Ap - 5.4a

ACCOUNT PAYABLE
-1-
(Accounts Payable)

ACCPAC
Import-Export
(Control Account)
(Distribution Code, Distribution Sets)
(Terms)
Invoices Batch

Setup Recurring Payables Invoice Invoices
Reminder List Common Service Create Recurring Payable Batch
Periodic Processing Folder
Multicurrency
(Functional Currency) (Source Currency)
() Unrealized gain and loss from
exchange rate ()

Drill Down
Invoice, Payment Adjustment Transaction
General Ledger Transaction History Option Keep
History

System Manager Bank Service, Tax Service

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-2-
Step 1 Gather Data from your present payables system
() Realized gain (loss) () Unrealized

gain (loss) Multicurrency

Setup
Account Sets
Set
Distribution Codes
Distribution Codes
Payment Terms
Vendor Groups
Remit-to Locations

Multicurrency
Step 2 Add Payable Accounts to Your Chart of Accounts
Payable Control
Payment discounts
Prepayments
Unrealized exchange gain

/
Unrealized exchange loss
Realized exchange gain
Realized exchange loss
Step 3 Add Tax, Bank, Currency and Security Information
Tax and Bank Services

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Multicurrency Common Service

Security
Administrative Services
Step 4 Select Accounts Payable Options

Icon
Folder A/P Setup
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Icon Options
Page Company

Contact Name
Telephone, Fax Number
Page Processing
Currency Options
Functional Currency (Functional Currency) Common Service
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Multicurrency Option Option

Multicurrency Company Profile Common Service Option
Save
Force Listing of All Batches Invoice, Payment, Adjustment
Option Batch Listing
Option
Allow Edit of Imported Batches Batch Imported
ACCPAC Excel, Dbase, Lotus, CSV
Allow Edit of External Batches Batch Subledger
ACCPAC Purchase Order A/P Invoice Batch
Keep History Drill Down
Retainage Accounting
Retainage
Vendor and Group Statistics
Keep Statistics
Allow Edit of Statistics
Option
Include Tax in Statistics
Accumulated By and Period Type
(Calendar) 1
(Fiscal Year) Fiscal Calendar Common Service
Aging Period Aged Payable, Aged
Cash Requirement Reports
Age Unapplied Credit Notes and Debit Notes
Applied
As Current

(Outstanding balances)
By date Aging Period
Age Unapplied Prepayments
As Current
By date
Aging Period
Default Number of Days to Keep Comments
Comment
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Page Transactions
Invoice Options
Default Tax Amount, Default Tax Base 3
Enter

Calculate
Transaction
Distribution
Use 1099/CPRS Reporting 1099/CPRS
Option
Payment Options
Default Transaction Type
Payment
Prepayment
Apply Document Invoice

(Prepayment)
Misc. Payment
Default Order of Open Documents Default
Payment Entry
Document Number

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PO Number
Due Date
Sales Order Number Sales Order
Document Date
Current Balance
Default Payment Code
Check for Duplicate Checks
Include Pending Transactions
Default
Allow Adjustments in Payment Batch
Icon Adjustments Entry
Allow Edit of System Generated Batches Batch Generated
Icon Create Payment Batch
Allow Remit-To Information to be Changed
(Payment Address) Remit-To
Page Numbering
Document Numbering 22
Recurring Payables, Payment, Prepayment, Adjustment
Next Batch and Posting Sequence Numbers
Next Invoice Batch Batch
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Next Payment Batch Batch

Next Adjustment Batch Batch
Next Payment Posting Sequence Post
Next Adjustment Posting Sequence Post Adjustment
Next Revaluation Posting Sequence Post
Page Retainage
Option Retainage
Accounting Processing
Default Retainage Percentage

Default Retention Period
Default Retainage Exchange Rate
Exchange Rate Exchange Rate
Report Tax
Base Retainage Amount on
Number of Days in Advance to Create Retainage Documents
Schedule to Use for Automatic Creation of Retainage Documents Schedule Code

