanddefaultentries SettingupPayablesManagementoptions BeforeyousetupPayablesManagement BeforeyoubeginsettingupPayablesManagement,besuretocompletetheSystemManagerandGeneralLedgersetupprocedures.SeetheSystemSetuporGeneralLedgerdocumentationformoreinformationaboutcompletingtheseprocedures. Ifyou’reusingMulticurrencyManagement,youalsomustsetupthefollowinginformationbeforeyoubegin: Currencies Exchangerates Exchangetables Multicurrencyaccess Note Toprintmulticurrencyversionsofthepostingjournals,markIncludeMulticurrencyInfointhePostingSetupwindow. Overviewof1099trackingoptions Yourbusinessmightberequiredtotrackthepurchasesyoumakefromsomevendorsandtosenda1099statementthatsummarizesyourexpendituresattheendofthecalendaryear. Youcanautomaticallywithholdaportionofthepaymentsyoumaketovendorstosubmittotaxingauthorities.Todoso,youmustdesignatethetaxingauthorityasa“withholdingvendor”usingtheCompanySetupOptionswindow(Administration>>Setup>>Company>>Company>>Optionsbutton).Afteryouspecifyawithholdingvendor,youcanspecifywhetherornottoautomaticallywithholdapercentageofthepaymentsyoumaketoeachofthevendorsthatyousend1099statementsto.SeeSettingupvendorwithholdingoptionsformoreinformation. Thefollowingpointssummarizeadditionaloptionsforworkingwith1099statements. Youcanprintmultipletypesof1099statementsforthesamevendor.Forexample,youmightneedtoprinta1099MISCstatementanda1099DIVstatementforthesamevendor,ifyoupurchasegoodsorservicesfromavendorthatisalsoastockholderinyourcompanyandthatreceivesdividends. Youcanchangeboxdescriptionsthataredisplayedintransactionentrywindows,tomakethemeasiertounderstand.Changingtheboxdescriptionwon’tchangethedescriptionprintedonthe1099statements. Youcanchange1099amounts. Agingperiods UsethePayablesManagementSetupwindowtoselecttheagingperiodstouseandhowdocumentsshouldbeaged.Agingistheprocessofdetermininghowlongyou’veowedmoneytospecificvendors.Youcanuseuptosevenagingperiods,includingthecurrentperiod.InformationforthecurrentperiodandforthefollowingthreeagingperiodsappearsontheAgedTrialBalancereports.Ifyouusemorethanfouragingperiods(includingthecurrentperiod),youcanaddthemtotheAgedTrialBalancereportsusingReportWriter. Documentdate Paymentterms Duedate January1,2019 2%10-Net30 January31,2019 January3,2019* Net15 January18,2019 January28,2019 Net30 February27,2019 *Paymentisappliedtothisdocumentfirst. Youcanagevendorrecordsbydocumentdateorduedate.AssumeyouhaveaninvoicedatedJanuary15,withaduedateofFebruary15,andyouagedocumentsontheendofthemonth(February28).Ifyouagebydocumentdate,thisinvoiceis44daysold;ifyouagebyduedate,thisinvoiceis13dayspastdue. Applyoptions Youcanapplycreditdocumentsbydocumentdateorduedatewhenyouautomaticallyapply. Applyingbydocumentdate Ifyouapplybydocumentdate,thepaymentsandcreditsareappliedfirsttodocumentswiththeoldestdocumentdate. Documentdate Paymentterms Duedate January1,2019* 2%10-Net30 January31,2019 January3,2019 Net15 January18,2019 January28,2019 Net30 February27,2019 *Paymentisappliedtothisdocumentfirst. Applyingbyduedate Ifyouapplybyduedate,paymentsandcreditsareappliedfirsttodocumentswiththeoldestduedate. Defaultentries UsethePayablesManagementSetupwindowtoenteradefaultentryfortheCheckbookIDyouuseforcomputercheckpayments;thecheckformattouseforcomputerchecks;thedocumentslistedontheremittance;andwhetherpreviouslyapplieddocumentsshouldbelistedontheremittance. DefaultSummaryViewSelectasummaryviewtobethedefaultviewintheVendorYearlySummaryandVendorYearlySummaryInquirywindows.AmountsSinceLastClosedisplaysthecurrentsummaryinformationfortheselectedvendorsincethelastyear-endclose.FiscalYeardisplaystheselectedvendor’ssummaryinformationforthefiscalyearyouenter.CalendarYeardisplaystheselectedvendor’ssummaryinformationforthecalendaryearyouenter. CheckbookIDEnterorselecttheIDforthecheckbooktobedisplayedasthedefaultthroughoutthismodule.Specifythecheckbookthatyouusemostoftentopayvendors.TheentryhereappearsasadefaultentryforbatchescreatedusingthePayablesBatchEntrywindow.YoucanchangethisdefaultIDforanindividualbatchtouseanothercheckbook. CheckFormatSelectoneofthefollowingcheckformats. NoStub,StubonTop StubonBottom StubTop/Bottom-Text StubTop/Bottom-Graphical Stub/Stub/Check 3perPage/NoStub User-DefinedCheck1 UserDefinedCheck2 TheselectionappearsasthedefaultentryinthePrintPayablesChecksandPrintPayablesTransactionCheckwindows. ListDocumentsonRemittanceChoosethedefaultinformationtoappearontheremittanceandonthecheckstubwhenyouprintchecks.Aremittanceshowsthesamedetailasthecheckstubandisprintedonblankpaperafterthechecksareprinted.ThedefaultyouselecthereappearsintheListDocumentsonRemittancefieldintheSelectPayablesChecksandEditPayablesCheckswindows. PrintPreviouslyAppliedDocumentsonRemittanceMarkthisoptiontolistdocumentsontheremittanceregardlessofwhetheryouappliedthemwhenthetransactionwasentered.UsethePayablesCheckStubDocumentswindowtounmarkpreviouslyappliedinformation. Passwords UsethePayablesManagementSetupwindowtoenterpasswordstolimittheuserswhocancompletecertainactivitiesinPayablesManagement.Forexample,youmightpermitonlyselecteduserstoremoveaholdonavendorrecord.Usepasswordstolimitauser’sabilitytocompletethefollowingtasks: Removeavendorrecordhold Exceedthemaximuminvoiceamount Exceedthemaximumwriteoffamount Additionalpayablesoptions UsethePayablesManagementSetupwindowtoselectadditionalpayablesoptionsthataffecthowPayablesManagementtracksinformation. OverrideVoucherNumberAtTransactionEntryIfyoumarkthisoption,youcanchangethedefaultvouchernumberwhenenteringtransactions.Ifyoudon’tmarkthisoption,youcan’tchangethevouchernumberduringtransactionentry.SetupthedefaultvouchernumberusingthePayablesSetupOptionswindow. TrackDiscountsAvailableInGLIfyoumarkthisoption,youcantrackpaymenttermsdiscountsavailableamountsinaseparateGeneralLedgeraccount.ThetermsdiscountsavailabletoyourcompanyarepostedtotheaccountyouassignedtodiscountsavailableintheVendorAccountMaintenancewindow(ortheaccountspecifiedinthePostingAccountsSetupwindowifyouhaven’tspecifiedaDiscountsAvailableaccountintheVendorAccountMaintenancewindow).Ifyoudon’tmarkthisoption,thetermsdiscountsavailableamountsaren’tpostedtoaseparateGeneralLedgeraccount. PrintHistoricalAgedTrialBalanceIfyoumarkthisoption,MicrosoftDynamicsGPkeepsthetransactionhistorynecessarytoprinttheHistoricalAgedTrialBalancereport.Ifyoudon’tmarkthisoption,youmightnotbeabletoprinttheHistoricalAgedTrialBalancereportforspecificvendors,dependingonthehistoryoptionsselectedforeachindividualvendorrecord. DeleteUnpostedPrintedDocumentsMarkthisoptiontobeabletodeleteanunpostedprinteddocumentfromthePayablesTransactionEntryorPayablesBatchEntrywindows. PrintTaxDetailsonDocumentsMarkthisoptiontoincludesummarytaxinformationonalldocumentsprintedfromthePayablesTransactionEntryandPayablesTransactionEntryZoomwindows.Thisinformationisdisplayedabovethesubtotalfield. AllowDuplicateInvoicesPerVendorSpecifywhetheryoucanduplicatedocumentnumbersforthesamevendorrecord.IfyoumarkNo,younevercanuseduplicatenumbers.IfyoumarkYes,youcanuseduplicatenumbersforalldocumenttypes.IfyoumarkRecurringTransactionsOnly,youcanuseduplicatenumbersonlyfortransactionsenteredinrecurringbatches. PrintDualCurrenciesIfyou’reusingMulticurrencyManagement,andyoumarkPrintTaxDetailsonDocumentsinthePayablesManagementSetupwindow,youcanmarkthisoptiontoprintsummarytaxinformationinboththeoriginatingandfunctionalcurrenciesonpurchasingdocumentsthatincludetaxdetails.Thedocumentswilldisplaytheexchangerateusedforthetransaction,thenetvalueofgoodsandservicesateachtaxationrateinbothcurrencies,andtheamountoftaxateachtaxationrateinbothcurrencies. AgeUnappliedCreditAmountsIfyoumarkthisoption,thePayablesManagementagingprocesswillageunappliedcreditamountsbasedonthedocumentdateinrelationtotheagingdate,andhowyousetupyouragingperiodsinPayablesManagement.Ifyouagedocumentsbyduedateandyoumarkthisoption,theduedateforcreditdocumentswillbethesameasthedocumentdate. ExcludeExpiredDiscountsfromPaymentsIfyoumarkthisoption,andyouselectchecksforacomputercheckrunbyusingarangeforduedate\discountdatecutoffs,thediscountdateforinvoicesiscomparedwiththeapplydateenteredintheSelectPayablesCheckswindow.Iftheapplydateisafterthediscountdateforaninvoice,theinvoiceisn’tincludedinthecomputercheckbatch.RefertoExpireddiscountsandselectingchecksforacomputercheckrunformoreinformation. Settinguppayablespreferencesanddefaultentries UsethePayablesManagementSetupwindowtosetthedefaultentriesthatappearthroughoutPayablesManagement.Thesedefaultsspeedvendorrecord,transaction,andpaymententry. Tosetuppayablespreferencesanddefaultentries: OpenthePayablesManagementSetupwindow. (Purchasing>>Setup>>Payables) Specifytheagingperiodstouse.SeeAgingperiodsformoreinformation. Specifywhetherdocumentsshouldbeappliedbythedocumentdateorduedate.SeeApplyoptionsformoreinformation. Selectadefaultsummaryview. EnterorselectdefaultinformationforacheckbookIDandcheckformat,andchoosewhichdocumentstolistonremittancesandwhetherpreviouslyapplieddocumentsshouldbelistedonremittances.SeeDefaultentriesformoreinformation. Enterpasswordstorestrictuseraccesstocertainpurchasingactivities.Ifyouleaveapasswordfieldblank,nopasswordisrequiredforthatactivity.SeePasswordsformoreinformation. Markadditionalpayablesoptions.SeeAdditionalpayablesoptionsformoreinformationabouttheseoptions. ToopenthePayablesSetupOptionswindow,whereyoucansetupadditionaloptionsanddefaultentriessuchasdocumentdescriptions,codes,andnumbers,chooseOptions.SeeSettingupPayablesManagementoptionsformoreinformation. ToopentheVendorClassSetupwindow,whereyoucansetupvendorclasses,chooseClasses.SeeSettingupvendorclassesformoreinformation. Toopenthe1099Setupwindowwhereyoucanspecifythedescriptionsofboxesandthetaxtypeforeachtypeof1099statement,choose1099Setup.SeeSettingup1099informationformoreinformation. ToprintaPayablesSetupList,chooseFile>>Print. ChooseOKtosavetheentriesandclosethePayablesManagementSetupwindow. SettingupPayablesManagementoptions UsethePayablesSetupOptionswindowtosetuptheoptionsthatappearthroughoutPayablesManagement.Youcanenteradescriptionforeachdocumenttype,assignacode,andsetupthenextdocumentnumberforvouchersandpayments. TosetupPayablesManagementoptions: OpenthePayablesSetupOptionswindow. (Purchasing>>Setup>>Payables>>Optionsbutton) Specifydefaulttransactiondescriptionsandcodes.Thetransactiondescriptionisdisplayedonreports.Usethetransactioncodewhenthereisn’troomfortheentiretransactiondescriptiononreportsorinwindows. EnteranexttemporaryvendorID.Atemporaryvendorisavendorwithwhomyouhaveashort-termrelationship,andforwhomyou’rekeepingminimalinformation.Usethisnumbertoidentifyatemporaryvendorrecordwhenyouentertransactions.Formoreinformationabouttemporaryvendors,seeVendorstatus. Enteranextvouchernumberandnextpaymentnumbertouseintransactionentrywindows. Enterdefaulttaxschedulesforpurchases,freight,andmiscellaneouscharges.ThesetaxschedulesappearinthePayablesTransactionEntrywindow,andyoucanchangethempertransaction.SeetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem)formoreinformationaboutsettinguptaxschedules. Enteruser-definedfieldlabelsfortrackingadditionalinformationforvendors. Forexample,supposeyoukeeptrackofthetypesofvendorsyoupurchasefrom.YoumightenterVendorTypeintheUser-Defined1field.IntheVendorClassSetupwindowandtheVendorMaintenanceOptionswindow,youthenwouldseeVendorTypeasalabelforthefieldthatwasUser-Defined1.YoualsowouldseeVendorTypeasasortingmethodonmostvendorreports. UsetheUser-Defined2fieldtotrackanadditionalpieceofinformationforeachvendor;however,thisfieldisn’tasortingmethodforreports. ChooseOKtoreturntothePayablesManagementSetupwindow,whereyoucansavetheentries. Chapter2:Vendorclasses Usevendorclassestogroupvendorsaccordingtocommonentries.Forexample,youmightgroupvendorsbybusinesstype,location,orothersimilarcharacteristics. Whenyoumakechangestovendorclassinformation,youcanrolldownthosechangestoallthevendorsintheclass. Vendorclassinformationisdividedintothefollowingsections: Historyoptions Settingupvendorclasses Settingupvendorclassdefaultpostingaccounts EnteringvendorclassIntrastatstatistics Historyoptions Youcanmarkwhethertokeepfiscal-year,calendar-year,transaction,anddistributionhistorywhenyousetupvendorclasses.Youcanmarkanynumberoftheseoptions. Thefollowingtabledescribeseachofthehistoryoptions: Historytypes What’skept Benefitsofkeeping Moreinformation Calendar-year Summarizedhistoryofpostedtransactionsforeachmonthinthecalendaryear. Youcanprintreportsthataccuratelyreflectpurchasingactivityeachmonth.Usetheresultingreportstodeterminewhetheryou’remeetingbudgetgoals. Ifyou’rerequiredtoprint1099statementsforvendors,youshouldkeepcalendaryearhistoryso1099amountsaretrackedaccurately. Fiscal-year Summarizedhistoryofpostedtransactionsforeachfiscalperiod. Youcanprintreportsthataccuratelyreflectpurchasingactivityineachfiscalperiod.Usetheresultingreportstodeterminewhetheryou’remeetingbudgetgoals. Ifyourfiscalyearisthesameasthecalendaryear,youdon’tneedtokeepbothfiscal-yearandcalendar-yearhistory. Transaction Detailedinformationaboutpaidvouchers. Youcanprinthistoryreportsandviewinformationaboutpaidvouchersusinginquirywindows.YoualsocanprinttheHistoricalAgedTrialBalanceandre-createremittanceformsandcheckstubs. IfyoumarkedtoprinttheHistoricalAgedTrialBalanceinthePayablesManagementSetupwindow,transactionhistoryiskeptregardlessofwhetheryoumarkthisoption. Distribution Detailedinformationaboutthepostingaccountdistributionsforeachtransaction. YoucanprintDistributionHistoryandCheckDistributionreports. Settingupvendorclasses Vendorclassesprovidedefaultsforthedatathatgroupsofvendorsuse.Youalsocanmakechangestogroupsofvendorsquicklybychangingtheclassrecordandrollingdownthechangetoallthevendorsinaclass.UsetheVendorClassSetupwindowtosetupvendorclassestogroupvendors.Bysettingupvendorclasses,youcaneasilyassignnewvendorstospecificclasses,makingitfasterandeasiertosetupanewvendorrecord. Tosetupavendorclass: OpentheVendorClassSetupwindow. (Purchasing>>Setup>>VendorClass) EnteranIDfortheclass,andenteradescriptionthatfurtheridentifiestheclass. Werecommendthatyouentertheclasswiththemostcommonentriesfirstandmarkthisclassasthedefaultclass.IfyoumarktheDefaultoption,theinformationyousetforthisclassappearsasthedefaultforeverysubsequentclassyoucreate.Youcanhaveonlyonedefaultvendorclass. Entermulticurrencyinformation.Enterorselectanexistingcurrencyasthedefaultcurrencyfortheclass.SeetheMulticurrencyManagementdocumentationformoreinformationaboutcurrenciesandratetypes. Enterorselectanexistingratetypefortheclass.Whenyouentertransactions,theappropriateexchangeratetableisselectedbasedonthecurrencyIDandratetypeyouentered. Ifaratetypeisn’tassignedtoavendoronamulticurrencytransaction,thedefaultratetypeyouenteredforthePurchasingseriesusingtheMulticurrencySetupwindowappearsinstead.Therefore,besureyouenteredaPurchasingseriesdefaultratetype. Enterdocumentandpaymentspecifications.Seethehelpformoreinformationaboutfields. Markanyoralltheavailablehistoryoptions. SeeSettingupvendorclassdefaultpostingaccountsformoreinformationaboutsettingupdefaultpostingaccounts,soyoucanassigndefaultpostingaccountstotheclass. ChooseSave.ToprintaClassesSetupList,chooseFile>>Print. Settingupvendorclassdefaultpostingaccounts UsetheVendorClassAccountsSetupwindowtospecifypostingaccountsforvendorclasses.Youcansetuppostingaccountsforeachclass,soeachvendoryouentercanusedifferentpostingaccountsaccordingtoyourneeds.Whenyousetupvendorrecords,usetheseaccountsasdefaultentriesandchangetheaccountsasneededonaper-vendorbasis. YoucanusetheAdditionalVendorAccountswindowtosetupadditionalpurchaseaccountstouseduringtransactionentrywhenyoudistributeamountstopostingaccounts. Forexample,assumeyouhavetwoemployeesworkinginseparatedepartmentswhobothpurchaseofficesuppliesfromthesamevendor,andthevendorsendsyouoneinvoiceforbothpurchases.Byassigningdifferentaccountsforeachemployee’sdepartment,youcantracktheexpensesbydepartment. Tosetupvendorclassdefaultpostingaccounts: OpentheVendorClassAccountsSetupwindow. (Purchasing>>Setup>>VendorClass>>Accountsbutton) MarkwhethertousetheCashaccountfromthecheckbookorvendor. Note Ifyou’reusingBankReconciliation,werecommendthatyouusetheCashaccountfromthecheckbooksoyoucaneasilyreconcilethecheckbookbalancetotheCashaccountinGeneralLedger. Enterorselectthedefaultpostingaccounts,whichwillappearasdefaultsintheVendorAccountMaintenancewindowwhenyou’resettingupvendorrecords. ToopentheAdditionalVendorAccountswindow,choosethePurchasesfieldellipsesbutton. Entertheadditionalpurchaseaccountstouseforthisclass. Toremoveanaccount,selecttherowtodeleteandchooseEdit>>DeleteRow. Selectdefaultpurchaseaccounts.Duringtransactionentry,eachaccountyoumarkedtoappearasadefaultfortransactionsisdisplayedinthePayablesTransactionEntryDistributionwindow.YoualsocanviewalistofpurchasingaccountsusingtheAccountslookupwindowduringtransactionentry. ChooseOKtosavetheaccountsandclosetheAdditionalVendorAccountswindow. ChooseOKtosavethevendoraccountsandclosetheVendorClassAccountSetupwindow. EnteringvendorclassIntrastatstatistics UsetheVendorClassIntrastatSetupwindowtoenterIntrastatinformationforavendorclass.Youcanrolldownchangesyoumakeusingthiswindowtoallvendorsintheclass. IfyousetupIntrastatinformationforvendors,youdon’tneedtoenterIntrastatinformationforindividualtransactions.However,youcanchangetheinformationforaparticulartransactionusingthePayablesIntrastatEntrywindow. YoucanenterIntrastatstatisticsonlyifyoumarkedtoenableIntrastattrackingintheCompanySetupOptionswindow. ToentervendorclassIntrastatstatistics: OpentheVendorClassIntrastatSetupwindow. (Purchasing>>Setup>>VendorClass>>Intrastatbutton) Enterorselectcountry,transportmode,transactionnature,incoterms,procedure/regime,port,region,countryoforiginandtaxcommoditycodesforthevendorclass. Enteradescriptionforthevendorclass.ChooseOKtoclosetheVendorClassIntrastatSetupwindow. IntheVendorClassSetupwindow,chooseSavetosavethechanges. Note DeletingthevendorclassdeletesIntrastatinformation,aswell. Chapter3:Vendorcards ThefoundationofthePayablesManagementmoduleisthecollectionofvendorcards.Usethisinformationtotrackthestatusofvendorsandtoprintreports.It’simportanttokeepthisinformationuptodatetoreflectyourcompany’scurrentactivity. YoumightbeabletoimportthevendorrecordsfromyourcurrentsystemdirectlyintoMicrosoftDynamicsGP.Automaticallyimportingthevendordatasavesyouaconsiderableamountoftime.Contactyourresellerformoreinformation. Vendorcardinformationincludesthefollowingsections: Vendorstatus Vendorapprovalworkflow Addingvendorcards Settingupvendordefaultpostingaccounts Settingupe-mailoptionsforavendor Settingupe-mailoptionsforagroupofvendors Settingupvendorwithholdingoptions AddressIDsandtaxes Enteringvendoraddresses Settingup1099information EnteringvendorIntrastatstatistics Vendorstatus Vendorstatusescanbeusedforcategorizingyourvendorsaccordingtotheirbusinesspractices.Vendorscanbeactive,inactiveandtemporary.Eachofthesestatusescanbeusedtolimitthedatathatcanbeenteredorpostedandplacesrestrictionsondeletingormodifyingavendorcard.YoucanselectthevendorstatusintheVendorMaintenancewindow. Status Active Inactive Temporary Definition Anactivevendorisapersonorcompanyyouhavealong-termrelationshipwithandforwhomyouneedtokeepdetailedinformation. Aninactivevendorisapersonorcompanyyoudon’tdobusinesswithanymore;typicallythesearevendorswhoserecordsyoucan’tdeletebecausehistoricalinformationiskeptforthem. Atemporaryvendorisapersonorcompanyyouhaveashort-termrelationshipwithandarekeepingminimalinformationfor.Youcanchangeatemporaryvendortoanactivevendororaninactivevendor. TransactionEntry Youcanenter,saveandposttransactionsandpaymentsandprintchecks. Youcan’tsaveorposttransactionsandpayments,orprintchecks. Youcanenter,saveandposttransactionsandpaymentsandprintchecks.Youcanvoidvouchersorchecksaslongasthetemporaryvendorshavenotbeendeleted. Deletion Youcandeleteanactivevendorrecordifthevendorhasnocurrentbalance,no1099balance,notransactionorpaymenthistoryand/ornoopenpurchaseorders. Youcandeleteaninactivevendorrecordifthevendorhasnotransactionorpaymenthistory,andno1099balance. Youcandeleteatemporaryvendorrecordifthevendorhasnocurrentbalance,no1099balance,andnoopenpurchaseordersinPurchaseOrderProcessing.Thisvendortypecanhaverecordsinhistory,andstillbedeleted. Makingavendorinactiveisn’tthesamethingasplacingavendoronhold.Youmightfindithelpfultothinkofinactivatingavendorrecordasapermanentchangethatreflectsyounolongerdobusinesstogether,whileplacingavendoronholdusuallyisatemporarychangetothevendor’sstatus.Ifyouinactivateavendorrecord,youcan’tentertransactionsofanykindforthevendor.Ifyouplacethevendoronhold,youcan’tmakepaymentstothevendor,butyoustillcanapplyvouchersandposttransactionsforthevendor.Formoreinformationaboutvendorholds,seePlacingorremovingavendorhold. Vendorapprovalworkflow Yourcompanycanusethevendorapprovalworkflowfeatureaspartofitsbusinesscontrols.Ifyouusethisfeature,youcandefineanapprovalprocessfornewvendorrecordsormodificationstoanexistingvendorrecord. Whenavendorrecordisreadytobeapproved,approverscanbenotifiedandthevendorrecordscanbeapproved,usingMicrosoftOutlook,MicrosoftDynamicsGP,orSharePoint®.Afteravendorhasbeenapproved,youcanperformthefollowingtasksforthevendor. Postpayablestransactions Selectvendorsandvouchersforpayment Printchecks Postmanualpayments Postscheduledpayments Print1099statements Applydocuments Printpurchaseorders PostPurchaseOrderProcessinginvoices FormoreinformationaboutWorkflow,seetheSystemSetupGuide(Help>>PrintableManuals>>selectSystem>>selectSystemSetupGuide)ortheWorkflowAdministrator’sGuide(Help>>PrintableManuals>>selectSystem>>selectWorkflowAdministrator’sGuide). Addingvendorcards UsetheVendorMaintenancewindowtocreatenewvendorcards.Beforeyoubeginenteringthefirstvendors,considerhowtoarrangethecurrentandfuturevendorrecords.YoumightwanttoassignspecifiedgroupsofIDstodifferenttypesofvendors.Youalsomightwanttoassignthemtodifferentvendorclasses. Onceyoudecidethemostappropriatenumberingsystem,besurethatalltheIDshavethesamenumberofcharacters.Usethesystemconsistentlyforthebestresultswhenprintingreportsandusingotherwindows. Toaddavendorcard: OpentheVendorMaintenancewindow. (Purchasing>>Cards>>Vendor) Somefieldsinthewindowwillhavedefaultvalues.Somedefaultvaluesarethesameforallvendorinformation,butotherscomefromthevendorclassinformationenteredintheVendorClassSetupwindowandtheVendorClassAccountsSetupwindow.Refertothetableformoreinformation. Selection Default Status Active TaxType Nota1099Vendor MinimumPayment NoMinimum MaximumInvoiceAmt NoMaximum CreditLimit Unlimited Writeoffs NotAllowed MaintainHistory Alltypesaremarked EnteravendorIDandnameinformation.Theshortnamecanbeusedincircumstanceswhenthevendornameistoolong.Thechecknameisthenamethatisprintedonchecks. Vendorstatusescanbeusedforcategorizingyourvendorsaccordingtotheirbusinesspractices.Vendorscanbeactive,inactiveandtemporary.Eachofthesestatusescanbeusedtolimitthedatathatcanbeenteredorpostedandplacesrestrictionsondeletingormodifyingavendorcard.SeePlacingorremovingavendorholdforinformationaboutvendorholds. Assignthevendortoaclass.OnceaclassIDisentered,muchoftheinformationinthiswindow,theVendorMaintenanceOptionswindowandVendorAccountMaintenancewindowswillappearasdefaultvalues,whichcanbechangedonaper-vendorbasis. Enteraddressinformation.AprimaryaddressIDisrequiredifyouenteranyaddressinformationinthiswindow.(AddressinformationcanalsobeenteredandmaintainedintheVendorAddressMaintenancewindow.SeeEnteringvendoraddressesformoreinformation.)InternetaddressinformationcanalsobeenteredbychoosingtheInternetInformationbutton.Tosendpurchaseordersandvendorremittancesine-mail,usetheInternetInformationwindowtoenterTo,Cc,andBcce-mailaddresses Enterphoneandfaxnumbers. Enterataxschedule,shippingmethodandUPSZone,ifyoudidn’tenteraclassIDforthisvendorcard,ortochangetheclassdefaults. EnteraddressIDsforpurchases,remittingto,shippingfrom,andsending1099statementsforthisvendor,ifthevendorhasdifferentaddressesformultiplepurposes. Enterthevendoraccountnumberthevendorhasassignedtoyou. Entercomments.CommentsareforyourreferenceandwillappearontheVendorSetupList. ChooseOptionstoopentheVendorMaintenanceOptionswindow. Entervendoroptionsorchangevendoroptionsfromthosethatareprovidedasdefaultvaluesfromtheclass.Whenyou’resatisfiedwiththeentries,chooseOK. Note IfyoumarkedtoprinteithertheHistoricalAgedTrialBalanceinthePayablesManagementSetupwindowortoreprintpostingjournalsintheAuditTrailCodesSetupwindow,thesystemkeepshistorytoprintthosereportsevenifyoudidn’tmarktokeeptransactionhistoryordistributionhistoryforvendors.Ifyoudidn’tselecttheseoptions,thehistoryselectionsyoumakeforindividualvendorsareused. Ifyourbusinessrequiresit,youcanusetheVendorWithholdingOptionswindowtosetupautomaticwithholdaportionofpaymentstoforwardtotheappropriatetaxingauthority.SeeSettingupvendorwithholdingoptionsformoreinformation. ChoosetheAttachmentManagementicontoattachdocumentstothevendorrecord,ifapplicable. IntheVendorMaintenancewindow,savethevendorrecordorsubmitthevendorrecordforapproval,ifyouareusingvendorapprovalworkflow. ToprintaVendorSetupList,chooseFile>>Print. Settingupvendordefaultpostingaccounts UsetheVendorAccountMaintenancewindowtochangetheaccountsforasinglevendor.Youcansetuppostingaccountsonaper-vendorbasissoeachtransactionyouentercanusedifferentpostingaccountsaccordingtoyourneeds.Whenyouentertransactions,amountsaredistributedtotheaccountsyouassigntothevendorusingthiswindow. Ifyoudon’tenterdefaultpostingaccountsforavendor,theaccountsyousetupusingthePostingAccountsSetupwindowareusedforalltransactionsenteredforthevendor.However,youcanchangedistributionsduringtransactionentry. YoucanusetheAdditionalVendorAccountswindowtosetupadditionalpurchaseaccountstouseduringtransactionentrywhenyoudistributeamountstopostingaccounts. Forexample,assumethatyouhavetwoemployeesworkinginseparatedepartments.Theseemployeesbothpurchaseofficesuppliesfromthesamevendor,andthevendorsendsyouoneinvoiceforbothpurchases.Byassigningdifferentaccountsforeachemployee’sdepartment,youcantracktheexpensesbydepartment. IfyouenteredaclassIDforthisvendor,thepostingaccountsyouenteredusingtheVendorClassAccountsSetupwindowappearasdefaultvaluesintheVendorAccountMaintenancewindow. Tosetupvendordefaultpostingaccounts: OpentheVendorAccountMaintenancewindow. (Purchasing>>Cards>>Vendor>>Accounts) MarkwhethertousetheCashaccountfromthecheckbookorvendor. Note Ifyou’reusingBankReconciliation,werecommendthatyouusetheCashaccountfromthecheckbooksoyoucaneasilyreconcilethecheckbookbalancetotheCashaccountinGeneralLedger. Enterorchangethedefaultpostingaccounts. ChoosethePurchasesellipsesbuttontoopentheAdditionalVendorAccountswindow. Entertheadditionalpurchaseaccountstouseforthisvendor. Selectdefaultpurchaseaccounts.Duringtransactionentry,eachaccountyoumarkedtoappearasthedefaultvaluefortransactionsappearsinthePayablesTransactionEntryDistributionwindow. YoualsocanviewalistofpurchasingaccountsusingtheAccountslookupwindowduringtransactionentry. ChooseOKtoclosetheAdditionalVendorAccountswindow. ChooseOKtosaveandclosetheVendorAccountMaintenancewindow. Settingupe-mailoptionsforavendor UsetheVendorE-MailOptionswindowtoselectwhichdocumentsyouwanttosendtothevendor.YoualsocanspecifymessageIDsandthedocumentformattouseforthevendor.AmessageIDisapredefinedmessagethatyoucanassigntoadocumentthatyouwanttosendine-mail.Forexample,youcansendaholidaygreetingmessagetoavendor. Youcaneithersenddocumentsasattachmentsorembeddocumentsinthemessagebody.Ifyousenddocumentsasattachments,youcanselecttosendmultipleattachmentstothevendorandsetthemaximumfilesizeofthedocument. TheoptionsavailableinthiswindowdependontheselectionsyoumadeintheCompanySetupwindowandthePurchasingE-mailSetupwindow.SeeyourSystemSetupGuide(Help>>Contents>>selectSettinguptheSystem)formoreinformation. Tosetupe-mailoptionsforavendor: OpentheVendorE-mailOptionswindow. (Purchasing>>Cards>>Vendor>>SelectavendorID>>E-mail) Selecttosenddocumentsasattachmentsorembeddocumentsinthemessagebody.TheoptionsavailabledependontheselectionsintheCompanyE-mailSetupwindow. Ifyouaresendingdocumentsasattachments,youcanmarktosendmultipleattachmentsfordocumentsofthesamedocumenttypewiththesamesubject,messagebody,addresstosendrepliesto,To,Cc,andBccaddressinonee-mail. Ifyouaresendingdocumentsasattachments,youcanmarktosetamaximumfilesizelimitforattacheddocumentssenttothevendors,andthenenterthefilesizelimit.Ifthisfieldisunmarked,thereisn’tasizelimit. Markthedocumentsyouwanttosendine-mail.YoucanselectadefaultmessageIDforeachdocumentandselecttheformattosendthedocument. Ifadocumentisunmarked,itcan’tbesentine-mail.ThedocumentsavailabletosenddependonthedocumentsselectedinthePurchasingE-MailSetupwindow. Ifyoudidn’tselectamessageIDforthedocumenttypeinthePurchasingE-mailSetupwindow,theMessageIDfieldisblank.YoucanenterorselectamessageID. ThefileformatsavailabletosendattachmentsdependontheformatsyouselectedintheCompanyE-mailSetupwindow. BeforeyoucansenddocumentsasDOCX,PDF,orXPSattachments,theWordtemplateforthedocumentmustbeenabledintheTemplateConfigurationManagerwindow.Standardreports(reportsgeneratedbytheReportWriterengine)aresentwhenyousenddocumentsasHTMLattachments. ChooseOKtoupdatetheselectedvendorwiththeoptionsyouentered. Settingupe-mailoptionsforagroupofvendors UsetheMassVendorE-MailSettingswindowtoassigne-mailsettingstomultiplevendorrecords.Youcanselectwhichdocumentsyouwanttosendtothevendors.YoualsocanspecifymessageIDsandthedocumentformattouseforthevendors.AmessageIDisapredefinedmessagethatyoucanassigntoadocumentthatyouwanttosendine-mail.Forexample,youcansendapromotionalmessagetoyourvendorswhensendingpurchaseordersine-mail. Youcaneithersenddocumentsasattachmentsorembeddocumentsinthemessagebody.Ifyousenddocumentsasattachments,youcanselecttosendmultipleattachmentstothecustomersandsetthemaximumfilesizeofthedocument. Youcaneithersenddocumentsasattachmentsorembeddocumentsinthemessagebody.Ifyousenddocumentsasattachments,youcanselecttosendmultipleattachmentstothevendorsandsetthemaximumfilesizeofthedocument. Tosetupe-mailoptionsforagroupofvendors: Inthenavigationpane,choosethePurchasingbutton,andthenchoosetheVendorslist. Markthevendorsthatyouwanttosetupe-mailoptionsfor. IntheModifygroup,clicktheoverflowmenuandthenselectE-mailSettingstoopentheMassVendorE-mailSettingswindow. Selecttosenddocumentsasattachmentsorembeddocumentsinthebodyofe-mailmessages. Ifyouareattachingdocuments,youcanselecttoattachmultipledocumentspere-mailandsetamaximumfilesizeforthedocuments. Markthedocumentsyouwanttosendine-mail.YoucanselectadefaultmessageIDforeachdocumentandthenselecttheformatthatyouwanttosendthedocumentin. Ifadocumentisunmarked,itcan’tbesentine-mail.ThedocumentsavailabletosenddependonthedocumentsselectedinthePurchasingE-MailSetupwindow. Ifyoudidn’tselectamessageIDforthedocumenttypeinthePurchasingE-mailSetupwindow,thisfieldisblank. ThefileformatsavailabletosendattachmentsdependontheformatsyouselectedintheCompanyE-mailSetupwindow. BeforeyoucansenddocumentsasDOCX,PDF,orXPSattachments,theWordtemplateforthedocumentmustbeenabledintheTemplateConfigurationManagerwindow.Standardreports(reportsgeneratedbytheReportWriterengine)aresentwhenyousenddocumentsasHTMLattachments. ChooseOKtosaveyourentriesandtoclosetheMassVendorE-mailSettingswindow. Settingupvendorwithholdingoptions UsetheVendorWithholdingOptionswindowtospecifytaxwithholdingforavendor. InAustralia,withholdingisawayofpayingtaxesforpeoplewhoearnmoneyundercontractbyprovidingarchitectural,buildingandconstruction,cleaning,engineering,motorvehiclerepair,andotherservices.Ifavendorissubjecttowithholdingtaxes,youmustsetupwithholdingoptionsforthisvendor. InNorthAmerica,vendorwithholdingcanbeusedtoautomaticallywithholdaportionoftheamountyoupaytoavendortohelpbothyourbusinessandyourvendor’sbusinesscomplywithapplicabletaxlaws.VendorwithholdinginNorthAmericaisoptional. Beforeyouenterwithholdingoptions,youmustenteryourcompany’swithholdingrate,withholdingvendorID,andwithholdingfile/reconciliationnumberinformationusingtheCompanySetupOptionswindow.RefertothedocumentationfortheCompanySetupOptionswindowformoreinformation. SeetheGSTandAustralianTaxesdocumentationformoreinformationaboutsettingupAustraliantaxes. Tosetupvendorwithholdingoptions: OpentheVendorWithholdingOptionswindow. (Purchasing>>Cards>>Vendor>>Withholdingbutton) MarkSubjectToWithholdingDeduction. Selectawithholdingtype. Enterthevendor’staxrate. Note Ifthevariancecertificateorthedeductioncertificateexpiresandthenewexpirationdateisn’tentered,thestandardrateenteredintheCompanySetupOptionswindowcalculatesthetaxuntilanewvarianceordeductioncertificatenumberisentered. Enterthestartingandendingdatesfortheperiodthepayeeworkedduring. Selectthetypeofbusinessthevendorispartof. Enterthepayee’sdateofbirth.ThisfieldisavailableonlyifyouselectedIndividualastheentitytype. SelectthetypeofwithholdingformthepayeemustcompletefortheAustralianTaxationOffice(ATO). SelectthestatusoftheTaxFileNumber(TFN)forthepayee. Selectthetypeofincomebeingreportedonthepaymentsummary.Someoptionswillbeavailablebasedonotherselectionsyoumadeinthiswindow. ChooseOKtosavetheinformationandclosethewindow. AddressIDsandtaxes CalculationofsalestaxesdependsontheaddressIDandshippingmethodspecifiedforatransaction,alongwiththetaxscheduleassignedtothetransaction.Iftheshippingmethodrequiresyoutopickupthemerchandise,thetaxscheduleassignedtothevendor’saddressIDisused.Iftheshippingmethodrequiresthevendortodeliverthemerchandise,thetaxschedulefromyourcompanyisused. Enteringvendoraddresses UsetheVendorAddressMaintenancewindowtoentermultipleaddressIDsforanindividualvendor. Toenteravendoraddress: OpentheVendorAddressMaintenancewindow. (Purchasing>>Cards>>Addresses) EnterorselectavendorID. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanenterorselectavendorID.Youcanenterorselectavendorthatispendingapprovalifyoucanapprovevendorrecords. EnteranaddressIDthatappropriatelynamestheaddress,suchasMain,Shipping,orBilling. EnterInternetaddressinformation,suchasane-mailaddress,webpageURLs,orFTPsites,bychoosingtheInternetInformationbuttonintheAddressIDfield.Tosendpurchaseordersandvendorremittancesine-mail,usetheInternetInformationwindowtoenterTo,Cc,andBcce-mailaddresses.SeetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem)formoreinformation. Enteraddress,phone,andfaxinformation. Settingup1099information Usethe1099Setupwindowtospecifythe1099statementboxdescriptionsandtheminimumamountstotrackforeachboxandforeachtypeof1099statementyourbusinessprints. Tosetup1099information: Openthe1099Setupwindow. (Purchasing>>Setup>>Payables>>1099Setupbutton) Selectataxtypetoenterinformationforaspecific1099statement:Dividend,Miscellaneous,andInterest. Enterboxdescriptionsandminimumamounts,asneeded,foreachboxforthetaxtypeyou’resettingup. ChooseOKtosavechangesandreturntothePayablesManagementSetupwindow. Enterorselectataxschedule,shippingmethod,andUPSzonefortheaddress. ChooseSavetoaddtheaddressID.ToprintaVendorAddressesList,chooseFile>>Print. EnteringvendorIntrastatstatistics UsetheVendorIntrastatSetupwindowtoenteravendor’staxregistrationnumber.IfIntrastatinformationwasenteredforthevendorclassandrolleddown,thatinformationappearsinthiswindow.UsetheVendorIntrastatSetupwindowtochangeIntrastatinformationforanindividualvendorortoenterIntrastatinformationifnonewasenteredforthevendorclass. YoucanenterIntrastatstatisticsonlyifyoumarkedtoenableIntrastattrackingintheCompanySetupOptionswindow. ToentervendorIntrastatstatistics: OpentheVendorIntrastatSetupwindow. (Purchasing>>Cards>>Addresses>>Intrastatbutton) Enterthetaxregistrationnumber. Enterorselectcountry,transportmode,transactionnature,incoterms,procedure/regime,port,region,countryoforiginandtaxcommoditycodesforthevendorclass. ChooseOKtoclosetheVendorIntrastatSetupwindow. IntheVendorAddressMaintenancewindow,chooseSavetosavetheinformation. Note DeletingthevendoraddressIDalsodeletesIntrastatinformation. Chapter4:Beginningbalancesandvendorhistory Ifyou’resettingupPayablesManagementforthefirsttime,youmustenterthebeginning,oroutstanding,balancesowedtoeachvendor. Enteringvendorhistorygivesyouthehistoricalbackgroundyouneedtousereportsandwindowstocompareamountsforpreviousyearswiththecurrentyear.SeeChapter17,“Utilities,”forinformationaboutremovinghistoricalinformation. Enterbeginningbalancesbeforeenteringvendorhistorysoamountsaren’tpostedtwice. Beginningbalanceandhistoryinformationisdescribedinthefollowingsections: Enteringbeginningbalances Enteringvendorcreditsummaryhistory Enteringvendorperiodsummaryhistory Enteringvendoryearlysummaryhistory Enteringbeginningbalances Enterbeginningbalancesforeachoutstandingtransactionforeachvendororenterbeginningbalancesasonesummarizedtransactiontotalforeachvendor.Toenterbeginningbalancesasasummarizedtotal,besuretoincludethepaymentsyoumade,alongwiththeoutstandingvouchersyouowewhenyoucalculatethebeginningbalancetotalforeachvendor.Thisensuresthebeginningbalancetotaliscorrectforeachvendor. Werecommendthatyouentereachoutstandingtransactionforeachvendorandthatyoucreatebatchesinsteadofusingtransaction-levelposting.Youcanthenprinteditliststoverifytheentriesbeforeposting. Toenterbeginningbalances: OpenthePostingSetupwindow. (Administration>>Setup>>Posting>>Posting) ChoosePurchasingastheseriesandPayablesTrxEntryastheorigin.UnmarkPosttoGeneralLedgerifGeneralLedgerispartofyoursystem.ChangetheorigintoPaymentEntryandunmarktheoptionagain. Thisensuresthatthebeginningbalancetransactionsyou’reenteringinPayablesManagementwon’taffectGeneralLedgeraccountbalances.TheaccountsinGeneralLedgermightbeoverstatedifyoudon’tunmarkthispostingoptionbeforecompletingthisprocedure. OpenthePayablesBatchEntrywindow.(Purchasing>>Transactions>>Batches) Createasingle-usebatch(typicallycalledBBAL)forthebeginningbalances.SelectPayablesTrxEntryasthebatchoriginfortransactionsorselectManualPaymentasthebatchentryforpayments. ChooseTransactionstoopenthePayablesTransactionEntrywindoworthePayablesManualPaymentEntrywindow—dependingonthebatchorigin—whereyoucanentertransactioninformation. Enterbeginningbalancetransactions.Theactualbalancesareenteredbyenteringtransactions. Dependingontheinformationyoukeepforvendorsandrecords,youenterdifferentinformation. Ifyouplantokeep Whatyou’llenter Transactionhistoryindetail Entereachtransactionandpaymentasaseparateentry. Transactionhistoryinsummary Enteronetransactionfortheentireamountdueforeachperiodormonth.Enteronelumpsumpaymentforeachperiodormonth. Beginningbalancesonly Entertheoutstandingtransactionsandpaymentsasseparateentries. SeeChapter8,“Transactions,”formoreinformation. PrintanAgedTrialBalanceasarecordofthebeginningbalances.Itshowsthenumberofdaystransactionsareoutstanding,andanyvaliddiscountamountsalreadypaidoninvoices.SeeChapter16,“Reports,”formoreinformationaboutprintingreports. Afterenteringandpostingthebeginningbalancesforthevendors,returntothePostingSetupwindow.MarkPosttoGeneralLedgerFilesforthePurchasingseries,soregularpayablestransactionsarepostedtoGeneralLedger. Createabackupofthesetupoptionsanddefaultvalues,classandvendorrecords,andbeginningbalances.Ifapowerfluctuationorsomeotherproblemoccurs,youcanrestorethebeginningdata.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformationaboutmakingbackups.Ifyou’rerequiredbytheUSInternalRevenueServicetosend1099statementstospecificvendors,checkthe1099amountsintheVendorYearlySummarywindowtobesurethe1099amountforeachvendoriscorrect.PayablesManagementusesthe1099amountsdisplayedintheVendorYearlySummarywindowwhenprintingthe1099statements. Enteringvendorcreditsummaryhistory UsetheVendorCreditSummarywindowtoentercreditsummaryhistoryforeachvendor.TheCurrentBalancefieldandtheagingperiodinformationareupdatedasyouenterandposttransactionsforeachvendor.IfyoumarkedAgeUnappliedCreditAmountsinthePayablesManagementSetupwindow,unappliedcreditamountsalsoareincludedintheagingprocess. Ifyouareallowingprepaymentsforpurchaseorders,prepaymentsarenotincludedinthecurrentbalanceamountbecauseaprepaymentisadeferredchargeandnotapaymentonaccountspayables. Whenhistoryhasbeenoriginatedbyenteringithereorbyenteringtransactions,thefieldsinthesewindowsareupdatedastransactionsareposted.Informationisupdatedintheinquirywindows,aswell. Ifyou’reusingMulticurrencyManagement,amountsinthiswindowaredisplayedinthefunctionalcurrency.Iftransactionswereenteredinforeigncurrencies,thefunctionalequivalentsaredisplayed. Toentervendorcreditsummaryhistory: OpentheVendorCreditSummarywindow. (Purchasing>>Cards>>Summary) EnterorselectavendorID. Enterlastcheckandlastinvoiceinformation. Entertheunappliedpaymentandhighestbalanceamounts. Entertheunpaidfinancechargesamount,thefirstpurchasedate,andthenumberofdaysittypicallytakesyourcompany’scheckstoclearfromthisvendor. Entertheaveragedaystopay. Enterthenumberofpaidinvoices. Enterotherhistorytypes.SeeEnteringvendorperiodsummaryhistoryandEnteringvendoryearlysummaryhistoryformoreinformation. ChooseSave.Continueenteringothertypesofhistoryasneeded.Whenyouenterallthehistoryyouneed,youcanchooseFile>>PrinttoprintaVendorFinancialSummaryReport. Enteringvendorperiodsummaryhistory UsetheVendorPeriodSummarywindowtoenterhistoricalamountsperperiod—fiscalorcalendar.Tokeepbothfiscalandcalendarperiodhistoryifthoseperiodsaredifferent,youmustentereachtypeseparately. Toentervendorperiodsummaryhistory: OpentheVendorPeriodSummarywindow. (Purchasing>>Cards>>Summary>>SelectavendorID>>Periodbutton) MarkCalendarorFiscal,dependingonthetypeofhistoryyou’reentering. Enterayear. Enterorselectthenumberofthemonthorperiod. Entertheamountsforthemonthorperiodyouselected. Ifyoupostedbeginningbalancesforthisvendor,balancesmightbedisplayedforsomeperiods. Note Changingthe1099amountinthiswindowdoesnotaffectthe1099statementamount.Tochangetheamountsthatareprintedon1099statements,choosetheexpansionbuttonforthe1099AmountfieldintheVendorPeriodSummarywindowstoopenthe1099Detailswindow. ChooseSave. Enteringvendoryearlysummaryhistory UsetheVendorYearlySummarywindowtoentersummarizedhistoryinformation.Amountsmightappearifyoupostedbeginningbalancesforthevendor.YoumustselectAmountsSinceLastCloseasthesummaryviewtoenterinformationinthiswindow. Ifyou’reusingthiswindowtoviewvendoryearlysummaryinformationbyfiscalorcalendaryear,theamountsintheYear-to-DateandLastYearcolumnsarecalculatedusingperioddetailinformation,basedontheyearyouenter.Theyear-todateandlast-yearamountsforAmountsSinceLastCloseweredeterminedduringthemostrecentyear-endclosingprocess. Ifyou’rerequiredbytheUSInternalRevenueServicetosendthisvendora1099statement,besurethevendor’s1099year-to-dateamountiscorrect. Changingthe1099amountinthiswindowwon’taffectthe1099statementamounts.Usethe1099Detailstochangeamountsthatappearon1099statements. Toentervendoryearlysummaryhistory: OpentheVendorYearlySummarywindow. (Purchasing>>Cards>>Summary>>SelectavendorID>>Yearlybutton) SelectAmountsSinceLastCloseasthesummaryview,ifyou’reenteringvendoryearlysummaryhistory. Enteryear-to-date,last-year,andlife-to-datetotalsforeachcategory. SelectCalendarorFiscalforthesummaryviewifyouwanttoviewthehistoricalamountsperperiod.Youcanchangethefiscal/calendaryearandperiodstoviewtheamountsforspecifictimeperiods.PressCalculatetoredisplaytheamounts. ToprinttheVendorFinancialSummaryReport,soyoucanverifytheinformationyouenteredforthevendor,chooseFile>>Print.Thereportisprintedwiththeinformationyou’recurrentlyviewingintheVendorYearlySummarywindow. ChooseOK. Chapter5:Vendormaintenance ThispartofthedocumentationdescribesthemaintenancetasksyouencounterwhenworkinginMicrosoftDynamicsGP. Vendormaintenanceinformationisdividedintothefollowingsections: Placingorremovingavendorhold Inactivatingavendorcard Modifyingavendorcard Deletingavendorcard Deletingavendorclass Deletingavendoraddress Placingorremovingavendorhold Duringthecourseofbusiness,youmightwanttoplaceavendorrecordonhold.Forexample,ifyoureceivethewrongmerchandisefromavendor,youmightnotwanttopaythevendoruntilthecorrectmerchandiseisshipped.UsetheVendorMaintenancewindowtoputthevendorcardonholdandrestrictwhatinformationyoucanenterforthevendor,ortoreleasethevendorhold. Whenavendorcardisonhold,youcan’tissueorapplypayments.However,youcanenter,post,andapplytransactionsfromthevendoryouplacedonhold. Apasswordmightberequiredtoremoveaholdonavendorrecord. Toplaceorremoveavendorhold: OpentheVendorMaintenancewindow. (Purchasing>>Cards>>Vendor) EnterorselectavendorID. MarkHoldtoplacethevendorcardonholdorunmarkHoldtoremoveit. ChooseSave Note DependingonhowPayablesManagementwassetup,apasswordmightberequiredtoremoveaholdonavendorrecord. Inactivatingavendorcard UsetheVendorMaintenancewindowtoinactivateavendorcard.Inactivevendorsarevendorsyounolongerwanttohaveabusinessrelationshipwith,butforwhomyoucan’tdeleterecordsbecausehistoricalinformationisbeingkept. Youcan’tinactivateavendorrecordifithasacurrentbalance,orunpostedandpostedtransactions.Ifapurchaseorderisassignedtoavendorrecord,thepurchaseordermustbemovedtohistorybeforeyoucaninactivatethevendorrecord. Ifthevendorcardyou’reinactivatinghasacurrentbalanceora1099amount,youmustwaittoinactivatethecarduntilafteryouclosethePayablesManagementyear.SeeChapter18,“Routines,”formoreinformationaboutclosingayear. Toinactivateavendorcard: OpentheVendorMaintenancewindow. (Purchasing>>Cards>>Vendor) EnterorselectavendorID. SelecttheInactivestatustoinactivatethevendor.ChooseSave. Modifyingavendorcard UsetheVendorMaintenancewindowtomodifyavendorcard.Youmayhavetochangeavendor’screditlimitortelephonenumber. Ifyouareusingvendorapprovalworkflow,youmustresubmitthevendorcardforapprovalifyouchangeoneofthefollowingfields. Window Fields VendorMaintenance City,State,UPSZone,Remittoaddress VendorMaintenanceOptions DiscountGracePeriod,DueDateGracePeriod,PaymentPriority,MinimumOrder,TradeDiscount,MinimumPayment,MaximumInvoiceAmount,CreditLimit,Writeoffs Tomodifyavendorcard: OpentheVendorMaintenancewindow. (Purchasing>>Cards>>Vendor) EnterorselectavendorID. Youcanmodifyavendorcardthatispendingapprovalifyouarethecurrentapproverofthevendorcard. Tomakechangestothevendorcard,enterthenewinformation. Savethevendorcardorsubmititforapprovalifyouareusingvendorapprovalworkflow. Deletingavendorcard UsetheVendorMaintenancewindowtodeleteavendorcard,ifthecardisobsoleteandyou’renotplanningtouseitagaininthefuture.Youcan’tdeleteavendorcardifitcontainsanyofthefollowinginformation: Acurrentbalance A1099amountforthecurrentyear(UnitedStatesonly) Unpostedandpostedtransactions Transactionsinhistory;youcandeletetemporaryvendorseveniftheyhavetransactionsinhistory Toseewhetheravendorhasrecordsinthehistorytable,printaPayablesTransactionHistoryReportwithoutremovinghistoricalinformation.Ifyou’rekeepingtransactionhistoryforthevendor,itappearsonthereport.YoualsocanusetheVendorCreditSummaryInquirywindowtoseewhetherthevendorhascurrent-yearactivity,andthePayablesTransactionInquirywindowstoseewhetheryou’rekeepinghistory. SeeChapter17,“Utilities,”formoreinformationaboutremovinghistory. Ifhistoryisbeingkeptforavendoryou’replanningtodelete,youmustremovehistorybeforedeletingthecard.Or,youcanchangethevendorstatustoTemporaryanddeletethecard,becauseyoucandeletetemporaryvendorcardswhenyou’rekeepinghistory.Deletingavendorcardforatemporaryvendordoesnotremovehistoricalinformationforthatvendor. Todeleteavendorcard: OpentheVendorMaintenancewindow. (Purchasing>>Cards>>Vendor) EnterorselectavendorID. ChooseDelete. TodeleteavendorrecordwithaworkflowstatusofPendingApproval,youmustbethecurrentapproverofthevendorcardoryoumusthavepermissiontoactonthetasksofotherusersduringthevendorapprovalprocess. Deletingavendorclass UsetheVendorClassSetupwindowtodeleteavendorclass,iftheclassisobsoleteandyou’renotplanningtouseitinthefuture. Whenyoudeleteavendorclass,thevendorcardsassignedtotheclassaren’taffected,exceptthattheclassIDwillbeinvalid. YoumightwanttoprintaVendorSetupList,sortedbyclass,toviewthevendorsthatwillbeaffectedbythedeletion. Todeleteavendorclass: OpentheVendorClassSetupwindow. (Purchasing>>Setup>>VendorClass) EnterorselectaclassID. ChooseDelete. Deletingavendoraddress UsetheVendorAddressMaintenancewindowtodeleteavendoraddress,iftheaddressisobsoleteandyou’renotplanningtouseitinthefuture. Youcan’tdeleteanaddressIDassignedtoavendorrecord.TodeleteanassignedaddressID,firstcleartheaddressIDusingtheVendorMaintenancewindow. Todeleteavendorclass: OpentheVendorAddressMaintenancewindow. (Purchasing>>Cards>>Addresses) EnterorselectaclassID. ChooseDelete. Part2:Transactions ThispartofthedocumentationincludestheproceduresyouusetocompletepayablestasksinyourMicrosoftDynamicsGPsystem.PayablesManagementtransactioninformationisdividedintothefollowingtopics: Chapter6,“Multicurrencytransactions,”describestheeffectsofusingMulticurrencyManagementwithPayablesManagement. Chapter7,“Batchesandposting,”explainshowtousebatchestogrouppurchasingdocumentsforposting. Chapter8,“Transactions,”explainshowtoenterinvoices,creditmemos,returns,financecharges,andmiscellaneouschargesinPayablesManagement. Chapter9,“Transactionmaintenance,”explainshowtocorrect,delete,orvoidtransactions,orplacethemonhold. Chapter10,“Payments,”describesthedifferentwaystopayvendors. Chapter11,“Scheduledpayments,”describeshowtocreate,edit,andpostpaymentschedules. Chapter12,“Applying,”containsinformationaboutassigningspecificamountstopayallorpartofatransaction. Chapter13,“Customer/vendorconsolidations,”includesinformationoncreatingcustomer/vendorrelationshipsandconsolidationsdocuments. Chapter14,“Multicurrencyapplying,”containsinformationspecifictoapplyingandunapplyingmulticurrencytransactions. Chapter6:Multicurrencytransactions Ifyou’reusingMulticurrencyManagementwithPayablesManagement,youcanchoosethecurrencytoenterontransactions. Thisinformationisdividedintothefollowingsections: Exchangerateanddocumentdate Multicurrencyaccountdistributions Exchangerateanddocumentdate Ifatransaction’scurrencyIDisnotinthefunctionalcurrency,aratetypeandassociatedexchangeratetableareassignedtothetransaction.Theratetypeisbasedontheratetypeyouassignedtotheselectedvendor.Ifaratetypeisn’tassignedtothevendorrecord,thedefaultratetypeforthePurchasingseries,whichyouspecifiedusingtheMulticurrencySetupwindow,isused.YoualsocanchoosetheCurrencyfieldexpansionbuttontoopentheExchangeRateEntrywindow,whereyoucanviewormodifythedefaultexchangerate. Thedocumentdateassignedtoatransactiondeterminestheexchangeratetouse,basedonthecurrencyIDandassociatedratetypeenteredforthetransaction.Eachtimeyouchangethedocumentdateonamulticurrencytransaction,thesystemsearchesforavalidexchangerate.Ifavalidratedoesn’texist,youcanenteranexchangerateusingtheExchangeRateEntrywindow.IfyouenteredaGeneralLedgerpostingdatethat’sdifferentfromthedocumentdate,theexchangerateexpirationdatemustbeafterthepostingdate. Multicurrencyaccountdistributions Formulticurrencytransactions,distributionamountsaredisplayedinboththefunctionalandoriginatingcurrencies.However,youcanchangeonlytheoriginatingamounts. Whenyouenteramulticurrencytransaction,theoriginatingdebitandcreditamountsmustbalance.Ifthefunctionalequivalentsdon’tbalance,thedifferenceispostedtoaRoundingDifferenceaccount.AdistributiontypeofRoundidentifiesthedistributionamountinthePurchasingDistributionEntrywindow. Forexample,assumethatyou’veenteredatransactionintheeurocurrencywithapaymentamountof28,755.42EUR,atradediscountof586.84EUR,andadiscountavailableof1544.33EUR,whentheexchangerateis1.0922.Thedistributionsarecalculatedasshowninthefollowingtable: Account Eurodebit Eurocredit USdollarsdebit USdollarscredit Accounts 28,755.42EUR $31,406.67 Receivable TradeDiscount 586.84EUR $640.95 Discounts 1544.33EUR $1686.72 Available Accrued 30,886.59EUR $33,734.33 Purchases Totals 30,886.59EUR 30,886.59EUR $33,734.34 $33,734.33 RoundingDiff $0.01 Totals 30,886.59EUR 30,886.59EUR $33,734.34 $33,734.34 Chapter7:Batchesandposting Batchesaregroupsoftransactions,identifiedbyanameoranumber,thatyoucanuseforidentificationpurposes,andtomakethepostingprocesseasier.Youcanusebatchestogroupsimilartransactionsduringdataentryandreviewthembeforepostingatalatertime.Youcanidentifybatchesasagroupoftransactionsenteredbyaspecificemployeeoronaparticulardate. Postingreportswillbeprintedwhenyouposttransactions,eitherindividuallyorinbatches.FormoreinformationaboutpostingreportsforPayablesManagement,refertoPayablesManagementstandardreportsummary. Ifyouareusingvendorapprovalworkflow,youcanposttransactionsinabatchonlyifthevendorsassignedtothetransactionshavetheworkflowstatusofApprovedorNoApprovalNeeded.Ifyoupostabatchandavendorisn’tapproved,transactionsforthatvendoraren’tpostedandremaininthebatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. Batchinformationisbrokenintothefollowingsections: Creatingabatch Payablesbatchapprovalworkflow Modifyingordeletingabatch Postingabatch Postingbatchesbyseries Creatingabatch UsethePayablesBatchEntrywindowtocreateabatch,orgroup,oftransactions.Youcancreatebatchesthatyouusejustonetime,or recurringbatchesfortransactionsyouenteronaregularbasis. Tocreateabatch: OpenthePayablesBatchEntrywindow. (Purchasing>>Transactions>>Batches) EnterorselectabatchID. Selectthebatchorigin.Theoriginidentifiesthewindowthattransactionsforthisbatchwillbeenteredin.Sincebatchescanuseonlyoneorigin,youcanhaveseveralbatcheswiththesamename,butdifferentorigins. Enterabatchcomment. Ifyouarecreatingacomputercheckbatchforpurchaseorderprepayments,markPurchasingPrepaymentBatch. ThisoptionisavailableifyouhavemarkedtheAllowPurchaseOrderPrepaymentsoptioninthePurchaseOrderProcessingSetupwindow. SelectafrequencyiftheoriginisPayablesTransactionEntry.SelectSingleUseforbatchesyouenterandpostonlyonce. Ifthisbatchisarecurringbatch,selectthefrequencytorepostthetransactions. EnterthenumberoftimestorepeatpostingintheRecurringPostingfield. LeavetheRecurringPostingfieldaszeroforanunlimitednumberofpostings.Thebatchmustbepostedattheintervalyouselect,butyoudon’tneedtoreenterthetransactionsinthebatch. IfyouselectMiscellaneousasthefrequency,enterthenumberofdaysforthepostingdatetoincrement. Ifyou’reusingMulticurrencyManagementandyou’replanningtoentertransactionsinvolvingmultiplecurrencies,selectsingle-use.Multicurrencybatchesmustbesingle-usebecauseexchangeratesfordocumentdatescan’tbepredicted. Enterapostingdate.Theuserdateisthedefaultpostingdate,butyoucanchangeittopostthebatchasofadifferentdate. ThepostingdateenteredhereisthedateGeneralLedgerfilesareupdated.PayablesManagementrecordsareupdatedaccordingtothedateenteredinthePayablesTransactionEntrywindow. EnterorselectacheckbookID. Entercurrencyinformation,iftheoriginisComputerCheck(otherwise,thesefieldsareunavailable).Enteracheckdatetoappearonchecksinthisbatch.Thecheckdatealsodeterminestheexchangeratetouseforchecksinthisbatch. EnteracurrencyID;allcomputerchecksinthisbatchmustusethesamecurrencyIDandhavethesamecheckdate. Enteranyrequirementsforpostingthebatch,suchasbatchtotals. Toprintabatcheditlist,chooseFile>>Print.ChooseSave. [!NOTE] Youmayreceiveanerrormessage"Thefiscalperiodthatcontainsthispostingdatehasnotbeensetup"whenyoucreateacreditcardpaymentinacomputercheckbatch. Whatcancausethiserroristhefollowing: Youhaveacomputerchecksettohavepostingdatefromthetransactionor YoudonothaveEFTforpayablesregisteredunderTools|Setup|System|Registration IfyouenableEFTforpayables,thenanewfieldwillappearintheprintpaymentwindowthatallowsyoutosetthevalueandyoucanpostwithoutissue.Theotherworkaroundistosetthepostingdatefromthebatchsoyoucanseethepostingdateinthebatchwindow. Payablesbatchapprovalworkflow IfyourcompanyusestheWorkflowfeatureamongitsbusinesscontrols,batchesmighthavetobeapprovedbeforeposting.Therulesforapprovingbatchescanbedefinedtofityourorganization’sneeds.Multipleapproversmightberequired,orapprovalmightnotberequiredforbatcheswithfewtransactionsorsmallcurrencyamounts.Whenabatchisreadytobeapproved,approverscanbenotifiedandthebatchescanbeapproved,usingMicrosoftOutlookorMicrosoftDynamicsGP.Afterabatchisapproved,itcanbeposted. BeforeyoucanusethebatchapprovalworkflowforPayablesManagement,youmustturnofftheRequireBatchApprovalfeatureinMicrosoftDynamicsGP.Todoso,openthePostingSetupwindow(Administration>>Setup>>Posting>>Posting)andselectthePurchasingseries.UnmarktheRequireBatchApprovaloptionforbatcheswhoseoriginisGeneralEntryandClearingEntry. Modifyingordeletingabatch UsethePayablesBatchEntrywindowtocorrectordeleteabatch.Youcanchangeordeleteunpostedbatchesatanytime.RecurringbatchesaredeletedafterthebatchhasbeenpostedthenumberoftimesyouspecifyintheRecurringPostingfield. SeeCorrectingordeletinganunpostedtransactionforinformationaboutchangingthetransactionsinabatch. Tomodifyordeleteabatch: OpenthePayablesBatchEntrywindow. (Purchasing>>Transactions>>Batches) Tocorrectthebatch,replacetheincorrectinformationwithcorrectinformation.ChooseSavetosavethechangesorsubmitthebatchtoworkflow.Ifyouuseworkflowandyouchangeatransaction,youmustresubmitthebatchtoworkflow. Todeletethebatch,chooseDeleteandclosethewindow. Tomodifyabatchusingtheactionpane: Inthenavigationpane,choosethePurchasingbutton,thenchoosethePayablesBatcheslist. Selectabatchtomodify. ChooseEdittoopenthePayablesBatchEntrywindow. Todeleteabatch,chooseDeleteandclosethewindow. Tocorrectthebatch,replacetheincorrectinformationwiththecorrectinformation.Choosesavetosavethechangesorresubmitthebatchforapproval,ifyouareusingworkflow. Postingabatch UsethePayablesBatchEntrywindowtopostbatchesyou’veenteredinPayablesManagement.Youalsocanview,printaneditlist,mark,andpostoneormorebatchesusingthePayablesBatcheslistviewandthebuttonsintheactionpane. Topostabatch: Printaneditlistandreviewthetransactionsinthebatch.YoucanprintaneditlistfromthePayablesBatchEntrywindow,withtheappropriatebatchIDdisplayed.Ifyouneedtomakecorrections,dosoatthistime. Makeabackupofyourcompany’sdata.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformationaboutmakingbackups. OpenthePayablesBatchEntrywindow.(Purchasing>>Transactions>>Batches) EnterorselectthebatchIDandorigin. ChoosePost.Thetransactionentriesinthebatchupdatevendorsummaryinformation,taxrecords,anddistributionaccounts,andbecomepartofyourcompany’spermanentrecords. Ifyou’resetuptoposttoratherthanthroughGeneralLedger,thebatchappearsintheFinancialSeriesPostingandMasterPostingwindows.YoucaneditthetransactionsintheGeneralLedgerTransactionEntrywindowbeforepostingthemagain.AccountsareupdatedwhenyoupostthetransactionsinGeneralLedger. IfyoupostthroughGeneralLedger,accountsareupdatedatonceandyoudon’tneedtopostthebatchagaininGeneralLedger. Printthepostingjournalsanddistributionbreakdownregisters.UsingthePostingSetupwindow,youcanselectpostingjournalstoprintaccordingtoyourpreferences.AReportDestinationwindowmightappearforeachpostingjournalthatisprinted. Topostabatchusingtheactionpane OpenthePayablesBatcheslistview.FromthePurchasinglistview,selectPayablesBatchesinthenavigationpane. Printaneditlistforeachbatchtopostandreviewthetransactionsinthatbatch.IntheReportsgroupontheactionpane,choosePrintEditList. Reviewthetransactions,makeanychangesnecessaryandprinttheeditlistagaintoverifythem.Formoreinformation,seeChapter9,“Transactionmaintenance.” SaveyourchangesandclosetheTransactionEntryandBatchEntrywindows. Makeabackupofyourcompany’sdata.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformationaboutmakingbackups. FromthePayablesBatcheslist,markthebatchestopost. Choosetoposttheselectedbatches. Ifyou’resetuptoposttoratherthanthroughGeneralLedger,thebatchappearsintheFinancialSeriesPostingandMasterPostingwindows.YoucaneditthetransactionsintheGeneralLedgerTransactionEntrywindowbeforepostingthemagain.AccountsareupdatedwhenyoupostthetransactionsinGeneralLedger.Ifyou’reusingWorkflow,andchangeabatch,youmustresubmitthatbatchforapproval. IfyoupostthroughGeneralLedger,accountsareupdatedatonceandyoudon’tneedtopostthebatchagaininGeneralLedger. Printthepostingjournalsanddistributionbreakdownregisters.Usingthe PostingSetupwindow,youcanselectpostingjournalstoprintaccordingto yourpreferences. Postingbatchesbyseries UsethePurchasingSeriesPostingwindowtopostPayablesbatchesbyseries.Seriespostingletsyoupostanybatchthat’sbeenenteredinthePurchasingseries. Topostabatchbyseries: Printaneditlisttoreviewthetransactions.YoucanprintaneditlistfromthePayablesBatchEntryorPurchasingBatchEntrywindows,withtheappropriatebatchIDdisplayed.Youmustprintaseparateeditlistforeachbatch.Ifyouneedtomakecorrections,dosoatthistime. Makeabackupofyourcompany’sdata.SeetheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformationaboutmakingbackups. OpenthePurchasingSeriesPostingwindow.(Purchasing>>Transactions>>SeriesPost) MarktheStatuscheckboxforeachbatchtopost.ThestatuschangestoMarked,whichindicatestootherusersthatthebatchisreadytobeposted. ChoosePost.Thetransactionsinthebatchesupdatevendorsummaryinformation,taxrecords,anddistributionaccounts,andbecomepartofthecompany’spermanentrecords.Yourcheckbookalsoisupdatedifyou’reusingBankReconciliation.Postingjournalsanddistributionbreakdownregistersmightappearforprinting,dependingontheoptionsyouselectedinthePostingSetupwindow. Note IfyouenteredbatchtotalrequirementsorbatchapprovalrequirementsinPayablesManagement,andyoupostedabatchthroughGeneralLedger,thebatchispostedthroughregardlessofthebatchrequirementorapprovalrequirementsyouselectedinGeneralLedger. Chapter8:Transactions Invoices,creditmemos,returns,financecharges,andmiscellaneouschargesarethedocumenttypesyoucanenterinPayablesManagement.(PaymentsareexplainedinChapter10,“Payments.”)ThesetypesoftransactionsareenteredusingthePayablesTransactionEntrywindowandaregroupedtogetherinthissectionaccordingtosimilaritiesintheentries. Transactioninformationincludesthefollowingsections: Transactionentryoverview Applyoptions Enteringanindividualinvoice Enteringinvoicesinabatch Enteringcreditmemosorreturns Enteringfinanceormiscellaneouscharges Transactiondistributions Distributingtransactionamounts Distributingadditionaltaxesandwriteoffamounts Deletingdistributions Distributingtaxamounts Withholdingreports EnteringIntrastattradestatistics Transactionentryoverview WhenyouentertransactionsusingthePayablesTransactionEntryorPayablesBatchEntrywindows,youmustspecifyseveraloptions,includingdocumentdateandaccountdistributions.Thefollowinginformationmorefullyexplainssomeoftheseoptions. DocumentdateThisisthedatewhenPayablesManagementrecordsareupdated.Thisdatealsodeterminestheexchangeratetouse,basedonthecurrencyIDandassociatedratetypeenteredforthetransaction.YoualsocanchoosetheDocumentDatefieldexpansionbuttonandenterapostingdate,whichisthedateGeneralLedgerrecordsareupdated. TemporaryvendorsToenteratemporaryvendorforthisinvoice,placetheinsertionpointintheVendorIDfieldandchooseOptions>>TemporaryVendor.TheVendorMaintenancewindowopens,andyoucanenterasmuchinformationasyouneedforthistemporaryvendor.ThenumbertoidentifythevendorappearsasadefaultentryfromthePayablesSetupOptionswindow. CurrencyIDIfthecurrencyIDisanalternatecurrency,aratetypeandassociatedexchangeratetableareassignedtothetransaction.Theratetypeisbasedontheratetypeyouassignedtotheselectedvendor;ifyouhaven’tassignedaratetypetothevendor,thedefaultratetypeforthePurchasingseries,specifiedintheMulticurrencySetupwindow,isused.Toviewormodifythedefaultexchangerateforthistransaction,choosethecurrencyIDexpansionbuttontoopentheExchangeRateEntrywindow.SeetheMulticurrencyManagementdocumentationformoreinformationaboutexchangerates. PaymenttypesWhenyouenteranamountintheCash,Check,orCreditCardfields,anadditionalwindowopensandyoucanenterdetailedinformationaboutthepayment.SeeEnteringandpayinganinvoiceformoreinformation. AccountdistributionsAmountsaredistributedtotheaccountssetupforthevendorrecord.Ifaccountsaren’tsetuponavendorrecordbasis,theaccountsassignedinthePostingAccountsSetupwindowareused.ChooseDistributionstoopenthePayablesTransactionEntryDistributionwindowandadjustaccountdistributionsasneeded.SeeDistributingtransactionamountsformoreinformationaboutdistributingamounts. ShippingmethodandtaxscheduleIDTheshippingmethodassignedtoatransactionaffectshowtaxesforatransactionarecalculated,ifyoursystemissetuptousetheshippingmethodintaxcalculations.Iftheshippingmethodyouchooserequiresyoutopickupthemerchandise,thevendor’staxscheduleisused.Iftheshippingmethodyouchooserequiresthevendortodeliverthemerchandise,yourcompany’staxscheduleisused.Formoreinformationaboutusingtheshippingmethodintaxcalculations,seetheSystemSetupdocumentation. Applyoptions Whenyouposttransactionsorentertheminabatch,youcanchooseApplytoapplythetransactionsusingtheApplyPayablesDocumentswindow.Usethiswindowtoassigntheamountcreditedorreturnedtotheoriginaltransaction,ortoanothertransaction,toreducetheliability.SeeChapter12,“Applying,”formoreinformationabouttheapplyprocess. TheApplybuttonisavailableonlyforfunctionalcurrencytransactions.Youmustpostalternatecurrencytransactionsbeforeyoucanapplythem. Onlypostedtransactionsappearinthescrollingwindow.Youcanapplyusingoneofthefollowingmethods: Toautomaticallyapplythecreditmemoorreturn,chooseAutoApply.Thecreditmemoorreturnisappliedtoasmanydocumentsastheamountofthetransactionpermits. Topayspecifictransactions,markthecheckboxinfrontofeachtransactiontoapplythiscreditmemoorreturnto.Markanynumberofdocumentsuntiltheentireamountisapplied.YoualsocandividethecreditmemoorreturnbetweenseveraldocumentsbymarkingthecheckboxandchangingtheamountintheAmountAppliedcolumnforthattransaction. Enteringanindividualinvoice UsethePayablesTransactionEntrywindowtoenteraninvoice.Aninvoiceisabillforgoodsorservicesyoureceivedfromthevendor.Whenyoureceiveaninvoicefromthevendor,youmustenteritintothesystemtotracktheinvoiceandmakepaymentsonit. IndividualinvoicesareinvoicesenteredwithoutabatchID.Youcanenterandpostindividualinvoicesimmediately,sorecordsarealwaysuptodate.Youcan’tprinteditlistsfortransactionsthataren’tenteredinabatch. Toenteranindividualinvoice: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectavouchernumber.ThedefaultnumberistakenfromthePayablesSetupOptionswindow. SelectInvoiceasthedocumenttype,andenteradescription. Enteradocumentdate,andenterorselectavendorID. EnterorselectanaddressID,paymentterms,andacurrencyID. Ifyouusemultipleremit-toaddressIDsforavendor,aseparatecheckwillbecreatedforeachremit-toaddress.SeeAddressIDsandtaxesforinformationhowaddressIDsandshippingmethodsaffectsalestaxes. Enterthedocumentnumberassignedtothistransactionbythevendor. EnterorselectashippingmethodandtaxscheduleID. EnterinvoiceamountsinthePurchasesfield.Thetradediscountiscalculatedifyouenteredatradediscountforthevendor. EnteradditionalamountsintheFreightandMiscellaneousfields,asappropriate.YoucanchangethedefaulttaxschedulesforthoseamountsbychoosingtheTaxScheduleIDexpansionbuttonandenteringthatinformation. Enterpaymentinformation,ifyou’remakingapaymentonallorpartofthetransactionamount. Makechangestoaccountdistributions,ifnecessary. ChoosePost.Becausethistransactionwasn’tassignedaBatchID,itcan’tbesavedandmustbepostedimmediately. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthetransaction.Ifthevendorisn’tapproved,youcansavethetransactiontoabatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. DependingonhowyousetupyourMicrosoftDynamicsGPsystem,theTransactionEntryPostingJournalandDistributionBreakdownRegistermightbeprintedwhenthepostingprocessiscomplete. Enteringinvoicesinabatch UsethePayablesBatchEntrywindoworthePayablesTransactionEntrywindowtoentertransactionsinabatch. YoucanenterInvoicesinbatchestopostthemasagroup.Anotheradvantagetoenteringinvoicesinbatchesisthatyoucansavetheinvoices,soyoucanreviewthetransactionsandmakecorrectionsbeforethey’reposted.Youalsocanprinteditliststoverifytheentrieswhenyouenterinvoicesinabatch. ToenterinvoicesinabatchfromthePayablesBatchEntrywindow: OpenthePayablesBatchEntrywindow. (Purchasing>>Transactions>>Batches) EnterorselectabatchID. SelectPayablesTrxEntryastheOrigin. EnterbatchinformationintheComment,Frequency,PostingDate,andCheckbookIDfields.SeeCreatingabatchformoreinformation. ChooseTransactionstoopenthePayablesTransactionEntrywindow. Enterinvoiceinformation,includingvouchernumber,documentdate,vendorID,documentnumber,andpurchaseamounts.SeeTransactionentryoverviewformoreinformation. ChooseSaveandclosethewindow. Toprintaneditlistandverifytheentries,chooseFile>>Print. Toposttheinvoice,youmustpostthebatchusingthePayablesBatchEntrywindow.SeePostingabatchformoreinformation. ToenterinvoicesinabatchfromthePayablesTransactionEntrywindow: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectavouchernumber. SelectInvoiceasthedocumenttypeandenteradescription. EnterorselectabatchID.Ifyoucreateanewbatch,enterbatchinformationusingthePayablesBatchEntrywindow,thenclosethewindow.SeeCreatingabatchformoreinformation. Enterinvoiceinformation,includingdocumentdate,vendorID,documentnumber,andpurchaseamounts.SeeTransactionentryoverviewformoreinformation. ChooseSavetosavetheentries. Toprintaneditlistandverifytheentries,chooseFile>>Print. Toposttheinvoice,youmustpostthebatchusingthePayablesBatchEntrywindow.SeePostingabatchformoreinformation. Enteringcreditmemosorreturns UsethePayablesTransactionEntrywindowtoentercreditmemosandreturns.Duringthecourseofdoingbusiness,youmightreturnmerchandiseorreceivecredit.Forexample,assumethatanofficechairyoupurchasedisdefectiveandneedstobereturned.Ifthevoucherrecordingthepurchasealreadyhasbeenposted,youcan’tchangethetransactionrecord.Youmustrecordthereturnasacreditmemoorasareturn. Acreditmemoreducestheamountyouoweavendoronaccount.Acreditonyourcreditcardstatementoronyouraccountwiththevendoralsooffsetstheamountofthetransaction. Whenyouenterareturn,youoffsettheamountoftheoriginaltransactionbyreceivingacreditintheformofcashoracheck. Toenteracreditmemoorreturn: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectavouchernumber. SelectCreditMemoorReturnasthedocumenttypeandenteradescription. Enterorselectasingle-usebatch,ifyou’reenteringthetransactionwithinabatchofdocuments.Youmustusesingle-usebatchesforcreditmemosandreturns. Enteradocumentdate. EnterorselectavendorID,addressID,andcurrencyID. Enterthedocumentnumberassignedtothistransactionbythevendor. EnterorselectashippingmethodandtaxscheduleID,ifyou’reenteringareturnandthesefieldsapplytothereturn. Enterthecreditmemoorreturnamount. Note Ifyouenteredacreditmemotoreduceyourliabilitytothevendor,youcan’tenterpaymentsoratermsdiscount.Allcreditmemosare“onaccount.” ToopentheApplyPayablesDocumentswindow,chooseApply.SeeApplyoptionsformoreinformation.Whenyoufinishapplying,chooseOKtoclosetheApplyPayablesDocumentswindow. Tomakechangestoaccountdistributions,openthePayablesTransactionEntryDistributionwindow.SeeDistributingtransactionamountsformoreinformationaboutdistributingamounts. ChooseSave.Ifthetransactionwasenteredinabatch,youcansavethetransactiontopostlater.YoualsocanprintaneditlistbyredisplayingthetransactionandchoosingFile>>Print. Ifthistransactionwasn’tassignedaBatchID,itcan’tbesaved,andmustbepostedimmediately.Topostthetransaction,youmustpostthebatchusingthePayablesBatchEntrywindow.Formoreinformation,seePostingabatch. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthetransaction.Ifthevendorisn’tapproved,youcansavethetransactioninabatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. Enteringfinanceormiscellaneouscharges UsethePayablesTransactionEntrywindowtoenterfinancechargesandmiscellaneouscharges.Amiscellaneouschargeisachargethatisn’tpartofthenormalpurchasingprocess.Examplesofmiscellaneouschargesareservicecharges,suchasinstallationsorrepairsofmerchandise. Afinancechargeisthecostofborrowingmoney,orafeefornotmakingpaymentsontime.Enterfinancechargesseparatelytotrackthesecharges.Youalsocanenterthefinancechargeaspartofthemiscellaneousorpurchaseamountoftheinvoice. Toenterafinanceormiscellaneouscharge: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectavouchernumber. SelectFinanceChargeorMiscChargeasthedocumenttypeandenteradescription. ThedescriptionyouenterappearsasthereferenceintheGeneralLedgerTransactionEntrywindow. Enterorselectabatch,ifyou’reenteringthetransactionwithinabatchofdocuments. Enteradocumentdate. EnterorselectavendorIDandanaddressID. Enterpaymentterms,andenterorselectacurrencyID. Enterthedocumentnumberassignedtothetransactionbythevendor. EnterorselectashippingmethodandtaxscheduleID. EnterthefinancechargeyouoweintheFinanceChargefieldorthemiscellaneouschargeyouoweinthePurchasesfield.Thetradediscountiscalculatedifyouenteredatradediscountforthevendorcard. EnteradditionalamountsintheFreightandMiscellaneousfields,asnecessary.YoucanchangethedefaulttaxschedulesforthoseamountsbychoosingtheTaxScheduleIDfieldexpansionbuttonandenteringthatinformation. Enterpaymentinformation,ifyou’remakingapaymentonallorpartofthetransactionamountandchoosesave. Tomakechangestoaccountdistributions,chooseDistributionstoopenthePayablesTransactionEntryDistributionwindow. Ifthetransactionwasenteredinabatch,youcansavethetransactiontopostlater.YoualsocanprintaneditlistbyredisplayingthetransactionandchoosingFile>>Print. Ifthistransactionwasn’tassignedaBatchID,itcan’tbesaved,andmustbepostedimmediately.Topostthetransaction,youmustpostthebatchusingthePayablesBatchEntrywindow.SeePostingabatchformoreinformation. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthetransaction.Ifthevendorisn’tapproved,youcansavethetransactiontoabatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. Transactiondistributions WhenyouusethePayablesTransactionEntryDistributionwindowtodistributetransactionamounts,thoseamountsaredistributedtothepostingaccountsyouassignedintheVendorAccountMaintenancewindowwhensettingupvendorrecords.Ifyoudidn’tassigntheaccountswhensettingupvendorrecords,theaccountsyouassignedusingthePostingAccountsSetupwindowareused.Youcaneditthedistributions. Ifadditionalpurchaseaccountsweresetuptoappearasdefaultentriesduringtransactionentry,thoseaccountsappearinthiswindow. Youcandistributeamountstounitaccountstorecordsalestonon-financialaccounts.Theamountsyoudistributetounitaccountsaren’ttotaledwithotherdistributions.Forexample,supposeadepartmentsetupaunitaccounttotrackfixedassets,andthatdepartmentbought10computercabinets.Youenter10asthedebitamounttobedistributed.Thatamountwon’taffectthecurrencytotal. YourdistributionsettingsdependontheoptionsyoumarkedintheCompanySetupOptionswindow. SeparatePaymentDistributionsIfyoumarkthisoption,PayablesManagementcancreatemultipledefaultdistributionswiththesame distributiontypeandaccountinthePayablesTransactionEntryDistributionwindowforinvoices,financecharges,miscellaneouscharges,orreturns,withpaymentsenteredusingthePayablesTransactionEntrywindow. MergeTradeDiscountDistributionsinPurchasingIfyoumarkthisoption,distributionsshowmergedpurchaseandtradediscountdistributionsinthiswindowforinvoices,miscellaneouscharges,financecharges,returns,andcreditmemos.Forexample,insteadofa$100purchasedistributionandatradediscountdistributionof$15,therewouldbeasinglepurchasedistributionof$85. CalculateTaxRebatesIfyoumarkthisoptionandatermsdiscountistaken,additionaldistributionsaregeneratedfortaxrebatesforeachtaxassociatedwiththepurchase. Distributingtransactionamounts UsethePayablesTransactionEntryDistributionwindowtodistributetransactionamounts. Todistributetransactionamounts: OpenthePayablesTransactionEntryDistributionwindow. (Purchasing>>Transactions>>TransactionEntry>>Distributionsbutton) Thescrollingwindowdisplaysthedefaultdistributionscreatedbasedonthepostingaccountsassignedtothevendor.Youcandistributeatransactiontomultiplepostingaccounts. Inthenextavailableline,enterorselectanotherdistributionaccount,choosethedistributiontypeandenterthenextamount. Tousetheoriginaldistributionsifyouchangeddistributionaccountsandamounts,chooseDefault. Note Ifyouenteredseveraldistributionstooneparticulardistributiontype,youcanchooseRedisplaytosorttheaccountsinthescrollingwindowbydistributiontype.Totracknon-financialquantities,suchassquarefootage,youcandistributeamountstounitaccountsbyselectingUnitasthedistributiontypeandenteringadebitorcreditamount.Theamountsdistributedtounitaccountsaren’treflectedinthedistributiontotals. Continueenteringdistributionaccountsuntilthetransactionisfullydistributed. Distributingadditionaltaxesandwriteoffamounts UsetheAdditionalPurchasingTaxandWriteoffDistributionswindowtoviewtotaldiscountsandunposteddiscounts,andtotalwriteoffsandunpostedwriteoffamountsforavendoranddocument.YoualsocanusethiswindowtoenterunposteddiscountsdistributedtoGST(GoodsandServicesTax,usedinCanadaandNewZealand),andunpostedwithholdingwriteoffs,usedinAustralia. Todistributeadditionaltaxesandwriteoffamounts: OpentheAdditionalPurchasingTaxandWriteoffDistributionswindow. (Purchasing>>Transactions>>ApplyPayablesDocuments>>Selectarecord>>TermsTakenorWriteofflink) TocalculateGST,enterorselecttheGSTTaxDetailIDtousetocalculateGSTonthistransaction,andthenenterataxpercentageorthetaxdiscountamounttaken.Dependingontheamountyouenter,theotheramountiscalculated.Theamountenteredreducestheamountoftaxcollected,andthepurchaseamountintheTaxDetailMaintenancewindow. Towriteoffthewithholdingdeductionyourcompanyremitstothetaxationoffice,enterthewithholdingamounttowriteoff.TheamountenteredisdistributedtotheWriteoffaccountspecifiedforthevendor. ChooseOKtoclosethewindow.Afteryouclosethewindow,theApplyPayablesDocumentswindowappears. Ifyouwereintheprocessofapplyingadocument,completethatprocedure. Deletingdistributions UsethePayablesTransactionEntryDistributionwindowtodeletedistributions.Youcandeleteindividualdistributionsif,forexample,amistakeismadeinthedistributions,orifadiscountthat’snormallyavailablefromthevendorisn’tavailableonaparticularinvoice. Todeleteadistribution: OpenthePayablesTransactionEntryDistributionwindow. (Purchasing>>Transactions>>TransactionEntry>>Distributionsbutton) Selecttheaccounttodelete.3.ChooseEdit>>DeleteRow. Tousetheoriginaldistributionsifyouchangeddistributionaccountsandamounts,chooseDefault. Distributingtaxamounts UsethePayablesTaxEntrywindowtoentertaxinformationforthedocumentyouselectedinthePayablesTransactionEntrywindow.AtaxamountiscalculatedanddistributedwhenyouenteratransactionusingthePayablesTransactionEntrywindow.Thistaxamountisthendistributedtothepostingaccountassignedtothetaxdetail.However,youcaneditthetaxamountandthedistributions.Youdon’thavetodistributethetaxamounttotaxdetails. Taxdetailsincommonbetweenthevendortaxscheduleandthedefaulttaxscheduleforthetransactionareusedtocalculatetax.Onlythefirstcommontaxdetailiscalculated.Thedefaultentryforallotherdetailsiszero.Becausethedetailssortinalphanumericorder,youshouldnamethemsotheysortintheorderyouwant.SeetheSystemSetupinstructions(Help>>Contents>>selectSettingUptheSystem)formoreinformationaboutsettinguptaxdetails. Sometimesapurchaseincludesitemsthatareexemptfrominputoroutputtax.Youstillmustassignataxdetailtoexemptitems.Ifnecessary,youcanusetheTaxDetailMaintenancewindowtosetupappropriatedetailsfortax-exempttransactions. Todistributetaxamounts: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectatransaction. EnterataxamountintheTaxfieldandchoosetheTaxexpansionbuttontoopenthePayablesTaxEntrywindow. EnterorselectataxdetailID. Vieworchangethetotalpurchases,thetotaltaxablepurchases,andthetaxcalculatedonthesales. Enterorselectapostingaccountforthetax.Thetaxamountforthedetailispostedtotheaccount. Todeleteataxdetail,selecttherowcontainingthedetailtodeleteandchooseEdit>>DeleteRow.Todeleteallthetaxdistributions,chooseDelete. Continueenteringtaxdetailsuntilyourtaxisfullydistributed. Note Todistributetaxestomultipleaccounts,changethedefaultamountinthescrollingwindowandenteranothertaxdetailandtaxamountinthenextavailableline. ChooseOKtosaveyourentries.Continueenteringthetransaction. Withholdingreports IfyoumarkedEnableGSTforAustralia/NewZealandintheCompanySetupOptionswindow,youcanusethePayablesTransactionEntrywindowtoprintaRecipientCreatedTaxInvoiceorRecipientCreatedAdjustmentNote.WhenyouchoosePrintinthiswindow,aRecipientCreatedTaxInvoiceisprintedinsteadofstandardinvoices,financecharges,andmiscellaneouscharges,andaRecipientCreatedAdjustmentNoteisprintedinsteadofstandardreturnsandcreditmemos.Youcanprintthesedocumentsmorethanonce. Toprintdocumentsthatincludetaxesinthedocumentamounts,chooseOptions>>PrintAmountsInclusiveofTax.Whenthisoptionisselected,dependingonthedocumentyou’reentering,thepurchases,financecharges,returns,creditmemos,freight,miscellaneouscharges,andthesubtotalallincludetax.ThetaxamountappearingintheTaxfieldiszero.Ifyoudon’tselectthisoption,thetaxamountsaren’tincludedinthedocumentamounts. ThePrintAmountsInclusiveofTaxoptionissavedonaperuser,perwindowbasis. EnteringIntrastattradestatistics IntrastatisthesystemforcollectingstatisticsonthetradeofgoodsbetweenEuropeanUnion(EU)countries/regions.IntrastatdataisrequiredforallitemseitherboughtfromEUvendorsorsoldtoEUcustomers,andmustbeprovidedonamonthlybasis.RequirementsforIntrastataresimilarinallEUcountries/regions.Thegovernmentusesthesestatisticsasaneconomicindicator. UsethePayablesIntrastatEntrywindowtoentertheinformationrequiredtocreatetheIntrastatTradeReport,whichyousubmittothegovernment,andtheEUSalesList,whichdisplayscumulativegoodsvaluetotalsbyeachvendororcustomertaxregistrationnumber.YoucanenterlineitemsalongwithIntrastatstatistics. IfIntrastatinformationwasenteredforthevendor’sprimaryaddressID,thatinformationappearsasthedefaultentriesinthiswindow.UsethePayablesIntrastatEntrywindowtochangeIntrastatinformationforanindividualtransaction,ortoenterIntrastatinformationifnonewasenteredforthevendor. YoucanenterIntrastatstatisticsonlyifyoumarkedtoenableIntrastattrackingintheCompanySetupOptionswindow. ToenterIntrastattradestatistics: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterthetransaction.BesuretomarkEUTransaction.Ifthecountrycodeassignedtothevendor’saddressisdesignatedanEUcountry/region,thisoptionismarked. ChooseIntrastattoopenthePayablesIntrastatEntrywindow. Enterorselectanitemnumber. EnterorchangeIntrastatinformation. IntheNetUnitMassfield,entertheweightofthegoodsinkilograms.Thedefaultentryisfromtheshippingweightoftheitem.Thedefaultweightfornon-inventorieditemsiszero. Enterthequantityofthegoodsbeingsold. ThelinemassdisplaysthetotalmassperitemandiscalculatedwhenyoupressTABontheQuantityfield.ThelinemasstotalisequaltotheamountenteredintheNetUnitMassfield,multipliedbytheamountenteredintheQuantityfield. Enterasupplementaryunitsamount,ifapplicable.Thesupplementaryunitsamountisasecondquantity.SupplementaryunitsamountsarerequiredbytheEUCombinedNomenclatureforcertaingoods. IntheTradersReferencefield,enterareferencecodesuchasaninvoiceordispatchnumber,oranyotherinformationthatidentifiesthetransaction. ChooseSave. Chapter9:Transactionmaintenance AfteryouentertransactioninformationinPayablesManagement,propermaintenanceoftheserecordsisessentialtopreservingtheaccuracyofyouraccountinginformation. Thisinformationisdividedintothefollowingsections: Correctingordeletinganunpostedtransaction Deletinganunpostedprintedtransaction Placingorremovingatransactionhold Transactionvoidsoverview Voidinghistoricaltransactions Voidingopentransactions Editing1099transactions Correctingordeletinganunpostedtransaction UsethePayablesTransactionEntrywindowtocorrectordeleteunpostedtransactions.Theremightbetimeswhenatransactionisenteredincorrectly,orwhenlast-minutechangesaremadetoaninvoice.Correctinganddeletingtransactionsiseasiestbeforethetransactionisposted.SeeVoidingopentransactionsforinformationaboutcorrectingpostedtransactions. ErrorsareeasilyidentifiedontheTransactionEditList.Iftheerrorinvolvesanunbalanceddistribution,you’llreceiveanalertmessagethatthetransactioncan’tbepostedbecausethedebitsandcreditsaren’tequal. Youcan’tdeleteanunpostedtransactioniftheDeleteUnpostedPrintedDocumentsoptionisunmarkedinthePayablesManagementSetupwindow,andifthedocumenthasalreadybeenprinted.SeeDeletinganunpostedprintedtransactionformoreinformation. Youmustvoidpostedtransactionsbeforeyoucandeletethem.SeeVoidinghistoricaltransactionsandVoidingopentransactionsforinformationaboutvoidingvouchersandchecks.Ifacheckhasbeenprintedforatransaction,youcan’tdeletethetransaction.Youmustpostthetransactionandvoidthevoucher,orvoidthepaymentandthenthevoucher. UsetheEditPayablesCheckswindowtocorrectordeleteunpostedcomputerpayments.UsethePayablesManualPaymentEntrywindowtocorrectordeleteunpostedmanualpayments.ChooseFile>>PrintinthesewindowstoprintaComputerCheckEditListoraManualPaymentsEditListwhenyoufinish. Tocorrectordeleteanunpostedtransaction OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectthevouchernumber. Ifyou’recorrectingthetransaction,replacetheincorrectinformationwithcorrectinformation.Dependingonthechange,youmightneedtomodifythedistributionsusingthePayablesTransactionEntryDistributionwindow.ChooseSave. Ifyou’redeletingthetransaction,chooseDelete. ChooseSave.Toviewacorrectedtransaction,printtheTransactionEditListbyredisplayingthetransactionandchoosingFile>>Print. IfyouusetheWorkflowfeatureandyouchangeatransaction,youmustresubmitthebatchtoworkflow. Topostthetransaction,youmustpostthebatchusingthePayablesBatchEntrywindow.SeePostingabatchformoreinformation. Printpostingreports,ifnecessary. Deletinganunpostedprintedtransaction Youcan’tdeleteatransactionafterithasbeenprintediftheDeleteUnpostedPrintedDocumentoptioninthePayablesManagementSetupwindowisunmarked.Youcanusethefollowingprocedureifyouhaveprintedanunpostedtransactionandwanttodeleteit.TheprocedureassumesthatyouhavethePayablesTransactionEntrywindowopen. Todeleteanunpostedprintedtransaction InthePayablesTransactionEntrywindow,assignthetransactiontoabatchifyouhaven’tdonesoalready. ClosethePayablesTransactionEntrywindow. OpenthePayablesManagementSetupwindow. (Purchasing>>Setup>>Payables) MarktheDeleteUnpostedPrintedDocumentoptionandclickOK. OpenthePayablesTransactionEntrywindow. Enterorselectthevouchernumberofthetransactionthatyouwanttodelete. CleartheBatchIDfield. ChooseDelete. Placingorremovingatransactionhold UsetheHoldPayablesTransactionswindowtoplaceatransactiononhold.Youcanplaceonholdapostedtransactionthathasn’tbeenfullyappliedorpaid.Forexample,assumeyou’renotsurewhetherthemonetaryvalueforaparticulartransactionamountiscorrect.Youmightnotwanttoapplyapayment,credit,orreturntothetransactionuntilyou’resureofthecorrectamount. Ifyouplaceatransactiononhold,youcan’tmakeanypaymentsforit.Whenyou’rereadytopaythetransaction,youcanreleasethetransactionhold,andyoucanapplydocumentsandissuepayments. Toplaceorremoveatransactionhold: OpentheHoldPayablesTransactionswindow. (Purchasing>>Transactions>>Holds) EnterorselectavendorID. Toplacetransactionholds,markHoldnexttoeachtransactiontoplaceonhold.Toplaceallthevendor’stransactionsonhold,chooseMarkAll.Ifyouplaceatransactiononhold,youcan’tapplyanypayments. Toreleaseatransactionfromahold,unmarkHoldnexttothespecifictransactiontoreleasefromahold.Toreleaseallthetransactionsonhold,chooseUnmarkAll. ToprintaPayablesHoldJournalshowingallthevouchersonhold,chooseFile>>Print.Afteryoufinishmarkingorunmarkingtransactions,chooseOKtoclosethewindow. Transactionvoidsoverview YoucanvoidbothhistoricalandopentransactionsinPayablesManagement.UsetheVoidHistoricalPayablesTransactionswindowtovoidhistoricaltransactions,andtheVoidOpenPayablesTransactionswindowtovoidopentransactions. TovoidpaymentsusingtheVoidHistoricalPayablesTransactionswindow,youmustbekeepingtransactionhistoryforthevendorassociatedwiththepayment,andthepaymentyou’revoidingmustbefullyappliedtooneormoretransactions. Whenvoidingopentransactions,andyoumarkedAllowNegativeDebitsandCreditsinGeneralLedgerintheCompanySetupOptionswindow,thenegativedebitsandcreditsaregeneratedinGeneralLedger.IfyoumarkedCalculateTaxRebatesintheCompanySetupOptionswindow,andyou’revoidingapaymentwithatermsdiscount,anydistributionsfortaxrebatesalsoarevoided. Youcanvoidanintercompanytransactionintheoriginatingcompany,butyoumustmakeanynecessarymanualadjustmentsinthedestinationcompaniestoreversethetransaction. Whenyouvoidacreditdocument,youalsounapplyamounts.Ifyouvoidamulticurrencydocument,anyrealizedgainsorlossesthatoriginallywerepostedalsoarereversed. Ifacreditmemoorreturnsubjecttowithholdingisvoided,aninvoiceiscreatedforthewithholdingvendortooffsetthecreditmemooriginallycreated.Ifanydocumentisvoidedthatwasappliedtoanotherdocumentwithawithholdingamounttaken,acreditmemoiscreatedforthewithholdingvendortooffsettheinvoiceoriginallycreated. Voidinghistoricaltransactions UsetheVoidHistoricalPayablesTransactionswindowtovoidhistoricalcredittransactions,whichincludecash,check,orcreditcardpayments,andhistoricalcreditmemosandreturns.Tovoidacredittransaction,itmusthavebeenfullyapplied,paid,andposted,afterwhichit’stransferredtohistory. Dependingonwhichcreditdocumentyouvoid,thefollowingwillhappen: Void Result CreditMemo,ReturnorCashpayment Thevouchersitwasappliedtoareunappliedandanewpaymentcanbeissuedtoit. Checkpayment Theamountappliedtotheinvoiceisunapplied. Creditcardpayment Thevendorinvoicethatwascreatedwiththepaymentisalsovoided.However,ifanyotherpaymentsorcreditmemosareappliedtotheinvoice,itwillnotbevoidedautomatically. Ifanycreditmemosorreturnswereappliedtothesameinvoice,theamountappliedwillbeunappliedaswell.Thecreditmemoorreturnisavailableforreuse.Ifthecreditmemoorreturnwasappliedtomultipleinvoices,onlytheamountassociatedwiththevoicedcheckpaymentisunapplied. Tovoidahistoricaltransaction: OpentheVoidHistoricalPayablesTransactionswindow. (Purchasing>>Transactions>>VoidHistoricalTransactions) Selectarangeofdocumentstodisplayinthescrollingwindow,andthedocumenttype.Youcandisplayallhistoricaldocuments,orselectarangeofparticulardocuments. Enteravoiddateoracceptthedefaultentry.ThedatesenttobankreconciliationisthedefaultentryfortheVoidDatefield. IfGeneralLedgerispartofyoursystem,enterthedatetoappearasthepostingdateinGeneralLedger.Usethisforthereversingentriesthatoffsettheoriginaltransactiondistributionsforeachdocumentyou’revoiding. Markeachdocumenttovoid.Tovoidallthedocuments,chooseMarkAll.YoucanprintaVoidHistoricalTransactionsEditListtoshowallthedocumentsthataremarkedtobevoidedbychoosingFile>>Print. Note PaymentsthathavebeenreconciledwithacheckbookintheBankReconciliationmoduledisplayYesintheReconciledcolumn.Werecommendthatyoudonotvoidpaymentsthatarereconciled. Whenyou’resatisfiedwiththeentries,chooseVoid.Whenyouvoidadocument,reversingamountsarepostedforthedistributionspostedearlier.Reportsthatdisplayhistoricalinformationindicatevoideddocuments. YoucanprinttheVoidHistoricalPayablesTransactionsPostingJournalwhenyouvoidpayments,ifyouselectedtodosointhePostingSetupwindow. IfyoumarkedIncludeMulticurrencyInfointhePostingSetupwindow,themulticurrencyversionsofthesereportsareprinted.Themulticurrencyversionsincludecurrencyandexchangerateinformation,andfunctionalandoriginatingdebitandcreditamounts. WhenviewingtransactionsusingthePayablesTransactionInquirywindow,avoidedpaymenthasanasterisk(*)bythedocument’sorigininthescrollingwindow. Voidingopentransactions UsetheVoidOpenPayablesTransactionswindowtovoidanytransactionorpaymentthathasbeenpostedandisunapplied.Youcanvoidinvoicesforactiveandtemporaryvendors.Ifyou’rekeepinghistoryandyouvoidavoucher,thevoucherismovedtohistoryalongwithanydistributionsandtaxinformation.Ifyou’renotkeepinghistoryandyouvoidavoucher,thatvoucherisremovedfromthesystem. Tovoidanopentransaction: OpentheVoidOpenPayablesTransactionswindow. (Purchasing>>Transactions>>VoidOpenTransactions) EnterorselectthevendorID.Vouchersintheopentableforthevendoraredisplayedinthescrollingwindow. EnteravoiddateoracceptthedefaultentryintheVoidDatefield.Thedefaultentryisthedatethedocumentwassenttobankreconciliation. IfGeneralLedgerispartofyoursystem,enterthedatetoappearasthepostingdateinGeneralLedgerforthereversingentries.Usethistooffsettheoriginaltransactiondistributionsforeachdocumentyou’revoiding. Markeachvouchertovoid.Tovoidallthevouchers,chooseMarkAll.YoucanprintaVoidOpenPayablesTransactionsEditListtoshowallthevouchersthataremarkedtobevoidedbychoosingFile>>Print. PaymentsthathavebeenreconciledwithacheckbookintheBankReconciliationmoduledisplayYesintheReconciledcolumn.Werecommendthatyoudonotvoidpaymentsthatarereconciled. Whenyou’resatisfiedwiththeentries,chooseVoid.Whenyouvoidavoucher,reversingamountsarepostedforthedistributionspostedearlier. Reportsindicatevoidedvouchers. TheVoidOpenPayablesTransactionsPostingJournalmightbeprintedwhenyouvoidvouchers,ifyouselectedtodosointhePostingSetupwindow.Thisjournalliststhevouchersthatwereremoved. IfyoumarkedIncludeMulticurrencyInfointhePostingSetupwindow,themulticurrencyversionsofthesereportsareprinted.Themulticurrencyversionsincludecurrencyandexchangerateinformation,andfunctionalandoriginatingdebitandcreditamounts. Whenviewingtransactionsusingthiswindow,avoidedvoucherhasanasterisk(*)bythedocument’sorigininthescrollingwindow. Editing1099transactions UsetheEdit1099TransactionInformationwindowtomodifythe1099formtype(taxtype),boxnumber,orthe1099amountsformultipletransactionsforonevendor. Toedit1099transactions: OpentheEdit1099TransactionInformationwindow. (Purchasing>>Transactions>>Edit1099TransactionInformation) SelectthevendorID. Enterarangeoftransactionstoedit.Forexample,ifyouknowthatthetransactionstomodifyoccurredwithinthelastmonth,selectbyDateandenterthefirstandlastdaysofthemonthintheFromandTofields.Thevouchersdisplayedinthescrollingwindowwillonlybethoseenteredwithinthatdaterange. Selectthetypeoftransactionstoincludeinthescrollingwindow. Makeyourchanges. ChangingtheamountTheamountcanbemodifiedifthetaxtypeforthevoucherisMiscellaneous,Interest,orDividend.(Ifyou’rechangingthetransactionfromNota1099transactiontoa1099taxtype,changetheTaxTypefirst.Theamountwillbecalculatedautomaticallyusingthepurchaseamountminusthetradediscount.)Ifyou’remodifyingtheamountthathascreditdocumentsapplied,the1099amountsonthecreditandinthe1099Detailswindowwillbeupdatedwhenyouprocessthechanges. ChangingthetaxtypeThiswillautomaticallyupdatethe1099BoxNumberandmaychangethe1099amountonexistingtransactions. Changingthe1099BoxNumberIfyouchangethetaxtype,the1099boxnumberthatisnormallyusedforthattypewillappearasadefaultboxnumber. ChooseProcess.ThetransactionchangeswillbeupdatedintheOpenandHistorytables.Whenprocessingiscomplete,theUpdate1099InformationAuditReportisprinted. Chapter10:Payments Youcanmakepaymentstovendorsusingdifferentmethods.Youcanenterapaymentatthesametimeyouenterthetransactionit’sassociatedwith;youcanenteramanualpaymenttoaccountforcreditcardorcashpayments;andyoucanprocessacomputercheckrun. Paymentinformationiscontainedinthefollowingsections: Paymentsoverview Enteringandpayinganinvoice Payingindividualinvoicesbycheck Enteringmanualprepayments Enteringcomputercheckprepayments Enteringmanualpayments Modifyingindividualchecks Modifyingmultiplechecksinabatch Checkselectionsoverview Expireddiscountsandselectingchecksforacomputercheckrun Selectingchecksforacomputercheckrun Selectingchecksforpurchaseorderprepayments Modifyingdistributionsforindividualchecksinapurchasingprepaymentbatch Modifyingmultiplechecksinapurchasingprepaymentbatch Computercheckspostingoptions Printingcomputerchecksaspartofacheckrun Printingindividualcomputerchecks Correctingordeletingunpostedpayments Paymentsoverview AllpaymentsthatyouenterinMicrosoftDynamicsGPhavecertaincommonelements,suchaspostingjournalsandpaymentoptions. CurrencyID IfthecurrencyIDthatyouselectforapaymentamountisanalternatecurrency,aratetypeandassociatedexchangeratetableareassignedtothetransaction.Theratetypeisbasedontheratetypeyouassignedtotheselectedvendor;ifyouhaven’tassignedaratetypetothevendor,thedefaultratetypeforthePurchasingseries,specifiedintheMulticurrencySetupwindow,isused.Toviewormodifythedefaultexchangerateforthistransaction,choosethecurrencyIDexpansionbuttontoopentheExchangeRateEntrywindow.Closethewindowwhenyoufinish. Documentdate ThedocumentdateyouenteristhedatePayablesManagementrecordsareupdated.Thisdatealsodeterminestheexchangeratetouse,basedonthecurrencyIDandassociatedratetypeenteredonthetransaction. Journalsandregisters Whenyoupostapayment,postingjournalsanddistributionbreakdownregistersareprinteddependingontheselectionsinthePostingSetupwindow.Whenpostingiscomplete,aReportDestinationwindowappearsforeachpostingjournalyouselectedtoprint. Ifyouenteredapaymentinabatch,youcansavethebatchandpostitlater.Youalsocanprintaneditlistaftersavingthetransactiontoviewtheentries.Toposttheinvoice,youmustpostthebatchusingthePayablesBatchEntrywindow.SeePostingabatchformoreinformation. Amountsandpaymentmethods Whenyouenteranamount,anotherwindowopens,whereyoucanspecifyacheckbookorcreditcard.CashamountsarepostedtoCashaccounts.CreditcardamountsarepostedtotheCreditCardVendorPayablesaccount.SeePayingindividualinvoicesbycheckifyou’repayingbycheck. Youcanmarkoneofthefollowingpaymentmethods: CheckIfyoumarkCheck,youcanenterorselectthecheckbookIDforthecheckbooktobeupdatedforthisprepayment.Thedocumentnumberappearsasadefaultvaluefromthecheckbook. CashIfyoumarkCash,youcanenterorselectthecheckbookIDforthecheckbooktobeupdatedforthisprepayment.ThedocumentnumberappearsasadefaultvaluefromthePayablesSetupOptionswindow. CreditcardIfyoumarkCreditCard,youcanenterorselectthecreditcardIDinthefieldnexttothepaymentmethod.Acheckbookwillbedebitedoraninvoicewillbecreated,dependingonwhetherthecreditcardselectedhasbeensetupasacreditcardorcheckcardusingtheCreditCardSetupwindow(Administration>>Setup>>Company>>CreditCards).ThedocumentnumberappearsasadefaultvaluefromthePayablesSetupOptionswindow. Paymentdate Thepaymentdateisthedatewhenpayablesrecordsareupdated.Ifyou’reusingMulticurrencyManagement,thedatealsodeterminestheexchangeratetouseforthispayment,basedonthecurrencyIDandassociatedratetypeonthepayment. Accountdistributions Afteryouenterpaymentinformation,youcanmakechangestoaccountdistributionsusingthePayablesTransactionEntryDistributionwindow.Amountsaredistributedtotheaccountssetupforthevendorrecord.Toviewtheoriginaldistributions,chooseDefaultinthePayablesTransactionEntryDistributionwindow.SeeDistributingtransactionamountsformoreinformation.Closethewindowwhenyoufinish. Applyoptions IfyouenteredawithholdingvendorusingtheCompanySetupOptionswindowandthispaymentisautoappliedtoadebitdocumentsubjecttowithholding,awithholdingamountistakenifthispaymentfullypaysoffthedebitdocument. Multicurrencytransactionshaverestrictionsondocumentsthatyoucanapply,dependingonwhetherthecurrencyisthefunctionaloranalternatecurrency.Youcan’tapplyalternatecurrencydocuments.Youmustpostalternatecurrencydocumentsbeforeyoucanapplythem. AmulticurrencypaymentisappliedtodocumentswiththesamecurrencyIDusingtheoriginatingamountsforthetransactionasthebasisfortheapplyprocess.Ifthefunctionalequivalentamountsdon’tmatch,arealizedgainorlossiscalculated,andthegainorlossispostedwhenyouclosethewindow. Remit-toaddresses Youcanenterandusemorethanoneaddressforsendingpaymentstoasinglevendor.Ifyouspecifydifferentremit-toaddressesonpurchasingtransactionsfromasinglevendor,aseparatecheckwillbecreatedforeachremit-toaddress. Remit-toaddressIDsarestoredontransactiondocuments—notonchecks.Ifavendor’sremit-toaddresschangesbetweenthetimeyoupostapurchasetransactionandthetimethatyoupayit,youmustchangetheaddressinformationusingtheVendorMaintenancewindowtoincludethenewaddressonthecheck.Ifthevendoraddresschangesthetransactionisposted,theaddresscanbechangedinthePayablesTransactionEntrywindow. IfyoutransferfundselectronicallyusingEuropeanElectronicFundsTransfer,theremit-toaddressspecifiedintheVendorMaintenancewindowwillalwaysbeusedforthetransfertransaction. Enteringandpayinganinvoice UsethePayablesTransactionEntrywindowtoenterandpayaninvoiceatthesametime,ifyoupaidthevendoratthetimeyoumadethepurchase. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthetransaction.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. Toenterandpayaninvoice: OpenthePayablesTransactionEntrywindow. (Purchasing>>Transactions>>TransactionEntry) Enterorselectavouchernumber,selectthedocumenttype,andenteradescription. EnterorselectabatchID.SeeCreatingabatchformoreinformation. Enteradocumentdate. EnterorselectavendorID.Toenteratemporaryvendorforthisinvoice,placetheinsertionpointintheVendorIDfieldandchooseOptions>>TemporaryVendor. EnterorselectanaddressID,paymentterms,andacurrencyID.SeeAddressIDsandtaxesforinformationhowaddressIDsandshippingmethodsaffectsalestaxes. Enteradocumentnumber.Thisnumberisthetransactionnumberassignedbythevendor. Enterorselectashippingmethod,ataxscheduleID,andpurchaseamounts.Thetradediscountiscalculatedifyouenteredatradediscountforthevendorcard. EnteramountsintheFreightandMiscellaneousfields,ifnecessary.YoucanassigntaxschedulestothoseamountsbychoosingtheTaxScheduleIDexpansionbuttonandenteringthatinformation. Entertheamountyou’repayingbycash,check,orcreditcard. Tomakechangestoaccountdistributions,chooseDistributionstoopenthePayablesTransactionEntryDistributionwindow.Closethewindowwhenyoufinish. ChoosePostifyouenteredanindividualtransaction. Payingindividualinvoicesbycheck UsethePayablesCheckEntrywindowandthePrintPayablesTransactionCheckwindowtopayaninvoicebycheck.Ifyoupayaninvoicebycheck,printachecktogivethevendor.Youalsocanprintaremittanceandsendtheremittanceine-mail. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthetransactionorprintacheck.Ifthevendorisn’tapproved,youcansavethetransactioninabatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. Topayanindividualinvoicebycheck: Completesteps1through9ofEnteringandpayinganinvoice. Entertheamountyou’repaying.Whenyouenteranamount,thePayablesCheckEntrywindowopens,whereyoucanspecifyacheckbook. Verifythattheinformationiscorrect;thenchooseOKtoclosethewindow.ThisamountispostedtoaCashaccount. ChoosePrintChecktoopenthePrintPayablesTransactionCheckwindow. Ifyouchoosenottoprintthecheck,PayablesManagementconsidersthecheckamanualcheckwhenit’sposted. Enterachecknumber,andmarktoprintacheck. MarkSeparateRemittancetoprintaremittanceseparatelyfromthecheck.AremittanceshowsthesamedetailasthecheckstubandisprintedonblankpaperfromthePrintPayablesRemittancewindowafterthecheckisprinted. Toprintaremittance,youmustmarkthisoptionandprinttheremittancefromthePrintPayablesRemittancewindow. ChoosePrinttoprintthecheckandclosethewindow. Afterthecheckhasbeenprinted,thePrintPayablesRemittancewindowopensifyouhaveselectedtoprintaseparateremittance. InthePrintPayablesRemittancewindow,selecttheRemittanceFormoption. Selecttoprint,sendtheremittanceine-mail,orboth. ChooseProcesstoprint,sendtheremittanceine-mail,orboth. Afterprocessingtheremittance,returntothePayablesTransactionEntrywindow.ChoosePostifyouenteredanindividualtransaction. Enteringmanualprepayments UsethePayablesManualPaymentEntrywindowtomakeprepayments.Prepayments,sometimesreferredtoasdeposits,arepaymentsmadebeforemerchandiseisreceivedandaninvoiceisrecorded.Prepaymentsareappliedaftertheinvoicehasbeenentered,soyouwon’tapplythepaymentatthistime. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthepayment.Ifthevendorisn’tapproved,youcansavethepaymentinabatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow. Toenteramanualprepayment: OpenthePayablesManualPaymentEntrywindow. (Purchasing>>Transactions>>ManualPayments) Enterorselectapaymentnumberanddate. Enterorselectabatch.Batchesareoptionalforprepayments.SeeCreatingabatchformoreinformation. EnterorselectavendorIDandcurrencyID. Markapaymentmethod. Entertheamountoftheprepayment. Tomakechangestoaccountdistributions,chooseDistributionstoopenthePayablesTransactionEntryDistributionswindow.Closethewindowwhenyoufinish. Savethepayment,ifyouenteredabatchID. ToprintaneditlistandverifytheentriesifyouenteredabatchID,chooseFile>>Print.ChoosePostifyouenteredanindividualtransaction. Enteringcomputercheckprepayments UsetheEditPayablesCheckswindowtomakeaprepayment—apaymentonaccountyoumakebeforeyoureceivemerchandise—toavendor.Whenyoumakeaprepayment,youfirstenterthepayment,thenapplyitaftertheinvoicehasbeenrecorded. Toenteracomputercheckprepayment: OpentheEditPayablesCheckswindow. (Purchasing>>Transactions>>EditCheck) EnterorselectapaymentnumberandabatchID. Enterthecheckinformationandremittanceoptions. Tovieworchangeanydistributions,chooseDistributiontoopenthePayablesTransactionEntryDistributionwindow.Closethewindowwhenyoufinish. ChooseSavetosavethepayment. ToprintaComputerCheckEditList,chooseFile>>Print.Toprintachecktothevendor,choosePrintCheckstoopenthePrintPayablesCheckswindow.SeePrintingcomputerchecksaspartofacheckrunformoreinformation. Enteringmanualpayments UsethePayablesManualPaymentEntrywindowtorecordmanualpayments—paymentschargedtocreditcards,cashpayments,ormanuallywrittenchecks.Ifyouregularlywritechecksorpaybycashorcreditcard,werecommendyourecordthosepaymentstoensureaduplicatepaymentisn’tmadeduringacomputercheckrun. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpostthepayment.Ifthevendorisn’tapproved,youcansavethepaymentinabatch.Formoreinformationaboutvendorapprovalworkflow,seeVendorapprovalworkflow Toenteramanualpayment: OpenthePayablesManualPaymentEntrywindow. (Purchasing>>Transactions>>ManualPayments) Enterorselectapaymentnumberanddate. Createorselectabatch.Batchesareoptionalformanualpayments.SeeCreatingabatchformoreinformation. EnterorselectavendorIDandcurrencyID. Markapaymentmethod. Paymentsmadewithcreditcardsaretreatedasaccountspayableamounts.Thecreditcardcompanyactsasavendortoyouinthisinstance,sinceyou’llpaythemforthegoodsandservicesyoupurchasewiththecard. Entertheamountofthepaymentandapplythepayment.SeeChapter12,“Applying,”formoreinformationaboutapplying. Tomakechangestoaccountdistributions,chooseDistributionstoopenthePayablesTransactionEntryDistributionwindow.Closethewindowwhenyoufinish. SavethepaymentifyouenteredabatchID. ToprintaneditlisttoverifytheentriesifyouenteredabatchID,chooseFile>>Print.ChoosePostifyouenteredanindividualtransaction. Modifyingindividualchecks UsetheEditPayablesCheckswindowtomodifyindividualchecksinanexistingbatch.Youcanaddadditionalcheckstothebatchorchangetheamountofapaymentforaspecificvendor.IfavendorIDorvouchernumberisn’twithintherangesthatyouenteredintheSelectPayablesCheckswindow,youcanenterthevendorIDorvouchernumberinthebatchusingtheEditPayablesCheckswindow. Tomodifyindividualchecks: OpentheEditPayablesCheckswindow. (Purchasing>>Transactions>>SelectChecks>>EditCheckbutton) Enterorselectapaymentnumber. Ifyouareusingvendorapprovalworkflow,youcanenterorselectapaymentnumberifthevendorassignedtothepaymenthasaworkflowstatusofApprovedorNoApprovalNeeded. EnterorselectavendorID.Ifyouselectanexistingpaymentnumber,thecorrectvendorIDappearsandyoucan’tchangeit. Toaddatemporaryvendor,placetheinsertionpointintheVendorIDfieldandthenchooseOptions>>TemporaryVendor. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanenterorselectavendorID. Enteracommentforthepayment. EnteranunappliedpaymentorprepaymentamountintheUnappliedfieldtopaymorethanthetransactionamount. Selectremittanceoptions. Toapplythepayment,chooseAutoApplyorApply. IfyouchooseApplytopayspecifictransactions,theApplyPayablesDocumentswindowopens. Markthecheckboxinfrontofeachtransactiontopaywiththispayment.Markanynumberofdocumentsuntiltheentireamountisapplied. Todividepaymentsbetweenseveraldocuments,markthecheckbox,andchangetheamountintheApplyAmountcolumnforthattransaction. ChooseOKtoclosetheApplyPayablesDocumentswindow. ChooseCheckStubtoopenthePayablesCheckStubDocumentswindow. Unmarkanyvouchersthatyoudon’twanttoprintonthecheckstub.ChooseOKtoclosethewindow. ChooseSaveandredisplaythepaymentnumber.Toprintaneditlisttoverifytheaccuracyoftheentries,chooseFile>>Print. ClosetheEditPayablesCheckswindowtoredisplaytheSelectPayablesCheckswindow. WhentheSelectPayablesCheckswindowreopens,theentriesyoumadearecleared.Theinformationyoupreviouslyenteredissaved;youdon’tneedtoenteranotherrangeofchecks. Modifyingmultiplechecksinabatch UsetheEditPayablesCheckBatchwindowtomodifymorethanonepaymentatatime.Thiswindowdisplaysallthevendorsandtheirvouchersandindicatesthevouchersthatwillbepaidinthespecifiedcheckbatch.Youcanaddadditionalvendorsanddocumentstothischeckbatch,unmarkdocumentsthataremarkedtobepaid,ormarkadditionaldocumentstobepaid. Ifyouareusingvendorapprovalworkflow,vendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanaddvendorsordocumentstothebatch. Tomodifymultiplechecksinabatch: OpentheEditPayablesChecksBatchwindow: (Purchasing>>Transactions>>SelectChecks>>EditCheckBatchbutton) MarkavendorintheVendorslisttoincludeapaymenttothatvendorinthecheckbatch.Toremoveallthepaymentsforavendor,unmarkthecheckboxforthatvendorintheVendorslist. Toincludeadditionaldocumentsinthecheckbatch,selectavendorfromtheVendorslist.Thedocumentsforthevendorwillbedisplayedanddocumentsthatareincludedinthebatchwillbemarkedwithacheckmark.Toincludeadditionaldocuments,markthemintheDocumentslist.Toremovedocumentsfromthecheck,unmarkthem. ChooseOKtosaveyourchangesandclosethewindow. Checkselectionsoverview Selectingchecksisthefirststepinmakingcomputercheckpayments,alsocalledcompletingacheckrun.Youcanapplyunappliedpayments,creditmemos,andreturns.DependingonhowyousetupPayablesManagement,theamountsareappliedfirsttodocumentshavingtheoldestdocumentdateorduedate.Youalsocanincludevouchersthatbecomedueonaspecifieddate. Beforeyouselectchecks,printanAgedTrialBalanceorCashRequirementsreport.Usethesereportstodecidethepaymentstomake,soyoucantakeadvantageofdiscounts,avoidlatepayments,anddeterminethecashrequiredforthesetransactions. Withholding IfyouenteredawithholdingvendorusingtheCompanySetupOptionswindowandthedocumentbeingpaidoffissubjecttowithholding,MicrosoftDynamicsGPcomputesawithholdingdeductionduringtheselectchecksprocess.YoucanverifythewithholdingamountbyselectingthedocumentbeingpaidoffusingtheApplyPayablesDocumentswindow,andchoosingtheTermsTakenorWriteoffslinks.YoualsocanprintaWithholdingDeductionReportshowingwithholdingdeductioninformationfortheselectedbatchbychoosingOptions>>PrintWithholdingReport. Applyoptions Youcanautomaticallyapplyanyavailablepayments,creditmemos,andreturnstovouchersinthebatchyou’recreating.(Youcanindividuallyapplyspecificdocumentslaterinthecheckrunprocess.) Youalsocanrestricttheautomaticapplyprocesstomatchcurrencyoptions.Theoptionschangedependingonwhetherthecurrencyassignedtothebatchisthefunctionaloranalternatecurrency. IfyoumarktheTakeNon-QualifyingDiscountsoptionintheSelectPayablesCheckswindow,alldiscountsarecalculatedforthevouchers,regardlessofthediscountdateandwhetheryou’requalifiedforthediscount.Ifyoudon’tmarkthisoption,onlydiscountsavailableonorbeforethecheckdatearetaken. IfyoumarkPayOnlyMinimumoptionintheSelectPayablesCheckswindow,theminimumpaymentyouenteredintheVendorMaintenancewindowisusedtocalculatethecheckamountforeachvendorinthebatch.IfPayOnlyMinimumisunmarked,thecheckisprintedforthetotalamountofthevouchersincludedinthebatch. IfthebatchusesanalternatecurrencyandthereisaminimumpaymentspecifiedintheVendorMaintenancewindow(minimumpaymentsalwaysarespecifiedinthefunctionalcurrency),thealternateequivalentoftheminimumpaymentiscalculatedbasedontheexchangerateofthebatchpaid.Forexample,ifyouhaveaminimumpaymentof$10USandaCanadiancheckwithanexchangerateof0.7415,youwouldpaythevendor$13.49Canadian,ratherthan$10US($10/0.7415=$13.49). Multicurrencydocumentselections Ifyou’reusingMulticurrencyManagement,youcanspecifyadocumentcurrencyrangeintheSelectPayablesCheckswindowtonarrowthegroupofdocumentstopay.TheAutomaticallyApplyExistingUnappliedoptionschangedependingonwhetherthecurrencyIDassignedtothebatchisthefunctionalcurrencyoranalternatecurrency. SeeCurrencyselectionsandauto-applyingforinformationabouthowcurrencyselectionsaffectauto-applying. Expireddiscountsandselectingchecksforacomputercheckrun Youcanexcludevoucherswithexpireddiscountswhenselectingchecksforacomputercheckrunbyusingarangeforduedate\discountdatecutoffs.Avoucherisn’tincludedinthecomputercheckruniftheapplydateenteredintheSelectPayablesCheckswindowisafterthediscountdateforavoucher. YoucanusethePayablesManagementSetupwindowtoselecttheExcludeExpiredDiscountsfromPaymentsoptiontoexcludeexpireddiscountsfrompayments.Reviewthefollowingexamplestoseehowexpireddiscountsareexcludedorincludedduringtheselectcheckprocess. Example1 Ifaduedatecutoffof1/22,adiscountdatecutoffofNone,andanapplydateof1/20wasenteredintheSelectPayablesCheckswindow,thefollowingvouchersareincludedorexcludedinthecheckbatch. Voucher Discountdate Duedate Setupoptionmarked Setupoptionunmarked 1 1/15 1/22 Included,nodiscount Included,nodiscount 2 1/18 1/22 Included,nodiscount Included,nodiscount 3 1/21 1/22 Included,discountamounttaken Included,discountamounttaken 4 1/24 1/22 Included,discountamounttaken Included,discountamounttaken 5* Nodiscount 1/22 Included Included Example2 Ifaduedatecutoffof1/22,adiscountdatecutoffofAll,andanapplydateof1/20wasenteredintheSelectPayablesCheckswindow,thefollowingvouchersareincludedorexcludedinthecheckbatch. Voucher Discountdate Duedate Setupoptionmarked Setupoptionunmarked 1 1/15 1/22 Excluded Included,nodiscount 2 1/18 1/22 Excluded Included,nodiscount 3 1/21 1/22 Included,discountamounttaken Included,discountamounttaken 4 1/24 1/22 Included,discountamounttaken Included,discountamounttaken 5* Nodiscount 1/22 Included Included Example3 Ifaduedatecutoffof1/22,thediscountdatecutoffof1/21,theapplydateof1/20wasenteredintheSelectPayablesCheckswindow,thefollowingvouchersareincludedorexcludedinthecheckbatch. Voucher Discountdate Duedate Setupoptionmarked Setupoptionunmarked 1 1/15 1/22 Excluded Included,nodiscount 2 1/18 1/22 Excluded Included,nodiscount 3 1/21 1/22 Excluded Included,discountamounttaken 4 1/24 1/22 Excluded Included,discountamounttaken 5**Thevoucherisincludedorexcludedinthecheckbatchdependingontheduedateofthevoucher. Nodiscount 1/22 Included Included Selectingchecksforacomputercheckrun UsetheSelectPayablesCheckswindowtoselectthecheckstoprintforaspecificgroupofvendorsandvouchers.YoucanusetheEditPayablesCheckBatchwindowtoselectadditionalvendorsordocumentstopay. Ifyouareusingvendorapprovalworkflow,vendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeededtobeincludedintherangesyouspecifywhenselectingvouchersforpayment. Toselectchecksforacomputercheckrun: OpenthePayablesBatchEntrywindow. (Purchasing>>Transactions>>Batches) Enterorselectabatch.SeeCreatingabatchformoreinformation. SelectComputerCheckastheorigin.SelectSingleUseasthefrequency. EnterorselectacheckbookIDtouseforallchecksinthebatch. ChooseTransactions.ChooseSelectPayablesChecksfromtheGoTowindowtoopentheSelectPayablesCheckswindow. Specifythegroupofvendorsandvouchersyouwanttoincludeinthebatchbyselectingthetypeofrangeyouwanttoinclude,andthenenterrestrictionsfortherange.YoucaninsertarangeofeachtypeintotheRestrictionslist. IfyouselectDueDate\DiscountDateCutoffasarange,youcanselectaduedatecutoffsovouchersdueonorbeforethedateyouspecifyareincludedinthebatch.Youalsocanselectadiscountdatecutoffsovoucherswithadiscountdateonorbeforethedateyouspecifyareincludedinthebatch. IfyouselectDocumentCurrencyasarange,theAutomaticallyApplyExistingUnappliedoptionschangedependingonwhetherthecurrencyIDassignedtothisbatchisthefunctionalcurrencyoranalternatecurrency. Selectautomaticapplyandpaymentoptions. Selectremittanceandcheckstubinformation. ChooseBuildBatchtocreatethebatchofcheckstoprocess.Dependingonthesizeofthebatch,thisprocessmighttakesometime.You’llknowwhenthebatchiscreatedwhenanamountappearsinthefieldbelowtheBatchIDfield,andtheBuildBatchbuttonchangestoAddtoBatch.YoualsocanchecktheprogressusingtheProcessMonitorwindow. Theinformationyouenterinthiswindowissaved.Thechecksinthebatcharereadytobeeditedorprinted.Youalsocanaddadditionalrangestothebatch.YoucanprintaneditlistbyredisplayingthebatchIDandchoosingFile>>Print. Thenextstepinthecomputercheckprocessismodifyingthechecksyoucreated.SeeModifyingindividualchecksorModifyingmultiplechecksinabatchformoreinformation. Selectingchecksforpurchaseorderprepayments UsetheSelectPayablesCheckswindowtoselectcheckstoprintforpurchaseorderswithaprepayment.Youcanchooserangestospecifythegroupofvendorsandpurchaseordersforacomputercheckpayment.Whenprintingchecksforthepurchaseorderprepayments,onecheckperpurchaseorderisprinted. Ifyouareusingvendorapprovalworkflow,vendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeededtobeincludedintherangesyouspecifywhenselectingpurchaseorderprepayments. Toselectchecksforpurchaseorderprepayments: OpenthePayablesBatchEntrywindow. (Purchasing>>Transactions>>Batches) Enterorselectabatch.SeeCreatingabatchformoreinformation. SelectComputerCheckastheorigin. MarkPurchasingPrepaymentBatch.ThisoptionisavailableifyouhaveselectedComputerCheckastheoriginandyouhavemarkedtheAllowPurchaseOrderPrepaymentsoptioninthePurchaseOrderProcessingSetupwindow. Enterapostingdate.Theuserdateisthedefaultpostingdate,butyoucanchangeittopostthebatchasofadifferentdate. ThepostingdateenteredhereisthedateGeneralLedgerfilesareupdated.PayablesManagementrecordsareupdatedaccordingtothedateenteredinthePayablesTransactionEntrywindow. Enteracheckdatetoappearonchecksinthisbatch.Thecheckdatealsodeterminestheexchangeratetouseforchecksinthisbatch.Youcan’tchangethisdateafteryoucreatethebatchofchecks. EnterorselectacheckbookIDtouseforallchecksinthebatch. EnteracurrencyID;allcomputerchecksinthisbatchmustusethesamecurrencyIDandhavethesamecheckdate. ChooseTransactions.ChooseSelectPayablesChecksfromtheGoTowindowtoopentheSelectPayablesCheckswindow. IntheSelectPayablesCheckswindow,specifythegroupofvendorsandpurchaseordersyouwanttoincludeinthebatchbyselectingthetypeofrangeyouwanttoinclude,andthenenterrestrictionsfortherange.YoucaninsertarangeofeachtypeintotheRestrictionslist. ChooseBuildBatchtocreatethebatchofcheckstoprocess.Dependingonthesizeofthebatch,thisprocessmighttakesometime.You’llknowwhenthebatchiscreatedwhenanamountappearsinthefieldbelowtheBatchIDfield,andtheBuildBatchbuttonchangestoAddtoBatch.YoualsocanchecktheprogressusingtheProcessMonitorwindow. TheprepaymentsaddedtothebatcharewithintherangerestrictionsselectedandusethesamecurrencyIDasthebatch.Prepaymentsthatareassignedtoanotherprepaymentbatcharenotaddedtothebatch. Theinformationyouenterinthiswindowissaved.Thechecksinthebatcharereadytobeeditedorprinted.Youalsocanaddadditionalrangestothebatch.YoucanprintaneditlistbyredisplayingthebatchIDandchoosingFile>>Print. Thenextstepinthecomputercheckprocessismodifyingthechecksyoucreated.YoucanusetheEditPayablesCheckswindowtomodifydistributions.SeeModifyingdistributionsforindividualchecksinapurchasingprepaymentbatchformoreinformation.YoucanusetheEditPayablesCheckBatchwindowtoincludeorexcludepurchaseorderswithprepayment.SeeModifyingmultiplechecksinapurchasingprepaymentbatchformoreinformation. Modifyingdistributionsforindividualchecksinapurchasingprepaymentbatch YoucanusetheEditPayablesCheckswindowtomodifydistributionsforanindividualcheckforapurchaseorderprepayment.Youcannotaddcheckstothepurchaseorderprepaymentbatchorchangetheamountofapaymentforaspecificvendor. Tomodifydistributionsforindividualchecksinapurchasingprepaymentbatch: OpentheEditPayablesCheckswindow. (Purchasing>>Transactions>>SelectChecks>>EditCheckbutton) Enterorselectapaymentnumberforapurchaseorderprepayment. Ifyouareusingvendorapprovalworkflow,youcanenterorselectapaymentnumberifthevendorassignedtothepaymenthasaworkflowstatusofApprovedorNoApprovalNeeded. Tovieworchangeanydistributions,chooseDistributiontoopenthePayablesTransactionEntryDistributionwindow.Closethewindowwhenyoufinish. Toprintaneditlisttoverifytheaccuracyoftheentries,chooseFile>>Print. ClosetheEditPayablesCheckswindowtoredisplaytheSelectPayablesCheckswindow. WhentheSelectPayablesCheckswindowreopens,theentriesyoumadearecleared.Theinformationyoupreviouslyenteredissaved;youdon’tneedtoenteranotherrangeofchecks. Modifyingmultiplechecksinapurchasingprepaymentbatch YoucanusetheEditPayablesCheckBatchwindowtoviewallthevendorsandpurchaseorderswithaprepaymentinaselectedcheckbatchandtoaddorremovevendorsorpurchaseordersfromthebatch. Ifyouareusingvendorapprovalworkflow,vendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanaddvendorsordocumentstothebatch. Tomodifymultiplechecksinapurchasingprepaymentbatch: OpentheEditPayablesChecksBatchwindow: (Purchasing>>Transactions>>SelectChecks>>EditCheckBatchbutton) MarkavendorintheVendorslisttoincludeapaymenttothatvendorinthecheckbatch.Toremoveallthepaymentsforavendor,unmarkthecheckboxforthatvendorintheVendorslist. Toincludeadditionalpurchaseordersinthecheckbatch,selectavendorfromtheVendorslist.Thepurchaseordersforthevendorwillbedisplayedandpurchaseordersthatareincludedinthebatchwillbemarkedwithacheckmark.Toincludeadditionalpurchaseorders,markthemintheDocumentslist.Toremovepurchaseordersfromthecheck,unmarkthem. Toeditdistributions,selectapurchaseorderandchooseEditCheck.ChooseDistributiontoopenthePayablesTransactionEntryDistributionwindow. Printchecksorsaveyourchangestothepurchasingprepaymentbatch. Ifyouarereadytoprintchecks,choosePrintCheckstoopenthePrintPayablesCheckswindow.Beforeyouprintchecks,besuretoprintaComputerChecksEditListfirst.Formoreinformationaboutprintingchecks,seePrintingcomputerchecksaspartofacheckrun. Ifyouwanttosaveyourchangesandnotprintchecks,chooseOK. Computercheckspostingoptions Whenyouprintcomputerchecksaspartofacheckrun,youcanchooseoneofseveralpostingoptionsinthePostPayablesCheckswindow. VoidchecksTovoidacheckbecauseitwasincorrect,selectVoidChecksandenterarangeofcheckstovoid.Tovoidjustonecheck,enterthatchecknumberinboththeFromandTofields.ChooseProcess.Voidedchecksaren’tpostedtoGeneralLedger. PrintstubalignmentToprintastubalignmentformtochecktheprinteralignmentbeforeyoustartprintingchecks,selectPrintStubAlignment.EnterastartingchecknumberandchooseProcess. ReprintchecksToreprintchecksbecauseofaprintermalfunctionorotherproblem,selectReprintChecksandselectarangeofcheckstoreprint.Toreprintjustonecheck,enterthatchecknumberintheFromandTofields.EnterastartingchecknumberandchooseProcess.Theoriginalchecksarevoided. PostchecksTopostcheckswhenyou’resatisfiedwiththecheckamounts,selectPostChecks.EnterthepostingdatetouseforthechecksyoujustprintedandchooseProcess. Ifyou’repostingabatchofmulticurrencychecks,thepostingdatemustbebeforetheexchangerateexpirationdate. IfyouenteredawithholdingvendorusingtheCompanySetupOptionswindowandthedocumentbeingpostedissubjecttowithholding,thewithholdingamountiscomputedduringtheselectchecksprocess.YoucanverifythewithholdingamountbyselectingthedocumentbeingpaidoffusingtheApplyPayablesDocumentswindowandchoosingtheTermsTakenorWriteoffslinks.YoualsocanprintaWithholdingDeductionReportshowingwithholdingdeductioninformationfortheselectedbatchbychoosingOptions>>PrintWithholdingReport. Afteryouposttheinformation,youcan’treprintchecksorprintalignmentforms.IfyoumarkedSeparateRemittanceinthePrintPayablesCheckswindow,havezeroamountchecksinthebatchorifthestubinformationwillbeprintedonmorethanonecheckstub,theProcessPayablesCheckswindowopens.Youcanprinttheremittanceformsfromthatwindow. YoucanvoidpostedchecksindividuallyusingtheVoidHistoricalPayablesTransactionswindow.Whenyouvoidthecheck,thevouchersitwasappliedtoareunappliedandyoucanissueanewpayment.SeeVoidinghistoricaltransactionsformoreinformation. Printingcomputerchecksaspartofacheckrun UsethePrintPayablesCheckswindowtoprintabatchofcomputerchecks.Onceyoucreatethebatchofchecks,editanypayments,oraddanypayments,you’rereadytoprintthechecks.Youalsocanprintseparateremittancesandsendtheremittancesine-mail.Whenthecheckshavebeenprinted,youhavetheoptiontoreprintorvoidchecksthathavealreadybeenprinted.Iftheprintedchecksarecorrect,youcanprinttheComputerCheckRegister. Toprintcheckswhenyouareusingvendorapprovalworkflow,thevendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeeded.Ifavendorisn’tapproved,checksforthevendoraren’tprinted. Beforeyoucanprintchecks,youshouldprintaComputerChecksEditList.ToprintaComputerChecksEditList,opentheSelectPayablesCheckswindow,theEditPayablesCheckswindow,ortheEditPayablesCheckBatchwindow,entertheappropriatebatchID,andchooseFile>>Print.SeeCorrectingordeletingunpostedpaymentsifyouidentifyerrorsontheeditlist.Afteryouverifytheaccuracyoftheentries,you’rereadytoprintthechecks. TheComputerChecksEditListwillnotincludechecknumbers.Checknumberswon’tbeassignedtochecksuntilyouchoosePrint. Toprintcomputerchecksaspartofacheckrun: PrintaComputerChecksEditList,ifyoudidn’tdosoaspartoftheeditingchecksprocedure.Dosobeforeprintingandpostingcheckstoverifythatthecorrectvendorsandvoucherswereselected. Note Besuretobackupyourcompany’sdatabeforeprintingandpostingchecks. OpenthePrintPayablesCheckswindow. (Purchasing>>Transactions>>PrintChecks) Enterorselectthecheckbatchtoprint,andachecknumber.Thecheckdateisthedatethatappearsonthechecks. Choosehowtosortthechecks,andselecttheformattousetoprintthechecks. MarkSeparateRemittancetoprintaremittanceseparatelyfromthecheck.Aremittanceshowsthesamedetailasthecheckstub,andisprintedonblankpaperfromtheProcessPayablesRemittancewindowafterthechecksareprinted. toprintaremittance,youmustmarkthisoptionandprinttheremittancefromtheProcessPayablesRemittancewindow. Note Aremittanceformisprintedautomaticallyifyouhaveazeroamountcheckinthebatchorifyou’repayingmorethan12voucherswithonecheck. Marktoprintanalignmentform,soyoucanensurethatthecheckformsareproperlyalignedintheprinter.Xsand9sareprintedinplaceoftheactualcheckinformation.YoucanprintthisformusingeitherthePrintPayablesCheckswindoworthePostPayablesCheckswindow.Besuretoinsertcheckformsintotheselectedprinter. Checksthatyouuseasalignmentformsautomaticallyarevoided. Whenyou’rereadytoprintthechecks,markChecksinthePrintoptionsandchoosePrint.Afterthecheckshavebeenprinted,thePostPayablesCheckswindowopens. Selectapostingoption. Ifyoudidn’tselecttoprintaseparateremittanceandyoupostchecks,postingjournalsanddistributionbreakdownregistersareprinted.AReportDestinationwindowappearsforeachpostingjournalyouchosetoprint. Ifyouhaveselectedtoprintaseparateremittance,theProcessPayablesRemittancewindowopens. IntheProcessPayablesRemittancewindow,selecttheRemittanceFormoption. Selecttoprint,sendtheremittanceine-mail,orboth. ChooseProcesstoprint,sendtheremittanceine-mail,orboth. Afterprocessingtheremittance,selectPostandthentheProcessbuttonintheProcessPayablesRemittancewindow.Postingjournalsanddistributionbreakdownregistersareprinted.Ifyouaresendingaremittanceine-mail,youcanprinttheSendRemittanceExceptionReport. Printingindividualcomputerchecks UsetheEditPayablesCheckswindowtoprintindividualcomputerchecks.Youalsocanprintaseparateremittanceandsendtheremittanceine-mail.Youcanprintindividualcomputerchecksforinstanceswhenyouwouldn’tenteramanualpaymentorincludeacheckinacomputercheckrun. Toprintcheckswhenyouareusingvendorapprovalworkflow,thevendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeeded.Ifavendorisn’tapproved,checksforthevendoraren’tprinted. Toprintanindividualcomputercheck: OpentheEditPayablesCheckswindow. (Purchasing>>Transactions>>EditCheck) Enterorselectapaymentnumber. Createabatchforthepayment.Checksmustbeenteredinsingle-usebatches. SelectComputerCheckastheoriginandenterdateandcurrencyinformation.SeeCreatingabatchformoreinformationaboutenteringbatchinformation. EnterorselectavendorID. Toaddatemporaryvendor,placetheinsertionpointintheVendorIDfieldandchooseOptions>>TemporaryVendor. Topaymorethanthetransactionamount,youcanenteranunappliedpaymentorprepaymentamountintheUnappliedfield. Selectremittanceoptionsandapplythepayment. Multicurrencytransactionshaverestrictionsondocumentsthatyoucanapply,dependingonwhetherthecurrencyisthefunctionaloralternatecurrency. ChooseCheckStubtoopenthePayablesCheckStubDocumentswindow. Unmarkanyvouchersyoudon’twanttoprintonthecheckstub.ChooseOKtosavethechangesandclosethewindow. ChooseSave.RedisplaythepaymentnumberandchooseFile>>Printtoprintaneditlistandverifytheaccuracyoftheentries.ClosetheEditPayablesCheckswindow. OpenthePrintPayablesCheckswindow. (Purchasing>>Transactions>>PrintChecks) Enterorselectthebatchyoucreatedforthispayment. Acceptorchangethedefaultchecknumberanddate.Enteracommenttoprintonthecheck.Selectacheckformatandmarkwhethertoprintaseparateremittance. MarktoprintchecksandchoosePrint. Afterthecheckhasbeenprinted,thePostPayablesCheckswindowopens.SelectPostChecksintheProcesslistandchooseProcess. Ifyoudidn’tselecttoprintaseparateremittance,youcanprintanypostingjournalsthatappearforprinting. Ifyouhaveselectedtoprintaseparateremittance,theProcessPayablesRemittancewindowopens. IntheProcessPayablesRemittancewindow,selecttheRemittanceFormoption. Selecttoprint,sendtheremittanceine-mail,orboth. ChooseProcesstoprint,sendtheremittanceine-mail,orboth. Afterprocessingtheremittance,selectPostandthentheProcessbuttonintheProcessPayablesRemittancewindow.Postingjournalsanddistributionbreakdownregistersareprinted.Ifyouaresendingaremittanceine-mail,youcanprinttheSendRemittanceExceptionReport. Reprintingremittanceformsorcheckstubs Remittanceformsandcheckstubscanbere-createdforcomputerchecksorforpostedcheckpaymentsenteredinthePayablesTransactionEntrywindow. Youmustbekeepingtransactionhistoryforthevendorforthereporttoberecreated. There-createdreportwillincludetheinformationprintedontheoriginaldocument.However,ifthecheckstuborremittancewasnotprintedoriginally,ifthepaymentwasvoided,oriftransactionhistoryhasbeenremovedforthevendor,itwillnotcontainalloftheoriginaldetail. Ifyou’reusingMulticurrencyManagement,thereprintedformisprintedinthesamecurrencyastheoriginalpayment. Toreprintaremittanceformorcheckstub: OpenthePayablesPaymentsZoomwindow. (Purchasing>>Inquiry>>TransactionbyDocumentorTransactionbyVendor>>SelectthepaymentinthescrollingwindowandchoosetheVoucher/PaymentNumberlink) ChooseRe-createCheckStub.Thisbuttonisavailableonlyif: you’remaintainingtransactionhistoryforthevendor. theoriginalpaymentisacomputercheck. theoriginalpaymentwasenteredinthePayablesTransactionEntrywindow. Toreprintaremittanceformorcheckstubusingthelists: OpenthePayablesTransactionslistview.Fromthenavigationpane,choosethePayablesManagementbutton>>PayablesTransactions. Selectthepaymenttransactiontoreprint. IntheActionsgroup,chooseRe-createCheckStub.Thisbuttonisavailableonlyif: you’remaintainingtransactionhistoryforthevendor. theoriginalpaymentisacomputercheck. theoriginalpaymentwasenteredinthePayablesTransactionEntrywindow. Correctingordeletingunpostedpayments UsetheEditPayablesCheckswindowtocorrectordeleteunpostedcomputerchecks.AswithtransactionsenteredusingthePayablesTransactionEntrywindow,youcaneasilycorrectordeleteunpostedpayments.Youmustvoidpostedpayments.Youmightfindinstanceswhenunpostedpaymentsneedtobechanged,aswell. UsethePayablesBatchEntrywindowtodeleteallthepaymentsinabatchbydeletingtheentirebatch.Youalsocandeletepaymentsforvendor,oraddorremovedocumentsthatareincludedinacheckbatchusingtheEditPayablesCheckBatchwindow.SeeModifyingmultiplechecksinabatchformoreinformation. Tocorrectordeleteanunpostedpayment: OpentheEditPayablesCheckswindow. (Purchasing>>Transactions>>EditCheck) Enterorselectthepaymentnumbertocorrectordelete. Todeletethepayment,chooseDeleteandclosethewindow. Tochangethepayment,makethenecessarychanges. Tounapplytheamount,chooseApplytoopentheApplyPayablesDocumentswindowandunmarkthecheckboxnexttothetransactiontounapply. Ifachangeinvolvesalteringtheunappliedamount,youmustadjustthepaymentdistributions.ChooseDistributionstoopenthePayablesTransactionEntryDistributionwindow.Distributionsappearaccordingtohowthepostingaccountsweresetupforthevendorrecord.Toviewtheoriginaldistributions,chooseDefaultinthePayablesTransactionEntryDistributionwindow.Changethedistributionamountstomatchthecurrenttotals.ReturntotheEditPayablesCheckswindowwhenyoufinish. ChooseSave. RedisplaythepaymentandchooseFile>>Printforaneditlisttoverifythechanges. Chapter11:Scheduledpayments Whenyoumakelargepurchasesfromvendorsormakepurchasesthataredeliveredovertime,youmightwanttospreadpaymentsout.Thisdocumentationdescribesoptionsforsettinguppaymentschedules.ScheduledpaymentsareavailableonlytobusinessesinNorthAmerica. Thisinformationisdividedintothefollowingsections: Scheduledpaymentsoverview Creatingpaymentschedules Viewingamortizationschedules PostingPayablesscheduledpayments Deletingunpostedpaymentschedules Editingpostedpaymentschedules Voidingpostedpaymentschedules Scheduledpaymentsoverview