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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 iv 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 vi 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 8 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. 10 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 12 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: 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. 14 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: 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: 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 16 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) 17 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. 21 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 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. 48 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. 49 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. 50 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. 51 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: 52 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. 53 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. 54 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 55 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. 56 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. 57 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. 58 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. 59 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. 60 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. 61 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. 63 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. 64 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. 65 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. 66 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. 67 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. 68 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. 69 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. 70 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. 71 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. 72 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. 73 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. 74 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. 75 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. 76 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. 77 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. 78 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. 79 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. 81 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. 82 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. 83 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. 85 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. 86 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. 87 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. 89 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. 90 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. 91 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: 92 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. 93 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 94 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. 95 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. 96 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. 97 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. 98 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. 99 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. 100 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. 101 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. 102 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. 103 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. 104 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. 105 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: 106 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. 107 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. 108 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: 109 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. 110 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. 111 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. 112 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. 113 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. 114 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. 115 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. 116 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. 117 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. 118 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. 119 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. 120 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. 121 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. 122 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 123 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 124 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.). 125 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. 126 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. 127 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. 128 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. 129 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. 130 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. 131 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. 132 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. 136 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. 137 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 138 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. 139 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. 141 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. 142 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. 143 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