Process Recurring Account Payable
Last Invoiced
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GL Integration
Create G/L Transactions

During Posting
On Request Using Create G/L Batch Icon

Icon Create G/L Batch
Adding to an Existing Batch Batch
Post
Entry Batch Post
Batch Option Setup
G/L Batch G/L
Creating a New Batch Batch
Creating and Posting a New Batch Batch Post
GL
Consolidate G/L Batch
(Details) (Consolidate)
Do Not Consolidate Invoice, Credit
Notes, Debit Notes, Payment, Adjustment
Consolidate by Account and Fiscal Period
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Consolidate by Account, Fiscal period and Source

G/L Reference Field, G/L Description Field Reference,
Description G/L Transaction Report G/L Batch
Change Your Selection of Accounts Payable Options Setup

Setup Option

Option Multicurrency Option
Save
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Setup Option
Network
Setup Option Error message Save

Option
Step 5 Add Accounts Payable Records

Setup Options

Account Sets
Distribution Codes
Distribution Sets
Payment Terms
Account Sets
TRADE, OTHER
Multicurrency Account Set
Currency 1 Account Sets Icon Account
Sets Folder Setup Account Sets
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Account Set Code Account Set 6

Description Account set
Last Maintained Save
Inactive Option
Option

General Ledger Account
( Setup Option Processing Retainage Accounting) Account
Sets Account set Multicurrency Account set
()
Exchange Rate
Currency Code Account set
Distribution Codes

MISC
, FRT100
Distribution Code 6
Description
G/L Account 1
Discountable Distribution Code
Distribution Sets Distribution Codes
() Distribution
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Distribution Set 6
Description
Last Maintained Field
Inactive Option
Option
Distribution Method Distribution Code 3
Spread Evenly
Fixed Percentage
Manual
Fixed Amount
Distribution Code Distribution Code
Description, G/L Account (Distribution Code)
GL Account
Distribution Percent Fixed Percentage

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Payment Terms

1
Terms Code 6
Description 60
Calculate Base for Discount with Tax
Excluded
Included
Multiple Payment Schedule
Due Date Type
Days from Invoice Date
End of Next Month
Day of Next Month
Days from Day of Next Month
Due Date Table

Discount Type

Examples of Payment Terms
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Example 1 Net30 30
Due Date Type Days from Invoice Date
Number of Days 30
Example 2
2/10 Net 30 30 10 2 %
Due Date Type, Discount Type Days from Invoice Date
Number of Days 30
Discount Percent 2
Number of Days 10
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Example 3 Due on the 15th 15

( June, July 15)
Due Date Type Day of Next Month
Day of Month 15
Example 4 Due in the month after the invoice Date

30 15
( 1-30 June August 14 15 July 30 )
Due Date Type Days from Day of Next Month
Number of Days 30
Day of Month 15
Example 5 Multiple Payment Schedule

4
( June, July 31, August 31, September 30, October 31)
Multiple Payment
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Due Date Type End of Next Month

1 Percent Due 25
Insert
Step 3,4 2-4
Step 6
Add Vendor Records Icon Vendors
(Vendor Groups) (Vendors)
Vendor Groups

Folder Vendors Vendor Groups
Page Group
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Group Code Code 6

Description Group Code
Account Set Account Set Group Code
Terms Code Terms Code Group Code
Bank Code Bank Code Group Code
Payment Code Group Code
Generate Separate Payments for Each Invoice

Invoice
Page Invoicing
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Distribute by Invoice 4
Distribution Set Distribution Set Default Invoice
Distribution Code Distribution Code Default Invoice
G/L Account Dist. Set Dist. Code
None Invoice
Duplicate Invoice Checking
,
2
Vendor and amount
Vendor and date
Tax Group
Class Tax Service Common
Service
Tax Authority Tax Group Set
Tax Class Tax Authority
Tax Included Yes
No Tax Reporting 1099/CPRS
** Invoice Default