Youcanchoosetheinterestrate,paymentfrequency,andotherinformationwhenyoucreateapaymentschedule,andyoucancreateapaymentscheduleusinganyposteddocument.Paymentschedulesarecreatedfromdocuments.Paymentschedulesmayvarybasedonthevendororthekindofgoodsorservicesthatarebeingpurchased.Youcaneditanyinformationonunpostedpaymentschedules,aswellastheinterestandnumberofpaymentsforpostedpaymentschedules. Whenyoucreatepaymentschedules,youselectspecificaccountstodistributetheinterestandprincipalportionsbetween.Thefollowingchartshowswhataccountstouseandhowtheyaredebitedandcredited. Account Debit Credit AccountsPayablepostingaccount Debitedwiththescheduledpaymentamount,includingprincipalandinterest,whenanindividualpaymentispostedusingthePostPayablesScheduledPaymentswindow. Creditedwiththetotalscheduleamount,notincludinginterest,whenthepaymentscheduleispostedusingthePayablesScheduledPaymentsEntrywindow. PayablesOffsetpostingaccount Debitedwiththetotalscheduleamount,notincludinginterest,whenthepaymentscheduleispostedusingthePayablesScheduledPaymentsEntrywindow. Creditedwiththescheduledpaymentamount,notincludinginterest,whenanindividualpaymentispostedusingthePostPayablesScheduledPaymentswindow. InterestExpensepostingaccount Debitedwhenyoupostapaymentschedule. CreditedwiththeinterestportionofthescheduledpaymentamountwhenanindividualpaymentispostedusingthePostPayablesScheduledPaymentswindow. Forexample,ifyouusethePayablesScheduledPaymentsEntrywindow(Purchasing>>Transactions>>ScheduledPayments)toenterascheduledpaymentwithascheduleamountof$2,400.00using10%simpleinterestand12monthlypayments,theamountdueeachmonthis$220.00. Whenyoupostthepaymentschedule,youraccountswillbeupdatedusingthefollowingdebitsandcredits. Account DebitAmount CreditAmount AccountsPayable $2,400.00 PayablesOffset $2,400.00 WhenyouusethePostPayablesScheduledPaymentswindow(Purchasing>>Routines>>PostScheduledPayments)topostoneofthe12individualpaymentsfor$220.00,youraccountswillbeupdatedusingthefollowingdebitsandcredits. Account DebitAmount CreditAmount AccountsPayable $220.00 PayablesOffset $200.00 InterestExpense $20.00 Whenyoupaythevendor$220.00andusethePayablesManualPaymentEntrywindow(Purchasing>>Transactions>>ManualPayments)toenterthepayment,youraccountswillbeupdatedusingthefollowingdebitsandcredits. Account DebitAmount CreditAmount AccountsPayable $220 Cash $220 Creatingpaymentschedules UsethePayablesScheduledPaymentsEntrywindowtoenterpaymentschedules.Whenyouarecreatingapaymentschedule,theinformationfromtheoriginalinvoicewillappearinseveralfieldsinthewindow. Tocreateapaymentschedule: OpenthePayablesScheduledPaymentsEntrywindow. (Purchasing>>Transactions>>ScheduledPayments) Enteraschedulenumberanddescription. Selecttheoriginaldocumentnumber.Defaultentrieswillappearinmultiplefieldsinthiswindowafteryouhaveselectedadocument. VerifythedateintheScheduleDocumentDatefield.Thedefaultentrycomesfromtheoriginalinvoiceandisthegeneralledgerpostingdate. Enterthescheduleamount.Thedefaultentryinthisfieldisthetotalscheduleamount,anditisequaltotheamountremainingontheoriginalinvoice. Markeithercompoundorsimpleinterest.EntertherateintheScheduleInterestRatefield.Ifyouenter1,theinterestratewillbe1%.Simpleinterestiscalculatedfromthefirstpaymentratherthanthescheduledate.Ifapaymentscheduleiscreatedfromanexistinginvoice,theinterestiscalculatedfromthedateoftheoriginalinvoice. Enterthenumberofpaymentsforthepaymentschedule. Enterorselectthepaymentfrequency.Thisfieldisusedtodefinehowoftenpaymentswillbemade. Selectthedates,andverifyandentertheaccountsforthepaymentschedule.Thedefaultentriesarefromtheoriginaldocument. ChooseCalculatetoupdatetheamountdisplayedintheCalculatedPaymentAmountfield. ChooseAmortizationtoopenthePayablesAmortizationSchedulewindow,whereyoucanviewthepaymentschedule’samortizationscheduleandedittheduedateandthepaymentamountforeachline. ChooseSavetosavethepaymentscheduleorPosttopostit. Ifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanpost. Ifyoupostthetransaction,thePayablesScheduledPaymentsPostingJournal,PayablesPostingJournal,DistributionBreakdownRegister-Detail,andDistributionBreakdownRegister-Summarywillprintwhenyouclosethewindow. Viewingamortizationschedules AmortizationschedulesarecreatedwhenyouchoosetheCalculatebuttoninthePayablesScheduledPaymentsEntrywindow.YoucanviewanyunpostedinvoicewithinapaymentscheduleinthePayablesAmortizationSchedulewindow.PostedinvoiceswithinapaymentschedulecanbeviewedonlybyprintingthePayablesAmortizationScheduleReport. Toviewanamortizationschedule: OpenthePayablesScheduledPaymentsEntrywindow. (Purchasing>>Transactions>>ScheduledPayments) Enterorselectaschedulenumber. ChooseAmortizationtoopenthePayablesAmortizationSchedulewindow. Ifthereisnointerest,youcanedittheDueDateandPaymentAmountfieldsbyenteringtheappropriateinformationinthosefields. ChooseOKtosavethechanges. PostingPayablesscheduledpayments UsethePostPayablesScheduledPaymentswindowtopostpayments.Youcanpostpaymentsindividuallyormanyatonetime. TopostaPayablesscheduledpayment: OpenthePostPayablesScheduledPaymentswindow. (Purchasing>>Routines>>PostScheduledPayments) SelectVendorIDorScheduleNumber. MarkAlltoviewallscheduledpaymentsorenterrangerestrictionstopostasubsetoftheavailableschedule. YoucanenteradateintheDueDateCutofffieldtorestrictthescheduledpaymentsdisplayedinthescrollingwindowtothoseenteredpriortothecutoffdate. ChooseDisplayAllorMarked.ChoosingMarkedwilllimitthosepaymentstoonesthatweremarked,andchoosingAllwillshowbothmarkedandunmarkedpaymentswithintheselectedrange. SelectScheduleNumberorVendorIDfromtheSortbydropdownlist. Markthedocumentsindividuallyifyouwanttopostonlyspecificscheduledpayments.Ifyouwanttopostallthepayments,youcanchoosetheMarkAlloption. ChoosePosttopostthemarkedpayments. Closethewindow.Ifyouchosetopostthemarkedpayments,thePayablesPostingJournal,DistributionBreakdownRegister-Detailed,andDistributionBreakdownRegister-Summarywillprint. Deletingunpostedpaymentschedules UsethePayablesScheduledPaymentsEntrywindowtodeleteunpostedpaymentschedules.Postedschedulescan’tbedeleted. Todeleteanunpostedpaymentschedule: OpenthePayablesScheduledPaymentsEntrywindow. (Purchasing>>Transactions>>ScheduledPayments) Selectapaymentschedule. ChooseDelete. Amessagewillaskyoutoconfirmtheremovalofthepaymentscheduleyou’redeleting;chooseYes. Editingpostedpaymentschedules Youcanedittheindividualduedatesandpaymentamountsonlyifthereisnointerestappliedtoapaymentschedule. Toeditapostedpaymentschedule: OpenthePayablesScheduledPaymentsEntrywindow. (Purchasing>>Transactions>>ScheduledPayments) Selectorenteraschedulenumber. Entertheinterestrateandpaymentamountsforapostedpaymentschedulewithinterest.Ifthereisnointerest,youcanalsoedittheduedateandpaymentamount. ChooseOKtosavethechanges. Voidingpostedpaymentschedules Postedpaymentschedulesarepermanent.Ifyouwanttovoidapaymentschedule,youmustpostalloftheinvoicesandvoideachinvoice individually.Iftherearemanypayments,youcanchoosetochangethenumberofpaymentstoone,andthenyoucanvoidasingleinvoice. Tovoidapostedpaymentschedule: OpenthePayablesScheduledPaymentsEntrywindow. (Purchasing>>Transactions>>ScheduledPayments) Selectorenteraschedulenumber. Enter1asthenumberofpayments. ChoosePosttocreateanopenvoucherthatcanbevoided. Voideachindividualinvoice. RefertoChapter9,“Transactionmaintenance,”forfurtherinformationonvoidingpostedtransactions. Afteryouhavepostedandvoidedalltheindividualinvoices,youcanvoidthepaymentschedule. Chapter12:Applying Applyingistheprocessofassigningspecificamountstopayallorpartofatransaction.Toapplydocumentsifyouareusingvendorapprovalworkflow,thevendormusthavetheworkflowstatusofApprovedorNoApprovalNeeded. Applyingisexplainedinthefollowingsections: Applyingoverview HowtheapplypostingdateupdatesGeneralLedger Auto-applyingtransactions Applyingaspecifictransaction Applyingaspecificamount Unapplyingtransactions Applyingoverview YoucanapplythefollowingtypesofdocumentsusingtheApplyPayablesDocumentswindow: Applycreditmemosorreturnsasthey’reenteredbychoosingApplyinthePayablesTransactionEntrywindowtoopentheApplyPayablesDocumentswindow. Applymanualpaymentsasthey’reenteredbychoosingApplyinthePayablesManualPaymentEntrywindowtoopentheApplyPayablesDocumentswindow. Applycomputerpaymentsasthey’reenteredbychoosingApplyintheEditPayablesCheckswindowtoopentheApplyPayablesDocumentswindow. Applypostedcreditmemos,returns,andpaymentsbyopeningtheApplyPayablesDocumentswindow.Ifyouappliedacreditmemo,return,orpaymenttoapostedtransaction,youalsocanunapplyitusingthiswindow. Ifthecreditmemo,return,orpaymentcompletelypaysofftheinvoiceit’sappliedto,thesetransactionsaremovedtohistorywhenyouclosethiswindow. Whenyouapplydocuments,ataxrebateiscalculatedwhenthefollowingconditionsaremet: YoumarkedCalculateTaxRebatesintheCompanySetupOptionswindow Apayment,creditmemo,orreturnisappliedtoapurchasesdocument Thedateofthepaymentmatchesthediscountdate Thetermsdiscountisavailable IfyouenteredawithholdingvendorusingtheCompanySetupOptionswindowandthedocumentbeingappliedissubjecttowithholding,youmightencounterthefollowingrestrictions: Thewithholdingamountistakenwhenapplyingtwodocuments.Thewithholdingamountistakenonlyifthedebitdocumentisfullypaid.Youcanoverridethisbymanuallyenteringawithholdingamount. Youcan’tapplyacreditdocumentsubjecttowithholdingtoadebitdocumentnotsubjecttowithholding. Youcanapplyadebitdocumentsubjecttowithholdingtoanycreditdocument. Whenyoumarktheapplycheckboxoryouenteranapply,termstaken,orwriteoffamountthatfullypaysoffthedebitdocument,withholdingiscalculatedandenteredintheWriteofffield.WhenyouchoosetheWriteofflink,theAdditionalPurchasingTaxandWriteoffDistributionswindowdisplaystheamountbeingwithheld. HowtheapplypostingdateupdatesGeneralLedger Ifyouenteranapplypostingdateandapplyamounts,theamountsarepostedtoGeneralLedgerusingthedateyouentered.(TheApplyDatefielddisplaysthedateyouapplyadocument.)Discounts,writeoffs,realizedgains,andrealizedlossesarepostedtoGeneralLedgerusingtheapplypostingdate. Ifyouapplyamounts,andthenchangetheapplypostingdateandapplyamountsagain,thefirstamountsarepostedtoGeneralLedgerusingthepreviousapplypostingdatewhilethelatteramountsarepostedusingthenewapplypostingdate. Forexample,ifyouenterJanuary15astheGeneralLedgerapplypostingdateandyoupartiallyapplyadocument,theappliedamountsarepostedusingtheJanuary15date.IfyouapplytherestofthedocumentonJanuary20,thoseamountsarepostedasoftheJanuary20applypostingdate. Auto-applyingtransactions UsetheApplyPayablesDocumentwindowtoauto-applyatransaction.Autoapplyingappliesthetransactiontoasmanydocumentsastheamountbeingappliedpermits,unlessyou’reusingmultipleremit-toaddresses.Ifyou’reusingmultipleremit-toaddressesforavendor,payment,credit,andreturndocumentswillbeappliedtodebitdocumentswiththesameremit-toaddress. ThewaythatyouopentheApplyPayablesDocumentswindowcanhaveaneffectonhowdocumentsareapplied,asindicatedinthefollowingtable. OpenApplyPayablesDocumentsby... Effectonremit-toaddresses ChoosingPurchasing>>Transactions>>ApplyPayablesDocuments Creditsandreturnswillbeappliedacrossremit-toaddresses ClickingtheApplybuttonintheEditPayablesCheckswindow Creditsandreturnswillbeappliedonlytodebitdocumentsthesameremit-toaddress Ifyouauto-applytransactions,anydiscountistakenifthediscountisstillavailableasoftheapplydate,andiftheunappliedamountislargeenoughtopayoffthetransaction.Alternatecurrenciesareappliedusingtheoriginatingamount.Ifthetransactionbalanceiszeroafterapplying,thetransactionistransferredtohistory. WhenyouclosetheApplyPayablesDocumentswindow,thechangestodiscountsavailable,discountstaken,realizedgainsorlosses,rounding,andwriteoffsareposted. Toauto-applytransactions: OpentheApplyPayablesDocumentswindow. (Purchasing>>Transactions>>ApplyPayablesDocuments) EnterorselectavendorID. Enterorselectthedocumenttoapplyorunapply. IfGeneralLedgerispartofyoursystem,enterthedateforthepostingdateinGeneralLedger.Onlydiscountstakenandwriteoffamountsareposted. ChooseAutoApplytoapplythecreditmemo,return,orpaymenttoallorasmanydocumentsasthedocumentbeingappliedpermits. Thedocumentisappliedtodocumentshavingtheoldestdocumentdateorduedate,dependingonwhat’schoseninthePayablesManagementSetupwindow.Anydiscountistakenifthediscountisstillavailableasoftheuserdate,andiftheunappliedamountislargeenoughtopayoffthetransaction. ChooseOKtoclosethewindow. IfyouenteredanyTermsTakenorWriteoffamounts,aPayablesApplyDocumentJournalmightbeprintedwhenyouclosethewindow,dependingontheoptionsyouselectedinthePostingSetupwindow. Applyingaspecifictransaction UsetheApplyPayablesDocumentswindowtoapplyaspecifictransaction.Youcanmarkanynumberofdocumentsuntilthepayment,return,orcreditmemoisfullyapplied. Youalsocanusethiswindowtounapplyanytransactions.Youmightwanttounapplyapayment,creditmemo,orreturnifitwasappliedtotheincorrectdocument.Forexample,assumeyouappliedaprepaymenttoaninvoiceandthenyoudecidetoreturnthemerchandise;youwouldunapplytheprepayment. Ifthetransactionbalanceiszeroafterapplying,thetransactionistransferredtohistory.Toprintacheckstubwithatransactionthathasazerobalanceafterapplying,applythedocumentusingtheEditPayablesCheckswindow.WhenyouclosetheApplyPayablesDocumentswindow,thechangestodiscountsavailable,discountstaken,realizedgainsorlosses,rounding,andwriteoffsareposted. Toapplyaspecifictransaction: OpentheApplyPayablesDocumentswindow. (Purchasing>>Transactions>>ApplyPayablesDocuments) EnterorselectavendorID. Enterorselectthedocumenttoapplyorunapply. IfGeneralLedgerispartofyoursystem,enterthedateforthepostingdateinGeneralLedger.Onlydiscountstakenandwriteoffamountsareposted. Markthecheckboxnexttoeachtransactionyouwantthisdocumentappliedto;tounapplyadocument,unmarkthecheckbox. ChooseOKtoclosethewindow. Ifthetransactionisfullyapplied,allavailablediscountsaretaken. Toapplyonlyapartofadocument,entertheamounttoapplyintheApplyAmountfield.YoualsocanenteramountsintheTermsTakenandWriteofffields. ToenteramountstowriteoffaGSTdiscountstaken(usedinCanadaandNewZealand)orawithholding(usedinAustralia)amount,choosetheTermsTaken,TermsAvailable,orWriteofflinkstoopentheAdditionalPurchasingTaxandWriteoffDistributionswindow,whereyoucanentertheseamounts.Closethewindowwhenyoufinish. YoucanprintanApplyDocumentsPostingJournalifyouentereddiscountorwriteoffamounts.Thisaudittrailreportisoptional;youcanselecttoprintaudittrailreportswhenyousetupyoursystem. Applyingaspecificamount UsetheApplyPayablesDocumentswindowtoapplyaspecificamount.Byapplyingaspecificamountyoucanapplyonlyapartofadocument,orapplyapartofthedocumenttoonetransactionandaparttoanothertransaction. Ifthetransactionbalanceiszeroafterapplying,thetransactionistransferredtohistory.WhenyouclosetheApplyPayablesDocumentswindow,thechangestodiscountsavailable,discountstaken,realizedgainsorlosses,rounding,andwriteoffsareposted. Toapplyaspecificamount: OpentheApplyPayablesDocumentswindow. (Purchasing>>Transactions>>ApplyPayablesDocuments) EnterorselectavendorID. Enterorselectthedocumenttoapplyorunapply. IfGeneralLedgerispartofyoursystem,enterthedateforthepostingdateinGeneralLedger.Onlydiscountstakenandwriteoffamountsareposted. EntertheamounttoapplyintheApplyAmountfield. ChooseOKtoclosethewindow. AnApplyDocumentsPostingJournalmightbeprintedifyouentereddiscountorwriteoffamounts.Thisaudittrailreportisoptional;youcanselecttoprintaudittrailreportswhenyousetupyoursystem. Unapplyingtransactions UsetheApplyPayablesDocumentswindowtounapplyadocument.Unapplyingadocumentreversestheentriesthatappliedamountstothedocument.YoucanusetheApplyPayablesDocumentwindowtounapplyadocumentwithoutvoidingit.Ifyouunapplyacreditmemo,return,orpayment,thecurrenttransactionamountforthedebitdocumentisincreased.Youalsounapplyamountswhenyouvoidacreditdocument. Tounapplytransactions: OpentheApplyPayablesDocumentswindow. (Purchasing>>Transactions>>ApplyPayablesDocuments) EnterorselectavendorID. Enterorselectthedocumenttounapply. Tounapplyallthedocumentsinthescrollingwindow,chooseUnapply.Tounapplyspecifictransactions,unmarkthecheckboxnexttothetransactionstounapply.Tounapplyspecificamounts,deletetheamountintheApplyAmountfield.Discountamountsthatwereappliedareunapplied,aswell. WhenyouclosetheApplyPayablesDocumentswindow,thechangestodiscountsavailable,discountstaken,realizedgainsorlosses,rounding,andwriteoffsareposted. Chapter13:Customer/vendorconsolidations Overthecourseofabusinessrelationship,somecustomersbecomevendorsandsomevendorsbecomecustomers.YoucanuseCustomer/VendorConsolidationstotransferinformationbetweenReceivablesManagementandPayablesManagement,soyoucancreateacustomerrecordusinginformationthat’salreadyinyoursysteminavendorrecord,andviceversa. UsingCustomer/VendorConsolidations,youcanconsolidatebalancesinpayablesandreceivablesforasinglecompanywhenyouworkwiththatcompanyasbothacustomerandavendor.Youcanassignrelationshipsbetweenexistingcustomersandvendorsandthenapplyopendebitandcreditdocumentsagainsteachothertoconsolidatethecurrentbalances. Thisinformationisdividedintothefollowingsections: Settingupcustomer/vendorconsolidations Creatingcustomer/vendorrelationships Auto-creatingcustomersorvendors Consolidatingcustomerandvendordocuments Usingthecross-modulelink Settingupcustomer/vendorconsolidations UsetheCustomer/VendorConsolidationSetupwindowtocreatedefaultentriesforCustomer/VendorConsolidations.Youcansetupdefaultentriesforasuspenseaccount,payablesdescriptionprefix,nextpayablesdocumentnumber,andreceivablesdescriptionprefix. Tosetupcustomer/vendorconsolidations: OpentheCustomer/VendorConsolidationSetupwindow. (Administration>>Setup>>Company>>Customer/VendorSetup) Enterorselectapostingorallocationaccountasthedefaultsuspenseaccount. TheDescriptionfieldwillcontainthedefaultentryfromtheAccountMaintenancewindow. Enterapayablesdescriptionprefix.Boththisprefixandthereceivablesdocumentnumberwillbecombinedduringtheconsolidationprocess.Thisinformationwillbecomethetransactiondescriptionforallthepayablesconsolidationstransactions. Enterapayablesnextdocumentnumberoracceptthedefaultentry.Ifyouenterthenumber,itmustbeanumberthatcanbeincremented.Forexample,youcouldnotuse10008PMbecauseitendsinaletter.YoucouldusePM10008becauseitendsinanumber. Enterareceivablesdescriptionprefix.Boththisprefixandthepayablesdocumentnumberwillbecombinedduringtheconsolidationprocess.Thisinformationwillbecomethetransactiondescriptionforallthereceivablesconsolidationstransactions. VerifythattheAuto-createCustomers/Vendorsoptionismarked.Ifyoumarkthisoption,youcanautomaticallycreateanewcustomerrecordfromanexistingvendorrecordoranewvendorrecordfromanexistingcustomerrecord.Ifthisoptionisn’tmarked,you’llhavetocreatenewcustomerandvendorrecordsmanually. TheinformationthatyouenterinthisfieldwillreplaceanyinformationthatmighthavebeenenteredinthesamefieldintheRefundChecksSetupwindow. SelectoneoftheseIDoptionsfromthedrop-downlist: IfyouwantthevendorIDstomatchthecustomerIDs,selectVendorID=CustomerID. IfyouwantthevendorIDstobethenextavailablevendorID,selectVendorID=NextDefaultVendorID.YoualsomustenteradefaultvendorIDtouse,whichincrementsby1. TheinformationthatyouenterherewillreplaceanyinformationthatmighthavebeenenteredinthesamefieldintheRefundChecksSetupwindow. IfyoumarkedAuto-createCustomers/Vendors,youcanenterorselectthedefaultcustomerclassID.Thisinformationisusedtoautomaticallyaddthedefaultaccountswhenyouusetheauto-createcapabilitytocreatenewvendorrecordsintheCustomer/VendorRelationshipswindow. SelectoneoftheseIDoptionsfromthedrop-downlist: IfyouwantthecustomerIDstomatchthevendorIDs,selectCustomerID=VendorID. IfyouwantthecustomerIDstobethenextavailablecustomerID,selectCustomerID=NextDefaultCustomerID.YoualsomustenteradefaultcustomerIDtouse,whichincrementsby1. ChooseOKtosaveyourchangesandclosethewindow. Creatingcustomer/vendorrelationships UsetheCustomer/VendorRelationshipswindowtolinkacustomertoavendororavendortoacustomer.Theserelationshipswillbeusedwhenyouconsolidatethebalancesofthecustomerandvendor. Tocreateacustomer/vendorrelationship: OpentheCustomer/VendorRelationshipswindow. (Purchasing>>Cards>>Customer/Vendor) Enterorselectavendorandacustomer.Youcancreatemorethanonecustomer/vendorrelationshipatatimeinthiswindowbyenteringmultiplecustomersandvendors. VerifythatthedefaultcurrencyIDsforboththecustomerandvendorarethesame.Ifthedefaultcurrencyisnotthefunctionalcurrency,youmustselectaratetype. Note IfyouhaveMulticurrencyManagementregisteredandhaveenteredadefaultcurrencyforthecustomer,theCurrencyfieldwilldisplaythatcurrency.Youcanchangethecurrency. ChooseOKtocreateandsavethecustomer/vendorrelationshipandclosethewindow. Auto-creatingcustomersorvendors UsetheCustomer/VendorRelationshipswindowtoautomaticallycreatecustomerrecordsfromexistingvendorrecordsandvendorrecordsfromexistingcustomerrecords.Thisprocesswillcreateanewcustomerorvendorrecordwithoutchangingtheexistingrecord.YoumusthavetheAuto-createCustomer/VendorsoptionmarkedintheCustomer/VendorConsolidationsSetupwindow.Formoreinformation,refertoSettingupcustomer/vendorconsolidations. Toauto-createacustomerorvendor: OpentheCustomer/VendorRelationshipswindow. (Purchasing>>Cards>>Customer/Vendor) Enterorselectacustomerorvendor.Thisprocedurerequiresyoutouseanexistingcustomeroranexistingvendor,butyoudon’tneedtohavebothanexistingcustomerandvendor. VerifythatthedefaultcurrencyIDiscorrect.Ifthecurrencyisn’tthefunctionalcurrency,youmustselectaratetype. ChoosetheCreateCustomerortheCreateVendorbuttontoopentheCustomerMaintenancewindowortheVendorMaintenancewindow.ThedefaultaccountscomefromtheclassIDthatyouenteredintheCustomer/VendorConsolidationSetupwindow. Makeanychangesthatareneededtothevendorinformationandchoosesave. ChooseOKtosavetherelationshipandclosethewindow. Consolidatingcustomerandvendordocuments UsetheCustomer/VendorConsolidationswindowtocreateconsolidationdocumentstotransferthebalanceforacustomeraccounttotherelatedvendoraccountorfromthevendoraccounttotherelatedcustomeraccount. Toconsolidatecustomerandvendordocuments: OpentheCustomer/VendorConsolidationswindow. (Sales>>Transactions>>Customer/VendorTransactions) MarkCustomertodisplaythecustomerIDfirstorVendortodisplaythevendorIDfirst. EnterorselectthecustomerorvendorID.Therelatedcustomerorvendorwillappearinthewindow. VerifythedefaultcurrencyIDthatwassetupintheCustomer/VendorRelationshipswindow.Youcanenterorselectthefunctionalcurrencyevenifitisn’tthedefaultcurrency. Ifyouselectthefunctionalcurrency,youcanviewallthetransactionsincludingtransactionsenteredinthealternatecurrency.Formoreinformationonsettingupthedefaultcurrencyforthecustomer/vendorrelationship,refertoCreatingcustomer/vendorrelationships. Acceptthedefaulttransferdateorenteradifferentdate.Ifyouenterthedate,itmustbeinanopenperiodinReceivablesTransactionEntryandPayablesTransactionEntry. IfyouhaveMulticurrencyManagementregisteredforPayablesManagementandReceivablesManagement,thesub-modulerevaluationmustbegreaterthanthelastrevaluationdateforboththecustomerandvendor.Formoreinformation,refertotheMulticurrencyManagementdocumentation. MarktodisplayeithertheNationalAccountortheSpecificCustomerviewoption.TheseoptionswillbeenabledifthecustomerIDistheparentofanationalaccount. MarktheReceivablesoption,Payablesoption,orbothoptions.Thenmarkthedocumentsyouwanttotransferorconsolidate.YoucanviewthecustomerandvendortransfertotalsintheCustomerTransferTotalandtheVendorTransferTotalfieldstoverifyyourdocumenttransfer. IfyouchoosePreview,theconsolidationdocumentinformationforbothpayablesandreceivableswillbedisplayedintheConsolidationTransactionPreviewwindow.Thetransactionsthatwillbecreatedwillbedisplayedalongwiththenetchargestothecustomer’sorvendor’sbalance. ChoosePost.Postingwillcreatetheconsolidationdocumentsandconsolidatethebalancesinpayablesandreceivables. Usingthecross-modulelink Youcanlinktheselectedreceivablesconsolidationdocumenttothecorrespondingpayablesconsolidationdocument,andyoucanlinktheselectedpayablesconsolidationdocumenttothecorrespondingreceivablesconsolidationdocument.UsingthiscapabilityyoucanquicklyverifyinformationaboutaspecifictransactioninbothPayablesManagementandReceivablesManagement. Tousethecross-modulelink OpenthePayablesTransactionInquiry-Vendorwindow. (Purchasing>>Inquiry>>TransactionbyVendor) Selectaconsolidationdocument.ConsolidationdocumentswillhavetheprefixthatyouassignedintheCustomer/VendorConsolidationSetupwindow.ClicktheDocumentNumberlinktoopenalinkedwindow. ChoosetheDescriptionexpansionbuttontoopentherelatedwindow. Ifthelinkedwindowyouwereviewingwasinpayables,thentherelatedlinkedwindowwouldbeforreceivables.Ifthelinkedwindowyouwereviewingwasinreceivables,thentherelatedlinkedwindowwouldbeforpayables. Chapter14:Multicurrencyapplying Youcanapplyandunapplymulticurrencytransactionsusingthesamewindowsandproceduresastransactionsthatinvolveonlyonecurrency,butyoushouldbefamiliarwithhowapplyingdifferswhenusingmulticurrencytransactions. Thisinformationisdividedintothefollowingsections: Existingunappliedcreditsandauto-applying Currencyselectionsandauto-applying Postedmulticurrencytransactions Multicurrencytransactionsappliedtomanualchecks Howcurrencyamountsaredisplayedinthescrollingwindow Realizedgainsandlosses Multicurrencyroundingduringposting Multicurrencyauto-applying Multicurrencyunapplying Postedmulticurrencypaymentamountsapplyingoverview Applyingpostedmulticurrencypaymentamounts Existingunappliedcreditsandauto-applying Youcanapplyunappliedpayments,creditmemos,andreturnsfortheselectedvendorstovouchersinthebatch.Youalsocanspecifythecurrencyinthedocumentsthatareautomaticallyapplied.Dependingonwhetherthebatchcurrencyisthefunctionalcurrencyoranothercurrency,thecurrencyfieldlabelschange. WhenthebatchcurrencyIDisthefunctionalcurrency,thefollowinginformationapplies. Fieldlabel Value Functionalcurrencyonly Automaticallyappliesonlycreditdocumentsinthefunctionalcurrency Allcurrencies Automaticallyappliescreditdocumentsinanycurrency WhenthecurrencyIDisanothercurrency,thefollowinginformationapplies: Fieldlabel Value Batchcurrencyonly Automaticallyappliesonlycreditdocumentsinthesamecurrencyasthebatch Batchandfunctionalcurrency Automaticallyappliescreditdocumentsinthesamecurrencyasthebatchorinthefunctionalcurrency Currencyselectionsandauto-applying Ifyou’reusingMulticurrencyManagementandyouautomaticallyapplyafunctionalcurrencybatch,onlydocumentsthatalsousethefunctionalcurrencyareappliedusingtheoriginatingamountsforthetransactionasthebasisfortheapplyprocess.Ifthefunctionalamountsdon’tmatch,arealizedgainorlossiscalculated,andthegainorlossispostedwhenyouclosetheEditPayablesCheckswindow. Youcanapplythebatchcurrencyorfunctionalcurrencycreditdocumentsautomaticallyonlytobatchcurrencyorfunctionalcurrencydebitdocuments. Youcanprintindividualcomputerchecksforinstanceswhenyouwouldn’tenteramanualpayment,orincludeacheckinacomputercheckrun,byusingtheEditPayablesCheckswindowtoenterpaymentsforasinglevoucherorvendor. Whenyou’recreatingchecksmanuallyandyouauto-applymulticurrencytransactions,functionalcurrencychecksandcreditdocumentsareautomaticallyappliedtofunctionalcurrencydocuments.Multicurrencychecksareautomaticallyappliedtodocumentsthatusethesamecurrency. Whenyouapplyspecificmulticurrencytransactionsoramounts,youcanapplyfunctionalcurrencycheckstoalldocuments.Youcanapplyotherpostedcreditdocumentsinthebatchorfunctionalcurrencyonlytodocumentsusingthebatchorfunctionalcurrency.Youcan’tapplyotherpostedcreditdocumentsinthebatchcurrencyorthefunctionalcurrencytodebitdocumentsthataren’tinthebatchorfunctionalcurrency. Informationoncheckstubsandremittanceformsisdisplayedintheoriginatingcurrencyofthecheck. Postedmulticurrencytransactions Youmustposttransactionsthataren’tinthefunctionalcurrencybeforeyoucanapplythem.Duringtheapplyprocess,iftheoriginatingamountsforthedebitandcreditdocumentsarethesamebutthefunctionalamountsaren’tthesame,arealizedgainorlossiscalculatedandpostedwhenyouclosetheApplyPayablesDocumentswindow.Arealizedgainisrecognizedwhentheamountappliedinthefunctionalcurrencyisgreaterthanthedocument’soriginalamountinthefunctionalcurrency.Arealizedlossisrecognizedwhentheamountappliedinthefunctionalcurrencyislessthanthedocument’soriginalamountinthefunctionalcurrency. Withrevaluation,arealizedgainorarealizedlossmightbereversedwhenyouapply.Ifacreditdocument(credit,return,orpayment)that’sbeenrevaluedisappliedtoadebitdocumentthat’sbeenrevalued,andbothdocumentshaveanunrealizedgainorlossattachedtothem,theunrealizedgainorlossforeachdocumentisreversedandrecordedasarealizedgainorloss.Ifarealizedgainorlossisattachedtothetransactionasaresultofrevaluatingandif,atthetimeofsettlement,theexchangeratechangedfromthelastrevaluation,anadditionalgainorlossisrealized. Auto-applyingappliesthedocumenttoasmanydocumentsastheamountbeingappliedpermits.Ifyouenteredmulticurrencytransactions,payments,creditmemos,orreturnsareappliedtodocumentswiththesamecurrencyID,usingtheoriginatingamountsforthetransactionasthebasisfortheapplyprocess. Whenapplyingaspecifictransactionoramountforamulticurrencydocument,theapply-fromandapply-tocurrenciesmustbethesame,ortheapply-tocurrencymustbethefunctionalcurrency,tobeapplied.Forfunctionalcurrencyamounts,youcanapplyanyapply-todocument. Multicurrencytransactionsappliedtomanualchecks Whenyouauto-applymulticurrencytransactionsforcheckscreatedmanually,functionalcurrencychecksandcreditdocumentsareautomaticallyappliedtofunctionalcurrencydocuments.Multicurrencychecksareappliedautomaticallytodocumentsthatusethesamecurrency. Whenyouapplyspecificmulticurrencytransactionsoramounts,youcanapplyfunctionalcurrencycheckstoalldocuments.Youcanapplyotherpostedcreditdocumentsinthebatchorfunctionalcurrencyonlytodocumentsusingthebatchorfunctionalcurrency.Youcan’tapplyotherposteddocumentsinthebatchorfunctionalcurrenciestodebitdocumentsthataren’tinthebatchorfunctionalcurrencies. Howcurrencyamountsaredisplayedinthescrollingwindow InthescrollingwindowoftheApplyPayablesDocumentswindow,theApplyFromCurrencyIDfielddisplaysthecurrencyIDofthecreditdocumentyou’reapplyingtoanotherdocument.ThecurrencyIDdisplayedinthisfielddetermineshowamountsareshowninthescrollingwindow,accordingtothefollowingcurrencyrules: Iftheapply-fromcurrencyIDdisplayedisanoriginatingcurrency,allamountsareshownintheoriginatingcurrencies. Iftheapply-fromcurrencyIDdisplayedisyourcompany’sfunctionalcurrency,allamountsforthatdocumentareinthefunctionalcurrencyasofthemostrecentrevaluation. Ifadocumentyou’reapplyingtoisinthefunctionalcurrency,allamountsforthatdocumentareinthefunctionalcurrencyasofthemostrecentrevaluation. Thedocumentsbeingappliedtoaredisplayedinthecurrencyamountstheywillbeappliedin.Theapplycurrencydependsontheapply-fromcurrency.Theapplycurrencyalwaysistheapply-fromcurrency,exceptwhenthedocumentyou’reapplyingfromusesanon-functionalcurrencyandthedocumentyou’reapplyingtousesthefunctionalcurrency.Inthiscase,theapplycurrencyisthefunctionalcurrency. Realizedgainsandlosses Inmulticurrencytransactions,iftheoriginatingcurrencyamountsmatchbutthefunctionalcurrencyamountsdon’tmatchbecausethepaymentanddebitdocumentwereenteredusingdifferentexchangerates,arealizedgainorlossiscalculatedanddisplayedintheRealizedGain/Losscolumninthefunctionalcurrency.Thatamountispostedwhenyouclosethewindow.TheAccountsPayableaccountistheoffsetaccount. Forexample,assumethatyourcompany’sfunctionalcurrencyisUSdollars.YoupostedthefollowinginvoiceinOctoberandthepaymentinNovember,bothineuros,usingamultiplyratecalculationmethod,asisshowninthefollowingtable. Invoiceamountinoriginatingcurrency 1000EUR Paymentamountinoriginatingcurrency 1000EUR ExchangerateinOctober 0.6696 ExchangerateinNovember 0.6734 Invoiceamountinfunctionalcurrency $669.60 Paymentamountinfunctionalcurrency $673.40 Whenthepaymentisappliedtotheinvoice,arealizedlossof$3.80iscalculatedbecausethefunctionalequivalentoftheinvoice($669.60)is$3.80lessthanthefunctionalequivalentofthepayment($673.40). Whentherealizedlossisposted,theAccountsPayableaccountassignedtothevendoriscreditedtooffsettheRealizedLossaccountyouenteredintheMulticurrencyPostingAccountSetupwindow. Multicurrencyroundingduringposting Whenapplyingdocuments,iftheoriginatingdebitandcreditamountsbalancebutthefunctionalequivalentsdon’tbalance,thedifferenceispostedtotheRoundingDifferenceaccount.Thisalsoistruewhenthefunctionalamountsarezerobutamountsremainintheoriginatingcurrency. Multicurrencyauto-applying Ifyouenteredmulticurrencytransactions,payments,creditmemos,orreturnsareappliedtodocumentswiththesamecurrencyID,usingtheoriginatingamountsforthetransactionasthebasisfortheapplyprocess.Iftheoriginatingamountsdon’tmatch,arealizedgainorlossiscalculatedandthegainorlossispostedwhenyouclosetheApplyPayablesDocumentswindow. Multicurrencyunapplying Ifyouvoidamulticurrencydocument,anyrealizedgainsorlossesoriginallypostedalsoarereversed.UsetheVoidHistoricalPayablesTransactionswindowtovoidhistoricalcredittransactionsandtounapplythevouchers.UsetheVoidOpenPayablesTransactionswindowtovoidanytransactionorpaymentthat’sbeenpostedandisunapplied. Postedmulticurrencypaymentamountsapplyingoverview WhenyouapplypostedmulticurrencypaymentamountsusingtheApplyPayablesDocumentswindow,youmustspecifyseveraloptions,suchasapplypostingdateandapplymethod.Thefollowinginformationmorefullyexplainssomeoftheseoptions. CurrencyID