Sage Accpac Workbook

SAGE ACCPAC
Sage Accpac ERP
Sage Accpac ERP Version 5.5

Workbook
2008 Sage Software, Inc. All rights reserved.

Sage Software, Sage Software logos, and all Sage Accpac product and service names are
registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All
other trademarks are the property of their respective owners.
Sage Software, Inc.
Publisher
No part of this documentation may be copied, photocopied, reproduced, translated,

microfilmed, or otherwise duplicated on any medium without written consent of Sage
Software, Inc.
Use of the software programs described herein and this documentation is subject to the
Sage Software License Agreement enclosed in the software package.
Contents
Chapter 1: Introducing Sage Accpac ERP
Before You Begin .......................................................................... 11
Sample Company .......................................................................... 12
Features of the Tutorial Lessons ........................................................... 12
The Sample Data .......................................................................... 13
Starting Sage Accpac ERP ................................................................. 15
Introducing the Sage Desktop ......................................................... 16
Starting the Sample Data with the Sage Accpac Desktop ............................. 16
The Sage Accpac Desktop ................................................................. 18
The System Manager .................................................................. 19
Desktop Menus and Commands ...................................................... 110
Selecting a Print Destination .......................................................... 110
Using Help ................................................................................ 112
Using Online Documentation ............................................................. 113
Using the Finder .......................................................................... 114
Using the Sage Accpac Calculator ........................................................ 115
Where To Now? ........................................................................... 115
Chapter 2: General Ledger

Before You Begin .......................................................................... 21
Lesson 1: Enter Transactions ............................................................. 22
Create a New Batch .................................................................... 23
Add Details in Normal Entry Mode ..................................................... 27
Add Details in Quick Entry Mode ...................................................... 210
Revise Batch Contents ................................................................ 210
You Have Learned That ............................................................... 211
Lesson 2: Print a Batch Listing ........................................................... 211
Select Print Batch Listing ............................................................. 212
Print the Batch ........................................................................ 212
Reset the Printing Destination ........................................................ 213
Lesson 3: Post a Batch to the Ledger .................................................... 213
Post the Batch ........................................................................ 214
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iii
Print the Posting Journal .............................................................

You Have Learned That ...............................................................
Lesson 4: Print Additional Audit Trail Reports ...........................................
Print the Trial Balance Report ........................................................
Print the G/L Transactions Listing ....................................................
Lesson 5: Print a Financial Statement ...................................................
Print the Balance Sheet ..............................................................
Where To Now? ..........................................................................
216
217
218
218
220
221
221
222
223
224
Chapter 3: Accounts Receivable

Before You Begin ........................................................................... 31
Sample Company .......................................................................... 32
Lesson 1: Enter an Invoice with Summary Details and a Prepayment .................... 32
Open the Invoice Entry Form ........................................................... 33
Add Invoice Information ................................................................ 35
Enter Summary Details ................................................................. 38
Enter Salesperson Information ....................................................... 311
Calculate Taxes and Check Totals .................................................... 312
Enter a Prepayment for the Invoice .................................................. 314
Lesson 2: Add a Credit Note with Item Details .......................................... 317
Enter Batch and Invoice Information for the Credit Note ............................ 317
Enter Item Details .................................................................... 319
Lesson 3: Edit an Invoice to Add a Payment Schedule .................................. 322
Recall the Invoice and Change the Terms Code ...................................... 323
Modify a Payment Schedule for an Invoice ........................................... 324
Revise Batch Contents ............................................................... 325
Lesson 4: Post an Invoice Batch and Print Reports ..................................... 325
Print a Batch Listing .................................................................. 326
Print an Invoice or Credit Note ....................................................... 328
Post an Invoice Batch ................................................................ 330
Print a Posting Journal................................................................ 332
Reset the Print Destination ........................................................... 334
Lesson 5: Enter Receipts to Prepare a Deposit Slip ..................................... 335
Enter a Receipt Transaction for Deposit .............................................. 338
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Sage Accpac ERP
Enter a Prepayment for Deposit ...................................................... 339

Enter an Unapplied Cash Deposit ..................................................... 341
Enter a Miscellaneous Receipt ........................................................ 342
Print the Deposit Slip and Batch Listing............................................... 344
Lesson 6: Apply Receipts and Reconcile Accounts ....................................... 347
Apply Receipts to Customer Accounts ................................................ 348
Print Reports and Post the Batch ..................................................... 355
Where To Now? ........................................................................... 358
Chapter 4: Accounts Payable

Before You Begin .......................................................................... 41
Lesson 1: Enter an Invoice ............................................................... 42
Open the Invoice Entry Form .......................................................... 42
Add Invoice Header Information ....................................................... 44
Distribute Invoice Amounts ............................................................ 47
Enter and Distribute Invoice Tax Information ......................................... 48
Changing the Payment Terms ........................................................ 410
Use Optional Fields ................................................................... 411
Edit Exchange Rates .................................................................. 412
Check Invoice Totals and Add the Invoice ............................................ 413
Enter Prepayments with Invoices ..................................................... 414
Lesson 2: Edit an Invoice to Add a Payment Schedule .................................. 416
Lesson 3: Add a Credit Note ............................................................. 418
Enter Batch and Document Information for the Credit Note .......................... 419
Lesson 4: Print and Post an Invoice Batch ............................................... 422
Post an Invoice Batch ................................................................. 425
Print a Posting Journal ................................................................ 427
Lesson 5: Enter and Apply Payment Transactions ....................................... 429
Enter a Payment Using the Direct Mode for Payment Application................... 431
Edit Exchange Rates .................................................................. 434
Apply a Credit Note to an Invoice Using the Select Mode for Payment Application . 436
Lesson 6: Enter a Prepayment and Print a Miscellaneous Check ........................ 440
Add a Prepayment Transaction with the Payment Entry Form ........................ 441
Add a Miscellaneous Payment Transaction with the Payment Entry Form ............ 442
Print a Check from the Payment Entry Form.......................................... 445
Workbook
Lesson 7: Generate, Print, and Post a Batch of Checks .................................

Specify Payment Criteria, Print the Payment Register, and Generate
a Payment Batch .................................................................
Print the Batch Listing, and Print and Post Checks ...................................
Where To Now? ..........................................................................
448
449
453
458
Chapter 5: Reconciling OFX Bank Statements

General Steps for Reconciling OFX Statements ............................................ 51
Before You Begin ........................................................................... 52
Lesson 1: Importing an OFX Statement ................................................... 54
Lesson 2: Automatically Matching Transactions from an OFX Statement ................. 56
Unmatched Entries ................................................................... 510
Lesson 3: Clearing Transactions with Exchange Differences ............................ 511
Lesson 4: Clearing Bank Transactions ................................................... 514
Lesson 5: Checking the Reconciliation before Posting ................................... 516
Lesson 6: Posting Bank Reconciliation Entries .......................................... 518
Lesson 7: Clearing Transactions with Write-Offs ........................................ 519
Lesson 8: Clearing Transactions with Bank Errors ...................................... 523
Where To Now? .......................................................................... 530
Chapter 6: Inventory Control

Before You Begin ........................................................................... 62
Lesson 1: Add an Inventory Item ......................................................... 62
To Add an Item Record ................................................................. 63
Lesson 2: Add Item Prices............................................................... 613
To Assign the New Item to a Price List ............................................... 614
Lesson 3: Add a Receipt ................................................................. 621
To Add the Receipt ................................................................... 622
Lesson 4: Add a Receipt Return ......................................................... 629
To Edit an Existing Receipt ........................................................... 629
Lesson 5: Run Day End Processing and Print a Posting Journal ......................... 632
To Run Day End Processing .......................................................... 633
To Print the Receipts Posting Journal ................................................. 634
Viewing Reports in the Preview Screen ............................................... 636
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Sage Accpac ERP

Lesson 6: Generate and Print an Inventory Worksheet .................................. 638
To Generate an Inventory Worksheet................................................. 639
To Print the Inventory Worksheet .................................................... 640
Further Use of the Sample Data .......................................................... 642
Where To Now? ........................................................................... 643
Chapter 7: Order Entry

Before You Begin .......................................................................... 71
Other Sage Accpac Programs Required ................................................ 72
Lesson 1: Enter an Order ................................................................. 72
Open the Order Entry Form ............................................................ 73
Add a New Order ....................................................................... 74
Enter Order Details .................................................................... 78
Post the Order ........................................................................ 716
Add a Miscellaneous Charge .......................................................... 717
Edit Tax Information .................................................................. 719
Enter a Detail with Serial Numbers and Add the Rest of the Order ................... 721
Check Customer Tax Information ..................................................... 722
Check Order Totals ................................................................... 723
Edit an Exchange Rate (Multicurrency Sample Data Only) ........................... 724
Correcting Mistakes and Making Changes ............................................ 725
Lesson 2: Print an Order Confirmation and a Picking Slip ............................... 726
Print the Order Confirmation .......................................................... 727
Print the Picking Slip .................................................................. 731
Lesson 3: Edit Commission Allocations .................................................. 734
Recall the Order....................................................................... 734
Enter Salesperson Sales Allocations .................................................. 735
Lesson 4: Add a Prepayment ............................................................ 736
Lesson 5: Record a Shipment and Print Mailing Labels .................................. 738
Record a Shipment.................................................................... 739
Print Shipping Labels ................................................................. 742
Lesson 6: Invoice an Order and Add a Payment Schedule ............................... 743
Create the Invoice .................................................................... 744
Change Payment Terms and Add a Payment Schedule ............................... 747
Post and Print the Invoice ............................................................ 748
Lesson 7: Run Day End Processing to Update Order Entry Records ..................... 751
Run Day End Processing .............................................................. 752
Print the Invoice Posting Journal ...................................................... 753
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vii

Where To Now? .......................................................................... 756
Chapter 8: Purchase Orders

Before You Begin ........................................................................... 81
Lesson 1: Add a Requisition ............................................................... 82
Enter Header Information for the Requisition .......................................... 83
Enter Requisition Details and Post the Requisition ..................................... 87
Lesson 2: Add a Purchase Order ........................................................ 815
Add the Purchase Order .............................................................. 816
Enter Purchase Order Details ......................................................... 820
Edit Tax Information for Detail Lines ................................................. 825
Check Purchase Order Taxes ......................................................... 827
Check Purchase Order Totals ......................................................... 828
Lesson 3: Create a Purchase Order from Several Requisitions .......................... 829
Add Receipt Details ................................................................... 837
Enter Additional Cost Details ......................................................... 839
Invoice the Additional Costs .......................................................... 842
Lesson 5: Add a Return ................................................................. 843
Lesson 6: Run Day End Processing and Print Posting Journals .......................... 846
Print Posting Journals ................................................................ 847
Where To Now? .......................................................................... 850
Chapter 9: Project and Job Costing

Before You Begin ........................................................................... 92
Features of the Tutorial Lessons ........................................................... 92
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Sage Accpac ERP
Lesson 1: Navigate the Contract Maintenance Form ...................................... 93

Navigating to Projects, Categories, and Resources .................................... 97
Lesson 2: Add a New Contract ........................................................... 912
Use the New Contract Wizard to Start a Contract .................................... 912
Lesson 3: Add Projects to a Contract .................................................... 919
Lesson 4: Add Project Categories and Estimates ........................................ 926
Lesson 5: Open the Contract and Process Transactions ................................. 932
Open the Contract and Projects for Transactions ..................................... 932
Enter and Post a Cost ................................................................. 934
Charge for Material Usage ............................................................ 937
Process a Timecard ................................................................... 941
Lesson 6: Post a Range of Transactions and Print Posting Journals ..................... 945
Lesson 7: Create Billings ................................................................. 952
Mark the Projects Completed ......................................................... 953
Create a Billing Worksheet ............................................................ 953
Review and Post the Billing Worksheet ............................................... 955
Lesson 8: Update Payroll ................................................................ 958
Updating Payroll ...................................................................... 959
You Have Learned That: .............................................................. 960
Lesson 9: Recognize Revenue and Close Projects ....................................... 960
Recognizing Revenue ................................................................. 961
Review and Post the Revenue Recognition Worksheet ................................ 963
Where To Now? ........................................................................... 966
Chapter 10: Canadian Payroll

Before You Begin ......................................................................... 101
Lesson 1: Enter Timecards ............................................................... 102
Add a New Timecard .................................................................. 103
Enter Hours for an Hourly Rate Earning .............................................. 105
Enter a Bonus Timecard .............................................................. 107
Enter a Special Earning ............................................................... 108
To Edit Entries ........................................................................ 109
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Lesson 2: Enter and Post a Manual Cheque ............................................ 1010

Enter Data from a Handwritten Cheque ............................................. 1011
Enter the Cheque Details ............................................................ 1012
To Edit Entries ....................................................................... 1013
Process the Manual Cheques ........................................................ 1014
Post the Manual Cheques ............................................................ 1015
You Have Learned That .............................................................. 1016
Lesson 3: Calculate Payroll ............................................................. 1016
A Normal Payroll Run ................................................................ 1017
A Special Payroll Run ................................................................ 1019
Lesson 4: Verify and Correct Payroll ................................................... 1020
Lesson 5: Print Cheques and Post ...................................................... 1021
Where To Now? ......................................................................... 1023
Chapter 11: US Payroll

Before You Begin ......................................................................... 111
Lesson 1: Enter Timecards .............................................................. 112
Add a New Timecard ................................................................. 113
Enter Hours for an Hourly Rate Earning .............................................. 115
Enter a Bonus Timecard .............................................................. 117
Enter a Special Earning............................................................... 118
To Edit Entries ........................................................................ 119
Lesson 2: Enter and Post a Manual Check.............................................. 1110
Enter Data from a Handwritten Check............................................... 1111
Enter the Check Details ............................................................. 1112
To Edit Entries ....................................................................... 1113
Process the Manual Checks .......................................................... 1113
Post the Manual Checks ............................................................. 1115
Lesson 3: Calculate Payroll ............................................................. 1116
A Normal Payroll Run ................................................................ 1117
A Special Payroll Run ................................................................ 1118
Lesson 4: Verify and Correct Payroll ................................................... 1120
Lesson 5: Print Checks and Post ....................................................... 1121
Where To Now? ......................................................................... 1123
Sage Accpac ERP
Appendix A: Loading Sample Data

Before Using ...............................................................................
Creating Datasource Names and Target Databases .......................................
Creating Datasource Names ...........................................................
Creating System and Company Databases ............................................
Using the Database Load Utility ...........................................................
Running DBLOAD from the Windows/Start Menu ......................................
Running DBLOAD from the Sage Desktop .............................................
A1
A1
A2
A4
A6
A6
A9
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Introducing
Sage Accpac
Chapter 1
Introducing Sage Accpac ERP
Sage Accpac ERP is a sophisticated, modular accounting system that is
designed for small and midsized businesses.
By modular, we mean that we provide a set of standard accounting
modules that work together as a unit. You can purchase and install only
the modules that you need.
For example, Sage Accpac ERP includes modules for financial
management, inventory control, sales and purchase order entry, point of
sale, payroll, and warehouse management, but your company may use
only our general ledger, accounts receivable, accounts payable, and
payroll products.
This workbook includes lessons for using the following modules:
General Ledger
Accounts Payable
Accounts Receivable
Inventory Control
Order Entry
Purchase Orders
Project and Job Costing
Canadian Payroll
US Payroll
The workbook also introduces you to the System Manager and to standard
tools that are common to all Sage Accpac ERP modules. There is an
appendix that describes how to create DSNs and databases and how to
load sample data.
Before You Begin

You must install Sage Accpac and the sample data before you can do
the tutorials in this workbook. In these lessons, you use the sample data
provided with the System Manager for the following companies:
A single-currency company called Sample Company Inc., which

operates only in the United States.
A multicurrency company called Sample Company Limited, with a

Canadian home office, which does business in a number of countries.
Workbook
11
Sample Company
Refresh sample
data
If more than one person will do a tutorial, reinstall the sample data to
refresh it for each new learner. Also, reinstall the sample data after doing
the tutorial on bank reconciliation, which uses transactions required by
the tutorials on Accounts Receivable and Accounts Payable.
To install or reinstall the sample data, follow the instructions in
Appendix A in this Workbook. (Sample data is also discussed in Chapter 3
of the System Manager Administrator Guide.)
If your computer is part of a local area network, ask your supervisor or
network administrator to install or reinstall the sample data, if necessary.
The network administrator can also show you how to log on to the
network, start Sage Accpac, and choose the sample data.
Sage Accpac
desktop or Internet
browser?
This chapter demonstrates how to sign on to a company using the Sage

