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ACTIVANT
ACTIVANT PROPHET 21
Prophet 21
ACCOUNTING NEW FEATURES GUIDE (AR, AP, GL)
Version 11.0
New Features Guide
Version 11.0
Pre-Release Documentation
This manual contains reference information about software products from Activant Solutions Inc.™ The
software described in this manual and the manual itself are furnished under the terms and conditions of a
license agreement. The software consists of software options that are separately licensed. It is against the
law to copy the software on any medium, or to enable any software options, except as specifically permitted
under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or
by any means without the prior written permission of Activant Solutions Inc.
From time to time, Activant makes changes to its software products. Therefore, information in this manual is
subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the
version of the software provided to you.
Created by:
Yardley Technical Communication
2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks
and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are
the trademarks or registered trademarks of their respective companies.
Activant Solutions Inc.
7683 Southfront Road
Livermore, CA 94551
Version 11.0
Publication Date: 8.6.2007
ii
Revision History
Date:
Revision Description:
Page:
7/25/07
Updated image and information for the Update Disputed Voucher Lines window, and the
system settings associated with acceptable variance, both associated with Disputed
Vouchers.
10
iii
Table of Contents
WHY THE SPLIT? ______________________________________________________ 7
SUMMARY OF NEW FEATURES _________________________________________ 8
ACCOUNTS PAYABLE ________________________________________________ 10
Disputed Vouchers ___________________________________________________ 10
Setup ____________________________________________________________ 10
Use _____________________________________________________________ 12
Convert PO to Voucher/ Convert Inventory Return to Voucher Modifications ______ 21
Miscellaneous Tab __________________________________________________ 21
Items Tab _________________________________________________________ 21
AP Drill Down by Purchase Order _______________________________________ 23
Purchase Order Information Tab _______________________________________ 23
AP Drill Down by Vendor Modifications ___________________________________ 30
AP Trial Balance Report Modifications ____________________________________ 35
Check Register Modifications ___________________________________________ 36
Vendor Invoice Enhancements __________________________________________ 37
Setup ____________________________________________________________ 37
Use _____________________________________________________________ 40
1099 Dividends Form _________________________________________________ 47
Vendor Maintenance ________________________________________________ 47
Vendor Fast Edit ___________________________________________________ 48
Vendor Import _____________________________________________________ 48
Voucher Entry by Amount ____________________________________________ 48
Voucher Entry by Item _______________________________________________ 49
1099 Div Balances Report ____________________________________________ 49
1099 Payment Type Proof ____________________________________________ 50
1099 Balance Maintenance ___________________________________________ 51
1099 DIV Printing ___________________________________________________ 52
Electronic Submission of 1099 Forms ___________________________________ 52
Non-Incorporated Vendor Report ______________________________________ 56
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ACCOUNTS RECEIVABLE _____________________________________________ 57
Cash Receipts Reversals ______________________________________________ 57
Setting Up Receipt Reversals _________________________________________ 58
Reversing Payments ________________________________________________ 60
Other Modifications _________________________________________________ 66
Advanced Payment/Deposits ___________________________________________ 67
Setup ____________________________________________________________ 68
Use _____________________________________________________________ 70
GENERAL LEDGER ___________________________________________________ 87
Cash and Bank Reconciliation __________________________________________ 87
Setup _____________________________________________________________ 88
System Settings ____________________________________________________ 88
Bank Account Maintenance ___________________________________________ 89
Voucher Entry by Item, Voucher Entry by Amount, and Prepaid Vouchers_______ 93
Reconcile Disbursements (Formerly Reconcile Checks)_____________________ 94
Outstanding Disbursements Report (Formerly Outstanding Checks Report) _____ 98
Voided Checks ____________________________________________________ 100
General Ledger Report _____________________________________________ 100
Reconcile Cash Detail ______________________________________________ 102
Bank Reconciliation Worksheet _______________________________________ 109
Bank Reconciliation Report __________________________________________ 120
AP Drill Downs ____________________________________________________ 121
G/L Drill Down Modifications ___________________________________________ 123
Account Tab ______________________________________________________ 123
Journal Balance Tab _______________________________________________ 124
Journal Detail Tab _________________________________________________ 124
Transaction Detail Tab ______________________________________________ 125
Chart of Account Maintenance Modifications ______________________________ 126
Chart of Accounts Tab ______________________________________________ 126
General Ledger Report Changes _______________________________________ 127
Journal Modifications ________________________________________________ 128
A/P Cash Receipts Journal __________________________________________ 128
Sales Journal _____________________________________________________ 130
Voucher Journal ___________________________________________________ 131
Purchases Journal _________________________________________________ 132
Cash Disbursements Journal _________________________________________ 133
v
Landed Cost Modifications ____________________________________________ 135
Setup ___________________________________________________________ 135
Use ____________________________________________________________ 138
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WHY THE SPLIT?
Historically, Prophet 21‟s new features were presented in a single document, divided into chapters by
module. As the 11.0 New Features Guide continued to grow with additional functionality released in
builds following initial release, we decided the guide‟s size impeded its usefulness. As part of the
ongoing initiative of Activant‟s Technical Communications department to make our documentation
more useful to you, we have split the 11.0 New Features Guide into six separate books that divide
functionality along general work divisions, thus providing a tighter focus for each manual.
The guides and their component modules are:






Accounting – Accounts Payable, Accounts Receivable, General Ledger
Sales Processing – Order Processing, Contact Management
Inventory Management – Inventory, Purchasing
Administration – System Setup, System Administration, Pricing Service
Miscellaneous – Production Orders, Secondary Processing, Complementary, Credit
Card Setup, EDI, Optional Features,
Summary of New Features – This is an index book. It lists each feature, and in
which book you can find it.
7
SUMMARY OF NEW
FEATURES
This list is organized by module.
ACCOUNTS PAYABLE
Disputed Vouchers (page 10) - allows you to dispute a voucher and remove it from both the cash
requirements and check printing screens. You can issue this dispute against an entire voucher or any
combination of lines on the voucher, and can manually initiate the dispute process or set the system to
automatically dispute any voucher or line when the voucher variance exceeds a pre-defined amount.
Convert PO to Voucher (page 21) - the Convert PO to Voucher and Convert Inventory Return
windows have received modifications to make using them quicker and more convenient.
Vendor Invoice Enhancements (page 37) - vendors sometimes send invoices for purchase orders
before all, or even any of the ordered material arrives. Often, these invoices have a tight turnaround if
you want to qualify for terms discounts, but in order to take advantage of these offered savings, you
need to vouch and pay these invoices prior to completely receiving the material on the PO. This
feature allows you to do just that. In addition to vouching invoices tied to open POs, this feature
introduces a series of other small enhancements that increase the flexibility and capabilities of the
system when dealing with vendor invoices.
1099 Dividends Form (page 47) - provides the ability to print a 1099 Dividends and Distributions
form for the Internal Revenue Service. The “1099 Div” form is used to report returns or dividends
earned by company officers, primary stockholders, or investors in the company.
ACCOUNTS RECEIVABLE
Cash Receipt Reversal (page 57) - provides you with the ability to reverse cash receipts that have
been applied to an invoice. This is useful in the following three situations: if you have to reverse a
payment for a returned check, if you have applied a payment multiple times in error and must reverse
a payment out, or if you make an error in applying a payment (applying a payment to the wrong
invoice, or the wrong customer) and need to reapply it elsewhere. You also have the ability to apply
service charges to returned checks.
Advanced Deposits Support (page 67) - when a customer places an order with you that he does not
want to receive right away (see the Tag and Hold feature in the 11.0 Inventory Management New
Features Guide), you might ask for a downpayment on all ordered material. This feature provides you
with this functionality, allowing you to track and apply all downpayments on customer orders in the
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system, without the need for external tracking methods, be they other programs or paper tracking
methods. Additionally, because the system ties downpayments directly to the order, you don‟t have to
spend extra time reconciling what deposits apply to what orders.
GENERAL LEDGER
Cash and Bank Reconciliation (page 87) - allows you to use a “worksheet” to reconcile checks that
have cleared the bank and deposits that have been recorded by the bank.
General Ledger Drill Down Changes (page 123) - the G/L Drill Down window has received a
number of modifications, from altered defaults, to changed parameters and additional information in
the results. Together, these changes reduce the opportunity for error and increase the convenience of
using the tool.
Journal Modifications (page 128) - the Cash Receipts, Sales, Voucher, Purchases, and Cash
Disbursements journals have been modified to display a final summary page by branch. This provides
you with branch and General Ledger account distribution totals. In addition, the Cash Disbursements
and Cash Receipts journals now include a summary by bank and the Inventory Value report gives a
sum by branch.
Landed Cost Modifications (page 135) – This feature increases of the number of landed cost drivers
available to distributors. Landed cost reconciliation will be preformed by the system when the landed
cost bill is paid. The distributor will have the opportunity to allow differences between estimated
landed cost and actual landed cost to update inventory value when the landed cost invoice is vouched.
If inventory has been sold before the landed cost bill is received the system will post differences
between the actual and the estimated landed cost in the inventory cost variance account. The
distributor will also have the opportunity to post all differences to the inventory cost variance account
and not update inventory value.
9
ACCOUNTS PAYABLE
DISPUTED VOUCHERS
This feature allows you to dispute a voucher and remove it from both the cash requirements and check printing
screens. You can issue this dispute against an entire voucher or any combination of lines on the voucher, and
can manually initiate the dispute process or set the system to automatically dispute any voucher or line when
the voucher variance exceeds a pre-defined amount.
This feature also gives you the option of viewing all disputed vouchers and lines using a query tool, which also
lets you select what amount you want to pay for each disputed item. Thus, you can create a credit/debit memo
for unpaid, disputed amounts that let you tell your vendor about the discrepancy and your decision about it.
SETUP
Before using this feature, you must establish the following system settings in your system.
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System Settings
Navigation Path:
System Setup > System menu > System Settings
The General node of the Accounts Payable focus contains the following new system settings:
These three checkboxes control
what tasks you are allowed to
perform when dealing with
disputed vouchers.
These settings
determine when the
system automatically
disputes a voucher.
Setting:
Description:
Dispute Vouchers
When you activate this setting, you enable system functions that allow you
to challenge vendor invoices, including the ability to track invoices you
dispute and setting parameters to have the system dispute them
automatically.
Create Disputed
Memos
When you enable this setting, the system creates a credit/debit memo
based on a disputed amount you specify after you remove a line item from
dispute.
Print Disputed
Memos
Enabling this setting allows you to print any credit/debit memos you create
from disputed amounts.
11
Acceptable Variance
Levels
These fields set the parameters by which the system automatically disputes
a vendor invoice based on how much the vendor invoice varies from the
prices appearing on the associated purchase order; this variance does not
include landed costs. The first, numeric field allows you to set the
acceptable variance value, while the drop down menu lets you define that
value as a straight monetary amount or as a percentage.
There are three sets of fields. One controls the acceptable variance for the
entire invoice; the second controls the acceptable variance for each
individual invoice line. The last field controls the acceptable variance for
the freight only. Thus it is possible to have no problem with the invoice
overall, but dispute one or more specific lines on that invoice, or the
freight charged.
Important!
A value of 0.00 in any field sets the system to accept any
level of variance, meaning it will never flag an invoice,
line, or freight (depending on the field) no matter how
wide the discrepancy.
USE
Once you have established the system settings, the following functions become available.
Dispute Vouchers
The header of the Voucher Entry by Amount, Voucher Entry By Item, Convert PO to Voucher, and Covert
Inventory Return to Voucher windows all feature a checkbox that lets you mark the entire voucher disputed.
When you enable the Disputed checkbox and save the record, the system:




Note:
Makes all postings to the general ledger normally associated with voucher creation
Excludes the entire voucher from display/calculations in the check printing windows
Lists the entire invoice amount in the Disputed column in the Cash Requirements and AP
Trial Balance reports
Posts any cost/quantity variances to the inventory/cost variance accounts if the voucher was
created from Convert PO to Voucher or Convert Inventory Return to Voucher
You can change an undisputed voucher that‟s already been saved to disputed. However, since the
system updated the general ledger and inventory cost variances for this invoice when you first
saved it, the system will not reverse those postings nor will the inventory value change. Thus,
changing an existing voucher to disputed would only exclude the voucher from payment.
Placing a previously saved undisputed voucher into dispute causes the voucher to display in the
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disputed column on the Cash Requirements and AP Trial Balance reports and removes the
voucher from the Check Printing screens.
Disputed vouchers still print on the Unvouchered PO Report.
When you clear this checkbox and save the record, you remove the entire voucher from dispute. When you do
this, the system creates debit/credit memos for any disputed amounts that remain on the invoice‟s line items.
All memos created this way are associated with and adjust the open amount of the voucher. While you cannot
see these memos individually in the AP Drill Down windows, you can access them by drilling into the Memo
Amount field of the original voucher.
Whenever the system creates memos because you change a voucher from disputed to undisputed, the system
makes GL postings to your debit/credit accounts payable account and credit/debit inventory cost variance
account equal to the disputed amount. The GL postings occur in the period/year that you remove the voucher
from dispute, regardless of when the voucher was originally created.
The now undisputed voucher appears in the check printing windows, and no longer appears in the Disputed
Amount values on the AP Trial Balance and Cash Requirements reports.
Important!
Disputed vouchers can only be undisputed in the Voucher by Item or Amounts screens.
Dispute Voucher Lines
The footer of the Voucher Entry by Amount, Voucher By Item, Convert PO to Voucher, and Covert Inventory
Return to Voucher windows all feature a checkbox that lets you mark individual lines on a voucher disputed, as
well as specifying the amount in dispute.
This checkbox marks an invoice line disputed.
This field notes the disputed amount, which can
be caused by a difference in invoice quantity or
line item price.
Checking the Dispute checkbox allows you to place the line in dispute, and the Disputed Amount field notes
how much of the line is in dispute. This field accepts both positive and negative values; a positive value
decreases the amount owed to the vendor, while a negative amount increases the amount owed.
Disputed amounts print on check stubs. They remain subject to the terms applied to the invoice, increasing or
reducing terms amounts appropriately. Whenever you save a disputed line, the system creates a disputed
amount debit/credit memo.
When you save a voucher with a disputed line (but not the entire voucher), the system:

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


Note:
Makes all postings to the general ledger normally associated with voucher creation
Excludes the entire line amount from the amount to be paid in the check printing windows
Places the disputed amount on the Cash Requirements and AP Trial Balance reports
Maintains the terms calculations for the disputed line
Posts any cost/quantity variances to the inventory/cost variance accounts if the voucher was
created from the Convert PO to Voucher or Convert Inventory Return to Voucher windows
The system does not take terms for a disputed line. When you release the line, the system
calculates terms based on the terms rules assigned in system settings, vendor maintenance, or on
13
the voucher. If you resolve the dispute within the terms date, the system takes the terms for the
line. However, if you‟ve set the system to always take terms, then the system calculates terms for
the released line when you release and pay it.
When you clear this checkbox and save the record, you remove the voucher line from dispute. When you do
this, the system creates debit/credit memos for any remaining disputed amounts. All memos created this way
are associated with and adjust the open amount of the voucher. While you cannot see these memos individually
in the AP Drill Down windows, you can access them by drilling into the Memo Amount field of the original
voucher.
Whenever the system creates memos because you change a voucher line from disputed to undisputed, the
system makes GL postings to your debit/credit accounts payable account and credit/debit inventory cost
variance account equal to the disputed amount. The GL postings occur in the period/year that you remove the
line from dispute, regardless of when the voucher was originally created.
The now undisputed voucher lines appear in the check printing windows, and no longer appear in the Disputed
Amount values on the AP Trial Balance and Cash Requirements reports.
Convert PO to Voucher
Convert Inventory Return to Voucher
In these windows, if you check the Disputed checkbox on a line with a quantity invoiced of zero, the system
puts the entire line in dispute. If the quantity invoiced is greater than zero but less than the quantity to invoice,
the system disputes the difference between these two fields. That difference displays in the Disputed Amount
field. As long as you only dispute the invoice line and not the entire invoice, you can pay the balance of this
disputed line.
Alternately, you can dispute the unit price of the line item. If you adjust the price on the invoice line, the
Disputed Amount field displays the difference between the purchase order cost and the changed price.
Important!
If you decide to use this feature, you should always convert the voucher with the vendor charges
(be they monetary amounts or inventory quantities). The variance between your PO and the
voucher is the disputed amount.
If disputed amounts remain after you remove the voucher lines from dispute, the system pays the
voucher and issues a memo for the disputed amounts.
Voucher by Item
Voucher by Amount
When you mark an invoice line disputed, you may enter the disputed amount in the Disputed Amount field; the
field does not automatically populate with any calculated values.
Note:
You can only dispute a saved voucher line in the Voucher by Item or Voucher By Amount windows.
However, since the system updated the general ledger and inventory cost variances for this voucher
when you first saved it, the system will not reverse those postings nor will the inventory value change.
Thus, changing an existing voucher line to disputed would only exclude the voucher from payment.
Placing a previously saved undisputed voucher line into dispute displays the disputed amount in the
disputed column on the Cash Requirements and AP Trial Balance reports and remove the voucher line
from the Check Printing windows.
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Charges Tab in Voucher Entry
You can also dispute specific charges on a voucher by using the Charges tab. This tab now contains a
checkbox on each line that allows you to dispute individual charges applied to the entire invoice.
When you place a charge in dispute for a new voucher (one that hasn‟t previously been saved in your system
before), the system:


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
Makes all postings to the general ledger normally associated with voucher creation
Excludes the amount of the disputed charge from the amount paid in the check printing
screens
Lists the amount of the disputed charge on the Cash Requirements and AP Trial Balance
Reports
Posts any cost/quantity variances to the inventory/cost variance accounts if the voucher was
created from the Convert PO to Voucher or Convert Inventory Return to Voucher windows
When you remove the charge from dispute, the system:


Creates a debit/credit memo for any unpaid amounts. These memos remain associated with
the original voucher, and adjust the open amount on the voucher accordingly. Yu cannot view
the individual memos in the AP Drill Down windows, but you can access them by drilling
into the memo amount of the original voucher
Displays the charge in the check printing windows, and removes it from the disputed amount
values on the AP Trial Balance and Cash Requirements Reports
Example of Resolving a Disputed Charge
The following example demonstrates how to use the Disputed settings described in the sections above.
1.
You create a purchase order with two line items:
Line 1: Power Drill
Unit Price $60.00
Line 2: Deluxe Drill Bit Set Unit Price $30.00
Quantity Ordered 1
Quantity Ordered 1
2.
The supplier ships you the material and you receive both items at your warehouse. According to the
invoice that accompanies the shipment, the Deluxe Drill Bit Set is $40.00 per unit, not $30.00.
3.
In Convert PO to Voucher, you change the unit price for the Deluxe Drill Bit Set from $30.00 to
$40.00, and enter $10.00 (the variance amount) in the Disputed Amount field. This changes the total
invoice amount to $100.00 (up form $90.00).
4.
When you save the voucher, the system makes the following postings:
Cost Variance or Inventory Account (depends on your system settings)
Inventory Receipts Clearing Account
Accounts Payable Account
5.
Debit $10.00
Debit $90.00
Credit $100.00
After conferring with your vendor, you discover the price listed on the invoice is a typo, and that the
true cost of the Deluxe Drill Bit Set is $30, not $40. Because this is a vendor error, you are not going
to pay the $10.00
In Voucher Entry, you bring up the voucher you just created in step 3. You clear the Disputed
checkbox, but leave the $10.00 entry in the Disputed Value field. The system deducts the disputed
15
amount from the amount you pay your vendor, reducing the voucher amount to $90.00. When you
save the voucher, the system makes the following postings:
Accounts Payable Account Debit $10.00
Variance Account
Credit $10.00
Debit/Credit Memos
When you convert a disputed voucher, line, or charge to undisputed, the system creates a debit/credit memo.
This memo contains the following information:











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
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
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
Company Name
Vendor Name
Supplier Name
Debit Memo Number
Invoice Date
Invoice Number
PO Number
Terms Description
Net Due Date
Terms Due Date
Item ID
Item Description
Quantity
Unit Price
UOM
Total Memo Amount
Comments
Total
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General Ledger Effects
Debit Memo
Debit:
Credit:
Accounts Payable
Inventory Cost Variance (Account designated in Company Maintenance if the
memo is created by a disputed voucher line)
The account selected on the memo entry screen (If the memo is not created in
by a disputed voucher line)
Credit Memo
Debit:
Credit:
Inventory Cost Variance (Account designated in Company Maintenance
if the memo is created by a disputed voucher line)
Accounts Payable
The account selected on the memo entry screen (If the memo is not
created in by a disputed voucher line)
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Check Printing
The Scheduled Check Printing and Single Vendor Check Printing windows both feature a new popup window.
After the system prompts you with the popup asking if you‟d like to reprint checks, it asks if you‟d like to print
disputed amount memos.
If you answer yes, the system prints all the debit/credit memos applied to the vouchers that you paid in the
check printing process. The system gives you a second print popup for these memos, allowing you to print
them to a different printer if you choose.
Note:
If you completely pay a voucher‟s undisputed amount, and later pay the disputed amount, the
system marks the original voucher paid in full and creates another voucher number for the
disputed amount.
You may reprint disputed debit/credit memos in the Debit/Credit Memo Entry window. If you call up a memo
in the Debit/Credit Memo Entry window, you may only edit the terms, comments, and document links; you
may not alter the amounts on the memo.
Check Printing Format
When the system prints check stubs, it includes information on any disputed amounts. In addition to showing
the amount tendered, the check stub also lists the total disputed amount. Additionally, any amount that was
disputed but subsequently cleared bears the label “previously disputed.”
Voucher Query by Example
The Voucher Query by Example tool has been added to the Accounts Payable Inquire menu. This tool works
identically to the Query by Example windows found throughout the system, but in this case specifically allows
you to search for disputed vouchers, voucher lines, and charges.
Update Disputed Voucher Lines
Update Disputed Voucher Lines is a fast edit tool that allows you to review and edit all voucher lines currently
marked as disputed, and modify them singly, or as a batch, making managing your disputed lines easier.
The primary purpose of this window is for your accounts payable personnel to view disputed invoice lines
entered by your buyers. They can review the buyer entries, including any notes as to whether the line should be
in dispute, and then make the final decision to keep the line in dispute or treat it as resolved.
Update Disputed Voucher Lines is an option in the Accounts Payable Transactions menu. It contains the tabs
Query and Form View, and functions identically to fast edit windows found throughout the system.
Note:
Because an order might have multiple receipts, and thus multiple vouchers, the inclusion of a
Purchase Order field in the Query tab allows you to search for all voucher lines associated with a
single PO.
18
AP Drill Down by Vendor
The Voucher Information tab contains a new parameter and a pair of fields that deal with disputed vouchers.
This setting determines if disputed amounts appear in the results.
This field shows the amount
in dispute for a given line.
This checkbox identifies
disputed lines.
Field:
Description:
Include Disputed
Determines if disputed lines appear in the results. You can choose between yes,
no, and only.
Disputed
Amount
The amount in dispute for a given line. Note that this might be different than
the total amount for the line if you‟re only disputing a portion of a voucher
line.
Disputed
This checkbox marks a line as disputed. The system automatically enables the
checkbox if the line is in dispute, and keeps it clear if it is not. You cannot
manually alter this checkbox‟s settings.
In addition, the Voucher Inquiry tab also contains the Disputed checkbox and Disputed Amount fields.
19
AP Drill Down by Check
The Check Information Tab in AP Drill Down by Check contains the same Disputed checkbox found in AP
Drill Down by Vendor.
Likewise, the Voucher Inquiry tab contains the same additional fields in the same layout as found in AP Drill
Down by Vendor.
AP Trial Balance Report
The AP Trial Balance report can now filter vouchers and amounts based on their disputed status.
When you elect to include disputed amounts, the report identifies each disputed line, and displays the amount
in dispute. Disputed amounts are included when summing the total amount due, but not included when totaling
the net amount due.
Cash Requirements Report
The Cash Requirements Report includes a column called Disputed Amount. This column displays the total
disputed amount per vendor for all invoices that fall within the report‟s criteria. Disputed amounts are included
when summing the total amount due, but not included when totaling the net amount due.
20
CONVERT PO TO VOUCHER/
CONVERT INVENTORY RETURN TO VOUCHER
MODIFICATIONS
The Convert PO to Voucher and Convert Inventory Return windows have received modifications to make
using them quicker and more convenient.
MISCELLANEOUS TAB
The Miscellaneous tab is a new tab in the header of both windows. This tab contains the Description field.
The Description field is identical to the field of the same name found in the Voucher Entry by Item and
Voucher Entry by Amount windows. By including it in the Convert PO to Voucher and Convert Inventory
Return to Voucher windows, you can now enter a description when you create the voucher by conversion,
instead of converting a PO or return, then opening the new voucher in the Voucher Entry window just to enter
a description.
ITEMS TAB
The Items tab now attaches the PO number of the converted purchase order to every voucher line converted.
PO numbers display for
each voucher line.
By associating the PO number at the line level, the system only retrieves each PO number once, instead of once
per line. This means that mandatory PO notes display only once per PO during the conversion process, instead
of once per line. This allows you to move through the conversion process much faster.
This is also true of the return number in Convert Inventory Return to Voucher.
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Return numbers display for
each voucher line.
22
AP DRILL DOWN BY PURCHASE ORDER
The AP Drill Down by PO tool has been added to the Accounts Payable Inquire menu. This tool allows you to
look up POs and drill into the vouchers formed from receipts against this PO.
PURCHASE ORDER INFORMATION TAB
The Purchase Order Information tab in AP Drill Down by Purchase Order is used to retrieve a particular
purchase order from the database, and displays voucher information about that PO.
This tab has two sections: a search criteria section at the top of the tab, and a voucher information section at the
bottom.
The search criteria section is where you establish what vouchers formed from your selected PO display in the
tab.
Field:
Description:
Company ID
The company that generated the PO you want to search for.
Purchase Order Number
The PO you want to examine in search of vouchers.
Purchase Order Date
The date you created the selected purchase order.
Vendor ID
The vendor to whom you submitted the PO.
Supplier ID
The supplier to whom you submitted the PO.
Approved
Determines if approved vouchers appear in the results.
Include Disputed
Determines if disputed vouchers appear in the results.
Of these fields, you can only edit the Company ID and Purchase Order Number fields. All others default from
system information once you enter a purchase order number.
The system also populates the voucher information section when you enter a purchase order number. This
section lists all the receipts against this PO that have been converted to vouchers. Each receipt displays on its
own line and contains the following information:

Voucher Number
23

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

Receipt Number
Invoice Number
Branch ID
Invoice Date
Terms Due Date
Net Due Date
Invoice Amount
Memo Amount
Amount Paid
Amount Remaining
You can drill into the following fields to bring up additional information in other tabs:
Drilling into this field:
Brings up this tab:
Voucher Number
Voucher Inquiry
Receipt Number
Receipt Information
Memo Amount
Memo Inquiry
Amount Paid
Payment Inquiry
Voucher Inquiry Tab
This tab displays more detailed information about a single voucher created from a PO receipt. This tab appears
when you drill into the Voucher Number field on the Purchase Order Information tab.
The first section of this tab identifies the vendor to whom payment should be issued for this voucher. Listed in
this section are the vendor ID and name.
The second section identifies the voucher. Listed here are the Voucher Number, Invoice Number, Branch ID,
Invoice Date, Period and Year of the invoice date, the Invoice Amount, Terms Taken, Amount Paid, and if any
portion of the invoice is Disputed.
Underneath this the system lists all the voucher‟s line items. For each line, the system displays the Company
ID, Item ID, Disposition, Type ID, Quantity, Unit Price, Purchase Amount, Purchase Account, Job ID, 1099
Type, if the line is in Dispute, and if so the Disputed Amount.
24
Receipt Information Tab
The Receipt Information tab provides additional details on a particular receipt of the purchase order selected in
the Purchase Order Information tab.
The tab header displays the company ID, vendor ID, voucher number, and voucher class.
Underneath this, the tab lists the receipt number you selected in the Purchase Order Information tab, the
purchase order number, the container number, vessel ID and name, and the supplier‟s external reference
number, if provided. Note that if the receipt came in multiple containers, each container appears on its own
line.
You can drill into the following fields to bring up additional information in other tabs:
Drilling into this field:
Brings up this tab:
Receipt Number
Receipt Detail
Container Number
Container Information
Vessel Number
Vessel Detail
External Reference
Number
Landed Cost, Landed Cost Detail
Receipt Detail Tab
The Receipt Detail tab gives detailed information about a receipt chosen from the Receipt Information tab.
The header of this tab provides the receipt number, purchase order number, location ID, vendor ID, supplier
ID, external reference number, and container number.
25
Listed below this are all the lines for this chosen receipt. Each line displays on its own row and contains the
line number, item ID, item description, quantity received, unit price, pricing UOM, extended cost, and if the
line is completely received.
Container Details Tab
The Container Details tab gives detailed information about a container chosen from the Receipt Information
tab.
The header of this tab provides the receipt number, purchase order number, vendor ID, supplier ID, and
container number.
Underneath the header, the tab shows you the location to which this container was delivered. It also shows the
ID and name of the vessel that carried the container, when the vessel received the container, and the expected
and actual receipt dates of your purchase location.
You can drill into the vessel ID field to open the Vessel Information tab.
Vessel Details Tab
The Vessel Details tab gives detailed information about a vessel chosen from the Receipt Information or
Container Details tabs.
26
This tab differs from others in this AP Drill Down by PO window in that is doesn‟t divide its information
between header and line sections. Instead, this tab contains a series of fields, all of which deal with a single
vessel and its involvement with your selected purchase order.
This tab provides you with the following information:












Vessel ID
Vessel Name
Container Capacity
Port of Loading
Country
Departure Date
Port of Discharge
Estimated Date of Arrival
Estimated Date Available for Shipping
Freight Terms
Delivery Method
Documents Received
Landed Cost Tab
The Landed Cost tab allows you to see what landed cost was applied to the receipt. You can view it by drilling
into the External Reference Number field in the Receipt Information tab.
The tab lists the following information:







Landed Cost Driver
Landed Cost Description
Currency ID
Multiplier
Calculation Method
Dollar Amount
Application Point
Landed Cost Detail Tab
The Landed Cost Detail tab allows you to see what landed cost was applied to an item on the receipt. You can
view it by drilling into the External Reference Number field in the Receipt Information tab.
27
The tab lists the following information:








Item ID
Item Description
Landed Cost Driver
Landed Cost Driver Description
Multiplier
Calculation Method
Dollar Amount
Application Point
Memo Inquiry Tab
The Memo Inquiry tab displays information about a particular memo. It appears when you drill into the Memo
Amount field in the Purchase Order Information tab.
The tab lists the following information:







Memo Number
Branch ID
Invoice Date
Period
Year
Invoice Amount
Disputed
Payment Inquiry Tab
The Payment Inquiry tab displays information about a particular payment. It appears when you drill into the
Amount Paid field in the Purchase Order Information tab.
The tab lists the following information:







Check Number
Check Date
Purchase Order Number
Period
Year
Amount Paid
Terms Amount
28



Currency Variance Amount
Void
Cleared Bank
29
AP DRILL DOWN BY VENDOR MODIFICATIONS
If multiple purchase orders are converted to a single voucher, the Purchase Order Number field in the Voucher
Information Tab in AP Drill Down by Vendor displays the word “multi” instead of a number.
Additionally, this tab now contains a Terms Due Date field, which
gives you easy access to potentially money saving information.
“Multi” displays here in place of a number
if multiple POs were converted to the
same voucher.
Purchase Order Information Tab
The Purchase Order Information tab becomes available when you drill into the Purchase Order Number field in
the Voucher Information tab. This tab contains additional details about the selected purchase order.
The tab header lists the company ID and name, the vendor ID to whom you should issue payment, the voucher
number associated with this PO, and the voucher‟s class.
Underneath this is a list of receipts made against your selected PO. Each receipt displays on its own line, which
contains the following information:






Receipt Number
Purchase Order Number
Container Number
Vessel ID
Vessel Name
External Reference Number
30
Note:
If you arrive at this tab by drilling into a Purchase Order Number field that displays “multi,” all
the POs used to create this voucher appear on this tab.
Receipt Detail Tab
The Receipt Detail tab becomes available when you drill into the receipt number field in the Purchase Order
Information tab. This tab contains additional details about the selected receipt.
The tab header lists the receipt number you selected, the purchase order number against which this receipt was
made, the location that received the material, the vendor and supplier to whom you submitted the PO, and an
external reference number and container number if applicable.
Underneath this is a list of line items for the receipt. Each item displays on its own line, which contains the
following information:









Line Number
Item ID
Item Description
Quantity Received
UOM
Unit Price
Pricing UOM
Extended Cost
Complete
31
Container Details Tab
The Container Details tab becomes available when you drill into the Container Number field in the Purchase
Order Information tab. This tab contains additional details about the selected container.
The tab header lists the container number you selected, the receipt held within this container, the purchase
order number against which this receipt was made, and the vendor and supplier to whom you submitted the
PO.
Underneath this is a line that provides tracking information on the container and order. This line shows the
location that generated the purchase order, the ID and name of the vessel, the date the vessel received the
container, the date your purchasing location expected the delivery to arrive, and the date the container was
actually received at the purchasing location.
32
Vessel Details Tab
The Vessel Details tab becomes available when you drill into the Vessel ID field in the Purchase Order
Information tab. This tab contains additional details about the selected container.
The tab header lists the container number you selected, the receipt held within this container, the purchase
order number against which this receipt was made, and the vendor and supplier to whom you submitted the
PO.
This tab differs from others in this window in that is doesn‟t divide its information between header and line
sections. Instead, this tab contains a series of fields, all of which deal with a single vessel and its involvement
with your selected purchase order.
This tab provides you with the following information:












Vessel ID
Vessel Name
Container Capacity
Port of Loading
Country
Departure Date
Port of Discharge
Estimated Date of Arrival
Estimated Date Available for Shipping
Freight Terms
Delivery Method
Documents Received
33
Landed Cost Tab
The Landed Cost tab allows you to see what landed cost was applied to the receipt. You can view it by drilling
into the External Reference Number field in the Purchase Order Information tab.
The tab lists the following information:







Landed Cost Driver
Landed Cost Description
Currency ID
Multiplier
Calculation Method
Dollar Amount
Application Point
Landed Cost Detail Tab
The Landed Cost Detail tab allows you to see what landed cost was applied to an item on the receipt. You can
view it by drilling into the External Reference Number field in the Purchase Order Information tab.
The tab lists the following information:








Item ID
Item Description
Landed Cost Driver
Landed Cost Driver Description
Multiplier
Calculation Method
Dollar Amount
Application Point
34
AP TRIAL BALANCE REPORT MODIFICATIONS
The AP Trial Balance Report now has the option of printing fully paid vouchers. This transforms the report
into a tool that provides a complete view of vendor activity within a set period of time. Using this new
parameter, you can use the AP Trail Balance Report to see how much you‟ve purchased from a vendor, and
how much of that has been paid.
This new parameter appears on the Criteria tab.
35
CHECK REGISTER MODIFICATIONS
The Check Register Report now allows you to filter your results by vendor. Using this new parameter, you can
now use this report to see what checks you issues to specific vendors within a specified time period.
This new parameter is found in the Criteria tab.
36
VENDOR INVOICE ENHANCEMENTS
Vendors sometimes send invoices for purchase orders before all, or even any of the ordered material arrives.
Often, these invoices have a tight turnaround if you want to qualify for terms discounts, but in order to take
advantage of these offered savings, you need to vouch and pay these invoices prior to completely receiving the
material on the PO. This feature allows you to do just that.
In addition to vouching invoices tied to open POs, this feature introduces a series of other small enhancements
that increase the flexibility and capabilities of the system when dealing with vendor invoices.
SETUP
The following settings affect this feature‟s behavior and must be established prior to using the functions
described later.
System Settings
Navigation Path:
System Setup > System menu > System Settings
The Approvals node in the System Setup focus contains an additional approvals parameter: Convert Vendor
Invoice to Voucher. This setting works identically to all the other approval settings in this node.
37
Vendor Maintenance
When you activate the 810 Invoice – Receive setting in the Electronic Data Interchange tab in Vendor
Maintenance, a number of other options appear at the bottom of the tab. These options control if the system
creates unreconciled vouchers upon import of a vendor invoice, and if these vouchers are automatically
approved for payment.
Field:
Description:
Vouch Unreconciled
Invoices
When enabled, the system automatically creates a voucher from the
vendor invoice as soon as it‟s successfully imported into the system,
even if you haven‟t fully received the attached PO.
Note:
When you do receive inventory against the PO linked to a
voucher you‟ve already vouched or paid, the system reconciles
the received inventory against the voucher the same as it does
against an unvouched voucher. Over-receipts do not count
against the voucher.
Approve Unreconciled
Vouchers
You can only enable this setting if the Vouch Unreconciled Invoices
setting is also enabled. When activated, this setting causes the system to
mark all automatically created unreconciled vouchers as approved by
default. These vouchers are thus ready to be paid the moment the system
creates them.
Prepaid Invoice
Account
The asset account that records the value of the prepaid voucher
automatically created when you import a vendor invoice.
38
Validate Item ID
When enabled, the system checks to see that the item IDs on the
imported vendor invoice match the item IDs of the related PO. This is in
addition to the standard line number validation.
Validate Unit Size
When enabled, the system checks to see that the unit size and purchase
unit size provided on an imported vendor invoice matches the unit and
purchase unit size of the related PO. The system skips this validation if
the imported invoice doesn‟t include unit or purchase unit sizes for a
particular line.
When you import a vendor invoice tied to a direct ship purchase order, Vendor Invoice Automation does not
automatically vouch the Invoice because the direct shipment needs manual confirmation. However, you can set
the system to automatically confirm the direct shipment if it reconciles to the purchase order with a new setting
in Vendor Maintenance. This allows Vendor Invoice Automation to automatically create vouchers and direct
shipments to automatically create the customers‟ invoices.
Automate Direct Ship Confirmation – when you activate this setting, the system performs the following
additional checks on a vendor invoice as soon as it is imported:



The unit of measure on the invoice line must match the Unit of Measure of the PO Line. Note that the
system uses the supplier units of measure you‟ve entered to perform this check as well, and can match
on them (see page 40).
The quantity of the invoice line must match the quantity remaining to confirm for the PO line.
The system also compares the vendor invoice to the purchase order to determine if the invoice will
successfully convert to a voucher when it reaches that stage.
If any of the above points fail validation, the system processes the invoice, but does not confirm the direct
shipment or create a voucher from the invoice.
However, if all of the above points validate, the following occurs:



The invoiced quantities become received quantities, which are then confirmed on the direct ship.
Since this completes the PO line, the system marks that line complete on the PO and direct ship
confirmation.
If this also completes all lines on the direct ship PO, the PO and direct shipment will be marked as
complete.
The system only creates a voucher after the direct ship is confirmed.
Important!
Activant strongly recommends that if you enable Direct Ship Automation you should also set up
two distinct DynaChange roles: one for accounts payable and one for accounts receivable
personnel. This ensures that separate individuals address activities related to each of these areas.
39
Item Maintenance
Item Maintenance receives a new tab: Supplier Unit Info.
The Supplier Unit Info tab serves as a translator between your system and your suppliers. Like all tabs in Item
Maintenance, this tab displays information in reference to the item entered in the General tab. Specifically, it
displays a list of all suppliers that provide the item to you.
Each supplier appears on its own line and displays the Supplier ID and Name. The Unit of Measure field
displays the purchasing unit of measure you use when ordering the item from the supplier, using your own
terminology. The unit description is a full-text description of the purchase UOM. For example, you might order
items with the purchase UOM of BX, which is short for Box. The Unit of Measure field would display BX,
while the Unit Description field would show Box.
The Supplier Unit of Measure field displays what code the supplier uses for the same unit of measure. This is
especially important if it is different from your own. Once you enter the information in this field, the system
can automatically cross-reference the values entered here, translates your own UOM codes into the supplier‟s
when you send a PO, and translates the supplier‟s UOM codes to yours when receiving an invoice. The system
performs this translation automatically and reduces the chance of delays in processing POs and invoices
because of an unknown code.
Important!
The system references entries in this tab during vendor invoice imports, which allows your vendor
to use his own internal codes and still successfully transmit invoices to you electronically as long as
you‟ve recorded those codes in this tab and equate them all with one of your own UOM IDs. If you
do this, the system automatically translates the vendor‟s codes to your own and allows the import.
However, if the vendor includes a code you did not enter in this tab, the import fails.
Item Fast Edit
The Supplier Unit of Maintenance field also appears in the Item Fast Edit window, allowing you to search for
records using this parameter and apply your suppliers‟ codes across a broad swath of items at once.
USE
Unlike the settings shown in the Setup area, the functions described below may come up regularly in your
normal processes.
General Ledger
Processing unreconciled vendor invoices by creating vouchers impacts your general ledger in the following
ways:
If the voucher is approved the system makes the following posts upon approving the voucher:


Debit the vendor‟s prepaid invoice account for the amount of the voucher.
Credit the vendor‟s accounts payable account for the amount of the voucher.
When you print a check against that voucher, the system makes the following posts:
40


Debit the vendor‟s accounts payable account for the amount of the check.
Credit the appropriate bank‟s cash account for the amount of the check.
When you receive the items on the voucher, the system makes the following posts:


Debit the item‟s asset account for the amount of the received item.
Credit the vendor‟s prepaid invoice account for the total amount of the received items.
When you reconcile the voucher, the system makes the following posts:



Debit the prepaid invoice account for the amount of the variance.
If the inventory is still in stock, credit the item‟s asset account for the amount of the variance.
If the inventory is no longer in stock, credit the cost variance account in the amount of the variance.
Purchase Order Entry
The Items tab in Purchase Order Entry has a new RMB menu option called Show Line Numbers.
When you activate this setting, the tab produces another column that shows the line number of each line item
on the PO.
This is useful when comparing a vendor invoice against a PO, especially if it is a large order. You can remove
the Line Number column by selecting the Show Line Numbers option a second time.
Convert Vendor Invoice to Voucher
Previously, the Convert Vendor Invoice to Voucher window allowed you to call up vendor invoices only if
they were attached to completely received POs, and only if they weren‟t previously vouched. With this feature,
those limitations are gone. You can now call up any vendor invoice, even of the attached PO hasn‟t been
received and even if it‟s already been vouched.
Note:
Because you can use this window to partially vouch a vendor invoice, it‟s now possible to have
multiple vouchers for a single invoice.
41
Voucher Information Tab
The Voucher Information tab receives several new fields.
Field:
Description:
Freight
Amount Total
The total amount of freight on a vendor‟s invoice.
Freight
Amount
Vouched
The total amount of freight on the invoice that‟s been paid.
Freight
Amount
The amount of freight you want to vouch in this conversion session.
Invoice
Amount
Vouched
The portion of the total invoice that you‟ve paid.
Complete
When you enable this checkbox, the system converts all quantities and amounts
listed on the screen to a voucher for the invoice. The system also marks an
invoice complete when you reconcile all the lines of the invoice against a
received PO, whether you do this bit by bit over multiple vouchers, all at once, or
even by importing an invoice attached to an already completed PO.
You cannot call up a completed invoice in this tab.
Items Tab
The Items tab now displays information across two rows. The first row contains item information; each item on
the vendor invoice appears in its own row of this type. The second row is a sub-row of the first, and contains
information about the various receipts of this item. Each receipt receives its own line, meaning that each item
might have multiple sub-rows if it was delivered to you in more than one shipment.
42
The first row contains the following fields:
Field:
Description:
Item ID and
Description
All items on the vendor invoice appear in this tab. Each gets its own
line.
Supplier Part Number
The part number the vendor uses to identify this item.
PO Quantity
The quantity of item that you ordered.
Invoice Quantity
The quantity of item that appears on your vendor invoice.
Vouched Quantity
The total quantity of item for which you issued payment. This is a
cumulative field, so if you issue multiple vouchers against the same line,
this field displays the total item quantity of all prior vouchers.
Complete
The system checks this checkbox if you have vouched the invoiced
quantity. If you check this box before vouching the entire invoiced
quantity, the system still considers the line complete and records the
difference between the invoiced and vouched quantities as a variance.
The second row contains the following fields:
Field:
Description:
Receipt Number
The transaction number assigned to any inventory receipts
Unit of Measure
The purchase unit of measure for this item.
Quantity Received
The quantity of item you‟ve received specifically from this PO to date.
Quantity to Vouch
The system converts the quantity in this field to a voucher when you
save the record. It defaults to the receipt quantity.
If you enter a quantity in this field greater than the quantity received, the
system will not allow you to save the record unless you activated the
Vouch Unreconciled Invoices setting for the vendor.
Pricing Unit of
Measure
The unit of measure upon which customer prices are based.
PO Unit Price
The unit of measure in which you purchase the item.
Invoice Unit Price
The unit of measure upon which your vendor bases his prices.
Freight to Invoice
The amount that your vendor charges you for shipping material before
generating his invoice.
Freight Invoiced
The amount your vendor charges you for shipping the item.
Extended PO Cost
The item‟s unit price multiplied by its order quantity.
Extended Invoice Cost
The extended PO cost plus freight charges.
43
Variance
If you mark a line complete without vouching the entire invoiced
quantity, the system displays the difference between the invoiced and
vouched quantities in this field.
When you save the record, the system creates vouchers for all receipt lines that have a value in the Quantity to
Vouch field. However, as long as there is one receipt line open, you may call up this vendor invoice to review
and edit. The system displays all items on the invoice, even those fully vouched, but only displays incomplete
receipt lines for each item.
The system recalculates all the values on this tab whenever you receive material against the invoice listed here.
If a receipt completes the vendor invoice with acceptable variances, the system automatically checks the
Complete checkbox.
If a voucher is approved, it displays in the Check Printing window, available for payment. The quantity
vouched in the Convert Vendor Invoice to Voucher window appears as the applied payment. Unapproved
vouchers cannot be paid.
Vendor Invoice Edit Window
In certain cases, vendor invoices pass import validation with errors and record successfully in Prophet 21.
When you find these invoices in the Convert Vendor Invoice to Voucher window and want to change them,
you can use the RMB menu option Edit Vendor Invoice to open the Vendor Invoice Edit Window, which
allows you to make any necessary changes to the vendor invoice.
The Vendor Invoice Edit window already exists within Prophet 21, but its behavior toward certain lines on the
invoice depends on the Allow Editing of Vouched Vendor Invoice Lines system settings introduced with this
feature (see page ???).
If the setting is not enabled:
You cannot open the Vendor Invoice Edit window for any line that has a vouched quantity; the RMB option
appears grayed out and unavailable.
For lines without a vouched quantity, the window behaves as before, but you cannot edit fields associated with
line items that have vouched quantities. These fields are grayed out and unavailable. You also cannot edit the
Vendor Invoice Number and Invoice Date fields.
Editing a vendor invoice after importing it into the system does not affect any vouchers created against that
invoice. Since changes cannot be made on vouched items and since edited values only update the vendor
invoice, the link between the vendor invoice and voucher is not disturbed by this process.
If the setting is enabled:
You can use the Vendor Invoice Edit Window to edit all lines. When you edit a line, the system immediately
applies the change to the vendor invoice.
If you already created a voucher form this invoice the system immediately applied the edits, reverses the
voucher, and creates a new one using the edited values if the voucher is unapproved, or has no existing
payments against it. This process also reverses the general ledger transactions of the original voucher and
reposts them using the values.
For approved vouchers that have payments, you can only edit the attached invoice if the net general ledger
effect zeroes out. This places the following limitations on your edits:


You cannot reverse vouchers that have payments made against them.
You cannot perform any edit that changes the voucher‟s value. Edits that cause the system to adjust the
voucher variance or change the inventory value, quantity, or unit of measure are allowed. The system
automatically makes all these adjustments as soon as you close the window.
44
Voucher Entry
The Voucher Entry by Item and Voucher Entry by Amount windows have a new tab called Invoice Detail. This
tab displays all vouchers that are linked to the specified invoice as well as credit memos that reference the
voucher.
This tab is available only if there are additional vouchers for the vendor specified on the Voucher tab that
reference the same invoice. This tab also becomes available if there are credit or debit memos exist that
reference the voucher.
Each voucher or memo appears on its own row, and displays the following information:








Voucher/Memo Number
Invoice Number
Invoice Date
Voucher Amount
Memo Amount
Amount Paid
Amount Remaining
Approved
45
Vendor Invoice Report
The Vendor Invoice Report includes parameters that allow you choose if you want to include unreconciled
vendor invoices, approved invoices, and invoices with variances on the report.
The Vendor Invoice Report also features the following additions:




A Variance field displays relevant variances for the items on the invoice. This report totals
this value for each invoice listed.
A PO Quantity column displays for each item line.
The Extended Price field has been removed, replaced with the PO Extended Price and Invoice
Extended Price fields.
An Amount Paid field has been added to the header for each invoice.
Invoice Deletion
Upon deletion of a vendor invoice, the system looks for other vendor invoices to which the PO receipt record
should be linked. If it finds one, it links the line items on the vendor invoice to the line items on the receipt.
You can view these lines in Convert Vendor Invoice to Voucher, where they are listed as received. Otherwise,
the system makes the unlinked items on the receipt ready to vouch in Convert PO to Voucher.
46
1099 DIVIDENDS FORM
This feature provides the ability to print a 1099 Dividends and Distributions form for the Internal Revenue
Service. The “1099 Div” form is used to report returns or dividends earned by company officers, primary
stockholders, or investors in the company.
Distributors paying ordinary dividends or distributions from employee stock ownership plans must record
payments as taxable income and report it to the IRS using the 1099 Div form. The payments must be reported
in specific boxes on the form, based on the type of income. The system can now track ordinary dividends and
cash liquidation distributions for each recipient, and print annual totals in the correct boxes on a 1099 Div
form. This eliminates the need to calculate these total amounts manually.
This feature makes changes to the system in the following areas:







Vendor Maintenance, Vendor Fast Edit, Voucher Entry by Amount and Voucher Entry by
Item have been modified to include the new 1099 DIV types as choices from the 1099 Type
field
A new 1099 DIV Balances Report has been added to the system. The 1099 DIV Balances
Report shows all 1099 distributions and dividends paid to vendors
The 1099 Payment Type Proof has been modified to show the 1099 DIV types
The 1099 Balance Maintenance window has been modified to include the 1099 DIV types
A new option to print 1099 DIV forms has been added
A new export program has been added, allowing you to export 1099 data to a file that can be
electronically submitted to the IRS
The Non-Incorporated Vendors Report has been modified to include the 1099 DIV types
VENDOR MAINTENANCE
Navigation Path:
Accounts Payable > Maintenance menu > Vendor Maintenance
1099 Tab
In Vendor Maintenance, the Default 1099 Type field contains two new 1099 DIV options: Ordinary Dividends
and Cash Liquidation Distributions. These two new 1099 types are mapped to specific boxes on the 1099 DIV
form, not the 1099 MISC form.
Default 1099
Type:
Description:
Ordinary
Dividends
Maps to Box 1A on the 1099 DIV form. All amounts paid under Ordinary Dividends
are totaled and reported in Box 1A. There is no annual threshold.
Cash
Liquidation
Distributions
Maps to Box 8 on the 1099 DIV form. All amounts paid under Cash Liquidation
Distributions are totaled and reported in Box 8. There is no annual threshold.
47
VENDOR FAST EDIT
Navigation Path:
Accounts Payable > Maintenance menu > Vendor Fast Edit
The two new 1099 DIV types, Ordinary Dividends and Cash Liquidation Distributions, have been added to the
Vendor Fast Edit.
VENDOR IMPORT
Navigation Path:
Imports/Exports > Import menu > Accounts Payable > Vendor
Two new settings have been added to the Vendor Import column R, Default 1099 Type:
Col
Description
Data Type
Required
Length
R
Default 1099 Type
Numeric
N 3
19
Example
0 None
1 Rents
2 Royalties
3 Other Income
4 FIT Withholding
5 Fishing Boat Proceeds
6 Medical and Health Care Payments
7 Non-employee Compensation
8 Substitute Payments
9 Excess Golden Parachute
10 Crop Insurance Proceeds
11 Cash Liquidation
12 Ordinary Dividends
Default 1099 Type can now be set to 11 for Cash Liquidation or 12 for Ordinary Dividends.
3 When Incorporated = "Y", the only valid code for this field is "0".
VOUCHER ENTRY BY AMOUNT
Navigation Path:
Accounts Payable > Transaction menu > Vouchers > Amount
1099 Type/Job ID Tab
The Voucher Entry by Amount window now allows you to specify a 1099 Div type on the 1099 Type/Job ID
Tab. The 1099 Type field in the voucher line provides the two new types (Cash Liquidation and Ordinary
Distributions) as options in the dropdown list:
Ordinary Dividends and
Cash Liquidation are now
available as options from the
1099 Type field.
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The new settings are described below.
Setting:
Description:
Ordinary
Dividends
Voucher lines set to Ordinary Dividends add the purchase amount to the total for Box
1A on the 1099 Div form. There is no threshold, so all amounts add to the yearly
total for the box.
Cash
Liquidation
Voucher lines set to Cash Liquidation add the purchase amount to the total for Box 8
on the 1099 Div form. There is no threshold, so all amounts add to the yearly total for
the box.
VOUCHER ENTRY BY ITEM
Navigation Path:
Accounts Payable > Transaction menu > Vouchers > Item
The Voucher Entry by Item window now allows you to specify a 1099 Div type on the 1099 Type/Job ID Tab.
The 1099 Type field in the voucher line provides the two new types (Cash Liquidation and Ordinary
Distributions) as options in the dropdown list:
Ordinary Dividends and
Cash Liquidation are now
available as options from the
1099 Type field.
The new settings are described as follows.
Setting:
Description:
Ordinary
Dividends
Voucher lines set to Ordinary Dividends add the purchase amount to the total for Box
1A on the 1099 Div form. There is no threshold, so all amounts add to the yearly
total for the box.
Cash
Liquidation
Voucher lines set to Cash Liquidation add the purchase amount to the total for Box 8
on the 1099 Div form. There is no threshold, so all amounts add to the yearly total for
the box.
1099 DIV BALANCES REPORT
Navigation Path:
Accounts Payable > Reports menu > 1099 Div Balances
You can now print a 1099 Div Balances Report in Accounts Payable. The 1099 Div Balances Report shows all
1099 distributions and dividends paid to vendors.
The report shows pertinent vendor information (Vendor ID, Vendor Name, Vendor Address, Name Control,
Federal ID Number, and Alternative 1099 Name) and the totals paid for the year in two columns: Cash
Liquidations and Dividends. These totals are combined to show a total for each vendor. The bottom of the
report shows company totals and the total number of 1099s sent.
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Printing the Report
1099 Div Balances Report is an option on the Accounts Payable Reports menu. The window contains two
tabs: Criteria and Timestamp.
To generate a report, specify a range of vendor IDs and a year. To print the report, click the printer button or
select Print from the File menu.
1099 PAYMENT TYPE PROOF
Navigation Path:
Accounts Payable> Reports> 1099 Payment Type Proof
The 1099 Payment Type Proof report now includes Cash Liquidations and Ordinary Dividends as 1099
payment types. The report format is the same.
Ordinary Dividends and
Cash Liquidation are
possible 1099 Types on the
Payment Type Proof.
The report shows the Year, Vendor ID and Name, Check Number, Voucher Number, Invoice Amount, Terms
Amount Taken, Paid in Full, and the 1099 Type. The 1099 Type column can now show Cash Liquidation and
Ordinary Dividends as possible types.
Printing the Report
1099 Payment Type Proof is an option on the Accounts Payable Reports menu. The window contains two
tabs: Criteria and Timestamp.
Ordinary Dividends and
Cash Liquidation are
possible 1099 Types on the
Payment Type Proof.
To generate a report, specify a range of vendor IDs, a range of years, and a 1099 Type. To print the report,
click the printer button or select Print from the File menu.
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1099 BALANCE MAINTENANCE
Navigation Path:
Accounts Payable > System menu > 1099 Balance Maintenance
1099 Types Tab
The 1099 Balance Maintenance window, used to adjust the amounts between types of 1099 payments, now
includes Cash Liquidations and Ordinary Dividends as 1099 payment types. These new types are shown in the
lower portion of the tab, under the 1099 Dividend Types label.
The lower section of the tab
shows the 1099 Dividend Types.
Enter and edit the amounts in the Cash Liquidations and Ordinary Dividends fields as necessary.
Cash Liquidations
Cash Liquidations -- a numeric field that corresponds to Box 1A on form 1099-DIV (Dividends and
Distributions). No threshold for reporting; includes all payments.
Shows the proceeds of a sale of a security or investment instrument.
Ordinary Dividends
Ordinary Dividends -- a numeric field that corresponds to Box 1A on form 1099-DIV (Dividends and
Distributions). No threshold for reporting; includes all payments.
Shows the payment or return on an investment. The investment has not been sold but is paying a dividend to
the investor.
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1099 DIV PRINTING
Navigation Path:
Accounts Payable > Reports menu > 1099 Div
The ability to print 1099 DIV forms has been added to the system. The option is available from the Accounts
Payable Reports menu.
The 1099 DIV printing window is used to print Copy Bs of 1099-DIV forms for 1099 recipients. 1099-DIV
forms are used to report returns or dividends earned by company officers, primary stockholders, or investors in
the company.
Tip! Copy A of 1099-DIV forms may be submitted in an IRS-approved electronic format.
See the section of this documentation labeled Electronic Submission of 1099 Forms for more
information.
Printing the 1099 DIVs
1099 DIV is an option on the Accounts Payable Reports menu. The window contains two tabs: Criteria and
Timestamp Criteria.
To print the Copy Bs, specify a range of vendor IDs and a year. To print, click the printer button or select Print
from the File menu.
ELECTRONIC SUBMISSION OF 1099 FORMS
Navigation Path:
Imports/Exports> Export menu > Accounts Payable > 1099 for Electronic Submission to IRS
Distributors who issue in excess of 250 1099-MISC and 1099-DIV forms are required to submit the forms
electronically to the IRS. For distributors who submit fewer than 250 forms, electronic submission will greatly
reduce the cost and time involved in creating and submitting paper 1099 forms.
The IRS has strict guidelines for any data files that are submitted electronically. Using the 1099 for Electronic
Submission to IRS option, Prophet 21 can export the data for you and save it in a file that you can then transmit
to the IRS.
To set up the export of 1099 data, open the Imports/Exports module and go to Export>Accounts Payable>1099
for Electronic Submission to IRS:
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The system displays a window similar to the following:
The Export Setup tab prompts you to enter some important information for the IRS, the source of the export,
and the filename and path of the export file that will be generated. Some of the fields in this window may be
familiar to you, but many are new to the system. The new fields are described below.
Field Name:
Description:
Payment Year
The year for which the 1099 forms are being submitted.
Filing Status
Filing Status can be set to Original, Replacement, or Correction.
Original – use this setting when transmitting the file for the first time.
Replacement – use this setting when transmitting a “replacement” file. A “replacement”
is sent at the request of the IRS due to errors encountered in the original.
Correction – use this setting when transmitting a “correction” file. A “correction” is sent
at the request of the IRS due to the submission of erroneous information in the original
file. When sending a correction, do not send the entire file again. Only send those
returns in need of correction.
Corrected
Return Code
Corrected Return Code is only available when Filing Status is set to Replacement or
Correction. Corrected Return Code can be set to G or C.
G – if this is a one-transaction correction or the first of a two-transaction correction.
C – if this is the second of a two-transaction correction.
Replacement
Filename
The name to use when exporting a replacement or correction data file. The Replacement
Filename field is only available when Filing Status is set to Replacement or Correction.
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Combined
State/Federal
Filing
Determines if your file is coded to participate in the Combined Federal/State Filing
program.
If the box is checked, the IRS will consider your file for participation in the Combined
Federal/State Filing program. If the box is not checked, your file will not be considered
for the program.
Combined Federal/State Filing Program
Through the Combined Federal/State Filing Program (CF/SF), the IRS automatically
forwards original and corrected information returns to participating states for approved
filers. This means that, once you are approved to participate in the program, separate
reporting to those states is not necessary. Forms 1099-MISC and 1099-DIV are eligible
for the CF/SF program.
The first year you participate in the CF/SF program, you must obtain approval from the
IRS by sending a test file that is coded for CF/SF. To do this in the system:
Make sure the Combined State/Federal Filing checkbox is checked when you export data
for electronic submission of the test file.
Check the Test checkbox to indicate that the file is a test file.
If the file you submit is found to be acceptable, you will receive notification from the
IRS. You can then submit the actual data file. (The Combined State/Federal Filing
checkbox should be checked for the submission of the actual file as well.)
A test file is only required the first year, when you apply to participate in the program.
Important! For more information about the submission of 1099-MISC, 1099-DIV
or any other tax documents, please consult a tax professional.
Last Year to
File
Electronically
Determines how the “Last Filing Indicator” is coded for your file.
Test File
Determines if your file is coded as a “test” file. When Test File is checked, the file will
be marked (in a manner conforming to IRS procedure) as a test file. When Test File is
unchecked, the file will not be marked and will thus be considered an “actual” data file
intended for submission.
Check the Last Year to File Electronically checkbox if this is the last year you will file
information returns electronically. Otherwise, leave the checkbox unchecked.
About Test Files
The IRS encourages all first time electronic filers to submit a test file. Test files are
required for all filers wishing to participate in the Combined Federal/State Filing
program (see Combined State/Federal Filing for more information). The IRS will check
the test file to ensure that it meets the specifications of the procedure.
Important! For more information about the submission of 1099-MISC, 1099-DIV
or any other tax documents, please consult a tax professional.
Export
Filename
The name to use for the exported data file. Once the export file is created, the system
will save it using the filename supplied here. Note that the system will save the file in
the directory indicated in the Export Path field.
Export Path
Tells the system where, on the network or local PC, to save the exported file. The system
will use the filename entered in the Export Filename field.
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Details on the Exported File
You can submit multiple 1099 form types (e.g., 1099 MISC and 1099 DIV) in one file and multiple forms of a
particular type (e.g., a 1099 MISC for every vendor)
The submitted file must be comprised of various sections. Each record is one line that is 750 characters long. The
different record types are described below:
Record:
Description:
Number per file:
T
Describes the transmitter of the file
Once per file
A
Identifies the payer
Once per 1099 type being submitted
B
Identifies the payee (vendor)
Once for every payee
C
Totals all of the B records
Once per 1099 type being submitted
K
Totals all of the B records for state
reporting
Once per 1099 type being submitted
F
Indicates the end of the file
Once per file
For example: Assume you are reporting on three vendors with a 1099 MISC and two with a 1099 DIV. The
export file would contain the following lines:
Line 1: T record – describing the transmitter (you)
Line 2: A record for 1099 MISC
Line 3: B record for 1099 MISC vendor 1
Line 4: B record for 1099 MISC vendor 2
Line 5: B record for 1099 MISC vendor 3
Line 6: C record totals for 1099 MISC
Line 7: K record state totals for 1099 MISC
Line 8: A record for 1099 DIV
Line 9: B record for 1099 DIV vendor 1
Line 9: B record for 1099 DIV vendor 2
Line 10: C record totals for 1099 DIV
Line 11: K record state totals for 1099 DIV
Line 12: F record – indicates the end of the file
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NON-INCORPORATED VENDOR REPORT
Navigation Path:
Accounts Payable > Reports menu > Non Incorporated Vendors
Criteria Tab
The 1099 Type field now allows you to select the new 1099 DIV types, Cash Liquidation and Ordinary
Dividends. If you select Cash Liquidation or Ordinary Dividends, the system will generate a report showing
the vendors who have received payments that were categorized as such.
Printing the Report
The Non-Incorporated Vendor Report is an option on the Accounts Payable Reports menu. The window
contains two tabs: Criteria and Timestamp.
Import Changes
See the New Import Changes topic in the online help for more information.
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ACCOUNTS RECEIVABLE
CASH RECEIPTS REVERSALS
This feature provides you with the ability to reverse cash receipts that have been applied to an invoice. This is
useful in the following three situations: if you have to reverse a payment for a returned check, if you have
applied a payment multiple times in error and must reverse a payment out, or if you make an error in applying
a payment (applying a payment to the wrong invoice, or the wrong customer) and need to reapply it elsewhere.
You also have the ability to apply service charges to returned checks.
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SETTING UP RECEIPT REVERSALS
To set up payment reversals, you must determine what approvals System Settings you will use, and you must
assign an account for returned checks in Company Maintenance.
A new approval system setting has been added which enables you to determine how the system will handle
approvals for cash receipts reversals.
You can have the approvals set to ON – Default to YES, ON – Default to NO, or OFF. The following table
explains each option.
Option:
Description:
ON – Default to YES
Turns on approvals for payment reversals so that all transactions default
to approved. These transactions will be marked complete and post to the
general ledger without any review required.
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ON – Default to NO
Turns on approvals for payment reversals so that all transactions default
to unapproved. This means that a user with the appropriate permissions
must review each transaction that is unapproved before it can be
completed and posted to the general ledger.
OFF
The approvals features in the system for payment reversals will not be
turned on, effectively making all payment reversal transactions approved.
You must also set up your returned check fee account. You can do this on the Accounts Receivable tab in
Company Maintenance (located on the System menu in the System Setup module).
Enter the account number for the account you want to use for revenues collected on returned checks in the
Returned Check Fee Account field. This account will be used whenever you collect fees for returned checks if
any fee is charged on the Charges tab in the Reverse Payments window in Accounts Receivable (more
information on this window in the following sections). If you do not have this account set up, reversals will
not save.
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REVERSING PAYMENTS
New Window: Reverse Payments
A new window called Reverse Payments has been added to the system to deal with reversing payments. This
window handles payment reversal tasks for all three types of reversals, and which reversal you need to perform
will dictate how you enter reversals. Later sections of this document will discuss how to enter each payment
reversal.
Tab:
Description:
Query
Enables you to enter criteria that will limit the payments that will display
for reversal on the Payment List View tab.
Payment Form View
Enables you to change the date and period information for the reversal
transaction.
Payment List View
Enables you to decide which payment or payments to reverse.
Charges
Enables you to apply charges to a returned check payment reversal.
Invoice Notes
Enables you to view and enter notes related to the invoice for the
payments.
Invoice Information
Enables you to apply a reversed payment to another customer and
invoice.
Branch
If you apply a payment via zero-dollar invoice on the Invoice Information
tab, you must specify a branch on this tab.
The following three sections detail how to reverse payments.
General Ledger Effects: Branches and Intercompany Transactions
If you have track AR by branch enabled, then all GL postings that affect Accounts Receivable will post at the
branch level for the receivable reversed or applied. All expense and/or revenue accounts (terms, allowed
amounts) will automatically associate with the branch assigned to the invoice.
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Reversing payments for intercompany transactions will reverse intercompany payables and receivables that are
created by the original cash posting. Terms and allowances will post to the expense and revenue accounts
associated with the company that generated the invoice. Returned check fees and AR transactions will post to
the company branch selected on the Charges tab.
Reversing a Payment Applied More Than Once
This is the simplest use for payment reversals. If you accidentally apply a single check to multiple invoices, or
you otherwise need to reverse a single payment without reapplying the receipt elsewhere, then use this
procedure to reverse the payment. For example, if you apply a payment to the correct customer, and then
accidentally apply it again to a different customer, you can reverse the mistaken payment without touching the
original payment.
General Ledger Effects
Corrections of payments for misapplied cash that are simply reversed and not reapplied need to credit cash.
Action:
Accounts:
Debit
AR account designated in the customer record.
Credit
 Cash account assigned to the bank file.
 Allowed Amount account designated in the customer record or on the
cash receipts window.
 Terms account designated on the customer record.
Debit/Credit
Note:
Sales Tax Jurisdiction account if sales tax was adjusted during cash
receipts.
Postings for reversed payments on credit memos will have the opposite general ledger effect.
Use the following instructions to reverse a payment that was entered more than once.
1.
Open the Accounts Receivable module.
2.
From the Transactions menu, select Reverse Payments. The Reverse Payments window opens with
focus on the Query tab.
3.
On the Query tab, enter criteria by which you want to return a list of payments. This works the same
way other Query tabs in the system work (for more information, see the topic Query Tab in the online
help).
4.
Right-click and select Apply Query. The Payment List View tab opens with a list of payments that
correspond to your query criteria.
5.
Using the information on the tab, identify the payment or payments that you want to reverse.
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6.
Scroll to the right until you see the Reverse checkbox. Enable the Reverse checkbox for any
payments that you want to reverse. A checkmark appears in the box.
7.
Save the record. A message box informs you that the record has been saved successfully.
Reversing a Payment you applied to the Wrong Customer
If you accidentally apply a payment to the wrong customer or invoice, you can reverse the payment and apply
it where it belongs.
General Ledger Effects
When a payment is reversed and reapplied, the cash will no9t be affected since the cash amount posted remains
the same and only the customer‟s open receivables need to be affected. Terms and allowed amounts need to be
reversed and reapplied.
Actions:
Accounts:
Debit
AR account designated in the customer record for which the misapplied
payment is reversed.
Credit
Allowed Amount and Terms accounts of the customer for whom the
misapplied payment is reversed or Allowed Amount account selected.
Credit
AR account for the customer record for the reapplied payment.
Debit
Allowed Amount and Terms accounts of the customer for whom the
payment is reapplied or Allowed Amount account selected.
Use the following instructions to reverse a payment that was entered to the wrong customer or invoice.
1.
Open the Accounts Receivable module.
2.
From the Transactions menu, select Reverse Payments. The Reverse Payments window opens with
focus on the Query tab.
3.
On the Query tab, enter criteria by which you want to return a list of payments. This works the same
way other Query tabs in the system work (for more information, see the topic Query Tab in the online
help).
62
4.
Right-click and select Apply Query. The Payment List View tab opens with a list of payments that
correspond to your query criteria.
5.
Using the information on the tab, identify the payment or payments that you want to reverse.
6.
Scroll to the right until you see the Reverse checkbox. Enable the Reverse checkbox for any
payments that you want to reverse. A checkmark appears in the box.
7.
Click the Payment Form View tab. Make sure that the Date Reversed and the Period and Year fields
reflect the correct values.
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8.
Enter the corporate ID, customer ID, or ship to ID associated with the invoice that you do want to pay
in the relevant fields on the Invoice Information tab. A list of invoices appears on the tab.
Note:If you want to generate a zero dollar invoice for the amount, leave the above ID fields blank
and enter the amount to reverse into the Amount Received field. The invoice number will
generate automatically when you save the record. Note that if you use branch accounting,
you will have to enter the branch ID for the zero dollar invoice on the Branch tab. Save the
record to reverse the payment and apply it to the zero dollar invoice.
9.
In the Amount Received field, enter the amount to reverse. This amount, plus the amounts in the
Terms Taken and Allowed Amount fields, must equal the total reverse amount on the Payment Form
View tab.
10. If you selected more than one check for reversal in Step 6, then click the Next button to continue to
the next check and repeat the process for that check.
11. Save the record. A message box informs you that the record has been saved successfully.
Reversing a Payment for a Returned Check
If your bank returns a check after you deposit it, you may wish to reverse the payment in the system. This
procedure enables you to reverse the payment, and then apply any charges you may assess for returned checks,
and appropriately adjust the credit status of your customer.
General Ledger Effects
When a check is returned, the AR amounts are opened and cash is credited. Allowed and terms amounts are
reversed. If a returned check fee is charged, the system will debit the account you defined in Company
Maintenance when setting up this feature.
Actions:
Accounts:
Debit
AR account designated in the customer record for the invoice amount,
plus the returned check fee.
Credit
Returned Check Fee account as designated in Company Maintenance.
Credit
The cash account.
Credit
Allowed Amount and Terms accounts designated in the customer record.
Use the following instructions to reverse a payment for a returned check.
1.
Open the Accounts Receivable module.
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2.
From the Transactions menu, select Reverse Payments. The Reverse Payments window opens with
focus on the Query tab.
3.
On the Query tab, enter criteria by which you want to return a list of payments. This works the same
way other Query tabs in the system work (for more information, see the topic Query Tab in the online
help).
4.
Right-click and select Apply Query. The Payment List View tab opens with a list of payments that
correspond to your query criteria.
5.
Using the information on the tab, identify the payment or payments that you want to reverse.
6.
Scroll to the right until you see the Reverse checkbox. Enable the Reverse checkbox for any
payments that you want to reverse. A checkmark appears in the box.
7.
Click the Charges tab. The tab opens with the customer ID automatically populated.
8.
In the Branch ID field, enter the branch for which the reversal will apply.
9.
Add any fee you may apply for returned checks in the Returned Check Fee field.
10. Change the customer‟s credit status if you want to.
11. Save the record. A message box informs you that the record has been saved successfully.
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OTHER MODIFICATIONS
A new invoice class has been created to help track check return payment reversal charges. The class ID is
PYMTREV and the description is Payment Reversal. Any charges for returned checks will automatically create
an invoice with this class associated with it.
The Invoice Information tabs of the AR Drill Down By Customer and AR Drill Down By Payment windows
will both have a new column called Reversed Amount, which lists that amount from each invoice that has been
reversed.
The Cash Receipts Journal will have a new setting: Include Payment Reversals. This includes the options
Yes, No, or Only. This setting determines if the report will include payment reversals, exclude payment
reversals, or comprise only payment reversals. On the report itself, reversals have a minus symbol (-) assigned
to them.
The Cash Receipts windows can now accept duplicate check numbers for reversed payments if you re-deposit
a returned check, or because you may have reapplied the same check to other open invoices for a specific
customer. The check number will have the date and time appended to it.
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ADVANCED PAYMENT/DEPOSITS
This feature enhances downpayment functionality by providing accurate tracking of payments by eliminating
unallocated payments on orders and instead linking these payments to downpayment invoices, thus providing a
full audit trail that allows you to easily determine how money has been applied as well as to see the available
unapplied downpayment amounts.
In addition to this tracking capability, changes to the Remittances tab provide greater amounts of information
and suggest payment and downpayment amounts to order takers based on customer settings and line item
allocation status. Further, you can indicate if released or shipped material requires payments at the time of
shipment.
For example:
A builder places an order for the following items:
Item
Quantity
Unit Price
Extended Price
Fixture A
10
10.00
100.00
Fixture B
5
20.00
100.00
Fixture C
10
30.00
300.00
When he places it, the builder indicates that he would like 5 of Fixture A and none of the others yet as the
house that is being built is not yet ready for them.
You invoice 5 of Fixture A. Because you create an invoice, the system requires a payment of $50.00 for those
5 items that the builder is taking now. This payment is due immediately.
The Downpayment % for this customer is set to 33%. Therefore, the system requires a downpayment of 33%
for the remaining order value. 33% of $450 is $150. The builder makes payment of $200, $50 for the five
fixtures he‟d like to take now, and $150 for the remaining material you will hold until later.
A week later the builder comes back for 5 of Fixture B. You recall the order and release the requested material,
for which the system calculates a required payment of $100.00, due immediately.
The system maintains the downpayment amounts using the following calculations:
Remaining Order Value = $500 - $50 (previous payment) - $100 (current payment) = $350
Downpayment to maintain = $350 x .33 = $116.67
The builder owes $100, but part of that can be taken from the previous downpayment he made. A
downpayment of $116.67 has to be kept in order to maintain the 33% downpayment percentage. Therefore,
$116.67 (required downpayment) is subtracted from $150 (previous downpayment), which equals $33.33.
Thus the builder needs to pay $100 (released value) - $33.33 = $66.67 to take the released items.
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SETUP
Before using this feature, you must establish the following settings in your system.
System Settings
Navigation Path:
System Setup > System menu > System Settings
The Remittances node of Order Processing has new settings that determine how the system generates and treats
payments/downpayments.
Field:
Description:
Round
Calculated
Downpayment
Amount
Determines how the system rounds its downpayment calculations for tag and
hold orders.
Allow
Overpayments
to be Left on
Order
Setting:
Description:
No Rounding
When the system calculates downpayment
amounts, it displays the exactly what its
calculations determine. This is the default selection.
Up to Nearest
Dollar
When the system calculates downpayment
amounts, it rounds up to the nearest dollar.
Down to Nearest
Dollar
When the system calculates downpayment
amounts, it rounds down to the nearest dollar.
Determines if you have the option to activate the Leave on Order checkbox in
the Overpayment popup window. If you do not enable this system setting, the
Leave on Order checkbox will be grayed out and unable to be edited.
You may choose not to allow overpayments to be left on an order when an
order is completed if you always want your order takers to return
downpayments to the customer, credit the customer‟s AR Account, etc.
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Suppress
Required
Payment
Warnings
If you enable this setting, the system will not display warning messages when
you try to release quantities before receiving customer payment, as you would
normally if you enable the Require Payment Upon Release of Items setting
(see page 70). When enabled, this setting causes the system to only display
transaction error messages instead.
Customer Defaults Maintenance
Navigation Path:
Accounts Receivable > System menu > Customer Defaults Maintenance
Customer Defaults Maintenance has three new fields that work with the downpayments feature. Like all
settings in this window, these only determine the default settings for options in the system; you remain free to
change them on a case-by-case basis.
Field:
Description:
Downpayment %
A downpayment percentage is the portion of an order‟s backordered value
the system suggests you collect from the customer upon placing the order,
with the balance to be invoiced or requested later. In Customer Defaults
Maintenance, this is the percentage that defaults for all new customer
records.
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Require Payment
Upon Release of
Items
If you require payment when you ship items or release them from tag and
hold status, it means your customer must remit payment for the full amount
of the released/shipped material in order to save the transaction. In Customer
Defaults Maintenance, this checkbox determines if the setting by the same
name in Customer Maintenance will be active by default for new customer
records.
Include
Downpayment
Summary on
Invoices
Invoices can include a summary of downpayments paid against the invoiced
order. This checkbox determines if the setting of the same name will be
active by default for new customer records.
USE
When you‟ve set the system to use this feature, the following functions become available:
Customer Maintenance
The Billing tab in Customer Maintenance has the following additional fields.
Field:
Description:
Downpayment %
A downpayment percentage is the portion of an order‟s backordered value
the system suggests you collect from the customer upon placing the order,
with the balance to be invoiced or requested later.
Require Payment
Upon Release of
Items
If you require payment when you ship items or release them from tag and
hold status, it means your customer must remit payment for the full amount
of material being released or shipped in order to save the transaction.
Include
Downpayment
Summary on
Invoices
Invoices can include a summary of downpayments paid against the invoiced
order. This checkbox determines if invoices to this customer include this
summary.
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Customer Fast Edit
Navigation Path:
Accounts Receivable > Maintenance menu > Customer Fast Edit
The Customer Fast Edit window now includes the three fields added to Customer Maintenance, allowing you
to change the settings on these fields for a large selection of customers at once.
Order Entry/Front Counter Order Entry/Service Order Entry
These three windows receive a number of changes across several tabs to effect this new functionality.
Remittances Tab
The Remittances tab in Order Entry has been greatly expanded to allow for more detailed accounting and
calculation of customer payments and downpayments.
Field:
Description:
Require Payment
Upon Release of
Items
This setting determines if you allow a customer to take material and send an
invoice, or if you require a payment before they may take the material.
Recalculate
Selecting this button causes the system to recalculate the Current Inventory
Total, BO Total, and Tag and Hold Total, and then recalculate the rest of the
fields based on these new values.
The one exception to this is if any of the fields were manually edited. For
these fields, the system retains the values you entered.
Pay Current Invoice
Only
Determines if a remittance is applied to the invoice created in the current
session. Without this setting active, the remittance is applied to the oldest
open invoice first.
Note that if this is selected, calculations will be based off of an accumulated
total of previous open invoices plus the current invoice. If this is not
selected, calculations will be based off of the current invoice only.
Previous Open
Invoice Total
Shows the total open values of invoices previously created against this order.
Note that this amount includes not only the extended cost of the items, but
tax, freight, and any other charges applied to this order.
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Current Invoice
Total
If this is not a tag and hold order, this field shows the open value of all items
on the order that do not have a disposition assigned to them.
If this is a tag and hold order, and the order is marked for Will Call, this field
shows the total value of all item quantities indicated to be picked on the Will
Call tab.
In both cases, these values include tax, freight, and other charges.
DP to Apply
This field sets the amount of previously collected downpayments that should
be applied against this order. This field automatically applies as much of the
downpayment previously collected as possible against the current invoice
total. You may edit this field, though its value may not be set below 0.00
(you can‟t create refunds with this field), and it may not be higher than the
total unapplied downpayment amount.
The amount entered here always applies to the current order; the setting of
the Pay Current Invoice Only checkbox is irrelevant in this case.
Suggested Payment
for Invoices
This field displays the amount the system suggests you collect so that you
can cover the invoice total when you create the invoice.
If the Pay Current Invoice Only checkbox is checked, this equals the Current
Invoice Total minus the DP to Apply.
If the Pay Current Invoice Only checkbox is not checked, this equals the
Previous Invoice Total plus the Current Invoice Total minus the DP to
Apply.
Remaining Builders
Allowance
This field displays the remaining builder‟s allowance available for this order.
Tag and Hold Total
This field displays the total value of all allocated and staged items on a tag
and hold order, including tax, and other charges. It does not include any item
quantities entered to be picked on the Will Call tab if this is a will call order.
Note:
Note:
This field only appears if you enable the Enable Job
Control Functionality and Enable Builder’s Allowance
system settings (System Settings/Accounts Receivable/Job
Control).
This field only appears if you enable the Enable Tag and
Hold Processing system setting (System Settings/Order
Processing/General).
BO Total
The total value of all items on backorder. For this tab, this includes all items
with a disposition other than C. Items on a tag and hold order are also
excluded. This value includes tax, and other charges.
DP %
The percentage of the order value the system suggests you collect for
downpayment. This value defaults from the customer record, but may be
edited.
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Calculated/Required
Downpayment
Amount
The amount of money suggested as a downpayment on this order. This field
automatically resets itself if you adjust the DP% field, though you may
manually edit it as well. This field cannot be edited above the sum of the BO
Total and Tag and Hold Totals.
The system reaches this value by using the following formula: (BO Total +
Tag and Hold Total) x DP%
Unapplied DP
This is the amount of downpayment previously collected from the customer
against the order that has yet to be applied to the order.
Note:
In version 10.5 of the application, you could have unapplied
payments on a sales order. However, with this feature, the
unapplied payment translates into a downpayment invoice. For any
existing orders with unapplied payments that were created prior to
your upgrade to version 11.0, you can retrieve the order and save it
again. The application creates a downpayment invoice for the
unapplied amount.
Suggested Payment
for DP
This is the Calculated/Required Downpayment Amount minus the Unapplied
DP. This indicates the value the system suggests you collect as
downpayment after previous downpayments have been factored in.
Open DP Invoice
Amount
The open amount of the downpayment invoice, if there is one, tied to this
order.
Amount to Maintain
DP
This is the Suggested Payment for DP minus the Open DP Invoice Amount,
used to maintain the Calculated/Required Downpayment Amount.
Create/Add to DP
Invoice
If enabled, this checkbox causes the system to take the value in the Amount
to Maintain DP field and add it to the downpayment invoice tied to this order
when you save it. If there isn‟t a downpayment invoice for this order, the
system creates one.
This allows you to create an open amount to bill to the customer as a
downpayment invoice against the order
The following rules apply to downpayment invoice creation:


You cannot specify a downpayment amount unless there is a nonallocated amount on the order.
As long as there are non-allocated quantities on the order, you can
define a downpayment amount or percent (if not defaulted from the
customer record) and select the Create DP Invoice checkbox on the
Remittances tab.
The system also automatically creates a downpayment invoice when you
take a payment in Order Entry and do not create invoice. As of version 10.0,
the system no longer maintains unapplied payments on orders. Instead, if
you take a payment and do not invoice the material on the order, the system
creates a downpayment invoice with the payment amount applied to that
invoice.
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Total Suggested
Payment
This field is the sum of the Suggested Payment for Invoices and the
Suggested Payment for DP, minus the Remaining Builder‟s Allowance.
This is the payment the system suggests you collect from the customer at the
current time.
RMB Menu
The RMB Menu in the Remittances tab has two new options: Refund Unapplied Downpayments and Order
Drill Down by Payment.
Refund Unapplied Downpayments – This option is available only if there is an unapplied downpayment on
the order, and selecting it causes the system to issue a refund for the total amount of the customer
downpayment that has not yet been applied to the order. If you select this option and save the order, the
Overpayment pop-up box appears, in which you define the way you intend to remit the refund.
Order Drill Down by Payment – Selecting this option opens up the Order Drill Down by Payment tool in a
new window. See page 77 for more information on this new drill down.
Overpayments
The Overpayments popup window continues to function as before, with one exception: you can only select the
Leave on Order checkbox if the Allow Overpayments to be Left on Order system setting described above is
selected.
The Overpayments popup window will appear if you complete an order that has an unapplied downpayment on
it. Also, it will appear for an open order if you cancel a quantity that reduces the order‟s open value below the
total unapplied downpayments.
Downpayment Invoices
For orders that use downpayments, downpayment invoices serve as a record for unapplied payments as well as
a means to pre-bill customers for backordered material. These invoices are now created or increased whenever
you receive a payment and don‟t apply it to a shipping invoice. Also, if after applied to all open shipping
invoices the customer‟s payment has a remainder, this amount is added to the downpayment invoice.
An order can only have a single downpayment invoice at any one time. Any actions that result in an increase or
decrease in the downpayment invoice value are made to that single downpayment invoice.
Shipping
The Remittances tab in Shipping has received some of the same changes that its counterpart in Order Entry
received.
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Field:
Description:
Require Payment
upon Release of Items
If this setting is enabled, you cannot save a confirmed shipment unless
you collect payment sufficient to cover the shipped material.
Recalculate
If you edit any of the fields in this tab that control payment amounts,
pressing this button recalculates all derived values based on your new
entry.
Unapplied Payment
The amount of downpayment the customer has previously made against
this order that has yet to be applied.
Open Downpayment
Invoice Amount
The open value of the downpayment invoice against the order.
Ship Total
The price of the shipment: extended cost of the shipped items plus
freight.
Tax
The tax amount for the shipped material.
Downpayment to
Apply
The amount of the remaining unapplied downpayment previously
collected that you want to apply to this shipment.
Suggested Payment
for Invoice
The amount of money the system recommends you collect from the
customer for this shipment. This is the Ship Total minus the
Downpayment to Apply.
Amount Tendered
The sum of the payments entered in the Payment Details area.
Balance
The outstanding balance on this shipment. If the Require Payment upon
Release of Items checkbox is enabled, this must be zero, or the system
will not let you process the shipment.
Note:
All payments entered in this tab may be applied to the current shipment only. You cannot apply
remitted or downpayment amounts toward prior open invoices using this tab.
General Ledger
Downpayments make the following impacts on the general ledger based on the type of transaction:
Creating Downpayment Invoices
When you create or add to a downpayment invoice without applying a payment to it, the system performs two
general ledger transactions.
1.
The system debits the appropriate accounts receivable account for the amount shown in the
Amount to Maintain DP field in the Remittances Tab (see page 73).
2.
The system credits the appropriate deferred revenue account for the same amount.
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For example, a customer places an order for $100.00, all of which is backordered. The downpayment % for the
customer is set to 33%, so the system requires a payment of $33.00. However, you collect no downpayment.
The general ledger transaction for this order is:
Account
Debit
Accounts Receivable
Deferred Revenue
33.00
Credit
33.00
Collecting Downpayments
If you apply a payment to a downpayment invoice, the system performs the following general ledger
transactions, as appropriate:




The system debits the appropriate accounts receivable account for the amount added to the
downpayment invoice.
The system credits the appropriate deferred revenue account for the same amount.
The system debits the cash on hand account for the cash drawer or bank used (for cash or
checks) or the payment type account on the payment type indicated (for credit cards using
ProtoBase) for the amount applied to the downpayment invoice.
The system credits the appropriate accounts receivable account for the amount applied to the
downpayment invoice.
For example, a customer places an order for $100.00, all of which is backordered. The customer‟s
downpayment % is 33%, meaning the system suggests a $33.00 downpayment. You collect $25.00 in cash.
The general ledger transaction for this order is:
Account
Debit
Accounts Receivable
Deferred Revenue
Cash on Hand
Accounts Receivable
33.00
Credit
33.00
25.00
25.00
Applying Downpayment to Order as Payment
When a previously paid downpayment is applied to an order as payment against released or delivered inventory,
the following general ledger transactions occur when you invoice the pick ticket:
1.
The system debits the appropriate deferred revenue account for the amount in the DP to Apply field
on the Remittances tab (see page 72).
2.
The system credits the appropriate revenue account for the same amount.
Continuing the example from above, a week later you receive some material against the backordered order.
You apply the $25.00 cash downpayment as payment against the order and release the material to the
customer. The general ledger transactions are:
Account
Deferred Revenue
Revenue
Debit
25.00
Credit
25.00
Overpayments/Unapplied Downpayments
If you refund any amount of a collected downpayment or use it to create a customer credit, the following
general ledger transactions take place once you create an invoice:
1.
The system debits the deferred revenue account for the refunded amount.
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2.
The system makes a credit for the same amount to one of the following accounts depending on which
option the customer selects:

If the customer receives a cash refund, the system credits the cash on hand account for the
cash drawer used.
If the customer receives a credit, the system credits the accounts receivable account.

Continuing from the prior example, the $25.00 downpayment remains unapplied. Before you release any
material, the customer cancels $80.00 worth of items off of the order, leaving $20.00 on the entire order. He
takes the $20.00 worth of material, which you invoice. Because he already paid $25.00 as a downpayment, he
has an overpayment on the order, which he chooses to receive as a cash refund. The general ledger transactions
related to the $5 overpayment are:
Account
Deferred Revenue
Cash on Hand
Debit
5.00
Credit
5.00
Order Drill Down by Payment
Navigation Path:
Order Processing > Inquire menu > Order Drill Down by Payment
The Order Drill Down by Payment window allows you to view all payment history on an order. You can
access it through the system menus, or by using the RMB menu on an existing order in Order Entry and
selecting Order Drill Down by Payment.
Order Drill Down by Payment is an option on the Order Processing Inquire menu. It has the following tabs:
Criteria, Remittances, Downpayments, and Receipts.
Criteria
The Criteria tab is where you specify the order you want to investigate, and the specific information you want
displayed.
Field:
Description:
Order Number
The order number of the order you want to view. This is a searchable field, but if
you entered this window through the RMB menu in Order Entry, this field is
automatically populated.
Company ID
Your company ID.
Show Invoices
This radio button determines what kind of invoices display in the window. You
can choose between shipping invoices, downpayment invoices, and both.
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Remittances Tab
The Remittances Tab provides details on each payment made against the order specified on the Criteria tab. It
also includes the invoice numbers against which those payments applied where applicable.
Each payment made against the order appears in a list, with one primary row that contains details about the
payment itself, and a series of sub rows that provide information on invoices associated with the payments.
The primary row contains the following fields:
Field:
Description:
Payment Amount
The amount the customer submitted as payment.
Payment Number
The payment number tied to the payment record associated with the payment
amount.
Payment Method
Description
The way in which the customer submitted his payment. For example, credit
card.
Payment Type
Description
The description of the customer‟s payment type. For example, MasterCard.
Remittance
Number
The system assigned remittance number that identifies this particular
payment.
Deposit Number
The system assigned deposit number, if one exists, that identifies the deposit
of this customer‟s check for this payment.
Cash Drawer ID
The cash drawer ID with which the customer„s payment is associated, if the
customer paid in person.
In Cash Drawer
If checked, the payment was recorded in the cash drawer.
Date Created
The date and time the payment was taken
Created By
Shows who saved the payment record in the system.
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The sub-rows contain the following fields:
Field:
Description:
Payment Amount
Detail
This field displays the portion of the payment amount applied against each
individual invoice. Multiple applications appear on multiple rows.
Note:
If you only display shipping or downpayment invoices, the sum of
payments appearing in these sub rows may not equal the amount
shown in the Payment Amount field above.
Invoice Number
Shows the invoice against which a payment was applied.
Invoice Type
Shows whether a listed invoice is a shipping or downpayment invoice.
Date Created
Detail
The date and time the payment was applied.
Last Maintained
By Detail
Displays the person who saved the transaction displayed on this particular
row.
Downpayments Tab
The Downpayments tab displays details on any downpayments collected for the order you specify in the
Criteria tab. You can only access this tab if there is a downpayment invoice associated with the order.
Field:
Description:
Total DP Amount
Taken (via
remittances)
This is the total amount of payments that were collected as remittances and
applied against the downpayment invoice for the order.
Total DP Amount
Taken (via
receipts)
This is the total amount of payments that were collected as cash receipts and
applied against Downpayment invoice for the order.
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Beneath these fields, the tab displays a list of shipping invoices. A portion of the customer‟s downpayment for
this order was applied to all invoices in this list. Each invoice displays on its own row and has the following
information:
Field:
Description:
Invoice Number
The system generated invoice number. All invoiced in this tab are shipping
invoices.
DP Amount
Applied
The amount of the customer‟s downpayment that was applied against this
particular invoice.
Date Created
The date and time the downpayment was applied against this invoice.
Last Maintained
By
Shows the person who applied the downpayment amount to the invoice.
Total DP Amount
Applied
The sum of all downpayments applied to this particular invoice.
Total DP Amount
Unapplied
The total downpayment made by the customer that has yet to be applied to an
invoice.
Receipts Tab
The Receipts tab provides details on cash payments made on the order, listed by receipt number.
The tab displays a list of receipt numbers, all of which track remittances or cash payments made against the
order you specified in the Criteria tab. Each receipt displays on its own row and has the following information:
Field:
Description:
Receipt Number
This is the receipt number for the remittance or cash payment made against the
order or the invoice tied to the order.
Payment
Amount
The value of the payment submitted.
Payment
Number
The number of the check the customer submitted in payment.
80
Remittance
Number
The system generated remittance number tied to payment. If the payment was a
cash payment, this field will instead display Receipt Only, No Remittance.
Payment Method
Description
The way in which the customer submitted his payment. For example, credit
card.
Payment Type
Description
The description of the customer‟s payment type. For example, MasterCard.
Bank Number
The bank number representing the bank account to which this payment was
deposited.
Date Created
The date and time the payment was taken.
Created By
The name of the person who took the payment.
Beneath these fields is a series of sub-rows. These rows list the invoices to which the remittances and cash
payments were applied. Each invoice appears in its own row and displays the following information:
Field:
Description:
Payment Amount
Detail
This field displays the amount of the payment specifically applied to this one
invoice.
Invoice Number
The invoice to which a portion of the customer‟s remittance or cash payment
was applied.
Invoice Type
Indicates if the invoice is a shipping or downpayment invoice.
Date Created
Detail
The date and time that the payment was applied to the invoice.
Last Maintained
By Detail
The name of the person who applied the payment to the invoice.
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AR Drill Down by Customer
The AR Drill Down by Customer window has received some modifications to display information pertaining
to downpayment invoices as well as shipping invoices. These changes all appear on the Invoice Information
tab.
The tab is now divided into two areas: Downpayment Invoices and Shipping Invoices. Each of these sections
list all the invoices of the appropriate type that meet the criteria established at the head of the tab. This lets you
instantly scroll to the section that contains the sort of invoices you want to view.
In addition, both sections contain new fields, as well as some redefined existing fields. Any field not described
below continues to function as it used to:
Field:
Description:
Invoice Amount
The total amount on the invoice, including tax, freight, and other
charges. The amount listed here does not include any downpayments
applied to the invoice.
Payments Applied
The total amount of the payments applied to this invoice. Payments
included in this field include cash receipts and remittances that were
immediately applied to the invoice.
Downpayments Applied
The total value of all downpayments applied against this invoice.
Unapplied
Downpayments
The total value on the downpayment invoice that has not been applied
toward any shipping invoice.
This field is applicable to downpayment invoices, and displays “N/A”
for all shipping invoices.
Amount Remaining
The open amount left on the invoice.
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Downpayment Summary on Invoices
You have the option to print a summary of downpayment information on customer invoices. The Include
Downpayment Summary on Invoices setting in Customer Maintenance controls whether this section prints
on a customer‟s invoices (see page 70).
This section displays all activity relating to downpayments taken on the particular order as well as any
application or refunds of downpayments to the customer.
The Downpayment Taken equals the total amount collected as downpayments against this order, whether taken
as remittances or cash. Beneath this field is a list of rows that display each invoice against which the total
collected downpayment was applied. Each invoice displays in its own row and contains the invoice number,
the date the downpayment was applied, and the amount that was applied.
Below this list of invoices will display the “Total DP Amt Unapplied.” This will equal the “Downpayment
Taken” – (sum of the DP Amt Applied for all listed invoices).
Note:
The invoice details that appear in this downpayment summary display the downpayment activity and
history of the order from when the order was created up until the time the invoice was created.
Subsequent activity does not appear.
The downpayment summary only prints on non-consolidated invoices.
Payment Summary Report
The Payment Summary Report replaces the Unapplied Payment Report. This report provides information on all
downpayments, the invoices to which they were applied and in what amounts, as well as open, unapplied
amounts.
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The Payment Summary Report is an option on the Order Processing Reports menu. It has the tabs Criteria and
Timestamp Criteria.
Field:
Description:
Company ID
Your company ID.
Location ID
The range of sales locations you wish to include in your search.
Customer ID
The range of customers you wish to include in your search.
Order Number
The range of order numbers you wish to include in your search.
Order Date
The system will only return orders placed within the range of dates you
specify here.
Payment Date
The system will only return payments applied within the range of dates
you specify here.
Show Invoices
This setting determines what information appears in the payment
breakdown.
Option:
Description:
Shipping
Only shipping invoices appear in the payment
details section.
Downpayment
Only downpayment invoices appear in the
payment details section.
Both
Both types of invoices appear in the payment
details section.
None
The payment details section does not display. The
system provides no details as to how the
payments were applied.
84
Include Downpayment
Detail
Determines if the details of how payments were applied to invoices
appears. If this setting is active, you must select a setting from the Show
Invoices parameter.
Include Completed
Orders
Determines if orders that have shipped and been completely paid for
appear on the report.
Sorting Option
Determines if the system groups lines together by order number or by
customer.
When printed, the report displays information according to the specified sort order. For each order, the report
displays the following information:





Customer ID
Customer Name
Salesrep ID
Order Number
Order Date
Each payment made as a remittance against the order appears in a list. Information about the payment itself
appears in a primary row, while information on how that payment was applied appears in sub-rows underneath
it (if you chose to display downpayment details).
The payment rows display the following information:










Payment Amt
Payment No
Payment Method Desc
Payment Type Desc
Remittance Number
Deposit Number
Cash Drawer ID
In Cash Drawer
Date Created
Created By
If you‟ve chosen to display downpayment details, a series of sub-rows appears underneath each of these
payment rows. These sub-rows each display a single application of that payment, showing where and when it
was applied, as well as how much. Each applied payment appears in its own row with the following
information:





Payment Amount Detail
Invoice Number
Invoice Type
Date Created Detail
Last Maintained By Detail
If you‟ve chosen to display downpayment details, the system also provides a total amount of all payments
made against an order. Each order receives its own subtotal.
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The downpayment summary section also appears underneath each order if you opt to include it. This section
displays all activity relating to downpayments taken for the order, as well as any application or refunds of
downpayments to the customer. It contains the following information:



Downpayment Taken
Invoices Applied
 Invoice Number
 Date
 Downpayment Amount Applied
 Created By
Total Downpayment Amount Unapplied
Aged Trail Balance Report
The Aged Trail Balance Report includes a parameter that allows you to filter results based on the type of
invoice.
This new parameter allows
you to filter your results
based on invoice type.
Include Downpayment Invoices – determines what type of invoices appear on the report.
Field:
Description:
Yes
Both shipping and downpayment invoices appear on the report.
No
Only shipping invoices appear on the report.
Only
Only downpayment invoices appear on the report.
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GENERAL LEDGER
CASH AND BANK RECONCILIATION
The Cash and Bank Reconciliation feature allows you to use a “worksheet” to reconcile checks that
have cleared the bank and deposits that have been recorded by the bank. The outstanding checks and
deposits are shown on the bank reconciliation worksheet where you will enter the bank balance and
any adjustments that need to be made to the cash account within the system. Upon reconciling the
bank statement balance to the balance in the cash account assigned to the bank, you will save the
transactions on the worksheet and the system will post journal entries. After the balance is reconciled,
you may print the bank reconciliation form for use at a later time if necessary.
This feature consists of a number of modifications to the system:









Bank Account Maintenance has been modified so that you can enable Bank
Reconciliation functionality for each bank individually.
Check Printing has been modified to allow you to designate a payment method for
ACH or Federal Wire payments.
Vouchers have been modified so that you can specify ACH or Federal Wire as the
check type.
Reconcile Checks has been renamed “Reconcile Disbursements,” and new fields to
show period information and vendor names have been added to the Cleared
Disbursements tab.
The Outstanding Checks Report has been renamed “Outstanding Disbursements
Report,” and you can now specify an As Of Period and an As Of Year. Voided
checks appear as “outstanding” for all periods before the period in which the check
was voided. Outstanding ACH and Federal Wire transactions are now included on
the report in a separate section. Vendor IDs and names are now shown on the report.
A Brief by Journal version of the General Ledger Report has been added. The new
version is much shorter than the detailed one; it shows period and transaction totals
only for each journal.
A new window, called Reconcile Cash Detail, retrieves deposit and journal activity
on a cash account assigned to a particular bank. Using this window, you can
compare the deposits and transactions recorded on the bank statement, to the deposits
and transactions recorded in the system.
A Bank Reconciliation Worksheet window has been added to the General Ledger to
facilitate the reconciliation of cash to the bank statement. The worksheet combines
information from the Reconcile Disbursements and Reconcile Cash Detail windows
to allow an easy reconciliation of cash.
A Bank Reconciliation Report, a printable copy of the aforementioned worksheet,
has been added to the General Ledger Reports menu.
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
AP Drill Down by Check and Vendor now show if payment was made via an ACH
or Federal Wire.
SETUP
SYSTEM SETTINGS
Navigation Path:
System Setup > System menu > System Settings > System Setup > Approvals
Important! Please note that there is no toggle switch to enable this feature as a whole. The new
functionality described in this documentation is available for any/all of the accounts set up on your
system, on a case-by-case basis. The functionality for each account must be enabled in Bank Account
Maintenance.
A new option has been added to the Approvals pane in System Setup. The Bank Reconciliation
option allows users to save bank reconciliation adjusting journal entries as unapproved, while an issue
is researched or to allow the supervisor a chance to review the reconciliation before an entry is posted
to the general ledger. This process operates similarly to physical count inventory adjustments in the
Inventory module.
The new Bank Reconciliation option has been added to the Approvals node in Systems Settings:
A new approval option has
been added to this screen.
88
The three standard settings for the new option are described in the following table:
Field Name:
Field Description:
Bank Reconciliation
The Bank Reconciliation approval setting determines how the Bank
Reconciliation window displays the approved checkbox and the default
settings of the checkbox.
Setting:
Result:
Off
No approval box is available. Journal
entries created in Bank Reconciliation are
approved. If the Adjusted Bank Balance
matches the Adjusted Cash Account
Balance then the reconciling journal entries
to cash will update the general ledger.
On – Default to
Yes
An Approval box displays on the Bank
Reconciliation window and defaults to
checked. If the Adjusted Bank Balance
matches the Adjusted Cash Account
Balance then the reconciling journal entries
to cash will update the general ledger.
On – Default to
No
An Approval box displays on the Bank
Reconciliation window and defaults to
unchecked. If the Adjusted Bank Balance
matches the Adjusted Cash Account
Balance then the reconciling journal entries
to cash will NOT update the general
ledger. The user can retrieve the bank
reconciliation worksheet and review or
update. Once the Approved checkbox is
checked, the general ledger will be
updated.
BANK ACCOUNT MAINTENANCE
Navigation Path:
Maintenance
Accounts Receivable/Accounts Payable > System menu > Bank Account
To automate the bank reconciliation functionality, only one bank may be assigned to a cash account.
Bank Account Maintenance has been modified so that you can enable the functionality for each bank
individually. When enabled for an account, the system verifies that only one bank is assigned.
Important! Once you enable the Reconcile Account option for a bank account and save it, the
system updates the bank record and all appropriate records for cash and disbursements are marked
reconciled. After this, the system does not allow any postings to the account. If you attempt to save a
record to a reconciled period, an error message will display to this effect. Once a cash account is
selected for the bank, it cannot be changed. The only way to make a change is to delete the bank
record and then add a new record.
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To add the new functionality, modifications were made to Bank Account Maintenance in both
Accounts Receivable and Accounts Payable. The Bank Account Maintenance window appears as
follows, in both modules:
The Reconcile Account
checkbox has been added
to Bank Account
Maintenance.
Startup Thru Period/Year
displays when the
Reconcile Account was
set up.
Last Reconciled
Period/Year displays
when Reconcile Account
is selected.
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The new fields on this window are described in the table that follows:
Field Name:
Field Description:
Reconcile Account
Determines if a back account is eligible to be reconciled through the bank
reconciliation functionality.
Tip! Selecting a bank account for reconciliation and assigning the cash account
restricts the type of transactions that may use the cash account. The cash
account assigned to a bank cannot be used as the distribution account in:


Voucher by Item or Amount
Invoice Entry by Item or Amount
Transactions are limited to cash receipts, cash disbursements and journal entries
for any cash account assigned to a bank that is marked for reconciliation.
When the cash account is selected the system will check all accounts system
wide to make sure this cash account is not selected for any other default or any
other use in the system. (i.e. in the customer, vendor, or inventory records).
The settings of Reconcile Account are described as follows:
Setting:
Result:
On
The bank account is eligible to be reconciled through
the bank reconciliation functionality. Check here and
you will be able to retrieve all outstanding checks and
outstanding Cash Account Transaction activity in the
bank reconciliation worksheet.
When you check the Reconcile Account checkbox,
the system verifies that this cash account has not been
assigned to another bank account. If the cash account
has been assigned to another bank account, an error
message displays. Click OK to return to the GL
Account field to select a different account.
When Reconcile Account is turned on, the system
prompts you to enter values for Startup Thru
Period/Year. This will set previous Cash and
Disbursements as reconciled up to and including that
time. Also, the Last Reconciled Period/Year field
becomes available on this tab.
The bank account is NOT eligible to be reconciled
through the bank reconciliation functionality.
Off
Last Reconciled
Period/Year
Displays only when the Reconcile Account checkbox is checked. Last
Reconciled Period/Year displays the last period and year that cash was
reconciled to the bank statement in the Bank Reconciliation worksheet. This
field is not editable, and will be blank until the first time the account is
reconciled in the worksheet.
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Startup Thru
Period/Year
Indicates when the bank was initially set to use the reconciliation process. You
should select a prior, reconciled month (if there are months and/or years of
history on the system). The system reconciles all transactions prior to the date
entered.
Tip! Realistically, if a prior month is reconciled there still may be some
outstanding deposits or checks for the reconciled period. To begin using the
bank reconciliation feature, you will need to manually disable the Reconciled
checkbox for these in the Reconcile Checks and Deposits window.
Check Printing
Navigation Path: Accounts Payable > Reports menu > Check Printing > Single Vendor > Manual
Check/ACH tab
The Single Vendor Printing window has been modified to allow you to designate a payment
method for ACH or Fed Wire. If you choose this option, the payment of the voucher is recorded
as ACH/Fed Wire with the appropriate number.
The new option is on the Manual Check/ACH tab, formerly titled the Manual Check tab. The change
is shown as follows:
Check Type can be set to
ACH/Fed Wire, Manual
Check, or None.
The tab has been
renamed “Manual
Check/ACH.”
This table describes the field that has changed:
Field Name:
Field Description:
Check Type
Determines the type of check being created. The options available for the Check
Type field are described as follows:
Setting:
Result:
ACH/Fed Wire
Indicates that an ACH/Fed Wire check is
being created. When you select this type,
the tab changes to prompt for an ACH/Fed
Wire Number:
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ACH/Fed Wire
Manual Check
Indicates that a handwritten check will be
used to pay off one or more vouchers for a
vendor. When you select this type, the tab
changes to prompt for a Manual Check
Number:
None
No ACH, Federal Wire, or manual check
has been recorded.
Displays when Check Type is set to ACH/Fed Wire. Enter the number
associated with the Automated Clearing House or Federal Wire electronic
payment in this field. This field will accept up to 20 characters. The system
appends an “A” to the beginning of the number to differentiate it in the system.
Tip! You cannot use EDI and ACH at the same time. If you select ACH/Fed
Wire and there is already an EDI setting for a line item, the system displays a
message to this effect. Also, if a vendor has both EDI and ACH transactions and
you select ACH here, the EDI setting is overridden.
Check Number
Displays when Check Type is set to Manual Check. Enter the number on the
handwritten check in this field. The system appends a “M” to the beginning of
the number to differentiate it in the system.
VOUCHER ENTRY BY ITEM, VOUCHER ENTRY BY AMOUNT, AND
PREPAID VOUCHERS
Navigation Path:
tab
Accounts Payable > Transaction menu > Vouchers > By Item / By Amount > Checks
Navigation Path:
Accounts Payable > Transaction menu > Vouchers > Pre-Pay Vouchers > Checks tab
The Checks tab in Voucher Entry by Item, Voucher Entry by Amount, and in Pre-Pay Vouchers, has
been modified to allow you to select ACH/Fed Wire to record how the voucher was paid. In each of
the aforementioned windows, the Check tab now appears as follows:
ACH/Fed Wire is now
an option for the Check
Type field.
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The Check Type field can now be set to ACH/Fed Wire. If payment was made via the Automated
Clearing House or the Federal Wire electronic payment type, set Check Type to ACH/Fed Wire.
Then, enter the date from the ACH or the Federal Wire in the Check Date field.
When you save a record that has a check type of ACH/Fed Wire, the system first confirms that the
update was successful. Next, the Payment Information popup window displays, prompting you to
enter detail for the bank reconciliation:
The fields on the popup are slightly different from the usual when the Check Type is set to ACH/Fed
Wire. The fields are described as follows:
Field Name:
Field Description:
Company ID
The code that identifies the company or business.
Bank Number
The code that identifies a specific bank and account number.
Bank Account
Number
The actual bank account number (assigned by the bank) associated with that a
particular Bank Number. The system automatically completes the Bank
Account Number field, based on the Bank Number you select.
ACH/Fed Wire
Number
The actual number on the Automated Clearing House or Federal Wire
electronic payment.
Print Quantity
The Print Quantity field, which typically allows you to specify the number of
forms to print, is not used in this situation. You will not have access to this
field.
Enter the information and click the Save button. The system marks the voucher as paid in full and
posts the payment to the appropriate accounts in the GL as usual. The Check Date entered on the
Check tab is the date recorded as the payment date. The ACH/Fed Wire number is the payment
document number (check number).
RECONCILE DISBURSEMENTS (FORMERLY RECONCILE CHECKS)
Navigation Path:
Accounts Payable > Transaction menu > Reconcile Disbursements
Several changes have been made to the Reconcile Check window, including:


New names for the window and the tabs within it.
Period information and vendor names have been added to the Cleared Disbursements
tab
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The most obvious change is the new name: the Reconcile Check window has been renamed
“Reconcile Disbursements.” The new menu option is shown in the screen that follows:
The tabs in the window have also been renamed. The top tab is now Reconcile Disbursements,
instead of Reconcile Checks:
In addition to the new tab name, the Reconcile Disbursements tab now shows new fields:
Field Name:
Field Description:
As Of Period, As Of
Year
Allows you to recall disbursement records as of a particular period and year.
For example, entering 4 in the As Of Period field and 2005 in the As Of Year
field will return all disbursement records as of period 4, 2005 that match the
other parameters.
Include Reconciled
Checks in Period/
Year
On previous versions of the software, this checkbox was labeled Include
Reconciled Checks. The checkbox determines if disbursements that are already
reconciled are retrieved and displayed on the Cleared Disbursements tab.
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As always, the parameters and settings entered in this top tab determine the disbursements that are
returned in the bottom tab. The bottom tab is now Cleared Disbursements, instead of Cleared Checks.
When parameters are entered in the Reconcile Disbursements tab, the results are displayed in the
Cleared Disbursement tab. A sample screen is shown as follows:
Different types of payments (checks, EDI,
ACH/Fed Wire) are listed separately under
headings that look like this.
The disbursements that match the parameters are listed in sequence. If necessary, you can use the
scroll bar to view more “pages” of disbursements. Checks, EDI payments, and ACH/Federal Wire
payments are listed separately in the list. Headings in the list of disbursements indicate the payment
types. Please note that the Statement Date is not longer shown; information is now retrieved via
period and year.
For each disbursement included in the list, the following information is shown:
Field Name:
Field Description:
Disbursement
Number
The number assigned to a check, EDI payment, ACH payment, or Federal Wire
payment.
Note: The disbursement numbers assigned to ACH payments and Federal Wire
payments have the letter “A” appended to the end of the number.
Disbursement Date
The date on which a disbursement was made.
Disbursement
Amount
The dollar amount of the disbursement.
Terms Taken
Amount
The amount of the discount awarded for payment of an invoice within the terms
discount period.
Vendor ID
A system-generated ID that identifies a person or business, which you pay for
goods or services rendered.
Vendor Name
The name of a person or business that you pay for goods or services rendered.
Cleared Bank
Indicates whether a check has cleared at the bank.
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Cleared Period
The period the disbursement cleared the bank.
Cleared Year
The year the disbursement cleared the bank.
Void
A checkbox that indicates whether a disbursement has been cancelled or is still
valid.
When something is marked "void" (when the checkbox is checked), it means
that the check or payment is invalid. A voided check reverses any payment
made against the voucher or check and leaves it open for payment.
Voided checks remain on the Reconcile Disbursements window as outstanding
checks for the period in which they were issued, and all subsequent periods,
until the period in which they were voided. The setting of the Cleared
checkbox may not be changed for a voided check.
Voided Period
The period the disbursement was voided. This field cannot be edited.
Voided Year
The year the disbursement was voided. This field cannot be edited.
The total disbursement amount is shown at the bottom of the tab.
The Cleared Disbursements tab can be used throughout the period to record the items that clear the
bank. Once the Bank Reconciliation Worksheet for the period is approved and saved, the information
is posted to the General Ledger. After this is done, you cannot make changes for the period on the
Cleared Disbursements tab.
RMB Options
Using the RMB (right mouse button) options, you can enable or disable the Cleared Bank checkbox
on the Cleared Disbursements tab. The RMB menu is shown as follows:
The options function as described as follows:
Field Name:
Field Description:
Select
Checks the Cleared Bank checkbox for the disbursement in focus.
Select All
Checks the Cleared Bank checkbox for all disbursements in the tab.
Deselect
Unchecks the Cleared Bank checkbox for the disbursement in focus.
Deselect All
Unchecks the Cleared Bank checkbox for all disbursements in the tab.
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OUTSTANDING DISBURSEMENTS REPORT (FORMERLY
OUTSTANDING CHECKS REPORT)
Navigation Path:
Accounts Payable > Reports menu > Outstanding Disbursements
The following changes have been made to the Outstanding Checks Report:






The name has changed to Outstanding Disbursements Report.
You can now specify an As Of Period and an As Of Year on the Criteria tab, instead
of the As Of Date. This allows the report to be run as of the end of the period and
year designated. The report can be recreated and run for past periods and years.
Once the bank reconciliation has been saved, the report will support the outstanding
disbursement total on the Bank Reconciliation Worksheet.
If you select a range of banks, the report will start a new page for each bank. Totals
will be shown for the outstanding disbursements for each bank. A grand total is
shown at the bottom of the report for all banks. The total on the Outstanding
Disbursements Report will match the total outstanding checks on the Bank
Reconciliation Worksheet.
Voided checks appear as “outstanding” on the report for all periods before the period
in which the check was voided.
Outstanding ACH and Federal Wire transactions are shown on the report in a
separate section (following the checks and EDI payments), and are included in the
total of outstanding disbursements.
Vendor ID and Vendor Name have been added to the report.
The new Outstanding Disbursements Reports window is shown as follows:
As Of Period and As Of
Year are new fields.
The new parameter is described in the table that follows:
Field Name:
Field Description:
As Of Period, As Of
Year
Allows the report to be run as of the end of a particular period and year. For
example, entering 4 in the As Of Period field and 2005 in the As Of Year field
will include all disbursement records as of period 4, 2005 that match the other
parameters.
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The Outstanding Disbursements report will look similar to the following sample:
For ACH and Federal Wire electronic payments, the following information prints in the columns of
the report:
Column:
Information Shown for ACH and Federal Wire Transactions:
Check No.
Federal Wire or ACH number entered in Scheduled Check Printing, Single
Vendor Check Printing, or the Check tab in Voucher Entry by Item, by
Amount, or in Pre-Pay Vouchers. ACH and Federal Wire check numbers have
an “A” appended to the end of the numbers.
Check Date
Date the Federal Wire or ACH as entered in Scheduled Check Printing, Single
Vendor Check Printing, or the Check tab in Voucher Entry by Item, by
Amount, or in Pre-Pay Vouchers.
EDI
Column shows an N for these transaction types.
Check Amount
The amount of the ACH or Federal Wire payment.
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VOIDED CHECKS
In order to properly reconcile cash for any given period, the system now treats voided checks as open
items for all periods prior to the void period. The process has changed in the following ways:


When the void period is selected in the Void Check Transaction window, the system
no longer includes that check as an outstanding item in the Outstanding
Disbursements Report for the void period.
The system now lists voided checks as outstanding items in all periods from the
original period to the void period.
Voided Check will be considered as outstanding items from the time they have been issued to the time
they are voided.
GENERAL LEDGER REPORT
Navigation Path:
General Ledger > Reports menu > General Ledger
You can now print a Brief by Journal version of the General Ledger Report, which shows period
transaction totals only for each journal. This will be especially useful for troubleshooting
problems when the adjusted bank balance does not balance to the general ledger cash account.
This version of the report will be much shorter then the detailed one (which can still be printed),
and will help you determine exactly which journal detail should be examined to find the error.
The Criteria tab in the General Ledger Report window now appears as follows:
The Detail or Summary field has been removed and replaced by the Report Option field. The Report
Option field is described in the table below. Pay special attention to the Brief by Journal setting, added
especially for the Cash and Bank Reconciliation feature.
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Column:
Information Shown for ACH and Federal Wire Transactions:
Report Option
Determines the level of detail that prints on the General Ledger Report.
Choose one of the following options from the dropdown list:
Setting:
Result:
Account Default
For each account, the report shows the
level of detail selected as its default in
Chart of Accounts Maintenance.
Brief by Journal
Journals are listed in alphabetical order.
The report shows period transactions
totals only, for each journal. It shows the
beginning period balance. Journals with
no activity are not included, but those
with activity and a zero balance are
included. The ending account balance is
shown for the selected period.
Notes: If Use Job ID is checked, the total
of all transactions will be
summed for each journal for the
selected Job ID. Because the
transactions are limited by Job
ID, the ending balance for an
account may not be equal to the
beginning balance added to the
journal sums.
If Show Zero Dollar Ending
Balance Accounts is checked, the
report shows the activity totaled
by journal when the ending
balance is zero.
Detail
Shows all transaction detail.
Summary
Shows only beginning and ending totals.
In addition, it is important to note that information entered on the Timestamp tab filters the
transactions that contribute to the journal total printed on the report. As a result, the ending balance
for an account may not be equal to the beginning balance added to the journal sums.
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The following is a sample of the General Ledger Report printed with the new Brief by Journal setting:
RECONCILE CASH DETAIL
Navigation Path:
Accounts Receivable > Transaction menu > Reconcile Cash Detail
The Reconcile Cash Detail window retrieves deposit and journal activity on a cash account assigned
to a particular bank. You select a period and year, and the system retrieves all unreconciled items for
the period and year by the “as of” date. Using this window, you can compare the deposits and
transactions recorded on the bank statement, to the deposits and transactions recorded in the system.
You can retrieve and reconcile items for the period on an ongoing or daily basis (if desired), until the
period is reconciled in the Bank Account Reconciliation Worksheet. After that time, the information
can be retrieved for the period and printed, but no changes may be made to the reconciled items
within the period.
The format and process to retrieve transaction data to the Reconcile Cash Detail window is similar to
that of the Reconcile Outstanding Disbursements window. Cash deposits are listed by deposit number
and deposit total, and sequenced by date. Journal entries to cash (both debits and credits) are also
sequenced by date, and display the transaction number, source, and reference.
Note:
This window shows the deposits from a single cash account. The account is branch
specific. If Track AR by Branch is enabled then you can reconcile each account from
each branch. The cash account for the branch bank will be unique and reconciled
separately.
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The new menu option is shown in the screen that follows:
The Reconcile Cash Detail window appears as follows:
Use the Criteria tab to enter the parameters of the transaction retrieval. The basic instructions for
retrieving the data are to:
1.
Enter or select the bank number assigned to the account you wish to examine.
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2.
Enter a range of deposits and journal entry transactions to retrieve, or leave the defaults to
retrieve all of the deposits and transactions.
3.
Specify an “as of” period and year.
4.
Check the Include Reconciled Activity in This Period/Year checkbox to include
transactions that have already been reconciled in the retrieve.
5.
Press [Tab], or select the Retrieve option from the File menu to retrieve the records in the
Deposits, Receipts and Misc Cash and JE tabs. You can view the transactions of each
type by clicking on each tab.
Each of the tabs on this window are described on the pages that follow.
Criteria Tab in Reconcile Cash Detail
The Criteria tab in Reconcile Cash Detail is used to enter the parameters of the records retrieval.
The tab appears as follows:
The following table describes the fields on the tab:
Field Name:
Field Description:
Company ID and
Name
Defaults to the company assigned in User Maintenance.
Bank Number and
Name
The number and name assigned to a particular bank account in the system.
GL Account No.
The general ledger account number assigned to the selected bank account in
Bank Account Maintenance.
Currency ID
An identification tag noting a form of currency. Currency ID in this window
defaults to the currency assigned to the selected account, and cannot be edited.
Deposit Number,
To (range)
A deposit number uniquely identifies a particular deposit. Enter a range of
deposits to be retrieved on the Reconcile Cash Detail window. These fields
default to the full range of deposits.
Note: The deposit range specified here has no effect on the records that appear
on the Misc Cash and JE tab. All journal entries will be shown.
J/E Transaction
Number (range)
The Journal Entry Transaction Number. Enter a range of transactions to be
retrieved on the Reconcile Cash Detail window. These fields default to the full
range of transactions.
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As Of Period, As Of
Year
Allows you to retrieve transaction detail as of the end of a particular period and
year. For example, entering 4 in the As Of Period field and 2005 in the As Of
Year field will include all transaction records as of period 4, 2005 that match
the other parameters.
Include Reconciled
Activity in this
Period/Year
Determines if reconciled activity for the selected period and year is included in
the retrieval.
Setting:
Result:
On
The system retrieves transactions, including
reconciled transactions for the specified period and
year.
Off
The system retrieves only transactions that match
the other parameters and that are unreconciled.
Similar to the Reconcile Checks screen, once you tab through the last field the system retrieves all
deposits and journal entries that meet the criteria. The results are shown on the Deposits,
Receipts, and Misc Cash and JE tabs.
Deposits Tab in Reconcile Cash Detail
The Deposits tab in Reconcile Cash Detail shows detailed information about the deposits made into
the bank account specified on the Criteria tab. The Deposits tab is shown here with some sample
data:
The fields on the Deposits tab are described as follows:
Field Name:
Field Description:
Deposit/Transaction
Number
The number assigned to a transaction or deposit for tracking purposes. The
transactions/deposits shown on this tab can be limited by the range of Deposit
Numbers specified in the Criteria tab.
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Payment Type
Indicates how the payment was made.
Date of First Pymt/
Transaction
The date the transaction was entered, or the first payment was made.
Amount
The total amount of the deposit.
Cleared Bank
A checkbox that indicates if the check has been cleared by the bank.
Setting:
Result:
On
Indicates that the check has cleared.
Off
Indicates that the check has not cleared.
You can use the RMB options to select or deselect all to check or uncheck all
of the Cleared Bank checkboxes. The setting of Cleared Bank cannot be
changed once the bank reconciliation has been approved and saved.
Cleared Period
The period the deposit was cleared.
Cleared Year
The year the deposit was cleared.
Misc Cash and JE Tab in Reconcile Cash Detail
The Misc Cash and JE tab in Reconcile Cash Detail shows detailed information about the
miscellaneous cash transactions and journal entries made into the bank account specified on the
Criteria tab. The Misc Cash and JE tab is shown here with some sample data:
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The fields on the Misc Cash and JE tab are described as follows:
Field Name:
Field Description:
Source
Document number associated with a transaction.
GL Transaction
Number
The number assigned to a transaction or deposit for tracking purposes. The
transactions/deposits shown on this tab can be limited by the range of Deposit
Numbers specified in the Criteria tab.
Transaction Date
The date on which a transaction was performed.
Payment Type
Identifies a type of payment, such as Cash.
Amount
The amount of the cash receipt or journal entry.
Reference
A description for a transaction.
Period
The period in which the cash receipt was received or the journal entry entered.
Year
The year in which the cash receipt was received or the journal entry entered.
Cleared Bank
A checkbox that indicates if the check has been cleared by the bank.
Setting:
Result:
On
Indicates that the check has cleared.
Off
Indicates that the check has not cleared.
You can use the RMB options to select or deselect all to check or uncheck all
of the Cleared Bank checkboxes. The setting of Cleared Bank cannot be
changed once the bank reconciliation has been approved and saved.
Cleared Period
The period the deposit was cleared.
Cleared Year
The year the deposit was cleared.
The total of all deposits that have not cleared the bank is shown at the bottom of the tab.
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Receipts Tab in Reconcile Cash Detail
The Receipts tab in Reconcile Cash Detail shows detailed information about the receipts on the bank
account specified on the Criteria tab. The Receipts tab is shown here with some sample data:
The fields on the Receipts tab are described as follows:
Field Name:
Field Description:
Deposit Number
The number assigned to a deposit for tracking purposes. The deposits shown
on this tab can be limited by the range of Deposit Numbers specified in the
Criteria tab.
Date Received
The date on which the deposit was received.
Payment Method
Indicates how the customer is paying for an order. Payment Method can be set
to Cash, Check, Merchandise Credit, or Credit Card.
Payment
Description
The description entered for a remittance.
Check Number
The customer‟s check number.
Payment Amount
The total amount received.
Remitter ID
A Customer ID, Corporate ID, or a Ship To ID that identifies the person or
customer making a payment.
Remitter Name
The name of the customer making the payment.
Period
The period during which payment was received.
Year
The year during which payment was received.
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Cleared Bank
A checkbox that indicates if the check has been cleared by the bank.
Setting:
Result:
On
Indicates that the check has cleared.
Off
Indicates that the check has not cleared.
You can use the RMB options to select or deselect all to check or uncheck all
of the Cleared Bank checkboxes. The setting of Cleared Bank cannot be
changed once the bank reconciliation has been approved and saved.
Cleared Period
The period in which the receipt was cleared by the bank.
Cleared Year
The year in which the receipt was cleared by the bank.
BANK RECONCILIATION WORKSHEET
Navigation Path:
General Ledger > Transaction menu > Bank Reconciliation Worksheet
A Bank Reconciliation Worksheet has been added to the General Ledger to facilitate the
reconciliation of cash to the bank statement. The worksheet combines all the information from the
system (Reconcile Disbursements and Reconcile Cash Detail) to allow an easy reconciliation of cash.
Periods must be reconciled in chronological order.
To use the window, select the bank number and the period to be reconciled and retrieve the query.
The system returns the GL balance, outstanding deposits, and outstanding checks. Next, you enter the
balance from the physical paper bank statement and any adjusting entries. You can view deposit
detail, miscellaneous receipt, or journal entry detail by focusing on a deposit and viewing the tabs in
the upper part of the window.
You can make adjusting journal entries on the worksheet, reverse appropriate adjusting journal entries
if necessary, and save the worksheet as “unapproved” as needed. When the adjusted bank balance is
equal to the adjusted cash account balance, the worksheet can be approved and saved. Once done, no
further changes can be made and no more postings can be made to the cash account for the period.
The worksheet can be printed, faxed or emailed as needed (see the option on the GL Reports menu).
The new Bank Reconciliation Worksheet option has been added to the General Ledger Transaction
menu, shown as follows:
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When you select the Bank Reconciliation Worksheet option, a window similar to the following
displays:
You select a bank number, a period, and a year, and the system returns the balance in the cash account
assigned to the bank, and shows the deposits in transit and any outstanding disbursements.
You can create adjustments to the cash account for any unrecorded activity. Once approved and
saved, the adjustments to cash will post as journal entries to the cash account assigned to the bank and
distribution accounts selected on the worksheet.
Note:
Periods must be reconciled in order. A cash account for a given period cannot be
reconciled until the period immediately prior is reconciled, approved, and saved. Periods
that have been reconciled can be retrieved and viewed, but not edited.
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Reconciliation Tab in Bank Reconciliation Worksheet
The Reconciliation tab in Bank Reconciliation Worksheet is used to specify the header information
for a new worksheet, or to recall an existing worksheet. The tab is shown as follows:
The fields on this tab are described as follows:
Field Name:
Field Description:
Worksheet No:
A system-generated number assigned to a worksheet created in the Bank
Reconciliation Worksheet window. Only one number is assigned to a
worksheet for a specific bank and period. You can double-click the Worksheet
No field to search for existing worksheets to edit or view.
Note: If the bank reconciliation is saved and unapproved and subsequently
retrieved, the system continually recalculates the balance until the
reconciliation is saved and approved.
Company ID
A unique code that identifies a company or business organization.
Bank Number
Represents a specific bank account in the system.
GL Account No:
Identifies a specific account in the general ledger. The GL Account No field is
automatically completed when the Bank Number is entered, and cannot be
edited.
Currency ID
An identification tag noting a form of currency. The Currency ID is
automatically completed when the Bank Number is entered, and cannot be
edited.
As of Period
Allows you to retrieve transactions as of a particular period.
As of Year
Allows you to retrieve transactions as of particular year.
Approved
Determines whether the general ledger is updated when a transaction is saved.
Once approved and saved, no more postings will be allowed to the cash
account for the period reconciled even if the period is still open in fiscal year
maintenance.
Bank reconciliation worksheets can only be approved and saved if the Adjusted
Bank Balances matches the Adjusted GL Cash Bank Balance on the worksheet.
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Field Name:
Field Description:
Balance Per Bank
Statement
The balance amount as taken from the physical bank statement. You must
enter the balance.
Plus Outstanding
Deposits
The outstanding deposits and cash transaction amounts, as taken from the
Reconcile Cash Detail window in Accounts Receivable.
Less Outstanding
Disbursements
As taken from the Outstanding Disbursements window in Accounts Payable.
Adjusted Bank
Balance
The Adjusted Bank Balance amount is calculated by the system using the
following formula:
Adjusted Bank Balance = Balance Per Bank Statement + Outstanding Checks –
Outstanding Disbursements
Cash Acct Balance
Displays the balance in the cash account assigned to the selected bank number.
This field cannot be edited.
Note:
If the cash account exists in multiple branches, the net consolidated
balance of all the branch accounts is shown.
Cash Adjustment
Debit Amt
Total of the debit adjustments made in the Cash Adjustments tab.
Cash Adjustment
Credit Amt
Total of the credit adjustments made in the Cash Adjustments tab.
Adjusted Cash Acct
Balance
The Adjusted Cash Acct Balance field is calculated by the system as debits and
credits are entered on the Cash Adjustments tab. The system uses the
following calculation:
Adjusted Cash Acct Balance = Balance Per GL Cash Account +/- the
adjustments to the cash account
Once you specify the Bank Number in the Reconciliation tab, use the Retrieve button to recall or
create the worksheet. The detailed information is shown on the other tabs in the window.
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Deposits Tab in Cash Reconciliation Worksheet
The Deposits tab in Bank Reconciliation Worksheet is used to view details about the outstanding
deposits for the specified time period. The Deposits tab here is the same as the Deposits tab in the
Reconcile Cash Detail window. The tab is shown as follows:
The fields on this tab are described as follows:
Field Name:
Field Description:
Deposit/Transaction
Number
The number assigned to a transaction or deposit for tracking purposes.
Payment Type
Indicates how the payment was made.
Date of First
Pymt/Transaction
The date the transaction was entered, or the first payment was made.
Amount
The total amount of the deposit.
Cleared Bank
A checkbox that indicates if the check has been cleared by the bank.
Setting:
Result:
On
Indicates that the check has cleared.
Off
Indicates that the check has not cleared.
Cleared Period
The period the deposit was cleared.
Cleared Year
The year the deposit was cleared.
On this tab, you can see an overview of each transaction. To get more information on a transaction,
focus the cursor on the appropriate line. If the transaction is a regular receipt (see Payment Type),
details display on the Receipt tab. If the transaction is a miscellaneous cash deposit or journal entry,
details display on the Misc Cash/JE tab.
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Receipts Tab in Bank Reconciliation Worksheet
The Receipts tab in Bank Reconciliation Worksheet window shows detailed information on the
regular receipt in focus on the Deposits tab. The Receipts tab is shown as follows:
The fields on this tab are described as follows:
Field Name:
Field Description:
Deposit Number
The number assigned to a transaction or deposit for tracking purposes.
Date Received
The date the payment was received.
Payment Method
The method used for making the payment (cash, check, etc.).
Check Number
The number from the received check.
Payment Amount
The amount of the remittance.
Remitter ID
A Customer ID, Corporate ID, or a Ship To ID that identifies the person or
customer making a payment.
Remitter Name
The name of the person or customer making a payment.
Period
The period in which payment was received.
Year
The year in which payment was received.
Cleared Period
The period the disbursement cleared the bank.
Cleared Year
The year the disbursement cleared the bank.
Cleared Bank
Notes if the disbursement has cleared the bank.
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Misc Cash and JE Tab in Bank Reconciliation Worksheet
The Misc Cash and JE tab in Bank Reconciliation Worksheet shows detailed information about the
miscellaneous cash transactions and journal entries listed on the Deposits tab. The Misc Cash and JE
tab is shown here with some sample data:
The fields on this tab are described as follows:
Field Name:
Field Description:
Source
Document number associated with a transaction.
GL Transaction
Number
The number assigned to a transaction or deposit for tracking purposes. The
transactions/deposits shown on this tab can be limited by the range of Deposit
Numbers specified in the Criteria tab.
Transaction Date
The date on which a transaction was performed.
Payment Type
Identifies a type of payment, such as Cash.
Amount
The amount of the cash receipt or journal entry.
Reference
A description for a transaction.
Period
The period in which the cash receipt was received or the journal entry entered.
Year
The year in which the cash receipt was received or the journal entry entered.
Cleared Bank
A checkbox that indicates if the check has been cleared by the bank.
Setting:
Result:
On
Indicates that the check has cleared.
Off
Indicates that the check has not cleared.
You can use the RMB options to select or deselect all to check or uncheck all
of the Cleared Bank checkboxes. The setting of Cleared Bank cannot be
changed once the bank reconciliation has been approved and saved.
Cleared Period
The period the deposit was cleared.
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Cleared Year
The year the deposit was cleared.
The total of all deposits that have not cleared the bank is shown at the bottom of the tab.
Disbursements Tab in Bank Reconciliation Worksheet
The Disbursements tab in Bank Reconciliation Worksheet lists all the disbursements for the specified
time period. The Disbursements tab here is similar to the tab in the Reconcile Disbursements
window. The tab is shown as follows:
If necessary, you can use the scroll bar to view more “pages” of disbursements. Checks, EDI
payments, and ACH/Federal Wire payments are listed separately in the list. Headings in the list of
disbursements indicate the payment types.
For each disbursement included in the list, the following information is shown:
Field Name:
Field Description:
Disbursement
Number
The number assigned to a check, EDI payment, ACH payment, or Federal Wire
payment. Disbursement.
Note: The disbursement numbers assigned to ACH payments and Federal Wire
payments have the letter “A” appended to the end of the number.
Disbursement Date
The date on which a disbursement was made.
Disbursement
Amount
The dollar amount of the disbursement.
Terms Taken
Amount
The amount of the discount awarded for payment of an invoice within the terms
discount period.
Vendor ID
A system-generated ID that identifies a person or business, which you pay for
goods or services rendered.
Vendor Name
The name of a person or business that you pay for goods or services rendered.
Cleared Bank
Indicates whether a check has cleared at the bank.
Cleared Period
The period the disbursement cleared the bank.
Cleared Year
The year the disbursement cleared the bank.
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Void
A checkbox that indicates whether a disbursement has been cancelled or is still
valid.
When something is marked "void" (when the checkbox is checked), it means
that the check or payment is invalid. A voided check reverses any payment
made against the voucher or check and leaves it open for payment.
Voided Period
The period the disbursement was voided. This field cannot be edited.
Voided Year
The year the disbursement was voided. This field cannot be edited.
The total disbursement amount is shown at the bottom of the tab.
Cash Adjustments Tab in Bank Reconciliation Worksheet
The Cash Adjustments tab in Bank Reconciliation Worksheet displays information about the bank
specified in the Reconciliation tab. This tab consists of a debit and credit section of the screen where
adjusting journal entries can be made to the cash account. You can enter debits to cash on the Debit
side of the sheet, and credits to cash on the Credit side. Entries in this section post to the cash account
assigned to the bank. These fields are editable until the reconciliation worksheet is approved and
saved. The Cash Adjustments tab is shown as follows:
The fields on this tab are described as follows:
Field Name:
Field Description:
Account
A distribution GL account for each adjustment to cash. You can enter the GL
distribution account or search the chart of accounts to select the appropriate
account.
Account
Description
A description of a GL account.
Source
Document number associated with a transaction.
Reference
A description for a transaction.
Home DR
Amount debited to a general ledger account in the company‟s home currency
specified in Company Maintenance.
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Field Name:
Field Description:
Home CR
Amount credited to a general ledger account in the company‟s home currency
specified in Company Maintenance.
Foreign DR
Amount debited to a general ledger account in a foreign currency.
Foreign CR
Amount credited to a general ledger account in a foreign currency.
Delete
Changes an active record into a static record. This record is still accessible, but
is not visible as a choice, and you can eliminate these objects from your queries
using the delete flag that is attached to the record.
Reverse
Negates a particular line when the reversal is saved.
Select this checkbox if the adjusting entry to cash is to be reversed. The Cash
Adjustment Reversal tab allows you to select a period and year when the
transaction will be reversed. The reversing period defaults to the next period
after the one being reconciled. Only one reversing period is allowed.
Cash Adjustment Reversal Tab in Bank Reconciliation Worksheet
The Cash Adjustment Reversal tab allows you to select a period and year when a transaction shown
on the Cash Adjustment tab will be reversed. The fields on the tab become accessible when the
Reverse checkbox is checked for an adjusting entry to cash on the Cash Adjustment tab. The Cash
Adjustment Reversal tab is shown as follows:
Enter the period and year for the reversal. The Reversal Transaction Number will be automatically
assigned when the reversal occurs.
Cash Adjustment Reversal Postings Tab in Bank Reconciliation Worksheet
The Cash Adjustment Reversal Postings tab in the Bank Reconciliation Worksheet window shows
information about reversal postings resulting from a cash adjustment and reversal made on the other
tabs in this window.
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The Cash Adjustment Reversal Postings tab is only available if a cash adjustment has been made and
set up for reversal, and the worksheet has been approved and saved. When the worksheet is recalled,
the tab can be selected and viewed. The following is a sample of the Cash Adjustment Reversal
Postings tab:
The fields on this tab are described as follows:
Field Name:
Field Description:
Account
A distribution GL account for each adjustment to cash. You can enter the GL
distribution account or search the chart of accounts to select the appropriate
account.
Account
Description
A description of a GL account.
Source
Document number associated with a transaction.
Reference
A description for a transaction.
Home DR
Amount debited to a general ledger account in the company‟s home currency
specified in Company Maintenance.
Home CR
Amount credited to a general ledger account in the company‟s home currency
specified in Company Maintenance.
Foreign DR
Amount debited to a general ledger account in a foreign currency.
Foreign CR
Amount credited to a general ledger account in a foreign currency.
Delete
Changes an active record into a static record. This record is still accessible, but
is not visible as a choice, and you can eliminate these objects from your queries
using the delete flag that is attached to the record.
Totals are shown at the bottom of the tab.
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BANK RECONCILIATION REPORT
Navigation Path:
General Ledger > Reports menu > Bank Reconciliation Report
A Bank Reconciliation Report has been added to the General Ledger Reports menu. This report is
essentially a printable copy of the Bank Reconciliation Worksheet. The worksheet is often required
by lending institutions and can be used as a supporting schedule for the cash accounts in the balance
sheet. Only approved, reconciled worksheets may be printed, emailed, or faxed.
The Reports menu, with the new option, is shown as follows:
When you select this option, a window similar to the following displays:
The Bank Reconciliation Report window has only one tab, Criteria. The fields on the Criteria tab are
described as follows. Worksheet No is the only field that can be edited in this window:
Field Name:
Field Description:
Worksheet No
A system-generated number assigned to a worksheet created in the Bank
Reconciliation Worksheet window.
Company ID
A unique code that identifies a company or business organization.
Bank
Represents a specific bank account in the system.
GL Account
Identifies a specific account in the general ledger.
Period
The period for which the bank account is being reconciled.
Year
The year for which the bank account is being reconciled.
You can print, email, or fax the worksheet by selecting the appropriate button or option.
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The Bank Reconciliation Report looks similar to the following:
AP DRILL DOWNS
Navigation Path:
Accounts Payable > Inquire menu > A/P Drill Down > By Vendor/By Check
The AP Drill Down by Check and Vendor windows now show if payment was made via an ACH or
Federal Wire. When you drill down on payment information, the Check Number field shows a
number followed by the letter “A” to indicate an ACH or Federal Wire payment.
AP Drill Down by Vendor
The Payment Inquiry tab in AP Drill Down by Vendor window is shown as follows:
The “A” at the end of the check
number indicates the payment was
made by ACH or Federal Wire.
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AP Drill Down by Check
When performing a search for a check number in AP Drill Down by Check, the Find Check popup
window shows the letter “A” that indicates that the payment was made by ACH or Federal Wire. A
sample window is shown as follows:
Note the “A” at the end of the
check number.
When you select a check with an “A” appended to it, that check number is returned to the Check
Information screen:
You can also key in the full check number (in the example, it is 2338772345A) and the system will
recognize it.
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G/L DRILL DOWN MODIFICATIONS
The G/L Drill Down window has received a number of modifications, from altered defaults, to
changed parameters and additional information in the results. Together, these changes reduce the
opportunity for error and increase the convenience of using the tool.
ACCOUNT TAB
The Account tab has received a number of new parameters.
The following parameters are new:



Account Number has become a range field, allowing you to search across multiple
accounts with the same query.
Account Mask has been added as a new parameter. This allows you to select like
accounts by wildcarding and using a key digit in the mask.
Select By has been added to allow you to select from several new parameters:
 Period is a range field, though it defaults to the current period only. You may
enter any value you like, however.
 Year is used in conjunction with the Period parameter. You can only search a
single year at a time.
 Most Recent Period is the other method of defining the time span of included
results. Instead of entering a year and a range of periods, you enter a number in
this field. The system goes back a number of periods equal to that number, and
displays all results that occur within that timeframe. The system will display
records that cross fiscal years if your range extends that far. If you enter a large
enough number, the periods that appear on the report might span back to prior
fiscal years.
The tab displays the following additional information for each account retrieved:


Account Number and Description
Encumbered Balance and Encumbered Cumulative Balance
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JOURNAL BALANCE TAB
The Journal Balance tab includes the following additional information:




Account Number and Description
Period
Year
Encumbered Balance
JOURNAL DETAIL TAB
The Journal Detail tab now contains the following additional fields:




Account Number and Description
Period
Year
Encumbered Amount
You may sort the results by any of the fields in this tab. Clicking on the header of any field
resequences the list in alphanumeric order according to the field you chose.
Additionally, your drill down options from this tab have expanded. Depending on the type of
transaction in a given line, drilling into the Source field can bring up any of the following windows:










Inventory Adjustments
Inventory Cost Adjustments opens AP Drill Down by Vendor
Inventory Receipts opens Purchase Order Receipts
Secondary Processing
Production Order
Transfer Receipts
RMA
Cash Disbursements opens AP Drill down by Check
Cash Receipts opens Deposit Slips
Rebate Journal opens AR Drill Down by Invoice
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TRANSACTION DETAIL TAB
The Transaction Detail tab in GL Drill Down appears when you drill down by Transaction Number on
the Journal Detail tab. It allows you to see detailed information about the posted journal entries made
for that transaction.
The tab shows the Company ID, Account, Journal ID, Source, Amount, Encumbrances Amount,
Transaction Date, and Job ID for all activity associated with a transaction number.
The tab also contains a Description column, which shows one of the following for the transaction:





Item Description
Vendor Description (for transactions involving vouchers)
Customer Description (for transactions involving invoices)
Reference (for transactions entered manually)
Description explaining what occurred in the transaction (e.g., Reversing entry,
Cancel voucher, etc.).
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CHART OF ACCOUNT MAINTENANCE
MODIFICATIONS
Chart of Account Maintenance has received several modifications to make it easier to use.
CHART OF ACCOUNTS TAB
The Account Type in Chart of Accounts Maintenance no longer has a default value. You must specify
an account type before proceeding. This prevents you from accidentally leaving the default in place
and having to return to change the setting after you‟ve begun your session.
Also, the tab now contains an additional parameter.
General Ledger Report Printing Default – allows you to print a general journal report with some
accounts printing summary and some printing detail or journal totals. Using this print option, set at the
account level, lets you customize a general ledger report to meet your audit needs. You may override
this default setting in the Criteria tab in the General Ledger Report.
Setting:
Description:
Detail
The detail of this account will print in the general ledger report. This is the
default selection.
Summary
Only the ending balance will print for this account.
Brief by Journal
The total ending balance by journal will print for this account.
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GENERAL LEDGER REPORT CHANGES
The General Ledger Report has several new parameters:
You can select
any or all of
these checkboxes
individually, or
use the RMB
menu to select or
clear all of them
at once.
Report Option - determines how much detail prints on the report.
Setting:
Description:
Account Default
Each account prints the level of information chosen as its default in Chart of
Accounts Maintenance.
Brief By Journal
The total ending balance by journal will print for this account.
Detail
All applicable transactions print on the report.
Summary
The report only prints the beginning and ending balance of the account.
The Account Type checkboxes determine what kinds of accounts are included on the report. You can
select individual account types manually, but you can also check and clear all boxes at once using the
RMB menu.
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JOURNAL MODIFICATIONS
The Cash Receipts, Sales, Voucher, Purchases, and A/P Cash Disbursements journals have been
modified to display a final summary page by branch. This provides you with branch and General
Ledger account distribution totals.
In addition, the A/P Cash Disbursements and Cash Receipts journals now include a summary by bank
and the Inventory Value report gives a sum by branch.
These additions give you easy audit trails to reconcile payables, receivables and inventory at month
end, as well as a substantiating schedule for balance sheet accounts.
A/P CASH RECEIPTS JOURNAL
The A/P Cash Receipts journal now includes a branch summary page. This summary only appears if
you choose to include branch summaries in your report. This summary contains the following
information:










Branch Number and Name
Total Payments
A list of all accounts assigned to the branch, including those accounts selected in
Cash Receipts under the RMB option GL Distribution for Allowed Amount
The total amount posted to each account
Credit Totals (displayed as a minus)
Payment Type
Count (number of transactions)
Total amount for each payment type
Summary by Bank Number and Name
Total amount by bank number
All amounts listed in the line detail section of the report appear in both your home currency and any
customers‟ foreign currencies.
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Branch Consolidation Summary
The Branch Consolidation Summary provides a grand total of all branches that appear on the report,
which means it only appears if multiple branches meet your printing criteria. The Branch
Consolidation Summary includes the same fields as listed in the line detail section of the report, but
displays information that encompasses all the branches that meet your criteria. All amounts are listed
in your home currency only. The one exception to this are the bank amounts, which use the bank‟s
currency.
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SALES JOURNAL
The Sales journal now includes a branch summary page. This summary only appears if you choose to
include branch summaries in your report. This summary contains the following information:





Branch Number and Name
Total amount posted to the sales journal for the period, year and other criteria
selected
A list containing each general ledger account number and name assigned to the
branch. This includes every account that hit the sales journal for the criteria selected
The total posted to each account
Credits (displayed as a minus)
All amounts display in your home currency.
Branch Consolidation Summary
The Branch Consolidation Summary provides a grand total of all branches that appear on the report,
which means it only appears if multiple branches meet your printing criteria. The Branch
Consolidation Summary includes the same fields as listed in the line detail section of the report, but
displays information that encompasses all the branches that meet your criteria.
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VOUCHER JOURNAL
The Voucher journal now includes a branch summary page. This summary only appears if you choose
to include branch summaries in your report. This summary contains the following information:






Branch Number and Name
Total number of vouchers
Total Purchase Amount
A list of every general ledger account number and name that was posted to, including
the AP side of the entry
The total amount posted to each account
Credits (displayed as a minus)
Amounts display in your home currency.
Branch Consolidation Summary
The Branch Consolidation Summary provides a grand total of all branches that appear on the report,
which means it only appears if multiple branches meet your printing criteria. The Branch
Consolidation Summary includes the same fields as listed in the line detail section of the report, but
displays information that encompasses all the branches that meet your criteria.
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PURCHASES JOURNAL
The Purchases journal now includes a branch summary page. This summary only appears if you
choose to include branch summaries in your report. This summary contains the following information:







Branch Number and Name
Total number of vouchers
Total Purchase Amount
Total Purchase Quantity
A list of every general ledger account number and name that was posted to, including
the AP side of the entry
The total amount posted to each account
Credits (displayed as a minus)
Amounts display in your home currency.
Branch Consolidation Summary
The Branch Consolidation Summary provides a grand total of all branches that appear on the report,
which means it only appears if multiple branches meet your printing criteria. The Branch
Consolidation Summary includes the same fields as listed in the line detail section of the report, but
displays information that encompasses all the branches that meet your criteria.
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CASH DISBURSEMENTS JOURNAL
The Cash Disbursements journal contains an additional report parameter: Vendor ID.
In addition, the Cash Disbursements journal now includes a branch summary page. This summary only
appears if you choose to include branch summaries in your report. This summary contains the
following information:







Branch Number and Name
Total number of checks
Total Amount Paid
A list of every general ledger account number and name that was posted to, including
the cash side of the entry
The total amount posted to each account
Credits (displayed as a minus)
Bank Totals, including the amounts paid from each bank for the time periods
selected
Amounts display in your home currency.
Branch Consolidation Summary
The Branch Consolidation Summary provides a grand total of all branches that appear on the report,
which means it only appears if multiple branches meet your printing criteria. The Branch
Consolidation Summary includes the same fields as listed in the line detail section of the report, but
displays information that encompasses all the branches that meet your criteria.
133
134
LANDED COST MODIFICATIONS
In order to increase the flexibility and utility of landed costs within the system, this feature gives you
more landed cost drivers. These additional drivers increase the flexibility and methods of calculating
landed cost, which removes the necessity of manually reconciling the landed cost clearing account,
and allows you to properly state cost of goods, even when importing them from overseas, to
determine accurate selling prices and maintain profitability.
This new functionality also allows you to state inventory value based on where you take possession of
the inventory and when it arrives at the final stocking location. This becomes vitally important in the
event of inventory loss, destruction, or damage during transportation.
Finally, the new drivers allow you to update inventory value from a third party freight invoice.
SETUP
The following areas of the system contain settings that affect the use of landed costs:
Company Maintenance
Company Maintenance receives changes to several tabs that affect landed cost drivers and their use.
Inventory Tab
The Inventory tab contains a new setting: Post Landed Cost Variance to Inventory Cost in
Convert Landed Cost to Voucher.
When you enable this setting, the system takes the difference between the estimated and actual landed
cost and updates the inventory value of any material still in stock. The landed cost bills are usually
from a separate vendor and not the vendor from which you purchased the material.
When created, the driver specifies a cost per default purchase unit, sales unit, dollar amount, extended
cost, receipt or weight. The difference between the actual and the estimated landed cost is prorated
based on the original driver calculation method. How specifically depends on the kind of driver:

Default Purchase Unit – the system looks at the default purchase unit of any item
affected by the driver and prorates the difference between estimated and actual cost.
It uses the amount of item still in inventory (measured in default purchase units)
when you convert the landed cost invoice to a voucher.
135





Default Sales Unit – the system looks at the default sales unit defined of any item
affected by the driver and prorates the difference between estimated and actual price.
It uses the amount still in inventory (measured in default sales units) when you
convert the landed cost invoice to a voucher.
Dollar Amount – the system prorates the total difference between the estimated
landed cost at receiving and the actual landed cost paid in Convert Landed Cost to
Voucher. These totals are the landed cost sums of all inventory quantities still in
inventory when you convert the invoice to a voucher.
Extended Cost – the system prorates the dollar difference between estimated and
actual landed cost for the item quantities remaining in inventory when you convert
the landed cost invoice to a voucher.
Receipt – the system prorates the dollar difference between the estimated and actual
landed cost for the quantities remaining in inventory. However, the only items
evaluated all come from a single specified receipt.
Weight – the system prorates the dollar difference between the estimated and actual
landed cost based on the weight of the remaining units in inventory.
Based on your inventory valuation method, the system prorates the difference in the following ways:




FIFO – affects the FIFO layer created by the receipt of the PO line.
MAC – affects the weighted average of the units still in inventory.
LOT Costing – affects the remaining units in the lots created by receipt of the PO
line.
Standard – the system does not update the standard cost. All differences post to the
Inventory Cost Variance Account.
Landed Cost Driver Search Order Tab
The Landed Cost Driver Search Order tab includes all the new landed cost drivers added to the system
by this feature.
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Landed Cost Driver Maintenance
Landed Cost Driver Maintenance has several new parameters you can define for landed cost drivers.
Application Point – determines when the landed cost driver should be applied. Landed costs might
represent charges that are applied at different times in the order process (customs charges when the
material arrives in the country, freight when you place the order, etc.). This setting allows you to
specify when in the process the system should apply the landed cost.
Field:
Description:
Vessel
Receipt
Adds the landed cost to the inventory value when you receive the material onto a
vessel. In order to apply this driver, you must define a vessel for the order. Landed
cost drivers with this application point only appear in the Vessel Receipt windows.
PO Receipt
Adds the landed cost to the inventory value when you receive the purchase order or
container at the purchase location. Landed cost drivers with this application point
only appear in the Purchase Order and Container Receipt windows.
Transfer
Receipts
Adds the landed cost to the inventory value when you receive material transferred
from one of your own company locations. Landed cost drivers with this application
point only appear in the Transfer and Transfer Receipt windows.
Currency ID – Defines the currency this landed cost driver uses. While it defaults to your home
currency, you can set it to anything available in your system. When the system applies this driver to
the material, it also performs a currency exchange using the exchange rate in effect on the date of the
application point. This conversion changes the landed cost to your home currency in order to
determine the home amount of landed cost the system must prorated among the received material.
Notes: A landed cost driver does not need to use the same currency as the purchase order it is
attached to, and if you attach multiple drivers to a single purchase order, they may all use
different currencies. This allows you to pay for landed cost services in the currency of the
supplier who gives them, even if they are different.
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When you receive material, the system converts all landed costs that use foreign currency
to your home currency using the exchange rate in effect on the date of receipt. It uses this
value to update the value of your inventory.
When you convert a landed cost to a voucher (see page 146) and pay your vendor‟s bill,
the system performs another conversion, using the exchange rate in effect on the date of
payment. Any difference between this value and the one derived at the time of material
receipt is posted to the Currency Variance Account.
USE
New Landed Cost Drivers
A series of new landed cost drivers has been added to the system, allowing you greater flexibility in
their use. For example:
Customs and duty charges may be calculated on a specific item, and in these cases you might need a
way to single out those items with a duty calculation attached to their item ID, or a specific item from
a supplier.
Landed costs may be based on the carrier or manufacturing class; in these cases you might need a
method to define landed costs specific to carrier and manufacturing class combinations.
Landed costs may be determined by the transfer of material from a vessel to a stocking location, or the
transfer from a central distribution warehouse to a stocking location. In these cases, you might need a
method to tag the transfer as subject to landed costs.
The following drivers have been added:
Driver:
Description:
Item ID
Allows you to define a landed cost driver based on an item ID on a
purchase order
Carrier
Allows you to define a landed cost driver based on the carrier selected
on a purchase order
Carrier/Product Group
Allows you to define a landed cost driver based on a carrier and a
specific product group
Carrier/Supplier
Allows you to define a landed cost driver based on a carrier and supplier
combination
Carrier/Location
Allows you to define a landed cost driver based on a carrier and
purchase location combination
Manufacturing Class
Allows you to define a landed cost driver based on a manufacturing
class
Manufacturing
Class/Product Group
Allows you to define a landed cost driver based on a manufacturing
class and product group combination
Manufacturing
Class/Supplier
Allows you to define a landed cost driver based on a manufacturing
class and supplier combination
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Manufacturing Class/
Location
Allows you to define a landed cost driver based on a manufacturing
class and purchasing location combination
Manufacturing
Class/Carrier
Allows you to define a landed cost driver based on a manufacturing
class and carrier ID combination
Location to Location
Allows you to attach landed costs to transfers between a distribution
location or vessel to a stocking location. This cost must also be defined
in Transfers Define Maintenance. This landed cost driver is enabled by
transfer entry only.
This landed cost driver replaces and refines all former landed costs
applicable to transfers.
Important!
Supplier/Item ID
Note:
All prior drivers set up for landed costs on transfers
must be changed to the Location to Location driver.
You can only invoke landed costs on transfers through
this driver.
Allows you to define a landed cost driver for a list of items from a
specific supplier. Manage this list in the Items Tab in Landed Cost
Driver Maintenance; here you can list all items from the supplier you
wish to use with this driver, as well as a calculation value for each item.
Landed cost drivers are NOT affected by the system setting to establish the number of
decimal places available; they always have four decimal places.
Purchase Order Entry
Purchase Order Entry now has two Landed Cost tabs, one in the header, one in the footer. The header
tab has been expanded to contain additional information, while the footer tab provides you a place to
view and edit item specific landed costs.
Landed Cost Tab (Header)
The Landed Cost tab in the window header displays the selected application point and currency of the
driver.
All applicable drivers display in this tab, and you can edit their information, add or remove drivers in
this tab with one exception: item ID drivers are information only in this tab. To edit them, use the
Landed Cost tab found in the footer.
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Landed Cost Tab (Footer)
The Purchase Order Entry window has a new footer tab: Landed Cost. This tab displays all the landed
costs that apply to the line item, and displays the prorated cost for the purchase order quantity.
The tab lists all landed costs that apply to the item in focus in the Items tab. Each driver receives its
own line and lists the following information:









Item ID
Item Description
Landed Cost Driver
Landed Cost Driver Description
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
Total Landed Cost for Item
The information presented in this tab is information only, with one exception: you may edit the landed
cost driver information for item ID landed cost drivers, as well as add or delete item ID landed cost
drivers.
Purchase Order Receipts
This window receives a number of changes across several tabs to accommodate the new uses for
landed cost drivers.
PO Tab
The PO tab in Purchase Order Receipts now includes an External Reference Number field.
This field helps you locate landed cost drivers when vouching. If you use vessel tracking (see the 11.0
Inventory Management New Features Guide), the system defaults the vessel ID attached to the PO,
but this is a user-defined field and you may enter whatever you like here. If you leave it blank, the
140
system automatically populates it with the receipt number it generates when you successfully save the
inventory receipt.
Note:
The value you enter in this field does not have to be unique. Multiple receipts, even those
against the same PO, can have the same external reference number. This is because this
number serves as the common tie for a receipt‟s receipt number, purchase order number,
source, receipt date, PO date, landed cost driver type, landed cost driver description, and
landed cost driver total amount. When you search for any of these things, the external
reference number is among the information available.
Landed Cost Tab (Header)
The Landed Cost tab now includes the application point and currency ID of all landed costs that apply
to this order.
Landed Cost Tab (Footer)
A new Landed Cost tab appears in the tab‟s footer. This tab is identical to the one described on page
140.
Line Freight Tab
The Line Freight tab contains a new field: Landed Cost Amount.
Landed Cost Amount – the total landed cost per unit of the item. This amount is included when
calculating the item‟s extended cost.
Note:
The landed cost always displays in your home currency. If the landed cost driver uses
some other currency, the system uses the exchange rate in effect on the receipt date to
convert it to your currency in this tab.
Transfer Entry
Transfer Entry gains a pair of Landed Cost tabs, one in the header and one in the footer. Both only
display location to location landed cost drivers, with the header tab displaying drivers that apply to the
entire transfer and the footer tab displaying those that apply only to the line item selected in the Items
tab.
Note:
Transfer created in Transfer Requirements Generation contain landed costs if the
automatically generated transfer meets the driver criteria when it is created.
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Landed Cost Tab (Header)
The Landed Cost tab in the window‟s header contains information on drivers that apply to the entire
transfer order.
Each driver appears on its own line and displays the following information:







Landed Cost Driver
Landed Cost Driver Description
Currency ID
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
You may edit the information for any driver that appears on this tab, as well as add or delete drivers.
Landed Cost Tab (Footer)
The Landed Cost tab in the window‟s footer contains information on drivers that apply only to the
item you select in the Items tab.
Each landed cost driver appears on its own line and displays the following information:








Item ID
Item Descriptions
Landed Cost Driver
Landed Cost Driver Description
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
Unlike the header tab, this tab is information only and you may not edit the details of the landed cost
drivers that appear here.
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Transfer Shipping
Transfer Shipping gains a pair of Landed Cost tabs, one in the header and one in the footer. Both only
display location to location landed cost drivers, with the header tab displaying drivers that apply to the
entire transfer and the footer tab displaying those that apply only to the line item selected in the Items
tab.
Landed Cost Tab (Header)
The Landed Cost tab in the window‟s header contains information on drivers that apply to the entire
transfer order.
Each driver appears on its own line and displays the following information:







Landed Cost Driver
Landed Cost Driver Description
Currency ID
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
You may edit the information for any driver that appears on this tab, as well as add or delete drivers.
Landed Cost Tab (Footer)
The Landed Cost tab in the window‟s footer contains information on drivers that apply only to the
item you select in the Items tab.
Each landed cost driver appears on its own line and displays the following information:








Item ID
Item Descriptions
Landed Cost Driver
Landed Cost Driver Description
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
Unlike the header tab, this tab is information only and you may not edit the details of the landed cost
drivers that appear here.
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Transfer Receipts
This window receives a number of changes across several tabs to accommodate the new uses for
landed cost drivers.
Transfer Tab
The Transfer tab in Purchase Order Receipts now includes an External Reference Number field.
This field helps you locate landed cost drivers when vouching. If you use vessel tracking (see the 11.0
Inventory Management New Features Guide), the system defaults the vessel ID attached to the PO,
but this is a user-defined field and you may enter whatever you like here. If you leave it blank, the
system automatically populates it with the receipt number it generates when you successfully save the
inventory receipt.
Note:
The value you enter in this field does not have to be unique. Multiple receipts, even those
against the same PO, can have the same external reference number. This is because this
number serves as the common tie for a receipt‟s receipt number, purchase order number,
source, receipt date, PO date, landed cost driver type, landed cost driver description, and
landed cost driver total amount. When you search for any of these things, the external
reference number is among the information available.
Landed Cost Tab (Header)
The Landed Cost tab now includes the application point and currency ID of all landed costs that apply
to this order.
Each landed cost driver appears on its own line and displays the following information:








Landed Cost Driver
Landed Cost Driver Description
Currency ID
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
Edited
144
Landed Cost Tab (Footer)
A new Landed Cost tab appears in the tab‟s footer. This tab displays landed cost drivers that apply
specifically to the item selected in the Items tab.
Each landed cost driver displays on its own line with the following information:








Item ID
Item Description
Landed Cost Driver
Landed Cost Driver Description
Multiplier
Calculation Method
Dollar Amount
Landed Cost Amount
Line Freight Tab
The Line Freight tab displays information on freight charges attached to the selected line item,
including any applicable landed cost charges.
Note:
The landed cost always displays in your home currency. If the landed cost driver uses
some other currency, the system uses the exchange rate in effect on the receipt date to
convert it to your currency in this tab.
145
Convert Landed Cost to Voucher
The Convert Landed Cost to Voucher window allows you to convert third party landed cost invoices
to vouchers, reconcile landed costs, and update inventory values by differences between estimated and
actual landed costs.
Convert Landed Cost to Voucher is an option on the Accounts Payable Transaction menu. It has the
following header tabs: Voucher Information, Foreign Currency, Charges, Accounts, Terms, and
Timestamp. It has the following footer tabs: Landed Cost.
Voucher Information Tab
The Voucher Information tab is where you identify which landed cost you want to convert to a
voucher.
Field:
Description:
Voucher Number
The number assigned to the voucher created in this window. This is a
system-created number that the system makes only after a successful save.
Company ID
The ID of your company for which you are creating a voucher.
Vendor ID
The vendor you are issuing payment to via this voucher.
Branch ID
The branch of your company that is creating the voucher.
External
Reference Number
The external reference number attached to the landed cost you want to
convert.
Currency ID
The currency of the driver you are converting.
Vouch All
Selecting this checkbox causes the system to automatically check the Vouch
Complete checkbox for all landed costs that appear on the Landed Cost tab.
Invoice Date
The date the invoice that contained the landed cost was created.
Invoice Amount
The amount charged to you on the landed cost invoice.
Invoice Number
The number of the landed cost invoice.
Period
The fiscal period in which you are converting the landed cost to a voucher.
Year
The year in which you are converting the landed cost to a voucher.
146
As soon as you enter a value in the External Reference Number field, the system displays all purchase
orders associated with that external reference number. Because multiple receipts can share the same
number, there might be several PO receipts listed here.
…all landed costs attached to that
receipt appear here.
When you
select a PO
receipt from
the tree here…
Once you select a PO receipt from the tree on the right, the window lists all landed costs associated
with that receipt on the left. Select which ones you‟d like to invoice by clicking their Invoiced
checkbox, then clicking OK. The tab automatically populates the rest of its fields with information
from this record.
Foreign Currency Tab
The Foreign Currency tab becomes active if you enter a landed cost driver in the Voucher Information
tab that uses a currency other than your home currency. It is identical to other Foreign Currency tabs
found throughout the system.
Charges Tab
The Charges tab is where you can post additional expenses or credits to the landed cost you are
converting.
It is identical to the Charges tabs found throughout the system.
Accounts Tab
The Accounts tab is an information only tab that displays the vendor you are issuing payment to with
this landed cost voucher, and the payables account that the voucher draws from. You cannot edit
either field.
147
Terms Tab
The Terms tab allows you to specify the payment terms agreed to by your company and the vendor at
the time of the sale. It is identical to the Terms tab in Voucher Entry.
Timestamp Tab
The Timestamp tab provides limited tracking information on the person who created and last edited
the record. It is identical to Timestamp tabs found throughout the system.
Landed Cost Tab
The Landed Cost tab displays all the landed costs you selected in the landed cost popup window that
appears in the Voucher Information tab. Each landed cost appears on its own line, with one primary
and one secondary entry.
The primary line contains the information used to identify the landed cost:




Landed Cost Driver
Landed Cost Driver Description
Transaction Number
Transaction Type
The secondary line contains the information needed to process the value of the voucher:




Multiplier
Calculation Method
Dollar Amount
Landed Cost to Invoice
148




Landed Cost Paid
Landed Cost Invoiced
Variance
Vouch Complete (automatically enables if the Dollar Amount is equal to or greater
than the Landed Cost Paid)
Unvouchered Landed Cost Report
The Unvouchered Landed Cost Report provides a list of landed costs you have not yet converted to
vouchers, limiting the list makeup by criteria you establish. You can then use this list to reconcile the
Landed Cost Clearing account.
The report displays the following information:










External Reference Number
Receipt Number
PO Number
Transfer Number
Date of Receipt
Receipt Location
Landed Cost Driver ID
Landed Cost Driver Description
Unvouched Landed Cost Applied on the PO Receipt (Once the receipt is vouched
and marked complete it no longer appears on this report)
Currency ID
Note:
If a landed cost uses a currency other than your home currency, the system
displays the landed cost in your home currency using the exchange rate in effect
when you generate the report.
The Unvouchered Landed Cost Report is an option on the Accounts Payable Reports menu. It
contains the Criteria tab.
Criteria Tab
The Criteria tab allows you to filter the results that the system prints on the report.
149
After you establish your Company ID, you may enter a range of acceptable results for the following
criteria: Location ID, Receipt Date, PO Number, Transfer Number, Vendor ID, External Reference
Number, and Landed Cost Driver ID.
Manufacturing Class Maintenance
The Manufacturing Class ID field has been expanded to allow up to 15 characters.
Updating Inventory Value with Freight Costs After Receipt
Use the following procedure to update your inventory value with freight costs after you‟ve received
the material at your location. Steps marked with a  are mandatory.
1.
Set the system to update inventory value in Convert Landed Cost to Voucher by activating
the Post Landed Cost Variance to Inventory Cost in Convert Landed Cost to Voucher setting.
2.
When you create the PO, create a landed cost driver specific to any field on the purchase
order, such as Carrier ID, that will automatically initiate the Landed Cost process.
Notes: The driver makes this happen automatically. Any driver with a vessel receipts application
point appears on the Landed Cost tab in Vessel Receipts. This is where you should enter
information for landed cost amounts for vessel receipts.
Purchase order receipts application points are automated based on the driver type,
consistent with current functionality.
3.
When you receive the PO, create an external reference number.
4.
When you receive the freight bill, use Convert Landed Cost to Voucher to vouch the
freight charge.
5.
The system updates the inventory value of the PO with the difference between the
estimated freight and the actual freight. For inventory that has been sold, the system posts the
sold portion to the Inventory Cost Variance account.
Item Maintenance
The Costs tab in Item Maintenance now displays all the landed costs associated with the last received
PO.
150
Item Master Inquiry
The Purchase History tab in the Item Master Inquiry window now includes the landed cost for each
purchase.
151