Whenyouselectadocumenttoapply,thecurrencyIDassignedtothatdocumentappearsintheApplyFromCurrencyIDfield.Thisfieldisthereferenceforthedocumentsinthescrollingwindowyoucanapply.Theexchangerateusedtocalculatethefunctionalequivalentisdisplayedinthescrollingwindow. Applyandapplypostingdates IfGeneralLedgerispartofyoursystem,youcanenterthedateforthepostingdateinGeneralLedger.Onlydiscountstaken,writeoffamounts,andrealizedgainandlossamountsareposted. Ifyouenterapostingdateandapplyamounts,amountsarepostedtoGeneralLedgerusingthedateyouentered.Ifyouapplyamounts,andthenchangethepostingdateandapplyamountsagain,thefirstamountsarepostedtoGeneralLedgerusingthepreviouspostingdatewhilethelatteramountsarepostedusingthenewpostingdate.Forexample,ifyouenterJanuary15astheGeneralLedgerpostingdateandyoupartiallyapplyadocument,theappliedamountsarepostedusingJanuary15astheGeneralLedgerpostingdate.IfyouapplytherestofdocumentusingJanuary20asthenewpostingdate,thoseamountsarepostedusingJanuary20asthepostingdate. Applyoptions Youcanchooseoneofthreemethods:auto-applying,applyingspecifictransactions,orapplyingspecificamounts. Auto-applying ChooseAutoApplytoapplythepayment,creditmemo,orreturntodocumentsthathavethesamecurrencyIDastheapply-fromdocument.Asmanydocumentsthatmeettherequirementareappliedbasedontheoldestdocumentdateorduedate,dependingontheselectioninthePayablesManagementSetupwindow.IfyouuseAutoApply,anydiscountsaretakenifthediscountisstillavailableasoftheuserdate,andiftheunappliedamountislargeenoughtopayoffthetransaction.Alternatecurrenciesareappliedusingtheoriginatingamounts. Applyingspecifictransactions Toapplythedocumenttospecifictransactions,markthecheckboxnexttoeachtransaction.Forfunctionalcurrencydocuments,youcanapplyanyapply-todocument.Foralternatecurrencydocuments,theapply-fromandapply-tocurrenciesmustbethesame,ortheapplytocurrencymustbethefunctionalcurrencytobeapplied.Continuemarkingdocumentsuntilthecreditmemoorreturnamountisfullyapplied.Ifyouusethismethod,allavailablediscountsasoftheuserdatearetaken.YoualsocanenteramountsintheTermsTakenandWriteofffields. Applyingspecificamounts Toapplypartofthedocumenttoonetransactionandparttoanothertransaction,ortoapplyonlypartofthedocument,entertheamounttoapplyintheAppliedmountfield.Forfunctionalcurrencydocuments,youcanapplyanyapply-todocument.Foralternatecurrencydocuments,theapply-fromandapply-tocurrenciesmustbethesame;ortheapply-tocurrencymustbethefunctionalcurrencytobeapplied. Unapplying Tounapplyallthedocumentsinthescrollingwindow,chooseUnapply.Tounapplyspecifictransactions,unmarkthecheckboxnexttothetransactionstounapply.Tounapplyspecificamounts,deletetheamountintheApplyAmountfield.Discountamountsthatwereappliedalsoareunapplied.Iftheoriginatingamountsmatchbutthefunctionalamountsdon’tmatchbecausethepaymentanddebitdocumentwereenteredusingdifferentexchangerates,arealizedgainorlossiscalculatedanddisplayedintheRealizedGain/Losscolumninthefunctionalcurrency.Thatamountispostedwhenyouclosethewindow,andtheAccountsPayableaccounttheoffsetaccount. Example Yourcompany’sfunctionalcurrencyisUSdollars.YoupostedthefollowinginvoiceonOctober4andthepaymentonNovember11,bothineuros,usingamultiplyratecalculationmethod,asisshowninthefollowingtable. Invoiceamountenteredinoriginatingcurrency 1000EUR ExchangerateonOctober4,2004 0.6696 Invoiceamountinfunctionalcurrency $669.60 ExchangerateonNovember11,2004 0.6734 Paymentamountinfunctionalcurrency $673.40 Whenthepaymentisappliedtotheinvoice,arealizedlossof$3.80iscalculatedbecausethefunctionalequivalentoftheinvoice($669.60)is$3.80lessthanthefunctionalequivalentofthepayment($673.40)Whentherealizedlossisposted,theAccountsPayableaccountassignedtothevendoriscreditedtooffsettheRealizedLossaccountyouenteredintheMulticurrencyPostingAccountSetupwindow. Note Ifthetransactionbalanceiszeroafterapplying,thetransactionistransferredtohistory.WhenyouclosetheApplyPayablesDocumentswindow,thechangestodiscountsavailable,discountstaken,realizedgainsorlosses,rounding,andwriteoffsareposted. Applyingpostedmulticurrencypaymentamounts UsetheApplyPayablesDocumentswindowtoapplypayments,prepayments,creditmemos,andreturnsthatusealternatecurrencies.Multicurrencytransactionsnotinthefunctionalcurrencymustbepostedbeforeyoucanapplythem. Ifyouappliedacreditmemo,return,orpaymenttoapostedtransaction,youalsocanusethiswindowtounapplyit.Youmightwanttounapplyapayment,creditmemo,orreturnifitwasappliedtotheincorrectdocument.Forexample,assumeyouappliedaprepaymenttoaninvoiceandyouthendecidetoreturnthemerchandise.Youwouldunapplytheprepayment. Toapplyapostedmulticurrencypaymentamount: OpentheApplyPayablesDocumentswindow. (Purchasing>>Transactions>>ApplyPayablesDocuments) EnterorselectavendorID,andenterorselectthedocumenttoapplyorunapply. Enteranapplypostingdate(optional). ToenteramountstowriteoffaGSTdiscountstaken(usedinCanadaandNewZealand)orwriteoffawithholding(usedinAustralia)amount,choosetheTermsTaken,TermsAvailable,orWriteofflinkstoopentheAdditionalPurchasingTaxandWriteoffDistributionswindow,whereyoucanentertheseamounts.Closethewindowwhenyoufinish. Applythedocument. ThemulticurrencyversionoftheApplyDocumentsPostingJournalmightbeprintedifyouentereddiscountorwriteoffamounts.ThisoptionissetupinthePostingSetupwindow.Thisaudittrailreportisoptional;youcanselecttoprintaudittrailreportswhenyousetupyourMicrosoftDynamicsGPsystem. Part3:Inquiriesandreports WithPayablesManagement,youcanviewimportantinformationaboutvendoractivityon-screenusingtheinquirywindows.ThesewindowsprovidedetailedandsummarizedPayablesManagementinformation. YoualsocanusePayablesManagementreportsasrecordsofvendorswhenyoueditsetuportransactionentries,andtofindaging,posting,andhistoryinformation.Thisinformationisdividedintothefollowingchapters: Chapter15,“Inquiries,”explainshowtoviewimportantinformationaboutvendoractivityandpayablestransactions. Chapter16,“Reports,”showsyouhowtousePayablesManagementreportstoanalyzevendoractivityandidentifyerrorsintransactionentry. Chapter15:Inquiries AnalyzingvendorrecordsandtransactionsisanimportantpartofyourMicrosoftDynamicsGPsystem.Youcanviewimportantinformationaboutvendoractivityon-screenusingtheInquirywindows,whichprovidedetailedandsummarizedPayablesManagementinformation. Payablesinquiryinformationisdividedintothefollowingsections: Multicurrencyinquiries Reportingcurrency Viewingvendorinformation Viewingvendorpurchasinginformation Viewingvendorperiodactivity Viewingvendoryearlyactivity Viewingpayablessummaryinformation Viewingpayablestransactiondetailinformation Viewingvendortransactioninformation Viewingpayablesdocumentsastheyoriginallywereentered Viewingpayablespaymententries Viewingpayablesappliedamounts Multicurrencyinquiries WhileviewinginformationusingcertainPayablesManagementwindows,youcanviewmulticurrencyamountsintheoriginating,functional,orreportingcurrency.ChooseView>>Currency>>Functional,Originating,orReportingwhileviewinganinquirywindow.Theoptionissavedonaperuser,perwindowbasis. Youalsocanusethecurrencylistbuttoninthewindowsthatsupportchangingthecurrencyview.TheViewmenuandcurrencylistbuttonareavailableinthefollowingPayablesManagementwindows: PayablesPaymentTermsZoom PayablesPaymentsZoom PayablesTransactionEntryZoom PayablesTransactionInquiry-Document PayablesTransactionInquiry-Vendor ThefirsttimeyouopenthesewindowsafterregisteringMulticurrencyManagement,transactionsaredisplayedintheoriginatingcurrency.Ifyouchangethecurrencyview,theoptionyouusedlastisthedefaultviewthenexttimeyouopenthatwindow. Reportingcurrency Areportingcurrencyconvertsfunctionalororiginatingcurrencyamountstoanothercurrencyoninquiriesandreports. DuringthereportingcurrencysetupinMulticurrencyManagement,youmustsetupareportingcurrencyandenteradefaultexchangerateandratecalculationmethod.Dependingonhowyoursystemissetup,youmightbeabletooverridethedefaultreportingcurrencyexchangerateorratecalculationmethodoninquiriesandreports.Tochangethedefaultreportingcurrencyexchangerate,chooseView>>Currency>>ModifyReportingRatetoopentheModifyReportingRatewindow. SeetheMulticurrencyManagementdocumentationformoreinformationaboutreportingcurrency. Viewingvendorinformation UsetheVendorInquirywindowtoviewdemographicandotheraccountinformationyouenteredforaparticularvendorrecordusingtheVendorMaintenancewindow. Toviewvendorinformation: OpentheVendorInquirywindow. (Purchasing>>Inquiry>>Vendor) EnterorselectavendorID. Ifthevendorrecordhasdocumentattachments,choosetheAttachmentManagementicontoopentheDocumentAttachmentInquirywindow. ToopentheVendorInquiryOptionswindow,whereyoucanviewtheadditionaloptionsenteredforthevendorintheVendorMaintenanceOptionswindow,chooseOptions. Therearenoinquirywindowsyoucanviewfromthiswindow.However,youcanchoosetheVendorIDlinktoopentheVendorMaintenancewindow,whereyoucanmakechangestothevendorrecord. Viewingvendorpurchasinginformation UsetheVendorCreditSummaryInquirywindowtodecidewhentopayavendor,orwhenyou’recheckingonthecurrentbalancetotal.Thiswindowdisplaysfinancialinformationaboutthepurchasesyoumadefromtheselectedvendor. TheCurrentBalancesfieldandtheagingperiodinformationwereupdatedasyouenteredandpostedtransactionsforeachvendor.IfyoumarkedAgeUnappliedCreditAmountsinthePayablesManagementSetupwindow,unappliedcreditamountsalsowereincludedintheagingprocess. Ifyouareallowingprepaymentsforpurchaseorders,prepaymentsarenotincludedinthecurrentbalanceamountbecauseaprepaymentisadeferredchargeandnotapaymentonaccountspayables. Toviewvendorpurchasinginformation: OpentheVendorCreditSummaryInquirywindow. (Purchasing>>Inquiry>>VendorCredit) EnterorselectavendorID. ToopenthePayablesTransactionInquiry-Vendorwindow,whichdisplaysalistoftransactionsentered,choosethefollowinglinks: OpenPrepaymentsifprepaymentsforpurchaseordersareallowed UnpaidFinanceCharges UnappliedPayment AgingPeriod Amount Viewingvendorperiodactivity UsetheVendorPeriodSummaryInquirywindowtoanalyzetrendsinpurchasingactivityoveranumberoffiscalperiods.Youcanviewpurchasingactivitywithavendorbyfiscalorcalendarperiod. Toviewvendorperiodactivity: OpentheVendorPeriodSummaryInquirywindow. (Purchasing>>Inquiry>>VendorPeriod) EnterorselectavendorID. ToopentheVendorMaintenancewindow,whereyoucanmakechangestothevendorrecord,choosetheVendorIDlink. Viewingvendoryearlyactivity UsetheVendorYearlySummaryInquirywindowtocompareyourpurchasingpatternforthecurrentyear,lastyear,andlifetodateforaparticularvendor.Youcanselectoneofthefollowingsummaryviews: AmountsSinceLastCloseDisplayscurrentsummaryamountsfortheselectedvendor. TheinformationthatisdisplayedintheVendorYearlySummaryInquirywindowwhenyouselectAmountsSinceLastCloseintheSummaryViewlistmightnotrepresentactualfiscalyeartotalsifyouclosethefiscalyearbeforeorafterthelastdayofthefiscalyear.Forexample,theamountsintheYeartoDatecolumnmightcontinuetoincreaseastransactionsarepostedafterthelastdayofthefiscalyear;thenwhenyouclosethefiscalyear,theamountsintheLastYearcolumnwillincludethosetransactionspostedafterthelastdayofthefiscalyearthatyouclosed. FiscalYearDisplayssummaryamountsfortheselectedvendorforthefiscalyearyouenter. CalendarYearDisplayssummaryamountsfortheselectedvendorforthecalendaryearyouenter. ClosingthefiscalyearwillnotaffecttheinformationthatisdisplayedintheVendorYearlySummaryInquirywindowwhenyouselectFiscalYearorCalendarYearintheSummaryViewlist.Theamountsdisplayedforthoseselectionsaredependentontheyearandperiodsyouentertodisplay. Toviewvendoryearlyactivity: OpentheVendorYearlySummaryInquirywindow. (Purchasing>>Inquiry>>VendorYearly) EnterorselectavendorID. Selectasummaryview.ThedefaultsummaryviewwasselectedinthePayablesManagementSetupwindow. IfyouselectedeitherFiscalYearorCalendarYearasthesummaryview,enteravalidfiscalyearorcalendaryeartoviewinformationfor.Then,marktoviewinformationforallperiods,orenterarangeofperiods. ChooseCalculatetoredisplaytheinformationaccordingtoyoursettings. ToprinttheVendorFinancialSummaryReport,whichincludestheinformationyou’recurrentlyviewingusingtheVendorYearlySummaryInquirywindow,chooseFile>>Print. Viewingpayablessummaryinformation UsethePayablesSummaryInquirywindowtoviewthetotalnumberofdocumentsforeachofthedocumenttypesinPayablesManagement,alongwiththetotalamountforeachtype.Thisinquirymightbeusefulwhencomparingtheoriginalamountsforeachdocumenttypewiththeunappliedamounts. Thecurrentbalancefieldsandtheagingperiodinformationwereupdatedasyouenteredandpostedtransactionsforeachvendor.IfyoumarkedAgeUnappliedCreditAmountsinthePayablesManagementSetupwindow,unappliedcreditamountsalsowereincludedintheagingprocess. Toviewpayablessummaryinformation: OpenthePayablesSummaryInquirywindow. (Purchasing>>Inquiry>>PayablesSummary) SelectanoptionandenterrangeofvendorIDstodisplayinformationinthewindow. Viewingpayablestransactiondetailinformation UsethePayablesTransactionInquiry-Documentwindowtoviewunposted(work),posted(open),andpaidtransactions(history)bydocumenttype. Toviewpayablestransactiondetailinformation: OpenthePayablesTransactionInquiry-Documentwindow. (Purchasing>>Inquiry>>TransactionbyDocument) Selectanoptionandenterarangeofdocumentstolimittheview. Toprintareportoftheinformationdisplayedinthiswindow,chooseFile>>Print. Viewingvendortransactioninformation UsethePayablesTransactionInquiry-Vendorwindowtoviewunposted,posted,andpaidtransactionsbyvendor. Toviewavendor’stransactioninformation: OpenthePayablesTransactionInquiry-Vendorwindow. (Purchasing>>Inquiry>>TransactionbyVendor) EnterorselectavendorID.Thetransactionsforthevendorappearinascrollingwindow.(Whenviewingtransactionsusingthiswindow,avoideddocumenthasanasterisknexttothedocument’sorigininthescrollingwindow.) Selectanoptionandenterarangeofdocumentstolimittheview. Specifywhethertoviewdocumentsinthework,open,orhistorytables. ToprintareportoftheinformationdisplayedinthePayablesTransactionInquiry-Vendorwindow,chooseFile>>Print. Viewingpayablesdocumentsastheyoriginallywereentered AlltheinquirywindowsexceptforthePayablesSummaryInquirywindowuselinkssoyoucanviewtheinformationenteredwhenavendorrecord,transaction,orpaymentwasadded,orwhenatransactionorpaymentwasapplied. Forexample,youcanselectavendorIDintheVendorInquirywindow,thenopentheVendorMaintenancewindowtoviewthepostingaccounts,vendoraddresses,andotherinformationenteredwhentherecordwascreated. Toviewapayablesdocumentasitoriginallywasentered: OpenthePayablesTransactionInquiry-DocumentorthePayablesTransactionInquiry-Vendorwindow. (Purchasing>>Inquiry>>TransactionbyDocumentorTransactionbyVendor) Ifyou’reusingthePayablesTransactionInquiry-Vendorwindow,enterorselectavendorIDtodisplayinformationinthewindow. SelectatransactioninthescrollingwindowandchooseeithertheDocumentNumberorVoucher/PaymentNumberlink.ThePayablesTransactionEntryZoomwindowopens. Thetransactionasitwasoriginallyenteredisdisplayed.YoucanopenseveralotherwindowsfromthePayablesTransactionEntryZoomwindow,asislistedinthefollowingtable: Fieldorbutton Windowthatopens DocumentDateexpansionbutton PayablesDateEntryZoom PaymentTermsexpansionbutton PayablesPaymentTermsZoom CurrencyIDexpansionbutton(ifyou’reusingMulticurrencyManagementandthetransactionwasenteredinaforeigncurrency) ExchangeRateEntryZoom TaxScheduleIDexpansionbutton PayablesTaxScheduleZoom Taxexpansionbutton PayablesTaxInquiry Revaluationbutton PayablesTransactionRevaluationZoom Applybutton PayablesApplyZoom Distributionsbutton PayablesDistributionZoom Viewingpayablespaymententries UsethePayablesPaymentsZoomwindowtoviewalltheentriesoriginallymadeforapaymententeredusingthePayablesManualPaymentswindowortheEditPayablesCheckswindow. Toviewpayablespaymententries: OpenthePayablesTransactionInquiry-DocumentorthePayablesTransactionInquiry-Vendorwindow. (Purchasing>>Inquiry>>TransactionbyDocumentorTransactionbyVendor) Ifyou’reusingthePayablesTransactionInquiry-Vendorwindow,enterorselectavendorIDtodisplayinformationinthewindow. SelectatransactioninthescrollingwindowwhoseoriginishistoryandchoosetheDocumentNumberorVoucher/PaymentNumberlink. ThePayablesPaymentsZoomwindoworPayablesTransactionEntryZoomwindowopens,dependingonthetransactionyouselected. Thepaymentasitwasoriginallyenteredisdisplayed.YoucanopenseveralotherwindowsfromthePayablesPaymentsZoomwindowaslistedinthefollowingtable: Fieldorbutton Windowthatopens Dateexpansionbutton PayablesDateEntryZoom Revaluationbutton PayablesTransactionRevaluationZoom Applybutton PayablesApplyZoom Distributionbutton PayablesDistributionZoom SeeViewingpayablesdocumentsastheyoriginallywereenteredforinformationaboutthewindowsavailablefromthePayablesTransactionEntryZoomwindow. Viewingpayablesappliedamounts UsethePayablesApplyZoomwindowtoviewallthedocumentsappliedtoaparticulardocument. AlltheinquirywindowsexceptforthePayablesSummaryInquirywindowuselinkssoyoucanviewtheinformationenteredwhenavendorrecord,transaction,orpaymentwasadded,orwhenatransactionorpaymentwasapplied. Toviewpayablesappliedamounts: OpenthePayablesTransactionInquiry-DocumentorthePayablesTransactionInquiry-Vendorwindow. (Purchasing>>Inquiry>>TransactionbyDocumentorTransactionbyVendor) Ifyou’reusingthePayablesTransactionInquiry-Vendorwindow,enterorselectavendorIDtodisplayinformationinthewindow. SelectatransactioninthescrollingwindowandchoosetheUnappliedAmountlink.ThePayablesApplyZoomwindowopens.ChooseOKtoclosethewindowwhenyoufinish. IfyoureceiveanerrormessagewhengoingintoaPayablesInquirywindowsuchas: 'CannotinsertthevalueNULLintocolumn'DOCTYABR',table'tempdb.dbo.' ThismayhappenifyouhaveinvalidrecordsinthePM00400table. Typically,weseethiserrormessagecausedwhentherearenullrecordsinthePM00400table.PleaseruntheselectstatementsbelowinSQLagainsttheerringcompanydatabase: select*fromPM00400whereDOCTYPE=''orDOCTYPE='0' select*fromPM00400whereDCSTATUS=''ORDCSTATUS='0' Ifyougetanyresults,deletetheminSQLServer. Important MakesurethatyoutrythisinaTESTcompanyfirst,andthatyoutakeagoodrestorablebackupbeforeproceedinginLIVEbeforeperformingthenextsteps deletePM00400whereDOCTYPE=''orDOCTYPE='0' deletePM00400whereDCSTATUS=''ORDCSTATUS='0' AfterrunningthedeletestatementsyouwillneedtorunChecklinksonthePayablesHistoryandPayablestransactionsLogicalFiles.(Under:MicrosoftDynamicsGPmenu>>Maintenance>>CheckLinks) ChooseSeriesofPurchasingandinserttheabovetablestotherightandchooseOK. Verifytheerrornolongerexists. Chapter16:Reports YoucanusePayablesManagementreportstoanalyzevendoractivityandidentifyerrorsintransactionentry.Usethisinformationtoguideyouthroughprintingreports,andworkingwithreportoptions. Reportsinformationisdividedintothefollowingsections: PayablesManagementstandardreportsummary SpecifyingaPayablesManagementreportoption MicrosoftSQLServer®ReportingServicesreportsforPayablesManagement PayablesManagementstandardreportsummary YoucanprintseveraltypesofreportsusingPayablesManagement.Somereportsautomaticallyareprintedwhenyoucompletecertainprocedures;forexample,postingjournalscanautomaticallybeprintedwhenyouposttransactions,dependingonhowyourpostingoptionsaresetup.Youcanchoosetoprintsomereportsduringprocedures;forexample,youcanprintaneditlistwhenenteringtransactionsbychoosingthePrintbuttoninthebatchentrywindow.Inordertoprintsomereports,suchasanalysisorhistoryreports,youmustsetupreportoptionstospecifysortingoptionsandrangesofinformationtoincludeonthereport.Formoreinformation,seeSpecifyingaPayablesManagementreportoption.ReportsprintedusingPurchaseOrderProcessingareprintedusingmanyofthesamewindows.SeethePurchaseOrderProcessingdocumentationforinformationaboutreportsprintedinthatmodule. ThefollowingtableliststhereporttypesavailableinPayablesManagementandthereportsthatfallintothosecategories: Reporttype Report Printingmethod Setupreports(Purchasing>>Reports>>Setup/Lists) VendorSummaryList*†VendorSetupListVendorAddressesListVendorFinancialSummaryReport*†PayablesManagementSetupListClassesSetupListQuickVendorSetupList ChooseFile>>PrintinthesetupwindowsorcreatereportoptionsinthePurchasingSetupReportswindow. TrialBalanceReports(Purchasing>>Reports>>TrialBalance) AgedTrialBalance*†AgedTrialBalancewithOptions†HistoricalAgedTrialBalance*†QuickAgedTrialBalance† CreatereportoptionsinthePayablesTrialBalanceReportswindow. Analysisreports(Purchasing>>Reports>>Analysis) VendorSummary(Summary)†VendorPeriodAnalysis(Period)†CashRequirements†VendorYear-To-DateSummary(CalendarYear)† CreatereportoptionsinthePurchasingAnalysisReportswindow. CheckInformation(Purchasing>>Reports>>CheckInformation) VendorCheckRegisterCheckDistribution CreatereportoptionsintheCheckInformationReportswindow Postingreports(Purchasing>>Reports>>PostingJournals) PayablesTransactionPostingJournal*†ManualPaymentsPostingJournal*†ComputerChecksPostingJournal*†DistributionBreakdownRegister*†ApplyDocumentsPostingJournal*†VoidHistoricalPayablesTransactionsPostingJournal*†VoidOpenPayablesTransactionsPostingJournal*†ComputerCheckRegister*†(ChecksJournal)TransactionCheckRegister*†(ChecksJournal) ChooseFile>>Printinthewindowyouusetocompletetheprocedure.Someareprintedwhenyoucompletetheprocedure. Historyreports(Purchasing>>Reports>>History) DistributionHistory-DetailReportDistributionHistory-SummaryReportTransactionHistory-DetailReport*TransactionHistory-SummaryReport*TransactionDistributionHistoryReportVendorCheckRegister* CreatereportoptionsinthePurchasingHistoryReportswindow. Editlists 1099EditListComputerChecksEditList*ManualPaymentsEditList*PayablesTransactionEditList*VoidHistoricalTransactionsEditList*VoidOpenPayablesTransactionsEditList* ChooseFile>>Printinthewindowyouusedtocompletetheprocedure. 1099reports Vendor1099DetailsMonthlyReportVendor1099DetailsYearlyReportUpdate1099InformationPreviewReportUpdate1099InformationAuditReport ChooseFile>>Printinthe1099DetailswindowortheUpdate1099Informationwindow.ChooseProcessintheUpdate1099InformationwindowtoprinttheUpdate1099InformationAuditReport. Utilityreports GLDistributionRemovalPayablesHoldJournal*ReconcileBalancesReportTransactionHistoryRemovalReport*VendorMassdeleteReportPayablesCalendar/FiscalSummaryRemovalReport Thesereportsareprintedwhenyoucompletethecorrespondingprocedure. Processingreports 1099Statements1096formsPayablesCurrencySummaryAgingReport*Year-EndClosingReport Thesereportsareprintedwhenyoucompleteprocedures. Inquiryreports TransactionInquiry*PayablesSummaryInquiryJournalTransactionbyDocumentInquiry* ChooseFile>>Printinthecorrespondinginquirywindow. *Indicatesreportsthatyoucanprintwithmulticurrencyinformationdisplayed.†Indicatesreportsthatyoucanassigntonamedprinters.See“Printers”intheSystemAdministrator’sGuide(Help>>Contents>>selectSystemAdministration)formoreinformation. SpecifyingaPayablesManagementreportoption Reportoptionsincludespecificationsforsortingoptionsandrangerestrictionsforaparticularreport.InordertoprintseveralPayablesManagementreports,youmustfirstcreateareportoption.Eachreportcanhaveseveraldifferentoptionssothatyoucaneasilyprinttheinformationyouneed.Forexample,youcancreatereportoptionsfortheTrialBalancethatshoweitherdetailedorsummaryinformation. Asinglereportoptioncan’tbeincludedinmultiplereports.Ifyouwantidenticaloptionsforseveralreports,youmustcreatethemseparately. UsethePurchasingreportoptionswindowstocreatesorting,restriction,printingandemailoptionsforthereportsthathavebeenincludedwithPayablesManagement. TospecifyaPayablesManagementreportoption: OpenaPurchasingreportswindow.Thereareseparatewindowsforeachreporttype. (Purchasing>>Reports>>Setup/Lists) (Purchasing>>Reports>>TrialBalance) (Purchasing>>Reports>>Analysis) (Purchasing>>Reports>>CheckInformation) (Purchasing>>Reports>>PostingJournals) (Purchasing>>Reports>>History) (Purchasing>>Reports>>Groups) SelectareportfromtheReportslist. ChooseNewtoopenthereportoptionswindow.Yourselectioninstep2determineswhichreportoptionswindowappears. Nametheoptionandenterinformationtodefinetheoption.Thenameyouchoosefortheoptionwon’tappearonthereport.Theselectionsavailablefordefiningreportoptionsvary,dependingonthereporttypeyou’veselected. Enterrangerestrictions.TheRangeslistshowstheavailableoptionsforeachreport.Theavailablerangesvary,dependingonthetypeofreport. Youcanenteronlyonerestrictionforeachrestrictiontype.Forinstance,youcaninsertoneVendorIDrestriction(Associat0001toTeleconn0001)andoneVendorClassrestriction(CAN-ALL-CtoUSA-US-C). ChooseInserttoinserttherangeintheRestrictionslist.Toremoveanexistingrangefromthelist,selecttherangeandchooseRemove. ChooseEmailOptionstoenteremailoptionsforthereportoption.Oncetheemailoptionsaresetup,you’llbeabletosendthereportsinanemailmessagefromthiswindowbychoosingEmail.You’canalsosendthisreportinanemailfromanylistviewwherethereportoptionisdisplayed. ChooseDestinationtoselectaprintingdestination.Reportscanbeprintedtothescreen,totheprinter,toafile,ortoanycombinationoftheseoptions.IfyouselectAskEachTime,youcanselectprintingoptionseachtimeyouprintthisreportoption. Toprintthereportoptionfromthereportoptionswindow,choosePrintbeforesavingit.Ifyoudon’twanttoprinttheoptionnow,chooseSaveandclosethewindow.Thereportwindowwillberedisplayed. MicrosoftSQLServer®ReportingServicesreportsforPayablesManagement YoucanviewPayablesManagementReportingServicesreportsfromtheReportingServicesReportslist.IfyouareusingReportingServices2008,PurchasingmetricsforyourhomepagealsoappearintheReportingServicesReportslist.YoucanaccesstheReportingServicesReportslistfromthenavigationpaneorfromanareapageintheMicrosoftDynamicsGPapplicationwindow.ThisreportlistappearsifyouspecifiedthelocationofyourReportingServicesreportsusingtheReportingToolsSetupwindow.SeeyourSystemSetupGuide(Help>>Contents>>selectSettinguptheSystem)formoreinformation. ThefollowingReportingServicesreportsareavailableforPayablesManagement. AgedTrialBalance–byDocumentDate HistoricalAgedTrialBalanceAgedTrialBalanceDetailsSubreport TransactionDetailDocumentDateCashRequirementsVendorSummary ToprintaPayablesManagementReportingServicesreport: Inthenavigationpane,choosethePurchasingbutton,andthenchoosethe ReportingServicesReportslist. MarkthePayablesManagementreportthatyouwanttoprint. IntheActionsgroup,chooseViewtoopentheReportViewer. IntheReportViewer,selectthespecificationsforthereportandchooseViewReport. Afterviewingthereport,selectaformatandprintthereport. Part4:Utilitiesandroutines ThispartofthedocumentationexplainshowtomaintainPayablesManagementdata.Besuretobackupyouraccountingdatabeforeperformingproceduresthatremovehistoricaldatafromyoursystem. Thefollowingtopicsarediscussed: Chapter17,“Utilities,”explainshowtoresetbalancetotalsordeleteagroupofvendorsorhistory.Onceyoudecidehowmuchhistoricalinformationisnecessary,youcanremovetheinformationyounolongerneed. Chapter18,“Routines,”describesroutineproceduresyoushouldcompleteattheendofeitheryourcalendarorfiscalyear. Chapter17:Utilities Theremightbetimeswhenyouneedtoresetbalancetotals,ordeleteagroupofvendorsorhistory. Payablesutilitiesinformationisexplainedinthefollowingsections: Reconcilingpayablesaccounts Deletingagroupofvendorcards Modifying1099informationforarangeofvendorsandtransactions Historyremovaloverview Removingtransactionhistory Removingdistributionhistory Removingperiodhistory Removingjournalhistory RemovingIntrastathistory Removingtaxhistory Reconcilingpayablesaccounts UsetheReconcilePayablesAccountswindowtoresettheunappliedpayments,unpaidfinancecharges,andcurrentbalancetotalsintheVendorCreditSummarywindowtoreflectthepostedpaymentsandtransactions. Youmightreconcileacurrentyeartoensuretheamountsonanagedtrialbalancereportmatchtheamountsonvendorlists.Youcanreconcilethesummaryamounts,fiscal-yearamounts,orcalendar-yearamounts: Ifyoureconcilesummaryamounts,unappliedpayments,unpaidfinancecharges,currentbalancetotals,andon-orderamountsarereconciledfortheselectedrange. Ifyoureconcilefiscal-yearamounts,fiscal-yearperiodsummaryinformationisreconciledfortheyearyouenter. Ifyoureconcilecalendar-yearamounts,calendar-yearperiodsummaryinformationisreconciledfortheyearyouenter.Youcanreconcileallamounts,only1099amounts,orallamountsexcept1099amounts. Runningreconcileincertaincircumstancescanresultinyourdatabeinginaccurate.Thesesituationsinclude: Whentransactionhistoryhasbeenremovedfortheselectedyear Whenhistorywasn’tkeptfortheselectedrange Whenapaymentthatcrossedcalendaryearsandthatwasappliedtoaninvoicewitha1099amounthasbeenvoided Ifyouareusingvendorapprovalworkflow,youcanreconciletheworkflowstatusandpriorityforactiveandinactivevendorrecords.ThisoptionisavailableifWorkflowisactivatedandyouhavemarkedtheReconcileoption. Toreconcilepayablesaccounts: OpentheReconcilePayablesAccountswindow. (Purchasing>>Utilities>>Reconcile) Selectanoptionandenterarange,ormarkAll. Markwhethertoreconcilesummary,fiscal-year,calendar-yearamountsorworkflowstatus,ifyouareusingvendorapprovalworkflow.Ifthevendorhasnotransactionhistoryoropenrecords,thevendor’speriodsummaryinformationwillbezeroed. IfyoumarkFiscalYearorCalendarYear,enterayearforwhichtoreconcilethesummaryinformationagainstthedetailinformation. IfyoumarkCalendarYear,markwhethertoreconcileallamounts,only1099amounts,orallamountsexcept1099amounts. MarkPrintReporttoprintaReconcileBalancesReport,whichliststhevendorrecordsandtheunappliedpayments,unpaidfinancecharges,andcurrentbalancesthatwerereconciledduringtheprocess. MarkReconciletoreconciletheamountsforthevendorsyouselected. ToprinttheReconcileBalancesReporttoverifytheinformationbeforereconciling,markonlyPrintReport.Ifyouarereconcilingworkflowstatus,theVendorStatusReconcileErrorReportisprinted. ChooseProcesstoprinttheReconcileBalancesReport,reconcileamounts,orboth. Deletingagroupofvendorcards UsetheMassVendorDeletewindowtoremovemultiplevendorcardsinonestep.Todeleteanyvendorcard,itmustfirstmeetseveralconditions.Avendorcardcan’tbedeletedifitcontainsanyofthefollowinginformation: Acurrentbalance A1099amountforthecurrentyear(UnitedStatesonly) Unpostedandpostedtransactions AnActiveorInactivevendorstatusandtransactionsinthehistorytable Youcandeletetemporaryvendorcardseveniftheyhavehistoricaltransactions. Ifyouaren’tsurewhetheryoucandeletevendorcards,youcanfindoutwhethertheyhaveanybalancesortransactionsinhistorybyprintingaVendorMassDeleteReportorbyprintingaPayablesTransactionHistoryRemovalReportwithoutremovinghistoricalinformation.Thecardsappearasdeletedonthereportbuttheyaren’tactuallydeleteduntilyoucompletetheprocess. TodeleteavendorrecordwithaworkflowstatusofPendingApproval,youmustbethecurrentapproverofthevendorcardoryouhavepermissiontoactonthetasksofotherusersduringthevendorapprovalprocess. Ifyoufindthattransactionhistoryisbeingkeptforthevendorcardsyou’replanningtodelete,youmustremovehistorybeforedeletingthem.SeeHistoryremovaloverviewformoreinformation.Ifyoudon’twanttoremovethehistory,youcanchoosetoinactivatethevendors.SeeInactivatingavendorcardformoreinformation. Ifthevendorcardsyou’replanningtodeletehavecurrentbalancesor1099amounts,youmustwaittodeletethemuntilafteryouclosetheyear.SeeClosingacalendaryearformoreinformationaboutclosingacalendaryear. Todeleteagroupofvendorcards: OpentheMassVendorDeletewindow. (Purchasing>>Utilities>>MassVendorDelete) Selectanoptionandenterarange,ormarkAll. MarkPrintReport. YoucanprintaVendorMassDeleteReportforthevendorcardsyouchosetodeletebychoosingFile>>Printbeforedeleting.Iftherangeincludescardsyoudon’twanttodelete,redefinetherangeyoucreated. ChooseProcesstodeletetheselectedcards.Ifyouselectedtoprintthereport,theVendorMassDeleteReportisprintedaftertheprocessiscomplete. Vendorcardsintherangethatdon’tmeetthecriteriafordeletionarenotremoved. Modifying1099informationforarangeofvendorsandtransactions UsetheUpdate1099Informationwindowtochangethe1099statementboxnumberandtaxtypeforarangeofvendors,forarangeof1099 transactions,orboth.Youcanalsochangethetypefromanon-1099vendortoa1099vendorandviceversa.Ifyouchange1099transactioninformation,thatinformationisupdatedfortransactionsintheWork,Open,andHistorytables. Otherthanmovingthe1099amount,thetransactionamountsarenotchangedusingthiswindow.Tomodifytheamountona1099transaction,usetheEdit1099TransactionInformationwindowinstead. Tomodify1099informationforarangeofvendorsandtransactions: OpentheUpdate1099Informationwindow: (Purchasing>>Utilities>>Update1099Information) Selectthetypeofinformationtoupdate. Dependingonthetaxtypethatyou’rechanging,theexistinginformationforthevendorandtransactionrecordschanges: From To Changes Vendor1099type Another1099type The1099BoxNumberinformationischangedonthevendorrecord.Transactioninformationisunchanged. Transactions1099type Another1099type Transactioninformationischanged,Vendorinformationisunchanged. Vendor1099typeand1099Transactions Another1099type Vendorrecordsintherangeareupdatedwiththenewtaxtypeand1099boxnumber.Allwork,open,andhistorical1099transactionsareupdatedwiththenewtype. Nota1099Vendor 1099type Vendorrecordsareupdatedwiththenewtaxtype.Onexistinginvoices,creditmemosandreturns,thepurchaseamountminusanytradediscountamountappearsinthe1099Amountfield.Onunappliedcreditmemosorreturns,the1099typeisupdatedusingthe1099typeassignedtothevendor.Onappliedcreditmemosorreturns,the1099typeisupdatedusingthe1099typeontheinvoice. 