Accpac desktop. However, you can also use an Internet browser to
complete the lessons in this workbook. All Sage Accpac data entry forms
let users at remote locations enter transactions or view data using an
Internet browser.
Before working with any one module (for example, Accounts Payable), you
should also read Chapter 2 in that applications User Guide to become
familiar with the concepts behind the tasks demonstrated in the lessons.
View or print user guides from the Help menu on the Sage Accpac
desktop.
Sample Company
All tutorial lessons use data from Sample Company, a fictional company
that sells office furniture and supplies.
After opening the sample company, icons appear for all applications
installed on your system that match the sample data. For example, if you
use only the General Ledger application, the icons for General Ledger and
System Manager (Administrative and Common Services) appear, but not
for the other modules.
General Ledger
feeds data to
other forms
If you do not have G/L installed, you will not see account
descriptions in many data entry forms.
Note:
Features of the Tutorial Lessons

The tutorials in this workbook are designed to help you gain experience
with the Sage Accpac ERP accounting applications.
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Sage ACCPAC ERP
Each chapter in the book contains lessons for a single module, and is
designed to familiarize you with several common tasks you are likely to
perform using that application. The lessons also teach you how to use
Sage Accpac tools, such as Help and Finders. Appendix A explains how to
install or reinstall the sample data that you will use for the tutorials.
The lessons rely on the sample data, which you can also use to try out
other features without affecting your own data.
We suggest that you briefly review the lessons for the modules that you
plan to use, and select those that are most useful to you. You can skip
lessons that involve tasks you will not be performing.
Tutorials and lessons can be performed in any order you wish, provided
you have the software installed on your computer or on a network to
which you have access.
Multicurrency
fields included
Many of the forms used in the lessons include multicurrency fields. To

avoid confusion, the instructions point out the additional fields and tabs
that appear in a multicurrency ledger, and clearly mark all information
that applies to multicurrency ledgers only.
You can do the lessons using either the multicurrency or single-currency
sample data. There is very little difference in the steps you take to process
transactions and print reports, whether you use the Multicurrency option
or not.
Tools used in Sage

Accpac
The lessons the tutorials assume you already know how to move through
forms in Sage Accpac using either a mouse or a keyboard. If you are not
familiar with choosing commands or navigating the Sage Accpac forms,
refer to Appendix B, Using a Mouse or Keyboard, in the System Manager
User Guide.
Each step in a lesson lists the action to take first, followed by explanations
and additional information about the step. This separation of information
allows you to identify the action in each step quickly, and to read only the
information you need.
Using Help
If you have questions while doing these lessons, remember to use the
Help key (F1) to find more information or instructions on using Sage
Accpac. If you need information about using Help, click Using Help on the
Help menu. See also the section, Using Help, later in this chapter.
The Sample Data

The tutorial lessons use data from a fictional company that sells office
furniture and supplies.
Workbook
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Introducing
Sage Accpac
The Sample Data
The Sample Data
Two sets of sample data are available:
SAMINC, Sample Company, Inc., is a single-currency company based

in the United States.
SAMLTD, Sample Company, Ltd., is a multicurrency company, based in

Canada, that does business in a number of countries.
The sample data for Sample Company, Inc. and Sample Company Ltd.
illustrates the use of divisional and regional segments to record income
and expenses separately by region (within division), as follows:
The sample company has four regions (Northern, Southern, Eastern,

and Western) and two divisions (Commercial and Retail).
Most asset and liability accounts and some overhead cost expense
accounts are company-wide.
Retained earnings and some overhead cost expense accounts are

division-wide.
Income and expenses you want to track by region are represented by

accounts that include a regional segment.
Sage Accpac ERP is sold in three editions: 100, 200 and 500. Sage Accpac
500 ERP allows up to ten segments in General Ledger account codes;
Sage Accpac 200 ERP allows up to three segments; Sage Accpac 100 ERP
allows a maximum of two segments.
Sample account
structures
Some examples of these account structures from the sample data chart of
accounts include:
1020
2100
3000
6000
14
Bank Account, Operating

Wages Payable
Common Stock
Accounting and Legal Fees
3200-100
3200-200
6580-100
6580-200
8000-100
8000-200
Retained Earnings, Division 100

Retained Earnings, Division 200
Repairs and Maintenance, Division 100
Repairs and Maintenance, Division 200
Disposal of Assets, Proceeds, Division 100
Disposal of Assets, Proceeds, Division 200
4000-100-10
4000-100-20
5000-100-10
5000-100-20
4000-200-10
4000-200-20
5000-200-10
5000-200-20
Sales, Division 100, Region 10

Cost of Goods Sold, Division 100,
Sage ACCPAC ERP
Region 10
Region 20
Region 10
Region 20
First three
segments
The first segment of the account number represents the company-wide

accounting entity. The second segment represents the divisional
accounting entity. The third segment (not included with the Sage Accpac
100 ERP) represents the regional accounting entity.
Starting Sage Accpac ERP

We provide two workspaces for your use:
Sage Desktop: from which you can launch all installed Sage
programs (including Sage Accpac ERP), and open your Internet
browser.
Sage Accpac desktop: our traditional Sage Accpac desktop, whose

right pane displays icons for a Sage Accpac application you select from
a list in the left pane.
You launch either desktop as you do other programs:

1. Click the Windows Start button, then click Programs.
2. In the Sage Accpac program group, click either Sage Desktop or Sage
Accpac ERP.
Launch Sage
Desktop
When you click Sage Desktop, the Sage Accpac Signon dialog box
appears:
Signon
For more information on the Sage Desktop, see the section,

Introducing the Sage Desktop.
Launch Sage
Accpac ERP
When you click Sage Accpac ERP, the Open Company dialog box
appears, as shown below:
Open Company
dialog box
For more information on the Sage Accpac ERP desktop, see the
section, Starting the Sample Data with the Sage Accpac Desktop.
Workbook
15
Introducing
Sage Accpac
3. Enter your User ID, select your company, enter the session date, and
then click OK.
Introducing the Sage Desktop

After you sign on, the Sage Desktop appears, as shown next:
Sage Desktop
Tasks
Content pane
My Tasks pane
There are three panes:
Tasks displays all installed Sage Software, with links to your Sage
Accpac ERP company database.
My Tasks displays items you move from the Tasks pane. You can
also add links to Web sites in this pane.
Content displays Web sites and the Sage Information Center tab.
This pane, unlike Tasks and My Tasks, has no label. It does, however,
display tabs denoting Web pages, and the tab labeled Sage
Information Center.
Please see Chapter 2 of the System Manager User Guide for details about
opening and using Sage Accpac ERP from the Sage Desktop, or read the
Sage Desktop User Guide.
Starting the Sample Data with the Sage Accpac Desktop

If the Sage Accpac desktop is already running, click the File menu, and
then click Open Company.
The user ID and company displayed in the Open Company dialog box
(shown on page 1-5) are from the most recent work session.
To open a sample database:
1. In the User ID field, enter ADMIN if it is not displayed.
16
Sage ACCPAC ERP
2. In the Company field, select Sample Company Inc. (if practicing with a
single-currency company), or Sample Company Ltd. (if practicing with
multicurrency).
3. In the Session Date field, type June 30, 2010, in the date format
your company uses.
The session date is the Windows system date, unless you previously
entered a different date in which case that date is displayed.
4. Click OK.
The Sage Accpac company desktop appears. The desktop on your
computer may look different from the one shown in the following
illustration, depending on your settings and the programs you have
installed.
Right pane
Left pane
Opening Sage Accpac Programs and Forms

To open forms:
1. Click a folder in the left pane to reveal icons in the right pane that
represent functions you can perform.
For example, the Administrative Services folder (illustrated above)
contains icons for setting up users, configuring databases, and
checking data integrity. Common Services contains icons for setting up
sales tax authorities, bank accounts, currencies, custom databases,
optional fields, and schedules. Administrative Services, Common
Services and the Sage Accpac desktop together make up the System
Manager.
2. Click each of the application folders in the left pane to see which icons
are revealed in the right pane.
3. To open a form, either:
Workbook
17
Introducing
Sage Accpac
The Sage Accpac Desktop
Click the icon.
Or
Use the Right, Left, Up, and Down Arrow keys to highlight your
choice, then press the Enter key.
4. To close a form, click the Close button or click Close on the File menu.
5. To display program names with icons, as in the illustration on the
previous page, click Large Icons on the View menu. Other displays
available include: Small Icons, List, and Details.
The desktop looks a bit different if you are using Sage Accpac through a
browser, but its functions and operation are very similar to the standard
desktop. Where you double-click an icon on the Sage Accpac desktop to
open a form, you click the corresponding icon in the Web browser display.
However, the forms you use to add or edit records and transactions are
identical.

This section briefly describes the features of the Sage Accpac desktop,
including:
Services provided by the System Manager.
Commands available from the desktop menus.
The Sage Accpac Calculator.
Depending on the programs you have installed and activated, the Sage
Accpac desktop appears, as follows:
18
Sage ACCPAC ERP
The System Manager

The Sage Accpac System Manager provides two services: Common
Services and Administrative Services.
Common Services
Common Services manage data that is shared by all the integrated

accounting applications for your company, such as a profile of your
company, a fiscal calendar, and scheduling and currency information.
It also includes Tax Services and Bank Services, if you installed and
activated them for your company.
Administrative
Services
Administrative Services are programs used by your system administrator.

You see the icon for Administrative Services if you are the system
administrator or have been given authority to check data integrity.
Otherwise, you do not need to be concerned with Administrative Services.
Workbook
19
Introducing
Sage Accpac
Desktop Menus and Commands

This section briefly describes the menus and commands you can use on
the desktop.
Customize the
desktop
File Menu The File menu provides commands to open and close
companies without closing Sage Accpac, as well as to exit the
program. It also includes commands that let you specify default printer
and page settings,
Object Menu The Object menu lets you create personal folders
that contain the programs, macros, and reports you use regularly, so
that that they are easily available. You can add as many folders as you
want, and you can rearrange folders or items on the company
desktop.
You can also change certain properties of desktop items, and you can
restore their default settings.
Note that new folders, macros, reports, and programs added from the
desktop are not available when you view Sage Accpac in a browser.
View Menu The View menu lets you display or hide the Toolbar and
Status bar. You can also choose to display large icons or display small
icons in a simple or a detailed list.
The Preferences menu item lets you specify whether to confirm
printing settings at the time you print reports.
Macro Menu The Macro menu lets you record, save, and run Visual
Basic macros to automate repetitive, routine procedures.
For example, you can create macros to print reports or perform
month-end tasks. You can also create macros that perform more
complex tasks, such as asking for user input or searching or extracting
data from a database.
Help Menu The Help menu includes commands that provide online
help and end-user manuals, as well as information about Sage Accpac
and your Sage Accpac installation.
For more information about using the commands on the desktop menu,
see the System Manager User Guide.
Selecting a Print Destination

Specify a default
destination
Sage Accpac lets you select one of the following print destinations as the
default for your system:
110
Printer sends the print job either to the default printer or to a

printer you specify when you print a report.
Sage ACCPAC ERP
Preview displays the report on your computer monitor, at which

point you can print or export the report.
File saves a file to a location and in a format that you specify when
you print a report.
E-mail sends the report as an attachment in an e-mail message.
Messenger Fax This option is available only if you previously

installed ACCPAC Messenger 1.0.
If your Sage Accpac system uses security, you need
permission to change the print destination for Order Entry,
Inventory Control, and Purchase Orders.
Note:
Print settings
When you select a default print destination, you also choose whether to
use a default paper size or the page size and orientation specified for each
report.
To specify the print destination and print settings:
1.
On the Sage Accpac desktop, either:
Click the Print Destination command on the File menu.

Or
Double-click the print destination icon in the right corner of the

Sage Accpac status bar.
The following form appears:

Print Destination
dialog box
2. Select a destination from the list.

3. Select the following options, as you require:
Report Orientation. If you use a laser printer and want to print

each report using its predefined page orientation, select this
option.
Report Paper Size. If you use a laser printer and want to print
each report using its predefined page size, select this option.
Workbook
111
Introducing
Sage Accpac
Using Help
Use A4 in place of Letter. If you use A4 paper, select this

option.
4. Select a default paper size for reports that can use either Letter/A4 or
Legal-sized paper. You can change the size for particular reports, if
necessary.
5. Click OK to save your choices.
Specify the
destination when
you print
Sage Accpac also lets you confirm the print destination, the page size, and
orientation each time you print.
To set the option to confirm print settings:
1. On the Sage Accpac desktop, from the View menu, click Preferences.
Confirm On Print
2. Select the Confirm On Print option.

If you do not select this option, Sage Accpac uses the default print
settings.
Using Help
For assistance using the System Manager and Sage Desktop, press the F1
key or click Help on the menu bar. Choose the topic you want to view.
The Help menu in the Sage Accpac desktop contains the following
commands:
Help Topics
Whats This?
Sage Accpac on the Web
System Information
Licenses
LanPak, IAP, and Timecard Users
About Sage Accpac ERP
Online Documentation
For instructions about online documentation, see the next section in this
guide (Using Online Documentation). To learn about the other
commands in the Sage Accpac desktop Help menu, see Chapter 3,
Learning the Basics, in the System Manager User Guide.
112
Sage ACCPAC ERP
Use help
To see help for a specific application, you must open the application (for
example, General Ledger), then press the F1 key. If you are unsure how
to use Help, press F1 again (when you have a Help window displayed) to
see instructions for using Help.
Close button
To close the Help window, click the top right corner of the window.
To open online Help from the Sage Desktop:
1. Click Help on the menu bar, then click Application Help.

2. Click the application name (General Ledger, Accounts Payable, and so
on).
The help for that application opens in a separate window.
Using Online Documentation

You can open getting started guides, user guides, update notices,
checklists, and other documents from the Help menu, as illustrated below:
To open an online guide from the Sage Accpac desktop:
1. On the menu bar, click the Help menu.

2. From the list of commands, click Online Documentation.
3. Click the application name (such as General Ledger or Accounts
Payable).
4. From the list that appears, click the name of the guide.
Workbook
113
Introducing
Sage Accpac
Using Online Documentation
Using the Finder
The guide opens in Adobe Acrobat Reader, where you can print it or read
it online.
Using the Finder

The Finder is the main lookup tool that is used throughout Sage Accpac.
You use it to look up account numbers and other coded information in
Sage Accpac data entry screens, such as general ledger account numbers,
customer and vendor numbers, inventory item numbers, currency rates,
and currency codes.
Using the
Finder
To display the Finder, click the magnifying glass icon beside the data
entry field, or click the field and then press the F5 key.
The Finder displays a list of records.
Click the Maximize button to enlarge the Finder form to view more records
at a time, if necessary.
Choose a record or
a code
To select a record from the Finder, double-click the record you want, or
use the Down Arrow key on your keyboard to highlight it, and then press
the Enter key.
When you select a record from the list, the Finder closes, and the selected
record is inserted in the data entry field.
The Finder appears only for fields that have a magnifying
glass. When using the F5 key, make sure the cursor is in a field
with the Finder icon.
Note:
Search for a record

using criteria
In larger databases, you can refine your search using criteria, so that the
Finder displays a short list rather than a long one you have to scroll
through.
The Finder:
Respects security rights. If you do not have rights to view information,

the Finder will not appear.
Lets you search for records by various fields and methods.
Lets you search for optional fields.
Searches automatically when you enter criteria and click Auto Search,
or displays all records when you enter criteria and click Find Now.
For further information about the Finder, including how to customize a

search, refer to Chapter 4 in the System Manager User Guide.
114
Sage ACCPAC ERP
Using the Sage Accpac Calculator

Sage Accpac includes a calculator that lets you perform simple calculations
without leaving a data-entry field. You can open the calculator from any
field that accepts financial data.
To use the calculator:
1.
Press the + key on the numeric keypad.

The calculator displays the value in your current data-entry field. If
you start typing now, the digits you enter are added to the end of the
displayed number. To clear the displayed number, click CE.
2.
Enter the first number in your calculation.