Page Optional Fields
Optional Fields
Optional Field Optional Table Common Service

Page Statistics
Option
Invoices, Payment, Discount Taken, Discount Lost, Credit Notes, Debit Notes, Adjustments Total
Invoices Paid

File Menu Folder Setup
Reports
Modify Vendor Groups
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Setup Options
(Allow Edit of Statistics)
Vendors
Multicurrency Account Set
To Add a vendor:
Folder Vendors Vendors
Page Address
Vendor No. 12
Vendor Name 60
Group Code
On Hold
Inactive
Short Name 10 10

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Start Date
Address Information , , ,
E-mail E-mail
Web Site Web Site Address
Page Contact
E-mail
Page Processing
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Account Set, Terms Code, Bank Code, Payment Code Default Vendor Group
Address Multicurrency Account Set
Check Language
Delivery Method e-mail
Generate Separate Payments for Each Invoice Generated Batch
Credit Limit
Currency Account Set
Rate Type Spot Rate
Page Invoicing, Optional Fields Vendor Group
Page Statistics Vendor

Group
Page Activity
Outstanding Balance
Prepayment Amount
Open Invoice Count

Invoice
Prepayment Count
Update Invoice Invoice, Payment,

Credit Notes, Debit Notes, Adjustment, Discount
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Page Comments

Date Entered Comment
Follow-up Date
Expiration Date Comment
Icon Clear History
Comment

Check Data Integrity Backup Data Setup
Modify Vendor Records

Setup Option - Allow
Edit of Statistics
(Outstanding Transactions)
Step 7 Add Remit-To Locations (Optional)
Remit-To Locations
To add a remit-to location: Folder A/P Vendors Remit-to

Locations New
Insert
Vendor Number
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Remit-To Location 6
Description
Primary Remit-To Default
Address
Step 8 Add Opening Balances and Current Year Transaction
Setup
ACCPAC
Invoice, Debit Note, Credit Note

1. (Outstanding Balance) Icon Invoices

2. (Aging
Period)
3.
4.
5. Folder A/P Transaction Reports Batch Listing

6. Post Update Batch
Post Ready To Post Invoice Batch List Click
Ready to Post Yes
7. Check Data Integrity Post
Administrative Service
8. Post
9. Icon Post Batches Post Invoice Batch
10. Post Posting Journal Post
Batch Listing A/P Folder
Transaction Reports Posting Journal
11. (Vendor Transactions) Icon A/P Transaction Reports

12.
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13. Icon Periodic

Processing Create G/L Batch Invoice Batches
14. Batch
Post
G/L
15. Icon Batch List Batch
16. Delete Batch Delete Tab
Step 9 Add Vendor and Vendor Group Statistics (Optional)
( )
Option Setup Allow Edit of Statistics
Icon A/P Vendors Vendors

Year
Period
Currency Multicurrency
Amount Invoices, Debit Notes, Credit Not
Count Invoices, Credit Note, Debit Note

Activity
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Amount
Date
Total Invoices Paid Invoice
Number of Checks
Total Days to Pay
Activity Statistics
Option
Recurring Payables
Invoice Batch
Batch
Recurring Payables
1. Recurring Payables Batch Invoice
Schedule Weekly, Monthly
2. Invoice Batch Icon Create Recurring Payable Reminder List
Recurring Payable User Invoice Batch Reminder List Schedule
User Recurring Payable Reminder List
Create Recurring Payable Batch Invoice
(Prefix) - RP Invoice Recurring payables Prefix
A/P Option
Setting Up a Recurring Payable Record
Recurring payable batch Recurring payable
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Recurring payable Setup