1099type Nota1099Vendor Vendorrecordsareupdatedwiththenewtaxtype.Existingtransactionsarechangedtonon1099transactionsandthe1099amountisclearedonpayablesdebitdocuments,creditmemosandreturnsforunposted,postedandhistoricaltransactions. Enterarangeofvendors,taxtypes,ortransactionstomodifyinformationfor.Youcanentermultipleranges. ChooseFile>>Printtoviewareportthatliststhechangeswithoutchangingyourdata. ChooseProcesstomakethechanges.Whenprocessingiscomplete,theUpdate1099InformationAuditReportisprinted. Historyremovaloverview Historyrecordsprovideusefulinformationforauditpurposes.Ifyou’rekeepingoneofthetypesofhistoryavailableinPayablesManagement,youcankeeptheserecordsforanunlimitednumberofyears. Whenyouchoosetoremovehistoryrecords,thesystemremovesrecordsforonlytheyearyouspecify.Normally,historyisremovedbeforetheyear-endclosingprocess;however,atothertimesduringtheaccountingcycle,youmightfinditnecessarytoremoverangesofhistorythatarenolongeruseful. Whenyouremovehistory,anycorrespondingmulticurrencyinformationisremoved,aswell. Removingtransactionhistory UsetheRemovePayablesTransactionHistorywindowtoremovetransactionhistory.Ifyou’rekeepingtransactionhistory,detailedinformationhasbeenkeptforalltransactionsthatwerepostedandpaidduringtheyear. Ifyouremovetransactionhistory,completeinformationalsomightnotbeavailabletoprintHistoricalAgedTrialBalances,orreprintpostingjournals,orreprintedcheckremittancesandstubsinthefuture. Toremovetransactionhistory: OpentheRemovePayablesTransactionHistorywindow. (Purchasing>>Utilities>>RemoveTransactionHistory) Selectanoptionandenterarangerestriction. ChooseInsert;therangerestrictionisdisplayedintheRestrictionslist. Youcanenteronlyonerestrictionforeachrestrictiontype.Forinstance,ifyouenterarestrictionspecifyingthatonlyvouchernumbers100through300shouldberemoved,youcan’tenteranotherrestrictionforvouchernumbers500through800.Toclearmultiplerangesofhistory,youmustcleareachrangeseparately. MarktheTransactionsoption.IfyoualsomarkDistributions,anydistributionsforthetransactionhistoryrecordsyou’reremovingalsoareremoved. MarktheReportoptiontoprinttheTransactionHistoryRemovalReportafterhistoryhasbeenremoved.ChooseProcesstobeginremovinghistory. ToprinttheTransactionHistoryRemovalReportwithoutremovinghistory,unmarkbothTransactionsandDistributionsandchooseProcess. Removingdistributionhistory UsetheRemovePayablesDistributionHistorywindowtoremovedistributionhistory.Ifyou’rekeepingdistributionhistory,adetailedrecordhasbeenkeptofhowPayablesManagementtransactionshaveaffectedthebalancesofpostingaccounts. Ifyouremovedistributionhistory,youmightnothavealltheinformationneededtoreprintpostingjournalsinthefuture. Toremovedistributionhistory: OpentheRemovePayablesDistributionHistorywindow. (Purchasing>>Utilities>>RemoveDistributions) Selectanoptionandenterarange. ChooseInsert;therangerestrictionisdisplayedintheRestrictionslist. Youcanenteronlyonerestrictionforeachrestrictiontype.Forinstance,ifyouenterarestrictionspecifyingthatonlyvouchernumbers100through300shouldberemoved,youcan’tenteranotherrestrictionforvouchernumbers500through800.Toclearmultiplerangesofhistory,youmustcleareachrangeseparately. MarkRemovewhenyou’rereadytoremovehistory. MarkReporttoprinttheDistributionRemovalReportafterhistoryisremoved. ChooseProcesstobeginremovinghistory. ToprinttheDistributionRemovalReportwithoutremovinghistory,unmarkRemoveandchooseProcess. Oncehistoryhasbeenremoved,can’tprinttheDistributionHistoryReportsfortherangesofinformationyouremoved. Removingperiodhistory UsetheRemovePayablesCalendar/FiscalHistorywindowtoremovehistoryforacalendaryearorfiscalyear.Ifyou’rekeepingcalendar-yearhistory,vendorinformationhasbeenrecordedinamonth-by-monthformat.Ifyou’rekeepingfiscalyearhistory,thesameinformationhasbeenrecordedaccordingtothefiscalperiodformatyouspecifiedintheFiscalPeriodsSetupwindow. Toremoveperiodhistory: OpentheRemovePayablesCalendar/FiscalHistorywindow. (Purchasing>>Utilities>>RemovePeriodHistory) Markthetypeofhistorytoremove. Selectanoptionandenterarangerestriction. ChooseInsert;therangerestrictionisdisplayedintheRestrictionslist. Youcanenteronlyonerestrictionforeachrestrictiontype.Forinstance,ifyouenterarestrictionspecifyingthatonlyvendorIDs100through300shouldberemoved,youcan’tenteranotherrestrictionforvendorIDs500through800.Toclearmultiplerangesofhistory,youmustcleareachrangeseparately. MarkRemoveHistorywhenyou’rereadytoremovehistory. MarkPrintReporttoprintthehistoryremovalreportafterhistoryisremoved.Toprinthistoryremovalreportswithoutremovinghistory,unmarkRemoveHistoryandchooseProcess.ChooseProcesstobeginremovinghistory. Oncehistoryhasbeenremoved,youcan’tprintthehistoryremovalreportsfortherangesofinformationyouremoved. Removingjournalhistory UsetheRemovePayablesJournalHistorywindowtoremovejournalhistory.Ifyou’rekeepingjournalhistory,youcanreprintpostingjournalsforPayablesManagementtransactions. Postingjournalsarevaluableaudittrailtoolsthatincludetheaudittrailcodesassignedtotransactionsduringthepostingprocess.Usingpostingjournals,youcantraceanytransactiontothepointitwasenteredinMicrosoftDynamicsGP.Ifthatinformationisnolongerusefulfortransactionsthathavebeenmovedtothehistorytables,youcanremovethatinformation. Toremovejournalhistory: OpentheRemovePayablesJournalHistorywindow. (Purchasing>>Utilities>>RemoveJournalHistory) Selectanoptionandenterarangerestriction. ChooseInsert;therangerestrictionisdisplayedintheRestrictionslist. Youcanenteronlyonerestrictionforeachrestrictiontype.Forinstance,ifyouenterarestrictionspecifyingthatonlybatchIDs100through300shouldberemoved,youcan’tenteranotherrestrictionforbatchIDs500through800.Toclearmultiplerangesofhistory,youmustcleareachrangeseparately. MarkRemoveHistorywhenyou’rereadytoremovehistory. MarkPrintReporttoprintthejournalhistoryreportsafterhistoryisremoved.Toprintjournalhistoryreportswithoutremovinghistory,unmarkRemoveHistoryandchooseProcess.ChooseProcesstobeginremovinghistory. Oncehistoryhasbeenremoved,youcan’treprintpostingjournalsfortherangesofinformationyouremoved. RemovingIntrastathistory UsetheRemoveIntrastatHistorywindowtoremoveIntrastathistoryrecordsthatarenolongernecessary.OnlytheIntrastatrecordsfortherangeyouspecifyareremoved.Oncehistoryhasbeenremoved,youcan’tprinttheIntrastatremovalreportsfortherangesofinformationyouremoved. ToremoveIntrastathistory: OpentheRemoveIntrastatHistorywindow. (Administration>>Utilities>>Company>>RemoveIntrastatHistory) Selectanoptionandenterarange. ChooseInserttodisplaytherangeintheRestrictionslist. Youcanenterandinsertadditionalranges.However,youcanenteronlyonerangeforeachrangetype.Forexample,ifyouenterarestrictionspecifyingthathistoryshouldbedeletedforcustomerIDsCOMPUTER0003throughGRAHAMAR0001,youcan’tenteranotherrestrictionforcustomerIDsCONTINEN0001throughEXECUTIV0001. MarkTransactionstoremovetherangeofinformationyouspecified. MarkPrintReporttoprinttheIntrastatremovalreportsfortherangeofinformationyouspecified.PrintthesereportstoretainapermanentrecordofpastIntrastatrecordsafteryouclearhistory. ToprinttheIntrastatremovalreportswithoutremovinghistory,markonlyPrintReportandchooseProcess. ChooseProcesstoremovehistory. Removingtaxhistory UsetheTaxHistoryRemovalwindowtoremovetaxdetailtransactions.Onlythetaxhistoryfortherangeyouspecifywillberemoved.Oncetaxhistoryhasbeenremoved,thetaxdetailsintherangeyou’veremovedwon’tbeprintedontaxreports. Toremovetaxhistory: OpentheTaxHistoryRemovalwindow. (Administration>>Utilities>>Company>>RemoveTaxHistory) SelectwhetheryouwanttoremovetaxdetailtransactionsandprinttheTaxHistoryRemovalReport,removethetaxdetailtransactions,orprinttheTaxHistoryRemovalReport. Enterorselectarangeoftaxhistorytoremoveorprintareportof. ChooseInserttoinserttherange. ChooseProcesstoremovetaxhistory.IfPrintTaxHistoryRemovalReportwasmarked,theTaxHistoryRemovalReportwillprint. Chapter18:Routines Theroutineproceduresincludethoseyoushouldcompleteattheendofeitheryourcalendarorfiscalyear. Routineprocedureinformationincludesthefollowingsections: Printing1096or1099statements Year-endclosingoverview Usingyear-endprocedureschecklists PrintingaVATreturn Closingacalendaryear Closingafiscalyear Printing1096or1099statements UsethePrint1099windowtoprint1096or1099statementsforvendorsatanytimeandforayearotherthanthecurrentyear,aslongasyouhavehistoricalinformationforthatyear. Ifyouareusingvendorapprovalworkflow,vendorsmusthavetheworkflowstatusofApprovedorNoApprovalNeededbeforeyoucanprint1099statementsforthem. Collectingandtracking1099information Toprinta1099statementforavendor,youmustusetheVendorMaintenanceOptionswindowtodesignatetheappropriate1099formtype(taxtype).Ifyoufindduringayearthatyouneedtoprinta1099statementforavendorthat’snotdesignatedasa1099vendor,youstillcandoso.UsetheVendorMaintenanceOptionswindowtospecifythe1099taxtype,thenusethe1099Detailswindowtoentertheamountsthatshouldprintonthestatement. Windowsthatdisplay1099information Becauseyoucanprint1099statementsatanytime,it’ssometimeshelpfultobeabletovieworchangethe1099amountsthataretrackedforavendor.Thisinformationisavailableinanumberofwindows. Windowname Howtoopen Whatyoucandointhewindow VendorPeriodSummary Purchasing>>Cards>>Summary>>selectavendor>>Periodbutton Enterperiodhistoryforavendor.Youalsocanvieworchangeinformationforspecificmonthsorfiscalperiodsfortheselectedvendorrecord. VendorYearlySummary Purchasing>>Cards>>Summary>>selectavendor>>Yearlybutton Viewormodifyavendor’syearlyactivity. 1099Details Purchasing>>Cards>>1099Details Vieworchange1099transactionamountsforaperiodorcalendaryear. Update1099Information Purchasing>>Utilities>>Update1099Information Vieworchange1099form(taxtype)orboxnumbersforarangeofvendors,1099transactionsorboth. Payables1099Entry Purchasing>>Transactions>>TransactionEntry Vieworselectataxtypeand1099boxnumberforthespecifiedtransaction. Payables1099Inquiry Purchasing>>Inquiry>>TransactionbyVendor>>DocumentNumberlink>>1099Amountexpansionbutton Viewthetaxtypeand1099boxnumberforpayablesdocumentsthatcontaina1099amount. Thiswindowalsocanbeopenedusingexpansionbuttonsonthe1099AmountfieldsinthePeriodSummarywindowandtheVendorYearlySummarywindowbyclickingtheexpansionbuttonforthe1099Amountexpansionbuttonineitherwindow. 1099statementboxreference Thefollowingtablelistsselectedfieldswheretheinformationthatprintsin1099statementboxesappearsinMicrosoftDynamicsGP. 1099fields MicrosoftDynamicsGPwindow Payer’sname,streetaddress,city,state,andZIPcode TakenfromtheCompany,Address,City,State,andZipCodefieldsinthePrint1099window. Payer’sFederalIdentificationNumber TakenfromthePayer’sFederalIDNumberfieldinthePrint1099window. Recipient’sname,address,andZipcode TakenfromthePrimaryAddressfieldsintheVendorMaintenancewindow. Recipient’sidentificationnumber TakenfromtheTaxIDfieldintheVendorMaintenanceOptionswindow. Accountnumber Thisfieldisoptional.Manuallyentertheaccountnumber. 1099boxesthatlistamounts AmountsaretakenfromtheAmountfieldsinthe1099Detailswindow. Toprintthe1099EditListtoreviewtheinformationthatappearsonthe1099statements,clicktheprintericonbuttonintheupper-rightcornerofthewindow.Thislistdisplayseachvendor’snameandtheamountreportedforthatvendor.Youmightwanttoprintthislistbeforeandafterprintingthe1099statements. Youcanusethefirstreportforeditingandkeepthesecondaspartofyourcompany’spermanentrecords.ChooseFile>>PrintwhilethePrint1099windowisdisplayedtoprintthiseditlist. Toprint1096or1099statements: OpenthePrint1099window. (Purchasing>>Routines>>Print1099) Enterthepayer’sinformation,includingtheaddressIDandthepayer’sFederalIDnumber,whichisyourcompany’staxregistrationnumber. Entertheyeartoprintthestatementsfor.Thecalendar-yearsummaryamountsfortheyearyouenterwillbetotaledfortheselectedvendors.Theamountsaredisplayedinthe1099Detailswindow. Inthe1099Typefield,selectMiscellaneous,Dividend,orInterestasthe1099type.Ifyouneedmoreinformationaboutthetypeofdocumenttoprint,refertotheinstructionsprovidedbytheUSInternalRevenueService. Selectoneofthefollowingformtypes: SelectContinuousifyou’reprintingtheformsonadot-matrixprinterusingcontinuous(attached)forms. SelectSingleFeedifyou’reprintingtheformsonalaserprinter(orsimilarprinter)andyouuseformsprintedonseparatepiecesofpaper. SelectarangetypefromtheVendorslist.Markwhethertoprintastatementforallvendorsofthe1099typechosen,orforaselectedrangeofvendors. Ifyouoptedtoprintstatementsforaselectedrangeofvendors,entertherangerestriction. Selectprintingoptions. Toprintanalignmentformbeforeprintingtheforms,markAlignmentForm.Thealignmentformensurestheamountsareprintedintheirproperplacesontheforms.Forinformationaboutadjustingthealignmentofforms,refertoyourReportWriterdocumentation. Toprinttheforms,mark1099Formor1096Form. Selecttheordertoprinttheformsin,whetherbyVendorID,VendorName,VendorClass,orType. Toprintthe1099EditList,chooseFile>>Print. Whenyou’rereadytoprinttheforms,mark1099Formor1096FormandchoosePrint. Year-endclosingoverview TherearetwoclosingproceduresforPayablesManagement—fiscalyearandcalendaryear.Closingthecalendaryeartransfersthecurrent-year1099amountstolastyear’sbalanceforallvendors.Closingthefiscalyeartransfersallcurrent-yearbalances,except1099amounts,tolastyear’sbalances. Theyear-endclosingproceduresmovetheamountsfromtheYeartoDatecolumntotheLastYearcolumnintheVendorYearlySummarywindow.TheamountsintheYeartoDatecolumnareupdatedwhenapayablestransactionisposted,regardlessofthepostingdateortransactiondate.Theseamountswillbeincorrectiftransactionsfortheclosedyeararepostedaftertheyearhasbeenclosed,oriftransactionsforthenewyeararepostedbeforethepreviousyearhasbeenclosed.Thisalsoaffectstheamountshownonthe1099statementsforvendors. YoucancloseboththecalendarandfiscalyearsatthesametimeifyourfiscalyearendsonDecember31. Note Werecommendthatyoupostalltransactionsforthecalendaryearbeforeclosingtheyear.Toenterfuture-periodtransactionsbeforeclosingtheyear,createabatchwithnewtransactionsbutdon’tpostituntilaftertheyearhasbeenclosed. Beforeyouclosetheyear,makeabackupofallcompanydata.Aslongasyouhaveacurrentbackup,youcanrestoreinformation,ifnecessary. Calendaryear-endclosingprocedures Besuretocompletethefollowingproceduresinthisordertocloseyourcompany’scalendaryear: PostalltransactionsforthecalendaryearBeforeclosingtheyear,postalltransactionsforthecalendaryear.Toenterfutureperiodtransactionsbeforeclosingtheyear,createabatchwithnewtransactions,butdon’tpostituntilafterthepreviousyearhasbeenclosed. MakeabackupMakeabackupofalldataforyourcompany’spermanentrecords.Thisgivesyouarecordofthecompany’sfinancialpositionattheendoftheyearandyoucanrestoreitlater,ifnecessary. MakeabackupMakeasecondbackupofalldataforyourcompany’spermanentrecords. ClosethecalendaryearUsethePayablesYear-EndClosingwindowtoclosethecalendaryearor,ifyourcalendarandfiscalyearscoincide,bothyears.SeeClosingacalendaryearformoreinformation. ClosethesalestaxperiodsfortheyearUsetheTaxYear-EndClosingwindowtoclosethesalestaxperiodsandprinttheTaxYear-EndClosingReport.Youshouldcompletethisprocedureonlyafteryoucompletetheyear-endclosingproceduresforallsalesandpurchasingmodules. MakeafinalbackupMakeafinalbackupofalldataforyourcompany’spermanentrecords. Fiscalyear-endclosingprocedures Besuretocompletethefollowingproceduresinthisordertocloseyourcompany’sfiscalyear: PostalltransactionsforthecurrentfiscalyearBeforeclosingtheyear,postalltransactionsforthefiscalyear.Toenterfutureperiodtransactionsbeforeclosingtheyear,createabatchwithnewtransactions,butdon’tpostituntilafterthepreviousyearhasbeenclosed. MakeabackupMakeabackupofalldataforyourcompany’spermanentrecords.Thisgivesyouarecordofthecompany’sfinancialpositionattheendoftheyearandyoucanrestoreitlater,ifnecessary. ClosethefiscalyearUsethePayablesYear-EndClosingwindowtoclosethefiscalyearor,ifyourcalendarandfiscalyearscoincide,bothyears.Formoreinformation,Closingafiscalyear. Closeallfiscalperiods(optional)UsetheFiscalPeriodsSetupwindowtocloseanyfiscalperiodsthatarestillopenfortheyear.Thiskeepstransactionsfromaccidentallybeingpostedtothewrongperiodoryear.Besureyoupostedalltransactionsfortheperiodandyearforallmodulesbeforeclosingfiscalperiods.Ifyoulaterneedtoposttransactionstoafiscalperiodyoualreadyclosed,youmustreopentheperiodusingtheFiscalPeriodsSetupwindowbeforeyoucanpostthetransaction. ClosethesalestaxperiodsfortheyearUsetheTaxYear-EndClosingwindowtoclosethesalestaxperiodsandprinttheTaxYear-EndClosingReport.Youshouldcompletethisprocedureonlyafteryoucompletetheyear-endclosingproceduresforallsalesandpurchasingmodules. MakeafinalbackupMakeafinalbackupofalldataforyourcompany’spermanentrecords. Usingyear-endprocedureschecklists UsethePurchasingChecklistswindowtoguideyouthroughthetasksyouneedtocompletetoclosetheyear. Touseyear-endprocedureschecklists: OpenthePurchasingChecklistswindow. (Purchasing>>Routines>>Checklists) Selectafrequency. ChooseCalendarYearifyou’reclosingthecalendaryear. ChooseFiscalYearifyou’reclosingthefiscalyear. SelectthefirsttaskinthelistandchooseOpentoopentheappropriatewindow. CompletealltheroutinesinthePurchasingChecklistswindowandclosethewindow. PrintingaVATreturn UsetheVATReturnwindowtoprintVATreports,whichyoumightneedtosubmittothegovernment.YoucanprintsummaryanddetailedVATinformationforaspecifiedperiod. YoualsocansaveVATreportIDsandreprintreportsatalatertime. ToprintaVATreturn: OpentheVATReturnwindow. (Administration>>Routines>>Company>>VATReturn) EnterorselectaVATreportIDanddescription. Enterstartingandendingdatesforthereport.EachVATReportIDyoucreatemusthaveauniquestartingdate. ChooseCalculatetodisplayVATReturninformationinthewindow. ChooseSave.YoumustcalculateVATinformationbeforeyoucansavetheReportID,andsavetheReportIDbeforeyoucanprintthereport. Toprintthereport,choosePrint.TheVATReturnPrintOptionswindowopens. Markthereportstoprint. ChoosePrinttoprintthereports. Closingacalendaryear UsethePayablesYear-EndClosingwindowtocloseacalendaryear.Beforeclosingthecalendaryear,youshouldprintanAgedTrialBalanceWithOptionsReporttoshowthestatusofeachvendoraccount.Ifyou’reclosingthefiscalyearalongwiththecalendaryear,youalsoshouldprinttheVendorPeriodAnalysisandVendorYear-to-DateSummaryreportsforyourpermanentrecordsbecausetheseamountsaretransferredtolastyearduringtheyear-endclosingprocess. Beforeyouclosetheyear,makeabackupofallcompanydata.Aslongasyouhaveacurrentbackup,youcanrestoreinformation,ifnecessary. Tocloseacalendaryear: OpenthePayablesYear-EndClosingwindow. (Purchasing>>Routines>>Year-EndClose) Marktheyeartoclose.Ifthecalendaryearcoincideswithyourfiscalyear,markAll.Iftheydon’tcoincide,closethefiscalyearseparately.SeeClosingafiscalyearformoreinformationaboutclosingafiscalyear. MarkPrintReporttoprinttheYear-EndClosingReportaftertheclosingprocessiscomplete.Thisreportliststheamountstransferredtolastyearforeachvendor.TheYear-EndClosingReportispartoftheaudittrailandshouldbesavedwithyourcompany’spermanentrecords. ChooseCloseYeartobegintheclosingprocess.TheYear-EndClosingReportisprintedaftertheyearhasbeenclosed,ifyouselectedtoprintthereport. Closingafiscalyear UsethePayablesYear-EndClosingwindowtocloseafiscalyear.Closingthefiscalyeartransfersallamountsotherthan1099amountstolastyear.Youshouldcompletethisprocedurebeforeyoubeginenteringtransactionsforanewfiscalyear.ThestartingandendingdatesofafiscalyearareenteredintheFiscalPeriodsSetupwindow(Administration>>Setup>>Company>>FiscalPeriods). Beforeclosingafiscalyear,printanAgedTrialBalanceWithOptionsReporttoshowthestatusofeachvendoraccount.Keepthisreportwithyourpermanentrecordsaspartoftheaudittrail.Ifyou’reclosingthefiscalyearalongwiththecalendaryear,werecommendyouprinttheVendorPeriodAnalysisandVendorYear-to-DateSummaryreportsforyourpermanentrecordsbecausetheseamountsaretransferredtolastyearduringtheyear-endclosingprocess. Werecommendthatyoupostalltransactionsforthefiscalyearbeforeclosingtheyear.Toenterfuture-periodtransactionsbeforeclosingtheyear,createabatchwithnewtransactionsbutdon’tpostthebatchuntilaftertheyearhasbeenclosed. Beforeyouclosetheyear,makeabackupofallcompanydata.Aslongasyouhaveacurrentbackup,youcanrestoreinformation,ifnecessary. Tocloseafiscalyear: OpenthePayablesYear-EndClosingwindow. (Purchasing>>Routines>>Year-EndClose) MarkFiscaltoclosethefiscalyear.Ifyourcalendarandfiscalyearscoincide,youcanclosethematthesametimebymarkingAll. MarkPrintReporttoprinttheYear-EndClosingReportaftertheclosingprocessiscomplete.Thisreportliststheamountstransferredtohistoryforeachvendor.TheYear-EndClosingReportispartoftheaudittrailandshouldbesavedwithyourcompany’spermanentrecords. ChooseCloseYeartobegintheclosingprocess.TheYear-EndClosingReportisprintedaftertheyearhasbeenclosed,ifyouselectedtoprintthereport. YoucanclosethefiscalperiodsfortheyearusingtheFiscalPeriodsSetupwindow.Thispreventstransactionsfrombeingpostedtotheclosedyear.SeetheSystemSetupdocumentationformoreinformation. Part5:ElectronicBanking YoucanuseElectronicBankingtocompleteelectronicbankingactivities. ElectronicBankingincludeselectronicfundstransfer(EFT)paymentsforPayablesManagementandReceivablesManagement,bothinsideandoutsideNorthAmerica,aswellasElectronicReconcileandSafePay,forcustomersthatuseEFTtransactionsinNorthAmerica. YoualsocanuseElectronicBankingtocompletethefollowingtasks: • PayvendorsbyEFTpaymentsforbanksinNorthAmericaandEurope • DebitcustomeraccountsusingEFTtransactionsforbanksinNorthAmericaandEurope • Printnon-negotiablecheckadvicesandremittancesforEFTtransactionstovendors • ReconcilebankstatementsusingElectronicReconcile • ConfirmtheauthenticityofacheckusingSafePay IfyouuseMulticurrencyManagement,youcanviewfunctionalandoriginatinginformation. EFTcheckbooksetup Processingtransactionselectronicallyrequiressomeadditionalsetupsteps.Thispartofthedocumentationdescribestheprocessofsettingupcheckbookstouseinprocessingpayablesorreceivablestransactions. EFTcheckbooksetupoverview Transferringfundselectronicallycanmakeiteasiertopayvendors,processpaymentsfromcustomers,andsendrefundstocustomers.Thisprocessincludesthefollowingtasks. • EnableEFTpaymentsusingtheCompanySetupOptionswindowifyou’reusingDirectDebitsandRefundsorifyou’recompletingEFTtransactionsinEurope. • SetuponeormorecheckbooksforEFTtransactions.SetupabasiccheckbookrecordusingtheCheckbookMaintenancewindow,thenspecifyacheckbooktouseforEFTtransactionsusingtheCheckbookEFTMaintenancewindow. • WhenyousetupanEFTcheckbook,you’llalsoselectthecountry/regionthatholdstheaccountforthecheckbookthatcheckbookandenteradditionalinformationrequiredbythebankusingtheCheckbookEFTBankMaintenancewindow. EnablingEuropeanEFTandDirectDebitsandRefunds UsetheCompanySetupOptionswindowtoenableEFTpaymentstoEuropeanvendorsusingEuropeanbanksandtoprocessEFTrefundsusingDirectDebitsandRefunds.Thisprocedureisn’tnecessaryifyoudon’tneedtopayvendorsorprocessrefundsforcustomersoutsideNorthAmerica. DirectDebitsandRefundsisallowedonlyforcustomerswhooperateonanopenitembasis. ToenableEuropeanEFTandDirectDebitsandRefunds: OpentheCompanySetupOptionswindow. (MicrosoftDynamicsGPmenu>>Tools>>Setup>>Company>>Company>>Optionsbutton) MarktheEnableDDRandEuropeanElectronicFundsTransferoption. ChooseOKtosavethechangesandclosethewindow. Settingupacash-in-transitaccountforanexistingcheckbook IfyouhaveenabledEuropeanEFTandDirectDebitsandRefunds,usetheCheckbookMaintenancewindowtoassignacash-in-transitaccountforanexistingcheckbook.Acash-in-transitaccountisatemporaryholdingaccountusedtorecordthecashuntilthefundsaretransferredelectronically.ThisaccountwillbeusedinsteadofthecashaccountwhenEFTpaymentsarerecordedinPayablesManagement. Ifyoudon’tuseacash-in-transitaccount,enterthecashaccount.Youwon’tbeabletosendtransactionstobanksinEuropeifyouattempttoenterEFTpaymentswithoutsettingupacash-in-transitaccountforthecheckbook. Tosetupacash-in-transitaccountforanexistingcheckbook: OpentheCheckbookMaintenancewindow.(Cards>>Financial>>Checkbook) EnterorselectacheckbookID. AssignaCashinTransitaccounttothecheckbook.Acash-in-transitaccountisatemporaryholdingaccountusedtorecordthecashuntilthefundsaretransferredelectronically.Ifyoudon’tuseacash-in-transitaccount,enterthecashaccount. TheCashInTransitAccountfieldisdisplayediftheEnableDDRandEuropean ElectronicFundsTransferoptionismarkedintheCompanySetupOptionswindow(MicrosoftDynamicsGPmenu>>Tools>>Setup>>Company>>Company>>Optionsbutton). ToprintaCheckbookList,chooseFile>>Print. ChooseSavetosavethecheckbook. SettingupbankinformationforEFTtransactions UsetheEFTCheckbookBankMaintenancewindowtoenterbankinformationforbothpayablesandreceivablesEFTtransactions,bothwithinandoutsideNorthAmerica.Ifyouhaven’tsetupanycheckbooksyet,usetheCheckbookMaintenancewindowtodosobeforecompletingthisprocedure. TosetupbankinformationforEFTtransactions: OpentheCheckbookEFTBankMaintenancewindow.(Cards>>Financial>>Checkbook>>EFTBank) Selectthecountry/regionofthebankthatholdstheaccountfortheselectedcheckbook. Enterthebankaccountnumberforthecheckbook.Thenumberyouentershouldbethecheckbookaccountnumberatthebankthatholdstheaccount. Enteradditionalbankinformation.Therequiredfieldsdependonthecountry/regionselected. Therequiredinformationtypicallyisprovidedbythebank. Ifyouneedtospecifyacountryorcurrencycode,usethetwo-characterISOcountrycodeandthree-characteralphabeticISOcurrencycodeformats. BeawarethatMicrosoftDynamicsGPdoesnotverifytheISOcodesyouenter,andyourbankwillrejectafileformatthathasanincorrectcode. ChoosethePayablesOptionsbuttontoopentheCheckbookEFTPayablesOptionswindow,whereyoucanspecifyEFToutputfilelocations,fileformats,andoptionsforpaymentnumbers.SeeEnteringpayablesEFToptionsonpage17formoreinformation. ChoosetheReceivablesOptionsbuttontoopentheCheckbookEFTReceivablesOptionswindow,whereyoucanspecifyEFToutputfilelocations,fileformats,andpaymentnumbers.SeeEnteringreceivablesEFToptionsonpage23formoreinformation. ChooseOKtosaveyourchanges. CheckbooksetupforDirectDebitsandRefunds Ifyou’reusingDirectDebitsandRefunds,besuretosetupthecompanycheckbookfordirectdebitsandrefundsbychoosingCards>>Financial>>Checkbook.Alltherefundswillbedebitedfromthischeckbook.Youcancollectfundsonlyifthecountryformatforthecompanycheckbookandthedebtor’sbankaccountissame. EFTfileformatsetup ThispartofthedocumentationdescribeshowtosetupEFTfileformatsusedtogenerateEFTfilesforEFTtransactions.YoualsocansetupEFTfileformatsforIATtransactions.AnIATtransactionisanACHtransactionwhosefundingistransmittedtoorreceivedfromafinancialagencylocatedoutsidetheterritorialjurisdictionoftheUnitedStateandisprocessedthroughtheU.S.ACHNetwork. EFTFilereference UsethefollowinginformationasareferencewhensettingupEFTfileformatsandforhelpinunderstandingthewayinformationinEFTfilesisorganized. EFTfilesaretextfilesthatcontainrecordlines.Eachrecordlineisaspecificrecordtype.Arecordtypecodeindicateseachline’srecordtype. Recordtypecodes Inthefileyouuploadtoyourbank,eachlineisaseparaterecord.WhenyouworkwithabanktomakeEFTpayments,thebankprovidesafileformatspecificationthatindicateswhichtypeofrecordeachlineis.Notallbankformatsincludeallrecordtypes.TheEFTFileFormatMaintenancewindowsupportsthefollowingrecordtypes. Somebanksmightusedifferentnamesforthisinformation.Tolearnwhichrecordtypetouseforyourbank,comparethefollowingrecorddescriptionstothespecificationyourbankprovides. Recordtypesforflatfiles Flatfilescanincludethefollowingrecordtypecodes. Headerlabels Theheaderlabelidentifiesthedatafileandisusedtoverifythatthefileisvalid. Fileheader Thefileheaderdesignatesthephysicalfilecharacteristicsandidentifiestheoriginanddestinationoftheentries. Batchheader Thebatchheaderidentifiestheoriginatorandbrieflydescribesthepurposeoftheentry.Theinformationcontainedinthebatchheaderrecordappliesuniformlytoallsubsequentdetailrecordsinthebatch. Detaillines Detaillinescontainthatinformationsufficienttorelatetheentrytothereceiver,suchasthevendor’sbankinformationandpaymentamount. Addendalines Addendalinesareusedbytheoriginatortosupplyadditionalinformationaboutthedetaillinesthataresentelectronically.Informationinaddendalinescanbeusedonlyforthepurposeoftransmittingpaymentinformation. Settlementlines Settlementlinescontaininformationthat’susedtobalancethedetailline(ifgeneratinganauto-settlementforeachdetail)orinformationsufficienttobalancethesumofalldetaillines(ifgeneratinganauto-settlementforthesumofalldetaillines). Batchcontrol Thebatchcontrolcontainsthecounts,hashtotals,andtotaldollarcontrolsfortheprecedingdetailentrieswiththeindicatedbatch. Filecontrol Thefilecontrolcontainsdollar,entry,andhashtotalaccumulationsfromthebatchcontrolrecordsinthefile.Thisrecordincludesthenumberofblocksandthenumberofbatcheswithinthefile. Trailerlabel Thetrailerlabelidentifiesthedatafileandisusedtoverifythatthefileisvalid. IATbatchheader Thebatchheaderidentifiestheoriginatorandbrieflydescribesthepurposeoftheentry.Theinformationcontainedinthebatchheaderrecordappliestoallsubsequentdetailrecordsinthebatch. IATdetaillines Detaillinescontaininformationthatrelatetheentrytothereceiver,suchasthevendor’sbankinformationandpaymentamount. IATaddendalines Addendalinesareusedbytheoriginatortosupplyadditionalinformationaboutthedetaillinesthataresentelectronically.Informationinaddendalinesshouldbeusedonlyforthepurposeoftransmittingpaymentinformation. RBCIATaddressrecordsRBCIATaddressrecordsareaddendalinesusedbytheRoyalBankofCanada.Theselinesareusedbytheoriginatortosupplyadditionalinformationaboutthedetaillinesthataresentelectronically. RecordtypesforXMLfiles XMLfilescanincludethefollowingrecordtypecodes. Headerlabel TheheaderlabeldefinesXMLfileparametersusedforfileprocessing. Groupheader Thegroupheaderisrequired.Itincludesthegroupidentification,andthecreationdateandtime. Paymentinformation Paymentinformationisrequiredandcontainsinformationrelatedtothedebitentriesofpaymenttransactions.Thisinformationincludesyourcompany’sname,bankinformationandthepaymentmethod. Paymenttransaction Paymenttransactioninformationisrequiredandcontainsinformationrelatedtothecreditsideofpaymenttransactions.Thisincludesthevendor,vendor’sbankinformationandreferencesforthetransaction. Remittanceinformation Optionalremittanceinformationcanberepeatedinthefile.Thisincludestheinvoicesthatarebeingpaid.Thisinformationcanbestructuredorunstructured. Fieldsperline YoucansetupmappingspecificationsforEFTbankrecordtypes.Theformattingrequiredforeachfieldisbasedonhowthefieldismapped.Useoneofthefollowingmappingstodefineeachfieldofyourbankformat.ThisinformationappliestobothflatfilesandXMLfiles. Constant Theconstantisanyvaluerequiredbyyourbankthat’sthesameforeveryfilecreated. Datafield Thisfieldincludesmap-to-fieldsinformationthathasbeensetuporenteredonpaymenttransactions.IntheEFTFileFormatMaintenancewindow,choosetheShowDetailsbuttoninthescrollingwindow.Youcanthenchoosefromalistoftablesthatcontainbank,checkbook,vendor,andpaymentinformation.Afterselectingthetable,youcanchoosefromthelistoffieldswithinthattable. Systemdate Thisfielddisplaysthesystemdatewhenthefilewascreated. Systemtime Thisfielddisplaysthesystemtimewhenthefilewascreated. Transmissiondate ThisfielddisplaysthedateenteredintheTransmissionDatefieldintheGenerateEFTFileswindow. Calculation Youcanuseanyofthefollowingcalculations.Thecalculationsoftenarelocatedinthebatchfootersorfilefootersofflatfiles Formatoptionsareavailablewhenthefileformatismappedtodataortocalculationsthatarerelatedtomoneyanddates. Calculation Description Addendarecordindicator 0or1dependingonwhethertheaddendarecordtypeisdefinedfortheformat. Batchcount Thenumberofbatchesinthefile. Blockcount Thenumberofphysicalblocksinthefile,includingthefileheaderandthefilecontrolrecords.Ablockcontains940characters. Hashtotal Eachdetailrecordishashedtoprovideacheckagainstinadvertentalterationofdatacontents. Detailcount Totalnumberofdetaillinesinthefile. Addendacount Totalnumberofaddendalinesforeachdetailline. LineCount Totalnumberoflinesinthefile. Totalcreditamount Totalamountofallcreditlinesinthefile. Totaldebitamount Totalamountofalldebitlinesinthefile. US-NACHAtracenumber Uniquelyidentifieseachentrywiththebatch. Totalnumberofcredits Totalnumberofcreditsinthefile. Totalnumberofdebits Totalnumberofdebitsinthefile. Fieldformatsfordates Whenyoumaptoadatefieldyou’reaskedtochooseadateformat.Thefollowingfieldformatsforthedatefieldtypecanbeused.Inthefollowinglist,Yrepresentstheyear,Mrepresentsthemonth,Drepresentsthedayofthemonth,daynumberrepresentstheJuliandate,andISOdatetimefollowsISOdatetimeformattingrequirements. • YYMM • YYMMDD • YYYYMMDD• MMYY • MMDDYYYY• DDMMYY • DDMMYYYY • Daynumber • YY+Daynumber • YYYY+Daynumber • ISOdatetime Fieldformatsforamounts Whenyoumaptoanamountfield,youhavetheoptionofremovingthedecimalplaceindicator.Twodecimalplacesareprovidedforamountfieldsbydefault.Ifyouchoosetoremovethedecimalplaceindicator,youmustspecifythenumberofplacesafterthedecimal. Thefollowingtableillustratesthechangeinamountswhentheformatischangedtoremovethetwodefaultdecimalplaces. Decimalplaceformatting Result Unformattedamount 123.45 Removedecimalplaces Yes Decimalplaces 2 Formattedamount 12345 SettingupanEFTfileformat OpentheEFTFileFormatMaintenancewindow(Cards>>Financial>>EFTFileFormat) EnterorselectaformatIDanddescription. Selectaseries. Selectaformattype.Thenumberoffields,fieldlengths,startingandendingpositions,andotherinformationisdisplayedfortheselectedformattype. Selecttoautomaticallygenerateasettlementforeachtransaction,ifneeded. ChooseImport/Exporttoimportorexportafileformattouseinanothercompany. ChooseSavetosaveyourchanges. OPTIONAL: Ifyouwant,insertthisadditionalinformationin-betweentheexistingsteps5and6toaddsomeinfoaboutsomeoftheothernewerfieldsintheabovewindow. A.SelecttoincludetheDetaillineforAddendainformation.Withthismarked,asmanyaddendalineswillprintforeachinvoicethatmakesupthepayment.MapthefieldsfortheAddendaLinetypeasneeded. B.MarkUsePadBlockstoaddpaddedlinestotheendoftheEFTfileasspecifiedbythebank. PadCharacter–Enterthecharacterorfillertopadthelinewith. NumberofPadChars–Enterhowmanycharactersacrossthelineshouldbe. PadlinesinMultipleof-Entertheblockcountorblockingfactorasspecifiedbythebank. C.MarkthecheckboxforDelimitFieldsandselectfromComma,Tab,Space,orOthercharacterasspecifiedbythebank.FortheTextQualifier,‘None’willdefault,orselectfromasingleapostropheoradoubleapostrophetosignifytext.ExpandthelinesintheEFTfile,andmarkthecheckboxforTextQualifierforeachfieldthatshouldbeprintedwiththeTextQualifieraroundit. ImportingorexportinganEFTfileformat UsetheEFTFileFormatImport/Exportwindowtotransferfileformatselectronically.ThisisusefulwhensettingupEFTinformationformultiplecompanies—ifthesamebankisused.YoucancreateEFTfileformatsinonecompany,exportthem,andthenimporttheminanothercompanytoreducesetuptime ToimportorexportanEFTfileformat OpentheEFTFileFormatImport/Exportwindow.