Click digits 0 to 9 and the decimal point on the calculator, or enter
them using the keyboard or the numeric keypad.
Where To Now?
Now that you have opened a sample company, choose the application you
want to work with first. The rest of the workbook contains the following
tutorials.
Chapter 2: General Ledger
Chapter 3: Accounts Receivable
Chapter 4: Accounts Payable
Chapter 5: Tax and Bank
Chapter 6: Inventory Control
Chapter 7: Order Entry
Chapter 8: Purchase Orders
Chapter 9: Project and Job Costing
Chapter 10: Canadian Payroll
Chapter 11: US Payroll
Appendix A: Loading Sample Data
Workbook
115
Introducing
Sage Accpac
Using the Sage Accpac Calculator
Before You Begin ........................................................................... 2-1

Lesson 1: Enter Transactions .............................................................. 2-2
Create a New Batch ..................................................................... 2-3
Add Details in Normal Entry Mode ...................................................... 2-7
Add Details in Quick Entry Mode ...................................................... 2-10
Revise Batch Contents ................................................................ 2-10
You Have Learned That ............................................................... 2-11
Lesson 2: Print a Batch Listing ........................................................... 2-11
Select Print Batch Listing ............................................................. 2-12
Print the Batch ........................................................................ 2-12
Reset the Printing Destination ........................................................ 2-13
Lesson 3: Post a Batch to the Ledger .................................................... 2-13
Post the Batch ........................................................................ 2-14
Print the Posting Journal .............................................................. 2-16
Lesson 4: Print Additional Audit Trail Reports ........................................... 2-18
Print the Trial Balance Report ......................................................... 2-18
Print the G/L Transactions Listing..................................................... 2-20
Lesson 5: Print a Financial Statement ................................................... 2-21
Print the Balance Sheet ............................................................... 2-22
Where To Now? ........................................................................... 2-24
Workbook
2-i
General Ledger
Chapter 2
General Ledger
This chapter takes you through a cycle of General Ledger processing the
sample data.
The lessons will familiarize you with General Ledger before you use it with
your own data, and will teach you how to use Sage Accpac ERP tools such
as Help, Finder, menus, and buttons.
The tutorial shows you how to:
Enter transactions.
Print Batch Listings.
Post batches to the general ledger, then print the posting journal.
Print additional audit trail reports.
Print predefined financial statements provided with General Ledger.
If you plan to create customized financial statements, refer to the

Financial Reporter User Guide.
You do not have to complete all the lessons in this tutorial. For example,
you can do Lesson 1 by itself, to practice entering journal entries, or do
Lessons 1, 2, and 3 to run through a complete cycle of transaction entry.
Do lessons on
as-needed basis
We suggest you briefly review all the lessons, to determine which lessons
are most useful to you.
You can wait and do certain lessons when you have a problem using the
function, or when you are ready to do the tasks and you want to practice
first.
Before You Begin
Make sure both General Ledger and the sample data are installed.
Start the Sample Data as described in Chapter 1 in this workbook,

using June 30, 2010 as the session date.
See Chapter 1 in this Workbook for instructions on starting Sage
Accpac ERP and for information on starting and using the sample data.
Workbook
21
General Ledger
Chapter 2
General Ledger
General Ledger
Print out this

chapter for easy
reference
Using Help
Read Chapter 2, What You Need to Know Before Using General

Ledger, in the General Ledger User Guide, for a review of the
concepts behind the tasks that are discussed in these lessons.
If you dont have a printed version of this Workbook, print out the
online version of this chapter so you can refer to it easily while doing
the lessons.
If you want more information on particular fields or on how to complete a

task as you work through the tutorial, press the Help key (F1).
Lesson 1: Enter Transactions

The sample company is selling a computer to an employee and a used
desk and chair to the travel agency next door. In this lesson, enter the
sales using the Journal Entry form.
The data entry forms that appear in Figures 2.1 and 2.2 list the entries to
be added by the sample company on June 30, 2010. A clerk in the
Accounting department filled in the forms. The supervisor approved and
passed them on to you in the Data Processing department, where you will
enter the data from the forms into General Ledger.
Most of the sample datas accounting transactions are entered in its Sage
Accpac subledger applications. You enter unusual transactions, such as
the sale of unwanted equipment, directly into General Ledger as journal
entries.
This lesson teaches you how to:
Create a new batch.
Enter detail lines to make up balanced entries.
Use the Finder.
Use normal and quick entry modes.
Correct common errors made during transaction entry.
To prepare for this lesson:
22
Read Creating General Ledger Journal Entry Batches in Chapter 2 of

the General Ledger User Guide to learn how General Ledger handles
journal entries.
Make a photocopy of the data entry forms shown in Figures 2.1

and 2.2 to use for reference as you enter the transactions.
Sage Accpac ERP
Create a New Batch
c
d
e
Information that applies to all entries in a batch, and the batch debit and
credit totals, which the system updates when you save each new or modified
entry.
The number assigned to an entry, and the fiscal period common to all details
in the entry.
When you create a batch, this area becomes available for data entry. You can
use the horizontal and vertical scroll bars to reveal more details for the current
entry. You can also click a detail, then press the F9 key to display a separate
form with all the information for a single detail.
Debit and credit totals of details entered for the current entry, and the
amount, if any, by which the entry is out of balance.
To create a new batch:

Click
to create a new
batch
1. After opening the G/L Journal Entry form, click the New button
beside the Batch Number field.
The number assigned sequentially by the application to the new batch
appears in the Batch Number field. When the next batch is created,
this batch retains its number as an audit control, even if saved without
any entries or deleted later. The subsequent new batch is always
assigned the next number.
Workbook
23
General Ledger
Choose the Journal Entry icon from the G/L Transactions folder to display
the G/L Journal Entry form.
24
Sage Accpac ERP
Figure 2.1 The first set of sample transactions for Lesson 1.

Sale of used furniture
Sale of chair C2-121
Sale of desk J1-023
Gain on sale of desk
"
"
"
Deposit slip 51179
Description
"
Equip. sale
Ref'ce
Year:
G/L Data Entry Form 9 of 11
To record sale of used furniture to Knight Travel.
Quick
2010
8000-200
1520
1520
1600
1020
Account
Period:
Sales of extra equipment
Entry Mode: Normal
Entry Comment (max. 255 characters):
Line
No.
Auto Reversal
6 / 30 / 10
Entry Description:
Entry No.
Date
(mm/dd/yy)
Batch Description:
Batch No.
General Ledger Data Entry Form

G/L Journal Entry Single Currency
GJ-JE
727.00
1,050.00
Debit
Source
Code:
82.00
1,530.00
165.00
Credit
Total
Credit:
6 /25 /10
Total
Debit:
Filename: G/L-JESC.PDF
Source
Code
1,777.00
(Max. 30 characters)
Quantity Date
1,777.00
CG
Date
6 / 25 / 10
JS
Completed by
Approved by
General Ledger
Workbook
"
"
"
Sale of PC-CQ-0233
Description
"
Equip. sale
Ref'ce
Year:
G/L Data Entry Form 9 of 11
Charged to employee account of Ronald Walters.
Quick
2010
1520
1620
1120
Account
Period:
Sales of extra equipment
Entry Mode: Normal
Entry Comment (max. 255 characters):
Line
No.
Auto Reversal
6 / 30 / 10
Entry Description:
Entry No.
Date
(mm/dd/yy)
Batch Description:
Batch No.
GJ-JE
200.00
800.00
Debit
Source
Code:
Completed by
1,000.00
Credit
Total
Credit:
6 /25 /10
Filename: G/L-JESC.PDF
Source
Code
1,000.00
Total
Debit:
Date
6 / 25 / 10
CG
JS
Quantity Date
1,000.00
Approved by
General Ledger
General Ledger Data Entry Form

G/L Journal Entry Single Currency
Figure 2.2 The remaining sample transactions for Lesson 1.
2. On your photocopies of Figures 2.1 and 2.2, write down the batch
number in the Batch No. space.
When you are working with your own data, you may want to note
batch numbers on all the source documents you use for transaction
entry.
You can use the batch number to recall the batch for editing or adding
to later.
25
General Ledger
The batch number will be included with the batch entries on the
Posting Journal you print for the batch in a later lesson, and serves as
a means of checking entries back to source documents.
3. Type the batch description, Sales of extra equipment, and press the
Tab key.
The batch description appears on the Batch Listing and other reports.
4. Press Tab to accept the default in the Entry Number field and move to
the Entry Description field.
General Ledger assigns numbers sequentially. The same entry number
applies to all the detail lines in the entry. The first entry in each batch
is assigned the number 1.
The number appears with the entry on the Batch Listing and the
Posting Journal, and is a means of tracing transactions back to their
source documents and of recalling entries for editing.
5. Write the assigned number in the Entry Number blank on your copy of
the sample data entry form.
6. For a description of the entry, type Sale of used furniture and press
the Tab key.
The Date field displays the Session Date that you entered on the Open
Company form when you started Sage Accpac. If you used the date we
suggested, the displayed date will be the same as that listed for the
entries on the data entry form.
7. If necessary, change the date to June 30, 2010. Either type the
correct date and press Tab, or click the calendar beside the date field
and make the proper selection.
The application automatically supplies the year and fiscal period
associated with the date you enter.
8. Press Tab to accept the displayed year and fiscal period.
The source ledger code GL- is displayed in the Source Code field,
followed by a blank source type code.
The source ledger code GL indicates that the entries originate in
General Ledger, and have not been created by a subledger or imported
from a non-Sage Accpac application.
9. Click the Finder or press F5 at the Source Code field to display the
Finder list of the source codes used by the sample company.
Using the Finder
26
Sage Accpac ERP
The Finder is available at every field that displays the Finder icon (a
magnifying glass).
The Finder lists possible entries for the field. You use it to look up an
entry when you do not remember exactly what it is.
General Ledger
Use the Down Arrow key on your keyboard to move down to source
code GL-JE:
The sample company uses this source code to identify most details
that are entered directly into General Ledger, rather than created by a
subledger application.
10. Click the Select button to select GL-JE, G/L Journal Entry.
11. Select Normal as the entry mode for this entry.
The Entry Mode option lets you switch between normal and quick data
entry modes.
Choosing the entry

mode
In quick entry mode, the Reference and Description are defaulted for
each detail after the first one for quick entry of details with the same
reference, description, date, source code, and comment.
In this lesson you will use normal entry mode to add the first entry to
the batch because different descriptions are associated with each
detail line.
You can switch to quick entry mode for the remaining entries, which
differ only in accounts and amounts.
12. If you select the Auto Reverse checkbox, this batch entry will be
reversed in the next fiscal period. Press Tab to move on.
Add Details in Normal Entry Mode

General Ledger provides two different forms for adding entry details:
You can enter details in the table on the Journal Entry form. This table
provides one line per detail, which scrolls to the right as you move
from column to column.
Or
Workbook
27
General Ledger
You can press the F9 key on your keyboard or click the Detail button
to display an entry form that shows all the fields for a single detail.
You can tab through the fields for a single journal entry from top left
to bottom right, or you can click the fields for data entry.
In this part of the lesson, you will use the table format to enter the
details of the first entry from the sample data entry form.
If the Journal Detail form still appears, click the Close button or press
the Esc key to return to the Journal Entry form. The first entry records
the sale of a desk and chair to the travel agency, removes the
furniture from the Equipment account and the Accumulated
Depreciation, Equipment account, and records the gain on the sale of
the desk.
1. Type Equip. sale in the Reference field for the first detail (click the
field if necessary).
The optional reference appears with the detail line on the Batch
Listing, the Posting Journal for the batch, and the G/L Transactions
Listing. You can use the reference to select details for source journals,
and as a means of tracing transactions back to their source
documents.
Entering a reference is optional.
Press the Tab key to move to Description.
2. Type Deposit slip 51179, the description for the first detail.
The detail description appears with the detail line on the Batch Listing
and Posting Journal for the batch, as another means of identifying
transactions and tracing them back to their source documents. A
description for each detail line provides an additional auditing aid.
Press Tab to move to the Account column.
3. Type 1020, the account for the Bank Account, Operating account, in
which the agencys check will be deposited, or select it from the
Finder.
If you are using the single-currency sample data, move to the Debit
column.
If you are using the multicurrency sample data, you will also see
multicurrency journal entry fields. When you enter transactions in
different currencies to a multicurrency account, you enter amounts in
the Source Debit and Source Credit fields.
4. Type 1050 in the Source Debit field and press the Tab key.
Do not enter currency symbols or punctuation when you enter
monetary amounts. The system adds the numbers you type to the left
28
Sage Accpac ERP
of the decimal until you type a decimal (unless the currency does not
include decimal places).
From now on, when the lesson tells you to enter information, you
should type the information and press the Tab key to move on.
6. Enter the description for the second detail: Sale of used furniture.
Remember you
can adjust columns
and zoom
If your entry exceeds the width of the column, it will scroll as you
type, up to the maximum allowed for the field. Keep in mind that you
can adjust the column widths and that you can switch to an entry
mode that shows all the fields at their maximum width with the Zoom
function (F9).
7. Enter the account and amount listed on the data entry form for the
second detail (account 1600 and amount 727.00), just like you did for
the first detail. Then press the Insert key to proceed to the Reference
field.
The next three details are credits.
8. From the data entry form, enter the reference, description, and
account for the third detail.
9. Tab through the Debit field (leaving zeros) and move to the Credit
field.
10. Enter the credit amount for the third detail. Do not include a minus
sign (-).
Entering debits
and credits
To enter a debit for a detail, type the amount in the Debit field, then
press Enter.
To enter a credit, press Tab in the Debit field without making an entry
in it. The cursor moves to Credit, where you can enter the amount.
11. Enter the remaining credit details.
Correcting
mistakes
If you make a mistake while adding the sample entries and do not
know how to proceed, follow the instructions in the Revise Batch
Contents section at the end of the lesson.
Press Tab or use the scroll bar to display the Comment field.
12. In the Comment field for the last detail, type To record sale of used
furniture to Knight Travel.
A comment can be as long as 255 characters. The field scrolls as you
type.
Workbook
29
General Ledger
5. Press the Insert key to add the second detail for this entry, and enter
Equip. sale for the Reference.
General Ledger
13. Click the Add button or press Alt-A to record the entry.
You can also press the Ctrl+Tab keys simultaneously to leave the
detail entry area. This action moves the cursor to the Add (or Save)
button. Press Enter to add the entry.
The program automatically starts a new entry.
14. In the Entry Description field, enter Sale of PC to employee.
15. Tab to Source and enter JE for the source code.
Add Details in Quick Entry Mode

The details in each of the remaining entries on the sample data entry form
use the same source codes, dates, references, and descriptions, so they
can be entered in quick entry mode.
1. Tab to Entry Mode.
2. Select Quick, or press the Right Arrow key and then press Tab to move
on.
3. Enter the first detail of the next entry from the data entry form, in the
same way that you entered all the details for the first entry, and then
press Insert for the next detail.
The detail Reference and Description appear as the defaults for the
next detail line. You can edit them or tab over them.
4. Enter the remaining details for the entry.
5. Click the Add button to save the entry.
6. When you have added all the entries on the sample data entry form,
click the Close button to leave Journal Entry.
This step completes Lesson 1. If you have added all the entries
correctly, you are ready for Lesson 2. If you made mistakes adding the
entries, follow the instructions in the next section, Revise Batch
Contents, to correct them.
At this point, the data entry clerk signs the data entry form and writes the
date on it. The form is attached to the Batch Listing (which you will print
in Lesson 2), then filed.
Revise Batch Contents

Until you post a batch, you can add, delete, and modify transactions,
change any of the information associated with the batch, and delete the
batch.
210
Sage Accpac ERP
Lesson 2: Print a Batch Listing
This section covers the following instructions for editing entries in a batch:
To back up and change a field entry, click the previous field or press
Shift-Tab. Correct your entry and then press Tab to return to where
you were.
To select an earlier or later entry in the batch, use the navigation

buttons beside the Entry number field.
To delete a detail line, highlight the line you want to delete and press
the Delete key. To delete all the details in the entry, click the Clear
button and respond Yes to the Confirmation message (if it appears).
To delete an entire entry, use the Alt-D shortcut key combination, or

click the Delete button. Click Yes in the Confirmation message box.
You Have Learned That
The system assigns a batch number to each new batch you create and
an entry number to each new entry.
You can press the Ctrl+Tab keys simultaneously to leave the detailentry area of the Journal Entry form.
All the details in an entry post to the same fiscal period.
Each detail line must include a source code, general ledger account,
date, and a debit or credit amount.
You can enter a reference and description for each detail line.
You can enter a comment of up to 255 characters with each detail.
You can revise or delete all the information in a batch (except numbers
assigned by the system) at any time until you post the batch.
Lesson 2: Print a Batch Listing

In this lesson you will print a listing of the batch you created in Lesson 1.
You should always list batches before posting, check that there are no
errors in the batches, then attach the listings to their corresponding data
entry forms and file the documents as part of the audit trail.
This lesson includes instructions for printing the Batch Listing on your
screen, in case it is not convenient for you to use the printer. You can use
your printer if you wish.
Use Print Batches to list a single batch.
Workbook
211
General Ledger
General Ledger
Use the Batch Listing to verify the data you entered in Lesson 1.
Print to your screen.
If necessary, start the General Ledger sample data and set the Session
Date to June 30, 2010.
Select Preview (on screen) as the print destination, as described in

Chapter 1.
Select Print Batch Listing

1. In the General Ledger folder, click G/L Reports.
2. Choose the Batch Listing icon from the G/L Reports folder.
The G/L Batch Listing dialog box appears:
Print the Batch

The steps in this section assume you are printing to your screen. (The
sample company would not normally print Batch Listings to the screen as
the print destination because company procedures require that copies of
listings be printed on paper and filed.)
1. In the From Batch field, enter the number of the batch you created in
Lesson 1, or press F5 to call up the Finder and select the batch
number. Enter the same number in the To Batch field.
This step ensures that only the batch you created in Lesson 1 will be
listed, so you do not need to make further entries.
212
Sage Accpac ERP
Lesson 3: Post a Batch to the Ledger
2. Click Print.
The report appears on your screen in a preview window. You can also
print from this window after reviewing your report.
3. Review the information.
If you see errors in your batch, correct the mistakes before going on to
Lesson 3. For assistance, refer to the Revise Batch Contents section
at the end of Lesson 1.
If you need more information about Batch Listings, refer to Chapter 6,
Reports, in the General Ledger User Guide.
4. Close the Batch Listing report form, and return to the company
desktop.
Reset the Printing Destination

If you changed your usual printing destination so you could print to the
screen in this lesson, you can change it back, following these instructions:
1. On the company desktop, click the File menu.
2. Click Print Destination. The Print Destination dialog box appears.
3. Click your normal print destination.
4. Click OK.
You are ready to go on to Lesson 3, to post the batch.
You can print a listing that includes all the entries in a batch.
You can print batch listings for selected batches.