1. Folder A/P Invoices Recurring payable Setup
2. Invoice
Recurring Payable Code Recurring Payable EQUIPMENT
Description Recurring payable Equipment Rental
Vendor Number Recurring code Code Vendor Number
Recurring Payable Code 1
Schedule Code Schedule code Recurring Payable Batch Weekly
Monthly Common Services Recurring Payable Code
Start Date Recurring Payable Batch
Expiration Type Recurring Payable code
No expiration Date
Specific Date
Last Invoiced Invoice
Inactive Recurring payable code
Last Maintained Recurring payable Code
Maximum Amount Invoice Recurring payable code
Recurring payable invoice batch Invoice
Invoice Invoice
Process Recurring Payable Maximum amount
Currency Multicurrency Vendor Currency)
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Rate Type ()
Amount Last Invoices Invoice Recurring Payable
Amount Invoice To Date Invoice Recurring payable (
)
Remit-To
PO Number PO Number
Description Recurring payable 60
Order Number Order Number
Terms
Tax Group Tax group
Calculate Tax Recurring Payable Batch
3. Detail
Create Details By
Distribution Set
A/P Setup Distribution Set
Distribution Code
A/P Setup Distribution Code
G/L Account
Chart of Account
Amount Recurring Payable Batch
Creating a Recurring Payable Batch
Invoice Batch Recurring Payable Icon A/P Periodic Processing
Reminder List Common Services ( Common Service)
1. Folder A/P Periodic Processing Create Recurring Payable Batch
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Run Date Recurring payable Session Date

Select By Recurring Payable
Recurring Payable Code Recurring Payable code
Vendor Number
Vendor Group
FromTo Recurring
2. Process Invoice Batch Invoice
Batch List Icon
3. Batch Listing AP Invoice Batch List Print

A/P Processing Reports
4. Post Batch
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Printing Reports for Recurring Payables

Recurring payable Code Code
Folder A/P Vendor Reports Recurring Payables
Recurring Payable Code

Vendor Number Recurring payable Code
Show Schedules Schedule Recurring payable code
( Schedule )
Schedule
1
Recurring Period
Weekly
Frequency
Every 1 week (s) on Monday
Show Optional Fields Optional Fields Recurring
payable code ( Option Optional Fields)
%%%%%%%%%
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Exercise
ACCPAC Sample Company Limited
Session Date 30/06/2010 OK Accounts Payable
ACCPAC Batch
1 Batch (Entry) Batch, Entry
1.) Enter an Invoice

Folder A/P Transactions Invoice Entry Double Click
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Batch Number Batch Batch

Entry Run
Add, Delete, Totals

Prepayment
Create a New Batch Batch
Batch Header
Batch
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Batch Number Batch Batch

Batch Batch Listing Icon Invoice Batch List
Batch
Batch Date Default Session Date
Status Batch Open Batch Post, Ready to

Post Batch Post
Type Entered Imported
Total Entries Batch
Batch Total Batch
Page Document
Entry
Vendor No. Finder
Doc. Type Invoice
Doc. Number
Doc. Date Year/Period
Doc. Total Invoice
Description Invoice
PO No PO ()
Order No Sale Order ()
Tax Group
Terms
Due Date
Page Taxes
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Tax Group Vat 7%

Tax Amount, Tax Base Calculate Tax
Page Terms
Terms Code Default

Due Date Terms Code
Disc. Date Terms Code
Disc. % 10 %
Disc. Base Invoice
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Disc. Amount %
Optional Fields
Optional Fields
Optional Codes (Value) Codes
Rates
Currency USD
Rate Type Spot Rate
Rate Date
Exchange Rate
Totals
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Total Dist. Net of Tax

Taxes
Undistributed Amount

Document Total ()
Less Prepayment Prepayment Invoice
Less Discount Terms
Net Payable
Recoverable Tax
Tax Exp. Separately
Total Tax
Total Multi-currency
Rate Save
1.1 (Purchase Orders)
PO
Drill Down
PO Invoice Entry
Entry
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2.) Add a Credit Note

Folder A/P Invoices Invoice Entry New Batch Batch Header
Entry
Page Invoice
Entry Number New Entry
Vendor No.
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Doc. Type Credit Note