(Cards>>Financial>>EFTFileFormat>>selectanEFTFormatID>>Import/Exportbutton) Ifyou’reimportingafileformat,enterorselectthelocationoftheformatyou’reimporting. Ifyou’reexportingafileformat,enterorselectthelocationoftheformatyou’reexportingto. ChooseImporttoimporttheformatfromtheselectedlocation,orExporttoexporttheformattotheselectedlocation. Part6:EFTsetupforPayablesManagement ThispartofthedocumentationdescribeshowtosetupinformationmakingelectronicpaymentstovendorsusingPayablesManagement. EnteringpayablesEFToptions UseCheckbookEFTPayablesOptionswindowtospecifyoptionsandoutputfilelocationsforpayablesEFTtransactions. ToenterpayablesEFToptions: OpentheCheckbookEFTPayablesOptionswindow.(Cards>>Financial>>Checkbook>>selectacheckbook>>EFTBank>>PayablesOptions) SelecttousechecknumbersorEFTnumbersforpayablesEFTtransactions.IfyouselectEFTnumbers,enterthenextEFTpaymentnumber. SelectingUseCheckNumberwillcauseanon-negotiablechecktobeprintedforeachEFTtransaction.Ifyouusepaperchecks,youmightwanttouseEFTnumberstominimizethenumberofpaperchecksusedfortransactionsthataresentelectronically.IfUseEFTNumbersisselected,youcanprintaremittancetosendtothevendor.TheremittancenumberwillbethenextavailableEFTnumber. MarkthePayablesPrenoteRequiredoptionifyourbankrequiresprenotes. Entertheprenotegraceperiod:thenumberofdaystowaitaftergeneratingaprenoteforanewvendorrecordbeforetransferringfundstothevendorelectronically.Theprenotedateiscomparedtothepaymentdate. EnterthepathsandthefilenamestouseforEFTfilesgeneratedinPayablesManagement.BecauseEFTfilescontainsensitiveinformation,savetheminasecurelocation.IfyouareusingMicrosoftWindowsVista®,Windows®7,orWindowsServer®2008,filescan’tbesavedtothefolderwhereMicrosoftDynamicsGPprogramfilesarestored,typicallyC:\ProgramFiles\MicrosoftDynamics\GP. Selectasingleformatfortheoutputfileorentermultipleformatstotailoraformattoavendor. IfyouareusingmultipleformatsandareintheUnitedStates,useBusiness,Corporate,orPersonalforstandardACHtransactionsandForeignforinternationalACHtransactions(IAT)transactions. IfyouareusinganIATfileformatandastandardACHfileformat,aseparateoutputfileisgeneratedfortheIATfileformatandthestandardACHfileformat.FortheIATfileformat,anoutputfileiscreatedforeachdestinationcountry. UsetheexpansionbuttonstoopentheEFTFileFormatSetupwindow,whereyoucanenterinformationfortheselectedoutputfileformat. ChoosetheGeneratePrenotesbuttontogenerateaprenotefilethatyoucansendtoyourbank. ChooseOKtosaveyourchanges. SettingupvendorrecordsforEFT UsetheVendorEFTBankMaintenancewindowtoenterEFTinformationforavendorthatyoupayusingEFTtransactions. YoucanprintanauthorizationletterusingtheLetterWritingAssistant(Reports>>LetterWritingAssistant),whichcanbeusedtoformalizeanagreementwithavendortouseEFTpayments. TosetupvendorrecordsforEFT: OpentheVendorEFTBankMaintenancewindow.(Cards>>Purchasing>>Vendor>>enteravendorID>>Addressbutton>>EFTBankbutton) Enterorselectthecountry/regionforthebankthatprocessesEFTtransactionsfortheselectedvendor.Fieldsthatarerequiredinthiswindowdependontheselectedbankcountry/region. EFTtransactionswillbecreatedthroughtheselectchecksprocessusingtheremit-toaddressontheinvoicebeingpaid.Whenapaymentiscreatedmanually,thevendor’sdefaultremit-toaddressisused. Selectthefiletransfermethod. YoucancreateuniqueEFTfileformatsforeachfiletransfermethodusingtheEFTFileFormatMaintenancewindow.Thefileformatspecifieshowandwherespecifictypesofinformationarestoredinthefilethat'ssenttothebanktotransferfundselectronically. Entertherequiredinformationfortheselectedbankcountry/region.ThevendorcanprovidethisinformationforEFTtransactions. Ifyouneedtospecifycountrycodes,usethetwo-characterISOcountrycodeformats.BeawarethatMicrosoftDynamicsGPdoesnotverifytheISOcodesyouenter,andyourbankwillrejectafileformatthathasanincorrectcode. ChooseOKtosavechanges. Generatingprenotestotestvendorrecords UsetheGenerateEFTPrenoteswindowtogenerateaprenoteforyourbanktotesttheaccuracyofyourvendors’bankaccountandtransitnumbers. Togenerateprenotestotestvendorrecords: OpentheGenerateEFTPrenoteswindow.(MicrosoftDynamicsGPmenu>>Tools>>Routines>>Financial>>GenerateEFTPrenotes) Togenerateprenotesforvendors—eitherforthefirsttimeorforvendorswhoseinformationhaschanged—leavetheRecreateprenoteforanyrecorddatedonorbeforefieldblank.Toregenerateprenotesforvendorsasecondorsubsequenttime,enteradateintheRecreatepre-noteforanyrecorddatedonorbeforefield.Prenoteswillberecreatedforallvendorswhoselastprenoteswerecreatedonorbeforethedateenteredinthefield.Youalsocanusethiswindowtogenerateprenotesforcustomers,orforbothcustomersandvendorsatthesametime. Entertheprenotefileformattouse.SeeSettingupanEFTfileformatonpage14formoreinformationaboutcreatingEFTfileformats. Togenerateaprenoteeditlist,chooseFile>>Print. ChooseOKtogeneratetheprenote. YoumusttransmitthesampleEFTfiletoyourbankinordertocompletethetest.BesureyourcommunicationssoftwareissetuptotransmittheEFTfiletoyourbank. PrenoterejectionsforPayablesManagement YourbankwillrejectaprenoteifyoumadeanymistakesenteringinformationintheVendorEFTBankMaintenancewindow. Commonmistakesinclude: • Anincorrectaccountnumber • Anincorrecttransitroutingnumber • Selectingtheincorrectaccounttype(forexample,checkinginsteadofsavings) Whenyoureceiveaprenoterejection,verifytheinformationyouhaveonfilewithyourvendorandcorrecttheinformationintheVendorEFTBankMaintenancewindow. Ifyou’reunabletocorrecttheinformationbeforeyouneedtocompleteacheckrun,selecttheInactiveoptioninthewindowtopreventtheprogramfromgeneratingelectronicpaymentstothatvendor. Ittakesbetweensixand10daystoreceiveprenoterejectionsfromyourbank.Setcutoffdatesformakingelectronicpaymentstovendorspriortoacheckrun. TransmittingasampleEFTfiletoyourbankforPayablesManagement Beforeallowingyoutotransferfundselectronically,banksrequireyoutotransmitasampleEFTfile. Thesampleenablesyouandthebanktoverifytheaccuracyoftheinformation. Thisprocessisdifferentfromgeneratingprenotes.Prenotesaregeneratedtoconfirmtheaccuracyoftheinformationyouhaveonfileforeachvendor.AsampleEFTfileisgeneratedtoverifythatthefile’sformatmatchesthebank’srequirements. Thisprocessrequiresyoutocreateactualtransactions.YoucansetupthesamplecompanytouseEFTfirstsoyoucanrunthetest.WhengeneratingasampleEFTfile,thevendoraccountnumbersneednotbereal,butthetransitroutingnumbersforyourvendorsmustbeactualbanktransitnumbers. TotransmitasampleEFTfiletoyourbankforPayablesManagement: EnterandpostpayablestransactionvouchersinPayablesManagementforeachoffivevendorsinvaryingcurrencyamounts. CreateabatchofEFTpaymentsforthetransactionscreatedinstep1. OpentheGenerateEFTFileswindow.(Transactions>>Purchasing>>GenerateEFTFiles) SelectPurchasingastheseries. SelecttheIDofthecheckbookyou’regeneratingsampleelectronicpaymentsfrom. Markthebatchesyou’reincluding.OnlypendingEFTbatcheswillappearintheGenerateEFTFileswindow.ChoosetheBatchIDlinktoreviewthetransactionsineachbatch. TogenerateanEFTBatchesMarkedforEFTFileGenerationreport,chooseFile>>Print. ChooseGenerateEFTFile.ThesampleEFTfilewillbewrittentothepathandfilenamespecified. AfterthesampleEFTfileisgenerated,theprogramwillremindyoutotransmittheEFTfiletothebank,ifyouenteredacommunicationmethodintheCheckbookEFTBankMaintenancewindow.Ifyouspecifiedthepathandfilenameforyourcommunicationssoftware,theprogramwillstartyourcommunicationssoftware YoumusttransmitthesampleEFTfiletoyourbankinordertocompletethetest.BesureyourcommunicationssoftwareissetuptotransmittheEFTfiletoyourbank. SettinguptheEFTPaymentRegisterreport UsethePostingSetupwindowtosetuptheEFTPaymentRegisterreporttobeprintedafteryoupostEFTpaymentinformation. TosetuptheEFTPaymentRegisterreport: OpenthePostingSetupwindow.(MicrosoftDynamicsGPmenu>>Tools>>Setup>>Posting>>Posting) SelectPurchasingfromtheSerieslist. SelectComputerChecksfromtheOriginlist. MarkEFTPaymentRegisterintheReportslist. SetthereportdestinationoptionsandchooseOK. Part7:EFTsetupforReceivablesManagement SetupEFTforReceivablesManagementsoyoucanreceiveelectronicpaymentsfromcustomersandsendelectronicrefundstocustomers. EnteringreceivablesEFToptions UseCheckbookEFTReceivablesOptionswindowtospecifyoptionsandoutputfilelocationsforsalesEFTtransactions.Beforecompletingthisprocedure,youshouldhaveenteredbankinformationforanycheckbooksthatyou’llbeusingforEFTtransactions. ToenterreceivablesEFToptions: OpentheCheckbookEFTReceivablesOptionswindow.(Cards>>Financial>>Checkbook>>selectacheckbook>>EFTBank>>ReceivablesOptions) SelecttouseEFTnumbersforsalesEFTtransactionsandenterthenextEFTpaymentnumber(optional). MarktheReceivablesPrenoteRequiredoptionifyourbankrequiresprenotes. EntertheprenotegraceperiodforreceivablesEFTtransactions.Theprenotegraceperiodspecifiesthenumberofdaystowaitaftergeneratingaprenoteforanewcustomerbeforetransferringrefundstothecustomerelectronically. EnterthepathsandthefilenamestouseforEFTfilesgeneratedinReceivablesManagement.BecauseEFTfilescontainsensitiveinformation,savetheminasecurelocation Selectasingleformatfortheoutputfileorentermultipleformatstotailoraformattoacustomer. IfyouareusingmultipleformatsandareintheUnitedStates,useBusiness,Corporate,orPersonalforstandardACHtransactionsandForeignforinternationalACHtransactions(IAT)transactions. IfyouareusinganIATfileformatandastandardACHfileformat,aseparateoutputfileisgeneratedfortheIATfileformatandthestandardACHfileformat.FortheIATfileformat,anoutputfileiscreatedforeachdestinationcountry. UsetheexpansionbuttonstoopentheEFTFileFormatSetupwindow,whereyoucanenterinformationfortheselectedoutputfileformat. ChoosetheGeneratePrenotesbuttontogenerateaprenotefilethatyoucansendtoyourbank. 7. ChooseOKtosaveyourchanges. SettingupcustomerrecordsforEFT UsetheCustomerEFTBankMaintenancewindowtosetuprecordsforcustomersthatpayorreceiverefundselectronically. TosetupcustomerrecordsforEFT: OpentheCustomerEFTBankMaintenancewindow.(Cards>>Sales>>Customer>>enteracustomerID>>Addressbutton>>EFTBankbutton) Enterorselectthecountry/regionforthebankthatprocessesEFTtransactionsfortheselectedcustomer.Fieldsthatarerequiredinthiswindowdependontheselectedbankcountry/region. Selectthefiletransfermethod.YoucancreateuniqueEFTfileformatsforeachfiletransfermethodusingtheEFTFileFormatMaintenancewindow.Thefileformatspecifieshowandwherespecifictypesofinformationarestoredinthefilethat'ssenttothebanktotransferfundselectronically. Entertherequiredinformationfortheselectedbankcountry/region.ThecustomercanprovideinformationforEFTtransactions.ChooseOKtosavechanges. Ifyouneedtospecifycountrycodes,usethetwo-characterISOcountrycodeformats.BeawarethatMicrosoftDynamicsGPdoesnotverifytheISOcodesyouenter,andyourbankwillrejectafileformatthathasanincorrectcode. Generatingprenotestotestcustomerrecords UsetheGenerateEFTPrenoteswindowtogenerateaprenoteforyourbanktotesttheaccuracyofyourcustomers’bankaccountandtransitnumbers. Togenerateprenotestotestcustomerrecords: OpentheGenerateEFTPrenoteswindow.(MicrosoftDynamicsGPmenu>>Tools>>Routines>>Financial>>GenerateEFTPrenotes) SelecttheIDforthecheckbookyou’regeneratingprenotesfor. Togenerateprenotesforcustomers—eitherforthefirsttimeorforcustomerswhoseinformationhaschanged—leavetheRecreateprenoteforanyrecorddatedonorbeforefieldblank.Toregenerateprenotesforcustomersasecondorsubsequenttime,enteradateintheRecreatepre-noteforanyrecorddatedonorbeforefield.Prenoteswillberecreatedforallcustomerswhoselastprenoteswerecreatedonorbeforethedateenteredinthefield.Youalsocanusethiswindowtogenerateprenotesforcustomers,orforbothvendorsandcustomersatthesametime. Entertheprenotefileformattouse. Togenerateaprenoteeditlist,chooseFile>>Print. ChooseOK.Ifyoudefinedacommunicationslinkandyou’veconfiguredyourcommunicationssoftwarecorrectly,theprogramwilltransmittheprenotetoyourbank PrenoterejectionsforReceivablesManagement YourbankwillrejectaprenoteifanymistakesweremadeenteringinformationintheCustomerEFTBankMaintenancewindow.Commonmistakesinclude: • Anincorrectcustomeraccountnumber • Anincorrecttransitroutingnumber • Selectingtheincorrectaccounttype(forexample,checkinginsteadofsavings) Whenyoureceiveaprenoterejection,verifytheinformationyouhaveonfilewithyourcustomerandcorrecttheinformationforthecustomerintheCustomerEFTBankMaintenancewindow.Ifyou’reunabletocorrecttheinformationbeforeyouneedtogenerateelectronicdebitsfromthecustomer,selecttheInactiveoptioninthewindowtopreventtheprogramfromgeneratingelectronicdebitsfromthatcustomer. Ittakesbetweensixand10daystoreceiveprenoterejectionsfromyourbank.SetcutoffdatesfordebitingcustomeraccountspriortopostingEFTpayments. TransmittingasampleEFTfiletoyourbankforReceivablesManagement Beforeallowingyoutotransferfundselectronically,banksrequireyoutotransmitasampleEFTfile.Thesampleenablesyouandthebanktoverifytheaccuracyoftheinformation.Thisprocessisdifferentfromgeneratingprenotes.Prenotesaregeneratedtoconfirmtheaccuracyoftheinformationyouhaveonfileforeachcustomer.AsampleEFTfileisgeneratedtoconfirmthatthefile’sformatmatchesthebank’srequirements. Thisprocessrequiresyoutocreateactualtransactions.YoucansetupthesamplecompanytouseEFTfirstsoyoucanrunthetest.WhengeneratingasampleEFTfile,thecustomeraccountnumbersneednotbereal,butthetransitroutingnumbersforyourcustomersmustbeactualbanktransitnumbers. TotransmitasampleEFTfiletoyourbankforReceivablesManagement: UsetheInvoiceBatchEntrywindow,SalesBatchEntrywindow,ortheReceivablesBatchEntrywindowtocreatebatchesforsamplepaymentsthatyoucansendtoyourbank. CreateandpostsamplepaymentsintheInvoicePaymentEntrywindow,Sales PaymentEntrywindow,CashReceiptsEntrywindow,ortheReceivablesTransactionEntrywindowforeachoffivecustomersinvaryingcurrencyamounts.SeetheInvoicing,SalesOrderProcessing,andReceivablesManagementdocumentationformoreinformation. OpentheGenerateEFTFileswindow.(Transactions>>Sales>>GenerateEFTFiles) SelectSalesastheseriesandSelecttheIDofthecheckbookyou’regeneratingsampleelectronicpaymentsfor. Markthebatchesyou’reincluding.OnlypendingEFTbatcheswillappearintheGenerateEFTFileswindow.ChoosetheBatchIDlinktoreviewthetransactionsineachbatch. TogenerateanEFTBatchesMarkedforEFTFileGenerationreport,chooseFile>>Print. ChooseGenerateEFTFile.ThesampleEFTfilewillbewrittentothepathandfilenamespecified. AfterthesampleEFTfileisgenerated,theprogramwillremindyoutotransmittheEFTfiletothebank,ifyouenteredacommunicationmethodintheCheckbookEFTBankMaintenancewindow.Ifyouspecifiedthepathandfilenameforyourcommunicationssoftware,theprogramwillstartyourcommunicationssoftware. *YoumusttransmitthesampleEFTfiletoyourbankinordertocompletethetest.BesureyourcommunicationssoftwareissetuptotransmittheEFTfiletoyourbank.* ChangingthepostingsettingsforDirectDebitsandRefunds TochangethepostingsettingsforDirectDebitsandRefunds: OpenthePostingSetupwindow.(MicrosoftDynamicsGPmenu>>Tools>>Setup>>Posting>>Posting) FromtheSeriesdrop-downlist,selectSales,andfromtheOrigindrop-downlist,selectDirectDebit. Toprintmulticurrencypostingjournals,marktheIncludeMulticurrencyInfooption. Tomarkallreportsinthescrollingwindow,chooseMarkAll. InthePrintcolumnoftheReportsscrollingwindow,unmarkanyreportsyoudonotwanttoprint. Tounmarkallthereportsthatarecurrentlydisplayedinthescrollingwindow,chooseUnmarkAll. IntheSendTocolumn,specifyoneormoredestinationsforthereportsyouwanttoprint.TheoptionsareFile,Printer,Screen,orAskeachtime. IfyouselectFileasthedestination,makethefollowingselections: • IntheTypecolumn,selectafileformat:text,tabdelimited,commadelimited,AdobePDFFile,orHTML. • IntheAppend/Replacecolumn,selectwhattodoifthereportfilealreadyexists. • InthePathcolumn,enterthelocationandthefilenameforthereportfile.Becausethereportscancontainsensitiveinformation,savetheminasecurelocation. ToprintthePostingSettingsReport,showingthepostingandreportingoptionsfortheselectedseriesandorigin,chooseFile>>Print. ChooseSave. SelectDirectDebitsandRefundsandrepeatsteps3through10. ChooseOKtosaveandclosethewindow. SettingupaudittrailcodesforDirectDebitsandRefunds AudittrailcodesupdatetheMicrosoftDynamicsGPBatchIDsinReceivablesManagement.ThesecodesappearonallreportsandInquirywindows. TosetupaudittrailcodesforDirectDebitsandRefunds: OpentheAuditTrailCodesSetupwindow.(MicrosoftDynamicsGPmenu>>Tools>>Setup>>Posting>>AuditTrailCodes) SelectSalesintheDisplayfield. VerifyiftheDirectDebitandDirectDebitRefundsareupdatedandmarkedinthescrollingwindow. ChooseOKtosaveandclosethewindow. EditingDirectDebitsetupinformation UsetheDirectDebitsSetupwindowtovieworedittheDescription,CodeandtheNextnumberfordirectdebitreceiptsandrefunds.Youcanopenthiswindowonlyifyou’vemarkedtheEnableEuropeanFundsTransferoptionintheCompanySetupOptionswindow.TheAdditionalmenuwillalsoappearonlyifthisoptionismarked. ToeditDirectDebitsetupinformation: OpentheDirectDebitsSetupwindow. (MicrosoftDynamicsGPmenu>>Tools>>Setup>>Sales>>Receivables>>Options>>Additionalmenu>>DirectDebitSetup) TheDescription,Code,andNextNumberinformationwillappearasdefaultentriesforDirectDebitandRefunds.Youcanchangethisinformationifrequired. MarktheTransactionCodeMessageoptiontoindicatethetransactioncodethat’susedasthedefaultduringtransactionentry.Youcanunmarkthisoptionifrequired. ChooseOKtosaveandclosethewindow. Understandingtransactioncodes Eachtransactionthatappearsinadirectdebitinstructionmusthaveatransactioncodeassignedtoit.Atransactioncodeallowsthebanktodeterminethestatusofeachtransactioninadirectdebitinstruction. Thefollowingcodescanbeassignedtoatransaction: 01Thiscodeisassignedtothefirsttransactioninadirectdebitinstruction. 17 Thiscodeisassignedtoatransactionthatisneitherthefirstnorthelasttransactioninadirectdebitinstruction. 18 Thiscodeisassignedtoatransactionthatpreviouslywasassignedthecode01,butthedirectdebitinstructionwasrejected.Whenyouresubmitsuchatransaction,thecodewillbe18. 19 Thiscodeisassignedtothelasttransactioninadirectdebitinstruction. 99Thiscodeisassignedtotransactionsthathavethenatureofarefund. Whenyouenteradirectdebittransaction,thetransactioncodedefaultsdependingonthetransactiontype,andtransactiondocumentnumberforthecustomer. Thefollowingtabledisplaysthetransactioncodesthatwilldefaultforeachtransactiontype,dependingonthedocumentnumberandthecustomer. Module DocumentTypes TransactionCondition TransactionCode Receivable Sales/Invoice,DebitMemo, Thefirstdirectdebittrxofthe 01 ManagementService/Repairdoctypeenteredforthecustomer Receivable Sales/Invoice,DebitMemo, Thepreviousdirectdebittrxof 01 ManagementService/Repairdoctypeenteredforthecustomer hadatrxcodeof19 SalesOrder Invoice Thefirstdirectdebittrxofthe 01 Processingdoctypeenteredforthecustomer SalesOrder Invoice Thepreviousdirectdebittrxof 01 Processingdoctypeenteredforthecustomer hadatrxcodeof19 Receivable Sales/Invoice,DebitMemo, Thepreviousdirectdebittrxof 17 ManagementService/Repairdoctypeenteredforthecustomer waseither01,17,or18 SalesOrder Invoice Thepreviousdirectdebittrxof 17 Processingdoctypeenteredforthecustomer waseither01,17,or18 Receivable CreditMemo/Return Returntypeofthetransactions. 99 ManagementYoucannotchangethisvalue. SalesOrder Returns Returntypeofthetransactions. 99 ProcessingYoucannotchangethisvalue. Part8:SafePaySetup ThisinformationexplainshowtosetupSafePaytoconfirmwithyourbanktheauthenticityofacheckbeforepayingit. Recordtypecodes Inthefileyouuploadtoyourbank,eachlineisaseparaterecord.Thebank’sfileformatspecificationindicateswhichtypeofrecord(transmissionheader,transmissionfooter,accountheader,accountfooter,oraccountdetail)eachlineis. Notallbankformatsincludeallrecordtypes.Somebankformatsincludebothtransmissionandaccountheadersandfooters,whichneedtobedefinedseparately. SafePayhandlesthefollowingfiverecordtypes: Headertransmission Theheadertransmissionrecordtypeincludesinformationaboutthetypeoffilebeingtransmitted,thedateoftransmission,yourcompanyname,andotherinformationapplicabletotheentirefile.Thereisusuallyonlyonerecordlineofthistypeperbankformat. Headeraccount Theheaderaccountrecordtypeisusedtodistinguishbetweenvariousaccountsandwillappearonceforeachcheckingaccountincludedinthefile.Theheaderaccountrecordlineprecedesthedetailrecordlineforeachaccount. Detailaccount Thedetailaccountrecordtypedetailseachtransactionfortheaccount.Detailaccountrecordlineinformationcanincludecheckamount,voidamount,checknumber,payee,date,branch,accountnumber,andsoon. Footeraccount Thefooteraccountrecordtypesummarizesaccountdetails,suchasnumberofchecks,totaldollarvalueofchecks,numberofvoids,totaldollaramountofvoids,andsoon.Thisrecordlinewillappearonceforeachcheckingaccountincludedinthefile. Footertransmission Thefootertransmissionrecordtypecontainsinformationconcerningthetotalnumberofrecordsforallaccountsinafileandmayalsoincludethetotaldollaramount.Usuallythereisafieldorcharacterinthislinethatindicatesitisthefinallineinthefile. Differentbanksusedifferentnamestorefertotherecordtypeofeachline,(forexample,“footertransmission”maybecalled“trailerrecord”).Tofindoutwhichrecordtypetouse,comparetheprecedingrecordtypedescriptionstothespecificationprovidedbyyourbank. NOTE:SafePaywillnotpickupapayrollcheckifthechecknumberisthesameasaVouchernumberthathasbeenprocessedthroughPayablesManagementasanEFTPayment Fieldsperline Whencreatingabankformatyouneedtoknowthenumberoffieldsperrecordline.Determininghowmanyfieldsareoneachlinedependsonthefileformat,asfollows: Fixedfieldfileformats Ifyourbank’sfileformatisafixedfieldformat,thefieldsperlineisthetotalnumberoffieldsontheline.You’llspecifyinElectronicReconciletheexactpositionofeachitemofusefuldata.Identifyfieldsnotusedas“filler.” Comma-delimitedortab-delimitedfileformats Ifyourbank’sfileformatisacomma-delimitedortab-delimitedfileformat,determinetheright-mostfieldSafePaywilluseonarecordline.Thencountthefields,fromlefttoright,throughtheright-mostfieldused.Thisisthenumberoffieldsfortherecordline.Iffieldswithirrelevantdataappearbeforetheright-mostfield,youmustdefinethosefields. StandardFieldTypes Useoneofthefollowingstandardfieldtypestodefineeachfieldofyourbankformat StandardFieldType Datatype Description AccountNumber TEXT BankAccountNumber BankName TEXT Nameofthebank CheckAmount CURRENCY Amountofthetransaction(checkorvoid) CheckDate DATE Dateprintedoncheck CheckIssueDate DATE Dateprintedoncheck CheckNumber TEXT ChecknumberforthecheckdisplayedinCheckbookRegisterInq. Constant TEXT Constantvaluegiventoyoubythebank Filler TEXT Spaces/zerosinfixedfieldformatstofillinunusedfield Payee TEXT Persontowhomcheckwaswritten Today'sDate DATE Datefileisgenerated TrasactionType TEXT Single-digitcodeindicatingthetransactionischeck/void YourCompanyName TEXT Oftenbankshaveafixedfieldsizefortheircompanyname/Abbre AdditionalFeatureFunctionalityaddedtoPayablesManagement Toreviewdetailedinformationabouteachfeature,clicktherelevantlinkbelow. AccountsPayableInvoiceWorkflowApproval AnewworkflowtypehasbeenaddedwithGP2015R2.TheAPInvoiceapprovalinWorkflowMaintenanceisnowavailable.ThePayablesTransactionApprovalworkflowtypewillallowyoutosubmitandapproveeachtransactioninthePayablesTransactionEntrywindow.Approvalisalsoavailablethroughtheemailnotificationandthenavigationlists. ThePMBatchApprovalworkflowtypeisstillavailableaswell,butonlyoneAPworkflow(TransactionorBatches)canbeused.Whicheverworkflowischosen,theotheroptionwillbedisabled. PurchasingAllinOneDocumentView HaveyoueverhadaVendorcallinwonderingabouttheInvoicerelatedtotheirpayment?OrwonderedwhatcheckpaidaparticularPO?Well,wondernomore–presentingtheallnewPurchasingAll-in-OneViewinGP2015R2!!Youcannoweasilyviewalltransactionsforaparticularvendor,orotherPurchasingdocumentsrelatedtoaparticularPurchasingtransaction. Forexample,avendorcallsaskingaboutaspecificpayment.Userswillbeabletoselectthevendorandthenviewalldocumentsrelatedtothepayment,suchasthePO,receipt,invoice,payment,etc. Anewwindowhasbeenadded–thePurchasingAll-in-OneViewwindow.ThiswindowisaccessiblefrommultiplelocationsinGP PayablesCreditCardPayment ThisnewfeatureinGP2016RTM,willaddCreditCardasaPaymentMethodoptionmethodforthePayablesComputerCheckBatch.Currently,youonlyhavetheoptionsforCheckandEFTtypebatchinPayables.WhenyouselectthisnewCreditCardpaymenttypeoption,theCheckbookIDfieldwillchangetoCardNameandisstillarequiredfield.Buildingandeditingthecheckbatch,printingtheremittanceformandpostingthecheckrunwillbethesameprocessasbefore.Youcanprintaremittanceformtoshowalltheinvoicesthatwerepaidbycreditcard. PayablesManagement-LinkCreditCardInvoicestooriginal invoice NewfunctionalityintheDynamicsGP2016R2releasethatmakesiteasierfor theendusertotracecreditcardpaymentsbacktotheoriginalvendor/invoice documentbehindtheassociatedinvoiceforthecreditcardvendor. WhenacreditcardpaymentisenteredintheDynamicsGPPayablesManagement module,asecondinvoiceiscreatedforthecreditcardvendor. PriortoDynamicsGP2016R2therewasnovisibleconnectionbetweenthetwo invoices,whichmadeitdifficulttotracetheoriginalvendor/creditcard vendorlinkviathePayablesTransactionInquirywindowwithoutreviewing multipledocuments. Havingnoofficialinvoicelinkalsocausedcreditcardpaymentstobedisplayed as'UnmatchedTransactions'inthe'ReconciletoGL'report. Youcannowviewandmodifyattachmentsininquiry windows. EverwantedtoviewAttachmentsinInquirywindows?NowwithDynamicsGP2018we can! Ifyou’vebeenusingDocAttachpreviously,thiswillbeknowntoyou,butfor newusers,weneedtobesuretogointoDocumentAttachmentSetupbychoosing MicrosoftDynamicsGP,clickTools,clickSetup,clickCompanyandthenchoose DocumentAttachmentandmarkto‘AllowDocumentAttachments’marked Nomorearguingisit checkor cheque? ItisPAYMENTS. IhopeeveryoneisenjoyingGP2018thusfar.IknowonechangethatIwasreallyexcitedtoseewasthechangeofseveralpayableswindowsfrom"Check"to"Payments". Ireallyamexcitedforthischangebecauseitreallyhelpsbroadenthescopeofthesewindows.Ithelpsexplainthatyoudonotjustcreatechecksinthesewindows,butyoucanalsocreateotherpaymentforms. *Thefunctionalityofthesewindowsremainthesame,thechangeismadeonlytothenameofthewindows. AddvendordocumentnumbertothePurchasingAll-In-Oneview WiththereleaseofMicrosoftDynamicsGP2018R2,userscannowviewthe'Applied-ToDocumentNumber'associatedwithPayments,CreditMemos,andReturnsinthePurchasingAll-In-OneViewwindow. InpriorversionsofMicrosoftDynamicsGP,itwasnotpossibletoviewthe'Applied-ToDocumentNumber'associatedwithPayments,Returns,andCreditMemosinthePurchasingAll-In-OneViewwindow. Toviewthe'DocumentNumber'ofanInvoice/FinanceCharge/Misc.Charge,simplyclickthe'blackarrow'inthelowerright-handcornerofthePayment/Return/CreditMemoto'expand'theview. Displayvendorholdstatus WiththereleaseofMicrosoftDynamicsGP2018R2,userscannoweasilytellwhetheravendorison'Hold'inthefollowingwindows:PayablesTransactionInquiry-Vendor,PurchasingAll-in-OneView,andPayablesTransactionEntryZoomwindows. Additionally,MicrosoftDynamicsGPwillnowthrowawarningmessagewhenauserattemptstoenteratransactionwhenthevendorisonhold,"VendorXXXXiscurrentlyonhold.Doyouwanttocontinue?" LongDescriptionFieldonPayablesTransactionEntry InthePayablesSetup,younowhavetheoptionofenablingalongerdescriptionfieldforthePayablesTransactionEntrywindow.MarkingthisoptioninsetupwillenableanewfieldcalledlongdescriptiontothePayablesTransactionEntrywindowthatwillalsobeviewablewheninquiringonthetransaction.Thetraditionaldescriptionfieldwillholdamaximumof30characters,wherethelongdescriptionfieldwillholdupto200characters. VisualCueforEFTVendoronEditPaymentBatch WiththereleaseofMicrosoftDynamicsGP18.2October2019,AnewvisualcuehasbeenaddedtotheEditPaymentBatchwindowtoshowifaVendorissetupforEFT.ThiswillbeahugetimesaverforthosewhohavemanyVendorsandcannotrememberwhichonesaresetupforEFTornot.NowyoucantellrightawayandcanavoidthewarningmessagestatingthattheVendorisnotsetupforEFTifyouwouldaccidentlyselectanon-EFTVendorinthiswindow. Non-EmployeeCompensation-NEC-for1099form WiththereleaseofMicrosoftDynamicsGP18.3October2020,TheIRSisreleasinganew1099NECformforthe2020taxyear.Non-EmployeeCompensation,whichhadbeenincludedinthe1099MISCform,hasbeenmovedtoitsownform. IntheVendorCardinOptions,younowhavetheoptionofselectingNon-employeeCompensationasa1099taxtype.TheUtility"Update1099Information"alsoincludesselectingNon-employeeCompensation. AddDBANamefieldonVendorMaintenancewindowfor1099Vendors WiththereleaseofMicrosoftDynamicsGP18.3October2020,WhenabusinessiscreatedintheUnitedStatesorCanadamanytimes,theyhavetheoptionofusingaDBA,or“DoingBusinessAs”name,inadditiontothelegalentityname.TheDBAnameistheoperatingnameofthebusiness,orhowthebusinessisknowntocustomers,oroperatingname.Asopposedtothelegalnameofthebusiness.VendorsthathaveaDBAname,inadditiontothelegalcompanyname,andwanttohavetheDBAnameappearonthe1099thatisissuedtothem,cannowdoso. 1099-MISCformupdatesforTaxYear2020 WiththereleaseofMicrosoftDynamicsGP18.3October2020,The1099-MISCformhasbeenrevisedtomeettheIRSregulatorychangesforthe2020taxyear.IntheVendorCardpointtoOptions,pointtoTaxType:Miscellaneous,pointto1099Box,clickthedrop-downmenu. Box9:Cropinsuranceproceedsarereportedin. Box10:Grossproceedstoanattorneyarereportedin. Box12:Section409Adeferralsarereported. Box14:Nonqualifieddeferredcompensationincomeisreported. Boxes15,and17reportstatetaxeswithheld,andamountofincomeearnedinthestate,respectively. Box7wasmovedtothe1099NECformasacheckboxPayermadeDirectSalesof$5,000ormore,etc. Box16thestatenumberisnotacurrencyfieldanditisavailableattheheaderlevelofthe1099detailswindow.Therefore,thedataenteredintheheaderwillbeshownintheform. CopyandPastePurchasingTransactionsandDistributions WiththereleaseofMicrosoftDynamicsGP18.3October2020,CopyandPastefeatureenablesuserstodefinepurchasetransactions,alongwithdistributions,andimportthemintothePayablesTransactionentrywindowinGP.Thiswillimproveefficiency,reducerekeyingerrors,andenhancementuserexperience. Withthisfeature,youcanchoosetododistributionsornot,similartoourGeneralLedgercopypaste. ImportCreditCardTransactions WiththereleaseofMicrosoftDynamicsGP18.3October2020,ImportingacreditcardstatementtoavendoraccountinDynamicsGPmakesitfastandeasytoenterinvoicetransactions.Userscanimportthecreditcardtransactionsaspayableinvoicesormanualpayments.Usingtheimportfunctionalityhelpsreducethechancesofdataentryerrorsandbringsinvoicesforavendorintoabatch. Theimportedtransactionsmustbesavedasabatchandappropriatedistributionsmustbecreatedforeachtransaction. RemoveMCFullyapplieddocumentsfromPMHATB WiththereleaseofMicrosoftDynamicsGP18.3October2020,youwillnowhavetheabilitytoremovefullyappliedMulticurrencydocumentsfromyourPayablesHistoricalAgedTrialBalancemakingiteasiertofocusjustonthosedocumentsthatareoutstanding. DefaultInquirysortOptions WiththereleaseofMicrosoftDynamicsGP18.4October2021,WhenusersgointotheInquirywindowswiththesesortingoptions,thefirstthingtheymostoftendoischangethesorttypetobeDocumentNumberorDocumentDateandselectdescending,astheywanttodisplaythemostrecentdocuments.Now,thesesortoptionsettingscanbesavedasdefault,savingtheuseralotoftimewhentryingtolocatetransactions. Payables1099DefaulttoSingleFeed WiththereleaseofMicrosoftDynamicsGP18.4October2021,Whenprinting1099's,theformtypewilldefaultto'SingleFeed'insteadof'Continuous',savingtheusertimeandhasslefromprintingtheincorrect1099formlayout.ThisdefaultsettingcanbefoundbygoingintoPurchasingRoutinesandselectingPrint1099. Payables1096formprintemailaddress WiththereleaseofMicrosoftDynamicsGP18.4October2021,ThePayables1096Formwillprintyourcompany'semailaddressfortheAddressIDwhichisselectedinthePrint1099window.Also,thatemailaddresswillbedisplayedonthePrint1099window.Youcanlocatethe1096FormbygoingtoPurchasingRoutinesandselectingPrint1099. 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