The sample company data entry supervisor verifies that the batch is
correct, and then posts it to the accounts. When posting is complete, the
supervisor prints the posting journal, which is the required audit trail
report of the posted entries.
Workbook
213
General Ledger
You can also select batches for printing by a range of source ledgers,
by a range of dates, and by type, status, and currency (if your ledger
is multicurrency). To learn more about the selection criteria, press F1
to display the Help window.
General Ledger
The data entry supervisor attaches the posting journal to the batch listing
and data entry forms for the posted batches.
The posting process involves:
Entering the debits and credits in the posted batches to the general
ledger accounts.
Changing the batch status to Posted (for the Batch Status report).
Adding the posted details to the posted transactions file, which

contains the data that is printed on the G/L transactions listing and the
source journals.
Creating the posting journal, the required audit trail report of the
posted entries.
Consolidating details for accounts that are set up for consolidation

during posting.
Producing a batch of entries, if any, that cannot be posted because

they contain errors.
For more information, read Posting Batches in Chapter 2, What You

Need to Know Before Using General Ledger, in the General Ledger User
Guide.
This lesson teaches you to:
Use the Batch List form to post a single batch.
Print and clear the posting journal.
Use the posting journal to trace entries to batch listings and source
documents.
Complete the first two lessons to create a batch to post. (If you did not
do the previous lessons, you can post an open batch that came with
the sample data.)
Make sure your print destination is set to Preview.
Post the Batch

When you work with your own data, you should back up before posting.
The posting process can take some time to complete, which increases the
risk of damage to data through a power surge or equipment failure.
It is not necessary to back up the few changes you have made to the
sample data. However, you may back up the sample data if you would like
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Sage Accpac ERP
You can post batches from the Post Batches form as well as from the
Batch List form. The Batch List form provides information about each
batch, including its status (open, printed, posted, or deleted), type
(imported, entered, subledger, generated, or recurring), and when it was
created and last edited. The information can help you decide which
batches are ready for posting.
When you know which batches you want to post, you can use the Post
Batches form.
Set batches Ready
To Post on the
Batch List form
Note that you must set batches Ready To Post on the Batch List form
before you can post them. If you try to post a batch from the Batch List
form before you have set the batch Ready To Post, the program will
display the following message:
To set the batch Ready To Post and post the batch, click Yes. The program
does not display this message if you try to post the batch from the Post
Batches form.
To post a batch:
1. Click the G/L Transactions folder, then choose the Batch List icon. The
following form appears:
2. Select the batch you produced in Lesson 1, and then double-click the
Ready To Post field on the same line.
3. Click Post.
4. Click Yes when asked Do you want to post this batch?
Workbook
215
General Ledger
to practice backing up. Follow the instructions for making backups in the
System Manager manuals. If you are on a network, consult your network
administrator or supervisor before backing up data.
General Ledger
Posting begins and messages appear to describe the process.

You see a message when posting is completed. If the batch contained
errors, you see a message indicating the number of the newly created
error batch.
5. Click Close to close the message.
6. Double-click the batch that you just posted to open the Journal Entry
form. Keep in mind that:
a. The batch status is now posted
b. You cannot change any of the batch or entry information
c. A new button appears at the bottom of the form that lets you
easily reverse the displayed entry
7. Click Close to leave the Journal Entry form.
8. Click Close to leave the Batch List form.
Print the Posting Journal

Follow the instructions under the heading To Prepare for this Lesson, in
Lesson 2 to set the printer destination to the screen, a printer, or a file.
1. Choose the Posting Journals icon from the Reports folder. The G/L
Posting Journals form appears:
2. In both the From and To Posting Sequence number fields, enter the
sequence number of the batch you just posted. (If no other batches
have been posted since, your batchs posting sequence number is
displayed in the To Posting Sequence field.)
The system prints all unprinted posting journals in the range of posting
sequence numbers you enter.
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Sage Accpac ERP
General Ledger assigns a posting sequence number to all batches

posted at the same time.
Posting sequence
number
3. When you are prepared to print, click Print.

4. Once the journal is printed, you can review the batch you entered and
posted in earlier lessons. Compare the posting journal to the batch
listing.
5. Close the print form.
For more information about the posting journal, see Chapter 6,
You should back up your General Ledger data before posting.
You use the Batch List or the Post Batches form to post batches of
journal entries to the accounts.
You must set batches Ready To Post before you can post them. You
can do this after choosing Post on the Batch List form.
The posting process changes the batch status to posted. You can
still review the batch using the Journal Entry form.
Each posting run is assigned a unique posting sequence number.
Each posting sequence produces a posting journal for your audit trail.
The Posting Journal file stores the data for all posting journals that
have not been printed and cleared. Information is added to the file
each time you post.
Make sure that you print the journals on paper before you clear them.
You can use the posting journal to trace posted transactions back to
the batch listing and source documents.
Workbook
217
General Ledger
The posting sequence number is also attached to each of the posted

details, and can be used to track the details from the G/L transactions
listing and source journals. On those reports, the posting sequence
number appears with the batch and entry numbers, unless you
consolidate the account details using the Consolidate Posted
Transactions function. When you consolidate details, the posting
sequence portion of the entry number is lost, because details from
more than one posting sequence are included in a single consolidated
detail.
General Ledger
Lesson 4: Print Additional Audit Trail Reports

At the end of each fiscal period, the sample company prints a set of
reports for its audit trail records. You will print the sample companys
audit trail reports in this lesson.
This lesson teaches you to print:
A trial balance worksheet, listing the sample company's asset

accounts.
A detailed G/L transactions listing of a range of accounts.

You will print the balance sheet and income statement in the next
lesson.
If necessary, start the General Ledger sample data.
Click G/L Reports in the General Ledger folder.
Select the print destination you want to use.
Print the Trial Balance Report

Follow these steps to print a trial balance worksheet that includes the
current balances for just the sample company's asset accounts.
1. Choose Trial Balance in the G/L Reports folder. The following form
appears:
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Sage Accpac ERP
Lesson 4: Print Additional Audit Trail Reports
You can print the Trial Balance as a worksheet or a report.
The full trial balance worksheet can be many pages long. In the next
step, you will learn how to edit the printing criteria to limit the
worksheet to a range of accounts.
2. In the box labeled Report Format, click the arrow or press the Down
Arrow key to display the choices.
3. Select Worksheet as the report format.
4. Enter 2010 - 06 as the year and period for which to print.
5. Select the Include Accounts with No Activity option.
6. Leave Account Number selected as the Sort By option, to print in
account number order, and leave the From field blank, to begin the
report with the first account in the ledger.
7. In the To field, type 1730, the last asset account, or select the
account from the Finder.
Other print range
criteria
As with a number of General Ledger reports, once you select the order
and the primary range of accounts for printing, you can further restrict
the range of accounts by defining secondary criteria.
For example, you can select Account Number for the order, then
restrict printing to asset accounts for a range of regional segments.
For this lesson, however, you just define the range of accounts.
8. When you are ready, click Print.
9. Examine the printed trial balance.
For further information about the trial balance worksheet, see
Chapter 6, Reports, in the General Ledger User Guide.
Close the
preview
Print the
report
10. If you printed the report to your screen, close the report by clicking
the button in the top right corner of the report.
(Note that you can obtain a hard copy of the report, if you wish, by
clicking the printer icon from the report toolbar before you close the
report.)
11. Close the Trial Balance report form.
Workbook
219
General Ledger
You can print the report in order by account number, by any segment,
or by account group. You can specify the range of accounts, you can
select accounts by optional field, and you can exclude accounts with no
activity.
General Ledger
Print the G/L Transactions Listing

Follow these steps to print a limited G/L transactions listing for the current
fiscal period, showing some of the details you posted in Lesson 3.
1. Choose the Transactions Listing icon from the G/L Reports folder. The
You can print the report in order by account number, by any account
segment, or by account group. You can specify the range of accounts
or segments, you can exclude accounts with no activity, and you can
select accounts by a range of optional field.
2. Leave Account Number selected to print in account number order,
and leave the From field blank to begin the report with the first
account in the ledger.
3. In the To field under the Account Group section, type 1730, the last
asset account or select the account from the Finder. This limits the G/L
Transactions Listing to the same accounts included on the Trial
Balance you printed earlier in this lesson.
You can specify the range of fiscal periods for which to include data on
the report.
4. Enter 6 in both the period fields to list only transactions entered in the
current period.
Other print range
criteria
220
As with a number of General Ledger reports, once you select the order
and the primary range of accounts for printing, you can further restrict
the range of accounts by defining secondary criteria.
Sage Accpac ERP
Lesson 5: Print a Financial Statement
You can select Use Rolled Up Amounts to print the transactions of a

rollup account and its member accounts (at any level) as a single
amount for each transaction. (Rollup member account transactions are
included only once in the rolled-up transactions.)
For this lesson, leave the criteria as they are for printing all account
groups and all segments.
5. When you are ready to print, click Print.
Review the report. You can find an example of the report in Chapter 6,
The G/L transactions listing is one of your most important audit trail
reports; it is the printed version of your ledger. In your daily
operations, you should print this report for your entire ledger on a
regular basis, then file it with your other audit trail reports.
6. Close the report and the G/L Transactions Listing form.
You can print a trial balance in report or worksheet format.
You can specify ranges and other methods of selecting data for the
Trial Balance and G/L Transactions Listing reports (as well as most
other General Ledger reports).

At the end of each fiscal period, the sample company prints a balance
sheet and an income statement for the period. General Ledger and
Financial Reporter provide a number of predefined financial statements.
The sample company uses the statements provided by the system.
Financial report definition files are called report specifications. A report
specification is a file that tells the Financial Reporter what data to print on
the report and where to position it. Specifications also provide column
headings and labels, formulas (if calculations are required), and other
special printing instructions.
If you want to create customized financial statements, you can find
complete instructions in the Financial Reporter User Guide.
Workbook
221
General Ledger
For example, you can select Account Number for the order and Asset
Accounts for the range, as youve done in this lesson. Now you can
further refine the print criteria so the report includes only the asset
accounts for certain accounting entities, by defining a range of
segments.
General Ledger
Use the Print Financial Statements form to print financial statements,

whether created using the Financial Statement Designer or provided with
General Ledger.
Select the prepared statement.
Print a balance sheet.
Make sure Microsoft Excel is installed on your workstation.
If necessary, start the General Ledger sample data.
Select the printing destination you want to use, then be ready to print.
Print the Balance Sheet

In this section, you will print a consolidated balance sheet for the sample
company using QUIKBAL1, one of several predefined balance sheets
provided with General Ledger.
1. Click Financial Reporter in the General Ledger folder, and then choose
Print Financial Statements.
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Sage Accpac ERP
2. Click the Browse button to the right of the Statement Name field.
Assuming that the predefined financial statement specifications have
not been deleted or moved, you can find them in the path
\GLXXX\ENG (where XXX is the application version number, such as
54A for 5.4A) under the directory where your General Ledger is
installed.
The list of .XLS files includes the standard financial statements shipped
with General Ledger.
3. Select QUIKBAL1.XLS from the list.
4. Select 2010 06 as the fiscal period.
Note the options near the bottom of the form that let you select the
print destination.
5. Choose Preview as the print destination and then click Print.
Messages will appear as the report is prepared; then the statement
appears.
Take a moment to review the balance sheet. Because we chose the
consolidated format, accounts are consolidated across divisions and
regions.
6. If you printed to the screen, click the Next button to see page 2. Click
the Close button at the top right corner of the displayed form to leave
the report.
7. Click Close to leave the Print Financial Statements form.
To print a statement, use a prepared report specification that defines

which data to include and how it should appear on the statement.
For your own statements, use the standard specifications or develop

customized statements using the Financial Statement Designer.
Before printing, select the specification for the statement you want to
print.
Use the Print Financial Statements form to print all your statements,
whether using the standard statements or statements customized with
the Financial Statement Designer.
Workbook
223
General Ledger
You can use the Financial Statements form to define the range of data
to print on the report and to set up other criteria. The defaults print all
accounts for the current period in consolidated format.
General Ledger
Where To Now?
Now that you have worked with General Ledgers most frequently used
functions and have an understanding of the journal entry processing cycle,
you are ready to begin using your own data with General Ledger.
You will find overview information on General Ledger processing in
Chapter 2, What You Need to Know Before Using General Ledger, in the
General Ledger User Guide. Use Chapter 4, Transaction Processing, and
Chapter 5, Periodic Processing, in the User Guide for further guidance in
managing batches and doing periodic General Ledger processing.
When you are working with the system, remember to take advantage of
on-screen Help (by pressing the F1 key) to find out about the field or form
you are using, and to display information about other aspects of General
Ledger.
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Sage Accpac ERP
Chapter 3
Accounts Receivable
Workbook
3-i
Accounts
Receivable
Before You Begin ........................................................................... 3-1