Doc. Number
Doc. Date
Doc. Total
Apply to
Apply Document
PO. No.
Order No. (Sale Order)
1. Amount ()
2. Dist. Taxes
3. Totals
Save
Page Taxes
Calculate Tax (Credit Notes) Tax
(Invoice)
2.1 (Purchase Orders)
(PO) Purchase Orders
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Drill Down
PO Credit Note/Debit Note Entry
Entry
3.) Print and Post Invoice Batch

Batch Listing
Update
Batch Listing
Folder A/P Batch Listing Menu File Batch Listing Print
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Batch Type 3 Invoice, Payment, Adjustment

Batch Number Batch
Batch Date
Type Entered Imported
Status Batch Open, Ready to Post Open Print
Post Invoice
Batch Listing (Posted)
2
1. Icon Invoice Batch List 1 Batch Batch
Ready to Post
2. Icon Post Invoice Batches Batch Double Click

A/P Transaction Icon Invoice Batch List Batch Ready
To Post Yes Icon A/P Transaction, Post Batches
(Range) All Batches Ready to Post
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Icon Post Batches Batch Ready to Post
Error
Error Batch 1 Batch Processing
Reports Posting Journal Posting Errors

To Print the Posting Journal

Posting Journal Audit Trail
Folder A/P Transaction Reports Posting Journals
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Select Posting Journal

Invoice
Payment
Adjustment Posting
Revaluation
Provisional Revaluation
FromTo Posting Sequence Default

Batch
Post Icon Batch List Batch Post

Reprint Previously Printed Journals
Sort By
Batch/Entry Batch Listing

Batch Listing

Batch Listing File Menu Invoice
Entry Folder A/P Transaction Reports Batch Listing
Batch Listing 1 Batch
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Option Batch Listing Setup (Force

Listing of Batches) Batch Batch Listing

Batch Post Ready to Post
Yes Icon Invoice Batch List
2 1 Batch Icon
Batch List Batch Icon
Post Invoice Batches
(Posting Sequence)
Posting Journal Audit Trail
Batch Listing Source Documents
5.) Enter and Apply Payment Transactions
Icon A/P Transaction Payment Entry Batch
Multicurrency Rates
Batch Number, Batch Date Batch
Bank Code
Currency Multicurrency Field Statement
Rate Type, Rate Date, Bank Rate ,
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Payment Entry
4
1. Payment
2. Prepayment
3. Apply Document
Apply /

4. Miscellaneous Payment
Enter a Payment Using the Direct Mode for Payment Application

Direct 2
Select Mode
Direct Mode
To add a Payment Icon Payment Entry
Entry Number Entry ,

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Transaction Type Payment

Vendor Number Finder
Remit To
Check Number
Print Check Option Check Number

Option Check Number
Check Language (ENG) English
Mode Direct Invoice
Document Number Invoice
Payment Number (Multiple Payment Schedules)
1
Applied Amount Invoice Invoice
Discount Available
Insert Invoice Applied Amount (
) Update Insert Line
Mode Select Invoice

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Direct Mode
Mode Select
Doc. Type All Invoice, Debit Note, Credit Note
Order Document No.
Apply Double Click Yes Invoice Pending
Post
Document Type Invoice, Credit Note
Document Number
Pending Balance
Applied Amount
Net Balance
Current Balance
Save Check Amount
Apply Batch Listing
Batch Listing
File Menu Payment Entry
Folder A/P Transaction Reports Batch Listing
Listing for Payment Batches
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6.) Enter a Prepayment

Entry Number Entry ,

Transaction Type Prepayment
Vendor Number
Remit-To
Payment Code
Print Check
Check Number
Check Language
Reference ()
Payment Amount
Document No. Run Setup Option
Save Apply
Document
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Vendor Amount Payment Amount

Rate
Apply By Apply Document No., PO Number, Sales order number
Apply To Apply PO Number
Activation Date Apply Document
Apply Document
Transaction Type Apply Document