Sample Company ........................................................................... 3-2
Lesson 1: Enter an Invoice with Summary Details and a Prepayment ..................... 3-2
Open the Invoice Entry Form ........................................................... 3-3
Add Invoice Information ................................................................ 3-5
Enter Summary Details ................................................................. 3-8
Enter Salesperson Information ....................................................... 3-11
Calculate Taxes and Check Totals .................................................... 3-12
Enter a Prepayment for the Invoice ................................................... 3-14
Lesson 2: Add a Credit Note with Item Details .......................................... 3-17
Enter Batch and Invoice Information for the Credit Note ............................. 3-17
Enter Item Details .................................................................... 3-19
Lesson 3: Edit an Invoice to Add a Payment Schedule .................................. 3-22
Recall the Invoice and Change the Terms Code ...................................... 3-23
Modify a Payment Schedule for an Invoice ........................................... 3-24
Revise Batch Contents ................................................................ 3-25
Lesson 4: Post an Invoice Batch and Print Reports ...................................... 3-25
Print a Batch Listing .................................................................. 3-26
Print an Invoice or Credit Note........................................................ 3-28
Post an Invoice Batch ................................................................. 3-30
Print a Posting Journal ................................................................ 3-32
Reset the Print Destination ........................................................... 3-34
Lesson 5: Enter Receipts to Prepare a Deposit Slip ...................................... 3-35
Enter a Receipt Transaction for Deposit .............................................. 3-38
Enter a Prepayment for Deposit ...................................................... 3-39
Enter an Unapplied Cash Deposit ..................................................... 3-41
Enter a Miscellaneous Receipt ........................................................ 3-42
Print the Deposit Slip and Batch Listing............................................... 3-44
Lesson 6: Apply Receipts and Reconcile Accounts ....................................... 3-47
Apply Receipts to Customer Accounts ................................................ 3-48
Use Select Mode to Apply a Receipt Transaction for a National Account .......... 3-49
Apply a Receipt and Adjustment to an Invoice .................................... 3-51
Automatically Apply a Previously Posted Unapplied Cash Receipt ................. 3-53
Print Reports and Post the Batch ...................................................... 3-55
You Have Learned That ................................................................ 3-57
Where To Now? ........................................................................... 3-58
3-ii
Sage Accpac ERP
Chapter 3
Accounts Receivable
This chapter contains six lessons designed to familiarize you with the
Accounts Receivable tasks you are most likely to perform.
Enter summary invoices with a prepayment.
Enter a credit note with item details.
Edit an invoice and add a payment schedule.
Post an invoice batch and print the associated reports.
Create and print a deposit slip.
Apply receipts to invoices and reconcile an account.
Accounts
Receivable
We suggest you briefly review each lesson, and select those that are most
useful to you. You can skip the lessons for tasks you will not perform, and
you can wait until you are ready to use a form to do the lessons related
to it.
You do not have to complete each lesson in this tutorial. However, you
must create the receipt batch in Lesson 5 if you want to do Lesson 6.
Before You Begin
Print out this

chapter for easy
reference

Accpac ERP and on starting and using the sample data. Chapter 1 also
familiarizes you with the Sage Accpac desktop, and explains some of
the common tools, such as the calculator and the Finder.
Read Chapter 2, What You Need to Know Before Using Accounts

Receivable, in the Accounts Receivable User Guide, for a review of the
the lessons.
Workbook
31
Accounts Receivable
Sample Company
Sample Company has recently added a line of computer equipment and
services, which they are temporarily invoicing from an item list in
Accounts Receivable. The rest of their product line is processed through an
inventory control and order entry system that sends only receivables
information to Accounts Receivable.
Sample Company uses Accounts Receivable together with Sage Accpac
General Ledger on a local area network.
You do not need the General Ledger program to complete the tutorial. All
the information you need is included in the Accounts Receivable sample
data.
Using the
multicurrency
sample data
Using Help
Remember that the forms shown in these lessons include multicurrency

fields, but you can do the lessons whether you use the multicurrency or
the single-currency sample data.
Help key (F1) to find more information or instructions about using Sage
Accpac Accounts Receivable. If you need information about using Help,
click Using Help on the Help menu.
Lesson 1: Enter an Invoice with Summary Details

and a Prepayment
Sample Company sold furniture to the Oakland Bargain Mart store. In this
lesson, you add the entries to record the sale, using the Invoice Entry
form. Figure 3.1 shows the invoice you create when you add the
transactions in this lesson.
Create a new invoice batch.
Add an invoice with summary details.
Enter a prepayment with an invoice.
Use the Finder, Help, and other Sage Accpac Accounts Receivable keys
and icons.

Read the Processing Accounts Receivable Batches and Processing
Invoices, Credit Notes, and Debit Notes sections of Chapter 2 in the
32
Sage Accpac ERP
Lesson 1: Enter an Invoice with Summary Details and a Prepayment
Accounts Receivable User Guide to learn how Accounts Receivable handles

invoice entry.
Open the Invoice Entry Form

If you have not already done so:
1. Start Sage Accpac ERP using the sample data. (Sign on using
June 30, 2010 as the session date. See Chapter 1 in this Workbook for
instructions.)
Accounts
Receivable
2. From the Accounts Receivable folder, choose the A/R Transactions

folder, and then choose the Invoice Entry icon to open the Invoice
Entry form.
1
3
The Document tab

of the Invoice
Entry form, ready
to enter a new
invoice for a
customer
2
4
5
6
7
Use the Batch Number field to select an existing batch or to create a new
batch.
Use the Entry Number field to select an existing entry or create a new
entry. Accounts Receivable automatically assigns entry numbers.
The Invoice Entry form contains several tabs, beginning with the
Document tab. Use these tabs to display other information in the form. The
Rates tab appears only in multicurrency ledgers, letting you change the
invoice exchange rate, rate date, and rate type.
The Currency field appears only in multicurrency ledgers.
Accounts Receivable does not automatically assign a document number
until you click Add to add the invoice. If you manually assign your own
document number, you type it here before you click the Add button to add
the invoice.
You can select a detail line, and then click this button to view all the
information including tax information for the detail on one form.
Use these buttons to save or delete entries, enter prepayments with
invoices, print invoices, and close the form.
Workbook
33
Accounts Receivable
Create a New Batch

When you create a new batch, Accounts Receivable assigns a new batch
number to it. This number is part of the audit trail for the batch, and you
cannot assign it to another invoice batch if you delete the batch you
created.
The batch number also appears with each transaction on the posting
journal you will print later in this lesson.
When you are working with your own data, you may want to write the
batch number on the source documents you use for the batch.
New batch
1. Click the New button next to the Batch Number field.
Zoom
button
2. Click the Zoom button next to the Batch Number field to open the
Batch Information form.
3. Fill in the batch header information as follows:
a. For the batch description, beside the Batch Number field, type
Invoices - June 30, 2010.
The batch description is part of the information that is displayed for
the batch in the Batch List form.
Using the batch

description
Although you are not required to enter a description for each

batch, the description is a valuable tool that helps you easily
identify your batches. If more than one person enters transactions
for your company, you may also want to include the operators
initials in each batch description.
b. Accept the batch date that appears in the Batch Date field.
When you create a new batch, the current session date appears by
default in this field. (The session date is the date you entered when
you started Sage Accpac ERP and opened the sample database.)
c. In the Default Detail Type field, use the dropdown list to select
Summary as the detail type for the batch. (The sample invoice
uses summary details.)
Accounts
Receivable detail
types
You can enter two types of invoice details in Accounts Receivable:

summary details and item details.
Summary details include the general ledger Revenue account, a
description of the detail, and the amount.
You use summary invoices if you dont have an item list in
Accounts Receivable, or when the invoice that you are adding does
not include items from your item list.
34
Sage Accpac ERP
Item details include an item number, a distribution code, and a

description, as well as quantity and pricing information.
You use item details if you add invoice details from an Accounts
Receivable item list. Item lists let you update Inventory and Cost of
Goods Sold general ledger accounts from the invoices posted in
Accounts Receivable.
d. Click Close to return to the Invoice Entry form.
Add Invoice Information
In this case, the header information includes the customer number for the
Bargain Mart store, a shipping address, a description of the invoice, a
purchase order number, and a sales order number.
To add invoice header information:
1. Refer to the sample invoice shown on the next page. Fill in the fields
on the Document tab as follows:
Entry Number. Accounts Receivable assigns an entry number
automatically to each invoice that you add to a batch. You do not type
in this field when adding the first document to a new batch.
Detail type
The adjacent field should display Summary.
Invoice description
Tab to the next field and type Sale to Oakland Bargain Mart as the
description for the invoice. You can also enter a brief description and
longer comment for each detail that you add to the invoice.
Customer Number. Type 1105, the number used to identify the
Bargain Mart Oakland account, and then press the Tab key.
You can also select the customer number using the Finder for this
field.
Using the
Finder
Open the Finder by doing one of the following:
Click the Finder icon next to the Customer Number field.
With the insertion point in the Customer Number field, press the
F5 key.
Workbook
35
Accounts
Receivable
In this section you add the invoice header information from the sample
invoice shown in Figure 3.1. Header information applies to the whole
document. It's the information that usually appears at the top of the
printed invoice.
Accounts Receivable
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Figure 3.1. The sample invoice you enter in Lesson 1.
36
,1

Sage Accpac ERP
To search using the Finder:

Find By
a. Select the field from the customer record by which you want to
search.
For example, choose Customer Name or Phone Number from the
drop-down list.
b. In the next field, choose whether the field Starts With or Contains
the search information that you specify.
To select a customer from the Finder list, do one of the following:
Double-click the customer you want.
Press the Tab key to move the insertion point to the list, if it is not
already in that location. Use the arrow keys to highlight the
customer, and press the Enter key (or click Select).
When you select the customer number, the program also inserts other
information from the customer record, such as the customers address
and phone number, payment currency, tax authorities and tax status,
usual salesperson, and payment terms.
Customer
information
Zoom
button
Selecting a ship-to
location
To check the customers name and address in the customer record, do

one of the following:
Click the Zoom button next to the Customer Number field.
With the insertion point in the Customer Number field, press the F9
key.
Ship To Location. Type EAST (or select it using the Finder).

The ship-to code identifies the address to which Sample Company will
send the items on the invoice. Use ship-to locations for customers with
more than one shipping address or if the customers billing address is
different from the shipment address.
Customer
information
Zoom button
To verify the shipping address, do one of the following:
Click the Zoom button next to the Ship-To field.
With the insertion point in the Ship-To field, press the F9 key.
If you also look up the address for the customer number, you will see
that the ship-to address is different.
Workbook
37
Accounts
Receivable
c. Begin typing the characters that start or are contained in the field
you are searching on until the program displays the customer
record you want. (Select Auto Search, or use the Find Now button
if Auto Search is not selected.)
Filter
Accounts Receivable
Document Type. Since Invoice is already chosen as the document

type, you can skip this field.
Document Date. If necessary, type June 30, 2010, in the date
format your company uses, or select the date from the calendar
associated with the field (click the icon beside the field to display the
calendar).
Posting Date. Accept the June 30, 2010 posting date displayed in
this field.
Accounts Receivable automatically displays the year (2010) and period
(6) from the companys fiscal calendar for the posting date you type.
Document Number. Leave this field showing ***NEW***, so that
Accounts Receivable automatically assigns the document number
using the prefix and next number specified for invoices in the A/R
Options form.
Assigning the
invoice number
Purchase Order Number. Type 10-1625, the Oakland stores

purchase order number.
Order Number. Type BB-01379, the sales order number assigned
by Sample Companys order entry system.
You can also enter your own invoice numbers, provided that each
number is unique. You cannot use the same invoice number twice in
Accounts Receivable.
You also cannot use duplicate numbers for the other types of Accounts
Receivable documents, such as credit notes and debit notes.
Transactions that duplicate a previously posted document number are
put into an error batch during posting.
Ship Via and Description. Select Mercury Delivery Service by typing
MDS in this field, or select it using the Finder.
2. Compare the rest of the entries on the screen to the invoice to be sure
everything matches.
3. When ready, press the Tab key to move the insertion point to the
detail-entry section of the Document tab, where you enter the
summary details for the invoice.
Enter Summary Details

In this step you enter summary details to create a receivable transaction
for the customers account, and to update the general ledger Revenue
account assigned to the customer record.
38
Sage Accpac ERP
Notice that the sample invoice lists only two details and does not contain
specific information about the items sold, the prices, or the quantities.
This information has already been entered into Sample Companys order
entry system and listed on the customers copy of the order.
The order entry system also created the entries to update the Inventory
and Cost of Goods Sold general ledger accounts for the sale.
Entering item details
If you want to practice entering item details (details from an item list), do
Lesson 2, later in this chapter.
To enter summary details:

Moving from field
to field
To move from field to field (column to column), use the Tab key or the
Enter key. You can also select a field where you want to type by clicking
it.
1. Enter the first detail from the sample invoice (Figure 3.1 on page 3-6),
as described in this step.
Dist. Code. Type REVS, or select REVS using the Finder next to this
field or in the column heading. (You can use the search option in the
Finder to help you select the code if the list of codes is long.)
This is the code for the general ledger account to which Sample
Company posts revenue from sales to this customer.
Distribution codes are a fast and easy method for specifying general
ledger account numbers. (When entering item details the distribution
code also specifies the Inventory and Cost of Goods Sold accounts.)
Description. Type 4 student desks.
Revenue Account and Account Description. Skip these fields
because the information you need is automatically inserted when you
entered the distribution code.
For summary details, you can skip the Distribution field, then type the
general ledger account number, if you prefer.
Amount. Type 320 to enter $320.00.
Specifying whether
to print comments
on the invoice
Print Comment. Click this field or press the Spacebar to toggle

between Yes and No.
This field indicates whether or not the text from the Comment field
appears on the invoice. Since the comment to enter for this detail
Workbook
39
Accounts
Receivable
The detail-entry
section of the
Invoice Entry form
in a summary
batch
Accounts Receivable
describes an upcoming sale, select Yes to print it on the invoice you

send to the customer.
Comment. Type Thanks for your order. Watch for our annual
sale of desks, starting on Monday, July 19.
You can type up to 250 characters in this field. The field scrolls right
automatically to let you enter the full comment.
Discountable. Leave Yes as the entry for this field, indicating that
you want the invoice discount to apply to this detail.
Optional Fields. If you use optional fields, the field displays Yes or
No to indicate whether optional fields are assigned to the detail. (If
any optional fields are set up for automatic insertion with invoice
details, the field will display Yes.)
Enter the second
detail
2. Press the Insert key to start a new line, so you can enter the second
detail.
3. Practice what you have learned so far by entering the second detail on
the sample invoice (Figure 3.1 on page 3-6) on your own. If you need
help, review the above instructions for the first detail, or press F1 to
open the Help window.
Leave the Print Comment field set to No because there is no comment
to enter with the second detail.
4. To see all the information for a detail, including tax amounts, select
the detail line, and then click the Account/Tax button to display the
Detail Accounts/Taxes form.
The Account/Tax button becomes active after you enter a customer
number and tab out of the Customer Number field on the Document
tab. You can use this form to check the tax information for the detail.
An ellipsis (...) on a button indicates that a form opens when you click
the button.
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Sage Accpac ERP
The Detail
Accounts/Taxes
form
5. To return to the Document tab, click Close.

6. Click the Sales Split tab.
Enter Salesperson Information

In this step, percentages of the total sale are allocated to each
salesperson responsible for the account. You will reduce the percentage
for Bill Bhaisson and enter a percentage for David Sanjos, Bills assistant.
Although Sage Accpac Accounts Receivable does not calculate salesperson
commissions, you can keep track of the documents and amounts posted
for each salesperson if you select the Keep (salesperson) Statistics option
in the A/R Options form. You can allocate an invoice total to up to five
salespersons.
Fill out the form on the Sales Split tab just as you entered summary
details. Use the Tab key at the end of a row, or use the Insert key to start
a new line.
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311
Accounts
Receivable
You can also use the Detail Accounts/Taxes form to edit or enter additional
details. Use the New button to create a new entry. Use the navigation
buttons to display existing entries.
This is the general ledger Revenue account to which you post revenue for
the detail. You can change this number if you need to.
This section lists the authorities that tax the detail. You can change the tax
class and the tax-included choice for the detail.
You can change the tax amount in this column if you do not select the
Calculate Tax option.
The Save button saves any changes you make; the New button lets you
add another detail; the Delete button deletes the detail.
Use the Print button to print a copy of the invoice. On the next screen that
appears, you can click Align to print a test copy to check the alignment of
forms in your printer. You see this button only if you selected the Allow
Printing Of Invoices option in the Options form.
Accounts Receivable
The Sales Split tab

in the Invoice
Entry form
To enter sales splits:

1. Click the Percentage field or press the Tab key to get to it, and then
type 90 to change the percentage of the sale to allocate to Bill
Bhaisson.
2. Press the Insert key to move to the next line, then type DS in the
Salesperson Code field or select it from the Finder, and then click or
tab to the Percentage field.
3. Type 10 in the Percentage field to allocate a ten percent sales split to
David Sanjos, and then press the Tab key.
4. Check the tab to be sure you entered everything correctly.
Calculate Taxes and Check Totals

In this step, you check the totals for the invoice, calculate the tax, and
compare the amounts to the totals on the sample invoice to be sure you
have entered everything you need.
Note that calculate taxes is optional for summary invoices. If you do not
select the Calculate Tax option on the Taxes tab, Accounts Receivable
does not calculate tax for the invoice, allowing you to enter the tax
manually in the Tax Amount column.
For item invoices and for summary invoices with the Calculate Tax option
selected, Accounts Receivable automatically calculates all taxes when you
add or save an invoice.
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Sage Accpac ERP
You use the Taxes tab if:
You want to check the tax amounts at various stages as you enter an
invoice.
You want to change the tax class (tax exemption status) for the
customer.
You are entering a summary invoice and you wish to enter a different
tax amount. (To enter a different amount, you must not select the
Calculate Tax option).
To check the taxes:
The taxes are displayed because the Calculate Tax option is selected
by default. If the Calculate Tax option is unchecked:
Taxes do not appear.
The Calculate Tax button appears. You can click the button to
calculate tax manually, but Accounts Receivable will not calculate
them automatically as long as the Calculate Tax option is
unchecked.
The Distribute Taxes button appears. It lets you allocate to invoice

details tax amounts you enter manually.
2. Compare the pre-tax totals, tax amounts, and grand totals on the
Totals tab with these amounts on the sample invoice (Figure 3.1 on
page 3-6).
The Taxes tab with
the Calculate Tax
option checked
1
2
If you do not select the Calculate Tax option on a summary invoice, you
can enter tax totals manually. When you turn off the Calculate Tax option,
the Calculate Taxes and Distribute Taxes buttons appear.
You can prorate the total tax and allocate the amounts to the invoice
details by choosing the Distribute Taxes button.
Use the Calculate Tax button to calculate the tax base and total tax
amounts for the invoice if you need to check them, or to recalculate the
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313
Accounts
Receivable
1. Click the Taxes tab to check tax amounts and compare the totals on
the screen with the totals on the sample invoice (as described in the
next section).
Accounts Receivable
amounts after you change the customers tax classes. Tax amounts are
calculated automatically only if you use the Calculate Tax option.
With the Calculate Tax option selected, you can change the customers tax
classes, if necessary, but not the tax bases or amounts. To change these
amounts, you must enter new tax rates in Tax Services.
Check invoice
totals
3. Click the Totals tab to ensure the invoice totals match those on the
source document. The following amounts appear on the tab:
Document Amount
Taxes (Plus Taxes)
Document Total
Less Prepayment
Discount (Less Discount)
Amount Due
If you made a mistake, return to the Document tab to correct detail

amounts. You should also check the Taxes tab to be sure you did not
change the tax group from CALIF.
4. When everything is correct, click Add to add the invoice.
When you add an invoice:
The document number is assigned.
The number of entries and the batch total are updated.
Taxes are calculated.
The Prepay button (at the bottom of the Invoice Entry form) will
be active if you return to the invoice that you just added.
This means you can enter a prepayment with the invoice, as
described in the next section.
Enter a Prepayment for the Invoice

Bargain Mart - Oakland has prepaid part of its order by check. In this
step, you will add the prepayment information to the invoice.
Although you enter the prepayment through the Invoice Entry form, you
actually add it to an existing (or new) receipt batch using the Prepayment
form of Invoice Entry.
You will learn more about the Receipt Entry form later in this chapter. If
you want further information while completing these steps, press F1 to
display a Help window.
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Sage Accpac ERP
To enter a prepayment:
1. To enter a prepayment for the invoice, display the invoice that you
just added Entry Number 1 and then click Prepay. (The Prepay
button is dim until you add the invoice.)
The Prepayments form opens.
2. Fill in the Prepayments form as follows:
The New
button
Batch Number. Click the New button next to the Batch Number field
to create a new batch.
Accounts
Receivable
To add a prepayment to an existing receipt batch, type the batch

number in the Batch Number field or select it from the Finder.
The Receipt Entry
form after creating
a new batch
Tab to the next field, and type Prepayment batch as the batch
description.
Batch Date. Accept the displayed date.
Bank. Accept the displayed bank code.
Multicurrency
ledgers
Default Currency. This field appears only for multicurrency

accounting. The field displays the banks statement currency as the
default.
Use the Finder to select USD, the customers currency. The Finder lets
you select only currencies accepted by the bank.
You can always change the currency for an individual receipt, so you
can enter receipts with mixed currencies in a single batch.
Deposit Number. Click the New button next to this field to create a
new deposit number.
Entry Number. This is the first entry in the batch.
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315
Accounts Receivable
Receipt Date and Posting Date. Accept the displayed dates.

Entry Description. Type Bargain Mart Prepayment as the entry
description.
Preference. Provide an additional reference if you want.
Payment Code. Accept CHECK, the default receipt type that is used
by Sample Company. (Click the Finder to see the credit cards that
Sample Company accepts. If you select a credit card, click the Credit
Card button to enter card information.)
Check/Receipt Number. Type 22176-0349.
Receipt Amount. Type 100. Bargain Mart is a US customer, and has
paid in US funds, so you do not need to change the currency code.
3. When everything is correct, click Add.
Accounts Receivable adds the prepayment and assigns the prepayment
number, using the prefix and next number specified in the A/R Options
form for prepayment transactions.
If you see a message that says the entry will exceed the customers
credit limit (perhaps because someone has used the sample data to
add other transactions to this customers account), click OK.
4. Click Close to close the Prepayments form and return to the Invoice
Entry form.
5. Click the Totals tab to check that the prepayment appears.
What next?
With this step, you have finished adding the invoice. If you wish to start
Lesson 2 or Lesson 3, leave the Invoice Entry form open. If you do not
want to enter further transactions in the Invoice Entry form, go to
Lesson 4 to print the batch listing for the batch you created, post the
batch, and print the posting journal.
If you want to take a break or do another lesson that does not use Invoice
Entry, click Close to leave the form.
316
Accounts Receivable assigns a batch number to each new batch you

create and an entry number to each new entry.
You can enter your own unique invoice numbers or let Accounts
Receivable assign them automatically.
You can enter two types of details in the Invoice Entry form: item and
summary.
Sage Accpac ERP
Lesson 2: Add a Credit Note with Item Details
You can use the Taxes tab to check taxes and the Totals tab to check
invoice totals while you are entering an invoice. You can change the
rates used to calculate tax amounts only in Tax Services.
You can allocate an invoice total to up to five salespersons.
You can enter a prepayment to an invoice you have added, and select
or create a receipt batch from the Prepayments form of the Invoice
Entry form.
In this lesson, you enter the information to produce the sample credit note
that is shown in Figure 3.2.
Add a credit note.
Add item details.
If you have not already done so, read the Processing Accounts
Receivable Batches and Processing Invoices, Credit Notes, and Debit
Notes sections of Chapter 2 in the Accounts Receivable User Guide.
If necessary, start the sample data and open the Invoice Entry form,
following the instructions in the Open the Invoice Entry Form section
at the start of Lesson 1.
If you need help creating a new invoice batch, read the Create a New
Batch section at the beginning of Lesson 1.
Enter Batch and Invoice Information for the Credit Note

In this step, you will create a new batch for a credit note, select Item as
the detail type, and enter the credit note details.
1. Click the New button beside the Batch Number field in A/R Invoice
Entry to create a new batch for the credit note.
2. Enter Credit notes - June 30, 2010 as the description.
Workbook
317
Accounts
Receivable
Sample Company has accepted return of three mounting brackets and

some excess cable from a customer, and now has to credit the customers
account and produce the general ledger entries needed to return the items
to inventory.
Accounts Receivable
3. Accept Item as the detail type. (Sample Company specified Item as

the default invoice type on the A/R Options form.)
4. On the Document tab, beside the detail type, type Return brackets
and cable for the credit note description.
5. Type 1200 in the Customer Number field, or select it from the Finder.
Multicurren
cy sample
data
If you use the multicurrency sample data, you will also see the
customers currency code and exchange rate information on this tab.
If the customer does not use the functional currency, a Rates tab
appears on the Invoice Entry form. Click this tab to change the
exchange rate information for the document.
6. Select Credit Note in the Document Type field.
The Document tab

displays only the
fields required for
a credit note when
Credit Note is the
document type
7. Complete the remaining document information fields as follows:

Document Number. Leave this field showing ***NEW*** to let
Accounts Receivable assign the document number, using the prefix
and next number specified for credit notes in the A/R Options form.
Apply To Document. Type IN1832, or select the invoice number
from the Finder.
If you do not know
the document
number
When entering credit notes, you can leave this field blank if you do not
know which document number to use. If you discover the document
number before you post the batch, edit the credit note to enter the
document number.
If you do not find out the number until after posting the batch, you
can use Receipt Entry to apply the credit note to the account.
PO Number. Type 10-0677, the number you see in the Reference
box on the sample credit note. Sample Company uses the Reference
318
Sage Accpac ERP
box to print the customers purchase order number on invoices, credit

notes, and debit notes.
Order Number. Leave this field empty. (There is no sales order
number for this credit note.)
8. Click the detail entry grid at the bottom of the Document tab, or press
the Tab key to reach it, so you can enter the details for the credit
note.
The detail entry
section of the
document tab
Accounts
Receivable
Enter Item Details

In this step you enter item details to credit the customers account and to
specify the Revenue, Inventory, and Cost of Goods Sold general ledger
accounts for the returned items.
To enter item details:
1. Enter the first detail from the sample credit note on the next page, as
described in this step.
Moving from field
to field
To move from field to field (column to column), use the Tab key or the
Right or Left Arrow key. You can also double-click fields where you
want to type.
Item Number. Type BK-360, or select it from the Finder.
A unit of measure (UOM), description, price, and distribution code
appear. When you check the information on the sample credit note,
you will see that the price is different from the price displayed on your
computer.
Quantity. Type 3.
Unit Price. Accept 117, the price shown on the sample credit note in
Figure 3.2.
Notice that there is no minus sign or other symbol to indicate a
negative amount on the credit note.
If you enter a different price for the item and click another field or tab
out of the Price column, Accounts Receivable calculates a new
extended amount for the credit note.
Workbook
319
Accounts Receivable
Print Comment. Double-click the field to enter Yes in the Print

Comment field, to indicate that you want to print the comment you will
enter next on the printed credit note.
Comment. Type Not needed.
2. Before leaving the detail line, use the Account/Tax button to check the
tax information for the detail, and to verify the general ledger account
numbers (specified by the items distribution code).
The detail
Accounts/Taxes
form
Notice that there are three general ledger account numbers. These are
the account numbers specified for the distribution code ITEM.
You can also see the G/L account codes when you select the
distribution code from the Finder.
3. Click Close to leave the Detail Accounts/Taxes tab.
4. When you return to the Document tab, press the Insert key to open
the next line so you can enter the second detail.
5. Enter the information on the sample credit note for the second detail
on your own.
6. When finished entering details, click the Taxes tab and check the
customers tax group for this invoice to ensure that the correct tax
amounts will be calculated and credited to the customers account. The
displayed tax group should be CALIF.
7. Click the Totals tab to check the tax amounts against the total
amounts on the sample credit note.
If you need help, follow the instructions in the Calculate Taxes and
Check Totals section in Lesson 1.
320
Sage Accpac ERP
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Workbook
321
Accounts Receivable
8. When everything is correct, click Add to add the credit note.

When you add a credit note:
The document number is assigned.
The number of entries and the batch total are updated.
Tax amounts are calculated, if you have not already calculated

them on the Taxes tab.
The customer number is dimmed, so you can no longer change it.
You can specify a particular document number to which to post a

credit note, or enter it with no document number, and then apply the
credit note later in Receipt Entry.
You enter item numbers, units of measure, prices, and quantities with
item details.
You use a single distribution code to enter numbers of the three

general ledger accounts that are assigned to an item number.
You do not type negative symbols or minus signs when entering

amounts on a credit note.
If taxes apply to a credit note, the amounts are calculated

automatically based on the specifications of the tax group used for the
customer.
Lesson 3: Edit an Invoice to Add a Payment

Schedule
After Sample Company entered an invoice for a customer, the customer
asked to pay the invoice in a series of three payments, due 30 days apart,
with the first payment not due until the end of August (60 days after the
invoice date). Since you have not yet posted the invoice, you can open it
to make the change.
In this lesson, you reopen the invoice to change the terms code, create
the payment schedule, and set the due dates for the payments.
322
Reopen an unposted batch.
Select and edit an existing, unposted invoice.
Sage Accpac ERP
Lesson 3: Edit an Invoice to Add a Payment Schedule
Change the payment terms for the invoice.
Create and modify a payment schedule.

If you have not already done so, read the Setting Up Terms Codes
section in Chapter 2 in the Accounts Receivable Getting Started manual,
and the Assigning Multiple Payments to Invoices section of Chapter 2 in
the Accounts Receivable User Guide.
Recall the Invoice and Change the Terms Code
1. If necessary, open the Invoice Entry form. (Choose Invoice Entry from
the Transactions folder.)
2. Open the batch that you created in Lesson 1.
To open an existing batch, you can either:
or
Type the batch
number
Select the batch from the Finder next to the Batch field. (Click the
Finder icon or press F5 with the insertion point in the Batch field.)
Type the number of the batch in the Batch Number field, then click
another field or press the Tab key.
Click the navigation buttons for the Batch Number field until the
batch number you want appears.
3. Entry 1, the open invoice you need to edit for customer 1105, Oakland
Bargain Mart, is already displayed.
To recall a different open document from the one displayed, you would
type its number in the Entry Number field or select it from the Finder.
4. Click the Terms tab, and then click the Terms Code field, so you can
select another terms code.
5. Type P90 in the Terms Code field and press Tab, or select the code
from the Finder.
The P90 terms code is set up to divide an invoice total into three
payments, set 30 days apart, with 50% of the total due in the first
payment, 30% due in the second payment, and 20% due in the third
payment. When you change the terms code, the payment schedule
appears.
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323
Accounts
Receivable
In this step, you recall the invoice so that you can change the terms code
to a code that creates a payment schedule.
Accounts Receivable
Modify a Payment Schedule for an Invoice

In this step, you use the Terms tab to modify the payment schedule so
that the first payment is due 60 days after the invoice date, followed by
two other payments, each due 30 days apart.
A payment
schedule on the
Terms tab of the
Invoice Entry form
To modify the payment schedule:

1. In the As Of Date field, type July 29, 2010 in the date format your
company uses, to change the starting date for the schedule. You can
also select the date from the calendar associated with the field.
If you get a message asking you to confirm the date, check that you
entered it correctly, and then click Yes.
Accounts Receivable will recalculate the payment schedule and insert
new dates for all of the payments.
You cannot increase the number of payments in a schedule, except by
changing the definition of this terms code in the terms code record.
To reduce the number of payments in a schedule you are entering with
an invoice, allocate the total due to as many payments as you need,
then enter zeros for the remaining payment lines.
Changing payment
amounts
You can also change the amounts due for each payment and change
the discount information. However, if you wish to make this type of
change, it is better to use a terms code that specifies the correct
payment percentages and discount rates that you want to use, rather
than to alter them on the Terms tab.
2. Check your entries, and then click Save to save the modified invoice.
3. Click Close to close the Invoice Entry form.
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Sage Accpac ERP
Lesson 4: Post an Invoice Batch and Print Reports
Revise Batch Contents

You can add, modify, and delete transactions, change any of the
information associated with a batch, or delete the batch, until you mark
the batch Ready To Post and post it (unless you restrict batch editing in
the Options form or with passwords).
To correct or change entries in a batch:
To select an earlier or later document in the batch, click the navigation

buttons beside the Entry Number field.
Delete a detail line
To delete a detail line, highlight the line you want to delete, and then
press the Delete key on your keyboard. If a message appears asking
you to confirm the deletion, click Yes.
Delete all details or

the entire
document
To delete all the details in the entry, click the Delete button. If a
message appears asking you to confirm the deletion, click Yes. The
invoice and all its entries will be deleted.
Deleting batches
If you need to delete a batch, use the Invoice Batch List form.
Highlight the batch you want to delete, and then click Delete.
You can reopen an unposted batch by typing its number in the Batch
Number field or by selecting it from the Finder. You can recall an
unposted invoice by typing its number in the Entry Number field or
selecting it from the Finder.
To add a payment schedule to an invoice, you must select a terms

code that includes a payment schedule.
You can specify the starting date for a payment schedule, and then
automatically calculate new due dates for each payment.
You can change the amounts and due dates in a payment schedule,
but cannot change the number of payments set by the terms code.

After entering documents such as invoices and credit notes, you would
normally take the following steps to finish processing the transactions:
1. Print and check the batch listing. Correct the batch, if needed, and
then reprint the listing.
2. Print and check the invoices or credit notes.
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325
Accounts
Receivable
Select a document
Accounts Receivable
3. Set the batch status to Ready To Post.