Date Apply Document
Vendor Apply Document
Document No Finder Apply Document
Unapplied Amount Apply Apply
Apply Double Click Yes

Pending Balance
Applied Amount Double Click Apply
Net Balance
Current Balance
Apply Document Icon Payment Batch List
Batch Apply Document
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7.) Add a Miscellaneous Payment Transaction

Miscellaneous Payment
Transaction Type Misc. Payment

Vendor Number Vendor Code Vendor
Miscellaneous Payment
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Remit To Vendor Code

Dist. Code Dist. Code G/L Account
G/L Account
Amount Insert

Reference G/L
Payment Amount Detail
Document Number Detail Setup Option
Description
Save Batch Listing
Post Update
Option On request Using Create G/L Batch
A/P Periodic Processing -> Create G/L Batch Cut
Off GL Post (Posting Sequence)
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Create G/L Transactions From

Invoice Batches, Payments, Adjustments, Revaluation
Through Posting Sequence Post Finder default
Process G/L Transactions -> Batch List GL

Source Code Batch
Reports
1. Setup Icon A/P Setup Reports Options, Account Sets, Distribution
Codes, Distribution Sets, Terms, etc.,.
2. Folder A/P Transaction Reports Batch Listing,
Posting Journals, Check Register, Vendor Transactions, Age Payables, Aged Cash Requirements,
Aged Retainage, etc.,.
Transaction
Reports
1. Vendor Transactions
2. Aged Payables
(Aging)
3. Aged Cash Requirements
%%%%%%%%%%%%%%%%%%
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ACCOUNT PAYABLE

Step 1 Gather Data from your present payables system

() Realized gain (loss) () Unrealized

Step 2 Add Payable Accounts to Your Chart of Accounts

Unrealized exchange gain

Realized exchange gain

Realized exchange loss

Step 3 Add Tax, Bank, Currency and Security Information

Tax and Bank Services

Multicurrency Common Service

Folder A/P Setup

Multicurrency Option Option

Apply Document Invoice

Next Payment Batch Batch

Default Retainage Percentage

Schedule to Use for Automatic Creation of Retainage Documents Schedule Code

Create G/L Transactions

On Request Using Create G/L Batch Icon

Consolidate by Account, Fiscal period and Source

Change Your Selection of Accounts Payable Options Setup

Step 5 Add Accounts Payable Records

Account Set Code Account Set 6

Distribution Method Distribution Code 3

Days from Day of Next Month

Due Date Table

Example 3 Due on the 15th 15

Example 4 Due in the month after the invoice Date

Example 5 Multiple Payment Schedule

Due Date Type End of Next Month

Group Code Code 6

Generate Separate Payments for Each Invoice

Vendor and date

Page Statistics Vendor

Open Invoice Count

Update Invoice Invoice, Payment,

To add a remit-to location: Folder A/P Vendors Remit-to

1. (Outstanding Balance) Icon Invoices

5. Folder A/P Transaction Reports Batch Listing

13. Icon Periodic

Icon A/P Vendors Vendors

Count Invoices, Credit Note, Debit Note

Recurring payable Setup

Run Date Recurring payable Session Date

3. Batch Listing AP Invoice Batch List Print

Printing Reports for Recurring Payables

Recurring Payable Code

Session Date 30/06/2010 OK Accounts Payable

1.) Enter an Invoice

Batch Number Batch Batch

Add, Delete, Totals

Batch Number Batch Batch

Status Batch Open Batch Post, Ready to

Tax Group Vat 7%

Terms Code Default

Total Dist. Net of Tax

2.) Add a Credit Note

Doc. Type Credit Note

3.) Print and Post Invoice Batch

Batch Type 3 Invoice, Payment, Adjustment

2. Icon Post Invoice Batches Batch Double Click

Icon Post Batches Batch Ready to Post

To Print the Posting Journal

Select Posting Journal