4. Post the batch.
5. Print and check the posting journal.
This lesson guides you through these steps, and shows you how to print to
your screen, in case it is not convenient for you to print tutorial exercises
to a printer. You can use a printer, if you prefer.
Print a batch listing.
Print an invoice or credit note.
Post an invoice batch.
Print and check a posting journal.
If necessary, start Sage Accpac, open the sample data, and set the
Session Date to June 30, 2010.
Select Preview (on screen) as the printing destination, as follows:

a. From the Sage Accpac Desktop, select the the File menu, and click
Print Destination.
b. From the Print Destination form, select Preview.
c. Click OK.
Review the Listing Batches, Posting Batches, Printing Audit Trail

Reports of Batches, and Printing Invoices, Credit Notes, and Debit
Notes sections of Chapter 2 in the Accounts Receivable User Guide.
Print a Batch Listing

In this step, you will print a listing of a batch you created in Lesson 1, or
of another batch in the sample data, if you did not do Lesson 1. You
should always list batches before posting them, correct any errors in the
batches (and reprint the listings), then attach the listings to their
corresponding source documents and file them as part of the audit trail.
There are three methods by which you can open the Batch Listing form to
print a batch listing in Accounts Receivable.
326
Choose Invoice Batch List from the A/R Transactions folder, select the
batch you need, and then click Print on the File menu or click the Print
button.
Sage Accpac ERP
Choose Batch Listing from the Transaction Reports folder.
On the Invoice Entry form, select the File menu, and click Print Batch
Listing Report.
The steps in this section assume you are printing to your screen. Sample
Company would not normally print batch listings on the screen because
company procedures require that copies of listings be printed on paper
and filed as part of the audit trail.
To print a batch listing:
1. Choose Invoice Batch List from the A/R Transactions folder to open the
Invoice Batch List form.
3. Click the Print button, or click Print from the File menu, to open the
Batch Listing form.
The Batch Listing
Report form
4. Use the Finder next to the Batch Number From and To field to select
either the batch you used in Lessons 1 and 3 or the batch you used in
Lesson 2. Type the same number in both the From and To fields. (By
default, the batch you selected will be in the From and To fields in the
Print form.)
This step ensures that only one batch will be listed.
You can also specify another batch or a range of batches for printing,
or select batches by a range of dates, and by type, and status.
To learn more about the options you can select to print a batch listing,
press F1 to open a Help window.
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Accounts
Receivable
2. Select a batch.
Accounts Receivable
5. If you selected the batch in which you entered a payment schedule in

Lesson 3, select the Show Schedules option to include the payment
information on the batch listing. Also select Show Comments and
Show Sales Split.
6. Select Entered for the Type, and select Open for the Status.
7. Click Print to begin printing the listing.
8. Review the information on the batch listing.
If you printed the batch you created in Lesson 1, compare it to the
sample invoice in Figure 3.1 to be sure all information and figures
match. If you printed the batch you created in Lesson 2, compare it to
the sample credit note in Figure 3.2.
Correcting errors
in a batch
9. If you find mistakes in the batch, select Invoice Entry from the A/R
Transactions folder and reopen the document (invoice or credit note)
by typing its entry number in the Entry Number field on the Document
tab. Correct any errors, and then reprint the batch listing.
For more information about batch listings, see Chapter 7, Reports, in
the Accounts Receivable User Guide.
10. Click the Close button at the top right of the screen to close the Batch
Listing form and return to the open batch in the Invoice Entry form.
Print an Invoice or Credit Note

In this step, you print an invoice or credit note to compare it to the
sample invoice or credit note used earlier in this chapter. If everything
was entered correctly, the document printed should look like the
document in the corresponding sample.
The sample invoice and credit note are designed to be printed on standard
8" by 11" paper.
To print an invoice or credit note:
1. Choose Invoices from the A/R Transaction Reports folder.
The Invoice
Printing form
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Sage Accpac ERP
You can also click Print on the File menu in Invoice Entry to open the
Invoices form.
2. Fill in the fields as follows:
Use Invoice. Accept the default setting.
When printing an invoice, credit note, or debit note, choose from one
of two standard Accounts Receivable forms, or, if available, a
customized form. The last form used for printing invoices is the default
setting. Click Browse to select a different form.
Use ARDINVO.RPT for printing to a laser printer, and
ARDOTINV.RPT if printing to a dot matrix printer.
Reprint Previously Printed Invoices. Select this option to reprint
invoices. If this check box is cleared, only invoices not printed
previously will be available.
You can also reprint posted invoices, credit notes, and debit notes
(unless they are fully paid and you have cleared history).
Select By. Indicate whether you wish to select a range of invoices by
Batch and Entry Number or by Customer and Document Number. The
bottom portion of the form changes depending on your selection.
If you selected the Batch/Entry No. option, also provide:

Batch No. Enter numbers (or use the Finder) to define the range
of batches from which you are printing invoices, credit notes, or
debit notes. Enter the same batch number in both the To and
From fields if you want to print documents within a single batch.
Entry No. If you selected a single batch in the To and From Batch
Number fields, enter a range for the first and last documents you
wish to list. To print a specific document, enter the document
number in both fields. To print all documents in the selected batch,
leave the From field empty and enter Zs in the To field.
If you click the Customer/Document No. option, also provide:

Customer No. Enter numbers (or use the Finder) to define the
range of customers for which you are printing invoices, credit
notes, or debit notes.
Document No. Enter a range for the first and last documents you
wish to print. To print a specific document, enter its document
number in both fields. To print all documents in the selected batch,
leave the From field empty and enter Zs in the To field.
Delivery Method. Accept Print Destination in this field to print the

invoice to the default print destination. You can also use the delivery
methods specified in customer records (such as e-mail).
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Printing posted
documents
Accounts Receivable
3. Click Print to print the invoice or credit note.

If using preprinted forms (and printing to a printer), you can click the
Align button to ensure the forms are correctly inserted in the printer.
Printing test copies

to check form
alignment
4. If you printed the invoice or credit note that you entered in an earlier
lesson, compare it with the corresponding sample document shown in
Figure 3.1 or 3.2.
If the two documents do not match, edit the invoice or credit note to
correct it, using the Invoice Entry form and the instructions you
followed in Lesson 1, 2, or 3. Then use the Invoices form to reprint it,
this time selecting the Reprint Invoices check box.
Reprinting documents
5. Click Close to remove the invoice from the screen and return to the
Invoice Printing form.
6. Click Close to exit the form when finished.
Post an Invoice Batch

In this step, you select the Ready To Post option in the Invoice Batch List
form, and then use the Post Batches form to post the batch that you
added in these lessons.
The Invoice Batch List form provides information about each batch,
including status (Open, Ready To Post, or Posted), type (Entered,
Generated, Imported, or Recurring), and when it was created and last
edited. This information helps you decide which batches are ready for
posting. For more information about using the Batch List form, see the
Accounts Receivable User Guide.
Before you can post a batch, you must change the status to Ready To Post
in the Batch List form. You can post individual invoice batches from the
Invoice Batch List form, or, if you wish to post a range of batches, you can
use the Post Batches form.
During the posting process:
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Posted transactions are added to customers accounts.
Statistics are updated in the customer, customer group, and national

account records. When posting documents with item details and sales
splits, statistics in the Items and Salespersons forms are also updated,
if the option to accumulate those statistics was previously selected.
General ledger transactions are created, if the option to create these

transactions during posting was selected in Accounts Receivables G/L
Integration form.
Sage Accpac ERP
Backing up
Unique sequences are assigned to posted transactions, which produces

a posting journal, the audit trail report of all transactions posted
together.
An error batch is produced if there are incorrect entries that cannot be

posted.
You should back up your accounting data before posting if working with
critical data. Since the posting process can take some time to complete,
the risk of losing data through a power surge or equipment failure is
increased.
To post a batch:
Prepare the batch
1. In the A/R Transactions folder, choose Invoice Batch List.

2. In the row for the batch you selected at the beginning of this lesson,
double-click the Ready To Post cell to change the Ready To Post switch
to Yes.
In this lesson you will post the batch from the Post Batches form.
However, you can post a batch without leaving the Invoice Batch List
form simply by selecting a batch and then clicking the Post button.
3. Click Close to close the Invoice Batch List form.
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It is not necessary to protect the sample data, unless you want to practice
backing up. See the instructions in the Checking Data Integrity and
Making Backups chapter in the System Manager User Guide for more
information. If you are on a network, consult your administrator or
supervisor before backing up data.
Accounts Receivable
4. From the A/R Transactions folder, choose Post Batches.
5. Make sure Invoice is selected as the Batch Type.

6. In the Post The Following Batches section, select Range to display the
range fields, and then enter the number of the batch that you created
in both the From and To fields.
7. Click Post to post the transactions.
You see messages telling you which transactions are being posted,
followed by a message telling you that posting is completed and that
general ledger transactions have been created. (Sample Company
uses the option to create general ledger transactions during posting.)
8. Close the Message box, and then click Close to exit the Post Batches
form.
Print a Posting Journal

Sample Company prints the posting journal immediately after posting
batches, verifies the report to the batch listing, and then files it with other
posting journals.
The journal is the audit trail report of the posted entries.
To print the posting journal:
1. Choose Posting Journals from the A/R Transaction Reports folder.
The revaluation
options appear if
you are using the
multicurrency
sample data.
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2. Select options as follows:

Select Posting Journal. Select Invoice.
Sort By. Select Batch/Entry Number to print the journal in the same
order as the batch listing, so you can easily compare the two reports.
From Posting Sequence and To Posting Sequence. Type the
number shown in the To Posting Sequence field in both fields. (This is
the sequence number assigned when you posted the batch, earlier in
this lesson.)
Posting sequence
number
Accounts Receivable assigns a posting sequence number to all batches

posted together, and to each posted detail.
When you consolidate details, the posting sequence portion of the

entry number is lost, because details from more than one posting
sequence can be included in a single consolidated detail.
Reprinting journals
When you print journals for a range of posting sequences, Accounts

Receivable automatically omits journals you have already printed. If
you want to reprint all the journals in the range of posting sequence
numbers, select the Reprint Previously Printed Journals option.
You can also select options to include other information in the report:
If you use Sage Accpac Project and Job Costing, you can include
job details.
If you use Sage Accpac Transaction Analysis and Optional Field

Creator, you can include optional field information.
You can also include the detailed reference and description for the
transactions, if you wish.
3. Click Print to print the journal.

4. Review the posting journal and compare it to the batch listing you
printed earlier. Check that all transactions were posted. (To scroll the
report so you can look at all of it, click the scroll arrows, or use the
arrow keys on your keyboard.)
5. To close the journal and return to the Posting Journals form, click the
Close button at the top right of the screen.
6. Click Close to leave the Posting Journals form.
For more information about the posting journal, see Chapter 7,
Reports, in the Accounts Receivable User Guide.
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Accounts
Receivable
You can use the number to track the details from the G/L Transactions
report back to the source documents, if you do not consolidate details
during posting.
Accounts Receivable
Reset the Print Destination

If you changed your usual print destination as instructed in this lesson,
change it back using the following instructions.
1. From the Sage Accpac Desktop, choose Print Destination from the File
menu.
2. Under Print Destination, select your normal printing destination.
3. Click OK to save your selection.
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You can print batch listings from:
The Invoice Batch List, which you choose from the A/R
Transactions folder.
The Batch Listings form, which you choose from the A/R
Transaction Reports folder.
You can print a listing for one batch or for a range of batches.
You should reprint batch listings for every edited batch.
Use the Invoices form to print invoices, debit notes, and credit notes,
and you can print these documents even after posting.
You should back up your Accounts Receivable data before posting

batches.
Select the Ready To Post option for batches that you want to post
using the Post Batches form. When using the Invoice Batch List to post
a single batch that is not marked Ready To Post, a message appears
prompting you to choose whether to post or not.
Post individual batches using either the Post Batches form or the
Invoice Batch List form. If you wish to post a range of batches, you
must use the Post Batches form.
Use the journals to trace posted transactions back to the batch listing
and source documents. (If you keep transaction history, you can also
drill down from posted transactions in the Sage Accpac General Ledger
to the original entries in the subledgers.)
Sage Accpac ERP
Lesson 5: Enter Receipts to Prepare a Deposit Slip

Each business day, Sample Companys receivables clerk enters the days
check, cash, and credit card receipts in the Quick Receipt Entry form, and
then prints a deposit slip.
In this lesson, you will enter the receipts for deposit from the
June 30, 2010 business day, and print the deposit slip.
Create a receipt batch.
Record the Receipt, Prepayment, Unapplied Cash, and Miscellaneous

Receipt transaction types.
Print a deposit slip.
Prepare to print
If necessary, start the Accounts Receivable sample data and type June
30, 2010 as the session date.
Read the Preparing Deposits section in Chapter 2 of the Accounts

Receivable User Guide.
If you wish, select Preview as the printing destination, as described at

the beginning of Lesson 4, earlier in this chapter. You can also print to
your printer, if you prefer.
To produce a deposit slip:

1. Choose Quick Receipt Entry from the A/R Transactions folder.
Use the Quick Receipt Entry form to add receipts quickly and print a
deposit slip right away for deposit to the bank. You can apply the
receipts to documents afterwards using the Receipt Entry form.
Alternatively, you can use the Receipt Entry form to add the receipts,
and apply them to documents at the same time.
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Accounts Receivable
The Quick Receipt

Entry form
The Bank field identifies the bank account to which you will deposit the
batch receipts.
The Currency field appears only in multicurrency ledgers. All deposits
entered in a batch are assumed to be in the selected currency. When the
batch currency is not the functional currency, the Rates button becomes
active.
The Deposit Number is assigned when you enter and save deposits. If you
use the Allow Printing Of Deposit Slips option, the Deposit Slip Printed field
is updated when you print the deposit slip.
Use the Print Receipt button to print the deposit slip for the batch. This
button appears only if you use the option to print deposit slips. The button
is inactive (dimmed) until you add receipts for deposit to the batch.
2. Click the New button next to the Batch Number field to create a new
batch.
Description (beside the Batch Number field). Type Deposits - June
30, 2010.
Batch Date. Enter June 30, 2010, or select the date using the
calendar next to the Batch Date field.
Bank. Type SEATAC as the bank code, and then press the Tab key,
or use the Finder to select the bank code.
Multicurrency
ledgers
Default Currency. This field appears only when using multicurrency

accounting. The statement currency for the selected bank code
automatically appears.
Change the currency code only if the receipts you want to enter are in
another currency. However, the selected bank account must be set up
to accept the currency you want to use. Click the Finder next to the
Default Currency field to see which currencies are available for the
bank.
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Deposit Number. Click the New button beside the Deposit Number
field to let the program assign the next deposit number specified on
the A/R Options form.
Accounts Receivable also lets you select an existing deposit number,
so you can consolidate a number of receipt batches into one bank
deposit.
4. Add the receipt deposit information as follows.
You can add four types of transactions for deposit in Quick Receipt
Entry, and you can also apply prepayments or credit notes to invoices.
This lesson includes instructions for adding the following receipt types:
Prepayment such as a deposit on an invoice you have not yet

posted. Enter all the information for the transaction on this tab. For
prepayments, you must specify a document number, purchase order
number, or sales order number.
Unapplied Cash receipts from customers that do not indicate what
the customer is paying. You can apply this transaction type to a
document or account later, using the Receipt Entry form.
Miscellaneous Receipt money that does not affect customer
accounts, such as payment for a personal telephone call. You
distribute a miscellaneous receipt directly to general ledger accounts,
as described later in this lesson.
The Quick Receipt
Entry form with a
new batch selected
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Accounts
Receivable
Receipt payments received from customers for specific documents

(usually invoices) or on account. Accounts Receivable lets you enter
enough information in the Quick Receipt Entry form to print the
deposit slip (so you can deposit the receipt in the bank), and then
complete the transaction information in the Receipt Entry form, as
described in Lesson 6.
Accounts Receivable
Multicurrency
fields
If you use multicurrency accounting, you also see a Rates button that
you can use to change the exchange rate information for
multicurrency transactions, banks, or customers.
Enter a Receipt Transaction for Deposit

In this step, you enter two receipts that apply to specific documents,
recording the check stubs in Figures 3.3 and 3.4 and adding only the
information that is needed to produce the deposit slip.
Note that the columns on your screen may not appear in the order used in
these instructions if someone has moved columns around.
Astral Construction Co. Ltd.
Check No. 236-1149
418 Canal Drive

Austin, TX
78767-6112
(306) 555-7112
Cust. No.
1550
Document No.
Document Date
Document Total
IN7601
CN0102
IN7714
IN7810
05-30-10
06-05-10
06-10-10
06-15-10
Total:
Date:
06-27-10
Paid to: The Sample Company

Discount
Amount Paid
500.00
-78.60
264.90
355.20
500.00
-78.60
264.90
355.20
1041.50
1041.50
Figure 3.3 The check stub for the first Receipt transaction that you add in this
section, and later apply in Lesson 6.
To add a Receipt deposit:

1. Add the following information to the Quick Receipt Entry form for each
Receipt transaction type:
Transaction Type. A Receipt line is automatically displayed, so you
do not need to select the transaction type. (If a new line is not
displayed, press the Insert or Tab key.)
Customer Number. Type (or select from the Finder) 1550, the
customer number that appears on the first check stub for Astral
Construction.
Payer. The correct name (Astral Construction Co Ltd.) should already
appear if you previously entered the proper customer number.
Sample Company normally changes the information in this column
only when they receive payment from a third party (someone other
than the customer).
Payment Code. If it is not already displayed, type (or select from the
Finder) CHECK.
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Sample Company uses CHECK as the default receipt type in the

Options form because most of their customers pay by check.
Check/Receipt No. Type 236-1149, the check number on the stub.
Receipt Date and Posting Date. Type June 30, 2010 in the date
format your company uses, or accept this date if it already appears.
Sample Company uses the Receipt Date field to record the date they
received the check. However, your company may want to record
another date, so be consistent with the dates you enter.
Description. Type Paying three invoices.

Amount. Type 1041.50, the total amount paid on the stub.
Later in Lesson 6 you can apply this receipt to the invoices.
Starting a new line
Saving your work
2. Press the Insert key to start the next line, or use the Tab key to
advance cell by cell to the next lines Transaction Type field.
Each line is automatically saved when you move to a new line. You do
not have to save each line individually
3. Repeat the previous steps to enter the information on the check stub
in Figure 3.4. Select Receipt as the transaction type and make up a
description or leave the field blank.
THE PAPER HANGERS
Cust. No.
8830
824 Hill Street

Roanake, VA
24002-2013
Vendor No.
506
REFERENCE NUMBER
IN7602
Name:
Sample Company
INVOICE DATE
06-01-10
TOTAL
GROSS AMOUNT
Check Number:
900601
Check Date: 06-27-10

DISCOUNT
AMOUNT PAID
382.46
382.46
382.46
382.46
Figure 3.4 The check stub for the Receipt transactions you add on your own
in this section, and later apply in Lesson 6.
Enter a Prepayment for Deposit

Sample Company has received a prepayment (deposit) on an order they
have not yet invoiced. As a result, an invoice number cannot be assigned
to the payment. However, the customers purchase order number can be
used, and the receipt can be entered as a Prepayment transaction type.
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Accounts Receivable uses the posting date to determine the fiscal year
and period to which to post the receipt. (Check that 2010 is entered
as the year and 6 is entered as the period.)
Accounts Receivable
If you do not have an invoice number, purchase order number, or sales

order number to identify the prepayment, you can enter the receipt as an
Unapplied Cash transaction type (as described later in this section).
Instead of using the A/R Quick Receipt Entry form, you can also enter
prepayments using the Invoice Entry form, as described previously in
Lesson 1.
In this step, enter the prepayment that is listed on Sample Companys
Prepayment/Deposit form in Figure 3.5.
Cust. No.
1580
Figure 3.5 The control sheet for the following Prepayment transaction.
To enter a prepayment for deposit:

1. Press the Insert key to start the next line, or use the Tab key to
advance through the cells on the current line to the next lines
Transaction Type field.
2. Fill in the Deposit entry grid as follows.
These are all the cells you need to enter a Prepayment deposit. Other
cells will be used when entering unapplied cash deposits and
miscellaneous receipts.
Transaction Type. Select Prepayment using the drop-down list of
choices in the field (click the cell and the down arrow appears).
Customer Number. Type (or select from the Finder) 1580, the
number for Break-Away Designs.
Payer. The correct name for Break-Away Designs is already entered
in this field.
Payment Code. Type (or select from the Finder) CASH.
Check/Receipt No. Leave this field blank to let Accounts Receivable
automatically assign a receipt number.
Sample Company uses Accounts Receivable to automatically assign
numbers to all receipt transactions that do not have check numbers.
The number that is assigned is a combination of the batch number and
the entry number of the transaction.
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Receipt Date and Posting Date. Type June 30, 2010 or select it
from the calendar.
Description. Type Deposit to reserve equipment.
Amount. Type 100.
Apply Prepayment By. Select PO Number from the list using the
arrow that appears when you click the cell, or type the initial letter of
your choice and the correct entry should appear.
This column, used only for Prepayment transaction types, identifies the
kind of document, invoice or debit note that will be matched to the
invoice when posting the prepayment.
You cannot select this number from the Finder in this case, since
Sample Company has not yet entered an invoice containing the
purchase order number into Accounts Receivable.
Enter an Unapplied Cash Deposit

Sample Company received a check from Mr. Ronald Black, who neglected
to include a copy of the invoice he is paying, and did not note the invoice
number on the check.
Since Sample Company does not know what Mr. Black is paying for, the
check is entered as an Unapplied Cash transaction type.
When they find out exactly what the customer meant to pay, Sample
Company will apply the unapplied cash receipt to the appropriate
document number.
In this step, enter the unapplied cash receipt shown on the check stub in
Figure 3.6.
Ronald M. Black
2820 Wabash Road
Los Angeles, CA
90048
(213) 555-0274
Check No.
Date:
36149
Amount:
$575.29
06-27-10
Cust. No.
1200
Paid to: The Sample Company
Figure 3.6. The check stub used for the Unapplied Cash transaction type.
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Accounts
Receivable
Apply Prepayment To. Type 7769, the purchase order number for
the prepayment.
Accounts Receivable
To enter an unapplied cash deposit:

1. If not already on a new line, press the Insert key to start the next line,
or use the Tab key to advance cell by cell to the next lines Transaction
Type field.
2. Select Unapplied Cash as the transaction type.
3. Try entering the rest of the transaction on your own. Make up a
description for the transaction, or leave the Description cell blank.
Remember:
Accounts Receivable automatically assigns the number to the

transaction, using the prefix and next number specified in the
Options form for unapplied cash transactions. (The assigned
number appears in the Receipt Entry form when you open the
transaction.)
You do not specify a document type with the Unapplied Cash

transaction type.
Enter a Miscellaneous Receipt

A visitor placed a long-distance telephone call, sent a fax, and used the
photocopier while in the Sample Company offices, then left cash to pay for
the service.
Sample Company enters this type of receipt as a Miscellaneous Receipt
transaction type, which does not require a customer number.
Miscellaneous receipts are also used to record a payment at the time of
purchase for regular customers, letting you process the invoice and the
receipt at the same time.
In this step, record the receipt in the Quick Receipt Entry form, then open
the Receipt Entry form to specify the general ledger accounts to which
Sample Company posts this type of transaction.
Figure 3.7 The control sheet used to enter the Miscellaneous Receipt transaction.
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To process a miscellaneous receipt:

Enter the deposit
1. Fill in the Deposit Entry columns for which information is entered on

the sample control sheet in Figure 3.7.
Remember to:
Select Miscellaneous Receipt as the Transaction Type.
Omit the customer number (miscellaneous receipt transactions do

not use customer numbers).
Select CASH as the receipt type.
Enter the total on the control sheet as the amount.
Type J. Chang in the Payer Name field.
Type Use of office equipment in the Description field.
Accounts
Receivable
Distribute the
receipt
2. With your Miscellaneous Receipt line highlighted, click the Open

button, to open the Receipt Entry form and distribute the receipt.
The Receipt Entry

form with
Miscellaneous
Receipt as the
transaction type
Some fields are already filled in with the information entered in the
Quick Receipt Entry form.
3. Fill in the first line in the detail grid as follows:
Dist. Code. Leave this column blank, since none of the distribution
codes used in Accounts Receivable apply to miscellaneous receipts.
Description. Type Use of telephone & fax.
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343
Accounts Receivable
Account. Type (or select from the Finder) 4230-200-40, the number
for the general ledger Miscellaneous Income account.
Amount. Type 22.50.
Sample Company does not use a reference for this type of transaction,
so you have finished entering the first line of the miscellaneous
receipt.
4. Press the Insert key to start a new line, and then enter the second line
of miscellaneous receipt from Figure 3.7.
When finished, the form should look similar to the following image.
5. Ensure the Receipt Undistributed field is zero for the miscellaneous

receipt. You cannot post the receipt until the receipt total is completely
distributed.
If an amount remains undistributed, ensure you have entered the
correct totals in the Amount column.
6. Click Save, then click Close to return to the Quick Receipt Entry form.
With this step, the entry and distribution of the miscellaneous receipt
is completed.
Print the Deposit Slip and Batch Listing

In this step, you will print the deposit slip and batch listing for the receipts
added earlier in this lesson. Use the deposit slip and listing to check that
you correctly entered the days deposits.
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To print the deposit slip:

1. Open the Receipt Entry form, if it is not open, and open the batch in
which you entered the receipts for deposit.
Notice that the Deposit button is now active. When you first create a
batch, the Deposit button is dimmed because you cannot use it until
receipts are added to the batch.
2. Click the Deposit button to display the Print Deposit Slips form, and
then click Print.
If Preview is still selected as the Print Destination, the deposit slip
appears on screen. To print the deposit slip using a printer, select File
then Print Setup from the menu bar on the Print Deposit Slips form.
You can also print using the Deposit Slips icon from the Processing
Reports folder. See Printing Deposit Slips in Chapter 5 in the
Accounts Receivable User Guide for more information.
Also see Bank Deposit Slips in Chapter 7 in the Accounts Receivable
User Guide.
3. Close the preview window if displayed on your screen, and then close
the Print Deposit Slips form to return to the Quick Receipt Entry form.
4. Click Close to close the Quick Receipt Entry form.
To print the batch listing:
1. Choose Batch Listing from the A/R Transaction Reports folder.
2. When the Batch Listing Report form appears, ensure the proper
information appears for the batch you want to print.
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Accounts
Receivable
If you added entries to the receipt batch only to apply previously

posted documents (such as credit notes and unapplied cash
transactions) to other posted documents (such as invoices), the batch
will contain no deposits, and the Print Receipt button will remain
inactive (dimmed).
Accounts Receivable
a. Select Receipt under the Batch Type section.

b. Type the number of the batch used in this lesson in both the From
and To (Batch Number) fields.
c. Enter June 30, 2010 as the date in both the From and To (Batch
Date) fields, or use the calendar to select the date.
d. in the Type section, select Entered as the batch type, and clear all
other choices.
e. In the Status section, select Open as the batch status, and clear all
other choices.
f.
Click Print.
3. After printing, close the Batch Listing form.

For more information about printing batch listings, see Listing Receipt
and Adjustment Batches in Chapter 5 of the Accounts Receivable User
Guide. You can also see a sample batch listing in Chapter 7 of the
Accounts Receivable User Guide.
Compare the deposit slip and batch listing to source documents:
1. When you have printed the deposit slip and batch listing, compare
them to the sample check stubs and control sheets used in this lesson.
Check the batch total against the total on the sample deposit slip as
well, and ensure they match.
2. If the totals do not match, correct the amounts you entered in the
Quick Receipt Entry form, following the steps you used to enter the
transactions, and then reprint the deposit slip and batch listing.
3. If open, close the Quick Receipt Entry form.
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Lesson 6: Apply Receipts and Reconcile Accounts
You have now completed the task of entering deposits and printing a
deposit slip and batch listing.
Reset the printing
destination
If you do not plan to go on to Lesson 6, you should reset your printing

destination, (if changed to Preview during this lesson). See Reset the
Printing Destination at the end of Lesson 4 for instructions.

You can enter receipts for deposits and print the deposit slip without
fully applying all receipts to documents.
Transaction lines are automatically saved in the Quick Receipt Entry

form when you tab out of the line, select another line, or click a
button.
Different columns in the Quick Receipt Entry form are used by different
transaction types.
You can enter your own check or receipt number or let Accounts
Receivable assign one for you.
You can use either one of the receipt entry forms to print deposit slips
if you selected the Allow Printing Of Deposit Slips option in the A/R
Options form.
You can also choose the Deposit Slips icon from the Transaction
Reports folder to print deposit slips, either before or after you post the
corresponding receipt batches.

Once receipts have been processed for deposit, Sample Companys
receivables clerk applies receipt transactions to pay invoices or adjust the
balances of customer accounts.
At the same time, the receivables clerk also applies other posted
documents (such as credit notes, prepayments, and unapplied cash
transactions) to existing documents in customer accounts, and adjusts
other documents as instructed by the companys accounting department.
In this lesson you will:
Apply a receipt to pay invoices for the head office of a national account
and its branch stores.
Apply a receipt you entered in Lesson 5 and write off an outstanding

balance.
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347
Accounts
Receivable
Accounts Receivable
Use Auto Apply to automatically apply a receipt to a balance-forward

account.
Print reports and post the batch.
These steps let you practice with most of the features and options on the
Receipt Entry forms, and with the option to enter adjustments in receipt
batches.
Apply Receipt transactions using Select and Direct modes.
Automatically apply a receipt to a balance-forward customer account.
Adjust a document without leaving Receipt Entry.
Apply one posted document to another (reconcile the documents).
Prepare to print
If necessary, start the Accounts Receivable sample data and set the
Session Date to June 30, 2010.
Complete Lesson 5, earlier in this chapter.
Read Applying Previously Posted Transactions to Customer Accounts,

and Adjusting Selected Documents in Chapter 2 of the Accounts
If you wish, select Preview as the printing destination, as described at

the beginning of Lesson 4, earlier in this chapter. You can also print to
your printer, if you prefer.
Apply Receipts to Customer Accounts

To apply receipts:
1. From the A/R Transactions folder, choose Receipt Entry.
2. In the Batch Number field, type the number of the batch you created
in Lesson 5 or select it from the Finder.
3. Click the New button beside the Entry Number field to create a new
receipt entry.
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Sage Accpac ERP
The Receipt Entry

form
Accounts
Receivable
Use Select Mode to Apply a Receipt Transaction for a National Account

In these steps, you use Select mode to apply a check from the Bargain
Mart Stores head office to four documents issued to the main store and
its two branch stores.
Use the information on the check stub in Figure 3.8 to apply the check
total.
Bargain Mart Stores
Check No.
Date:
Bargain Mart Plaza

Corner 182nd and 34th Street
Anytown, CA 45112
(408) 451-8981
Store
Document No.
Barmart
San Diego
San Diego
Oakland
IN7801
CN0012
IN7867
IN7870
Paid to:
Date
Document Total
05-30-10
06-05-10
06-10-10
06-15-10
Total:
422-3198
06-27-10
Sample Company
Amount Paid
500.00
-78.60
264.90
355.20
500.00
-78.60
264.90
355.20
1041.50
1041.50
Figure 3.8. The check stub from Bargain Mart Stores national office lists the
branch stores and documents covered by the check.
1. Fill in the top half of the form as follows:

Description. Enter Paying all accounts.
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349
Accounts Receivable
Transaction Type. Select Receipt.

Receipt Date and Posting Date. Type June 30, 2010 or select the
date from the calendar associated with the fields.
Customer Number. Type BARMART, and then press the Tab key, or
use the Finder to select BARMART. (Be sure to select the National
Office from the Finder, not a branch store.)
When you choose the head office of a national account as the
customer, you can list all the outstanding documents issued to the
head office and its branches, and automatically insert the correct
payer name.
If you had received the check from one of the Bargain Mart branch
stores to pay its own account, you would have entered the customer
number of the store, rather than the head office.
Payment Code. If CHECK is not already displayed, type CHECK or
select it from the Finder.
Receipt Amount. Type 1041.50.
Using Select mode
2. Choose the Select Mode checkbox.

Select mode lets you specify the order in which to list the customers
outstanding documents, so you can easily find the documents to which
you want to apply payments.
3. Choose the following options for listing invoices and credit note listed
in the grid on the Receipt Entry form:
Document Type. Select All from the list, if it is not already selected.
This choice ensures that both invoices and credit notes appear in the
grid on the form.
Order By. Select Document Number from the list. This choice lists
the documents in the national account by their document numbers.
You can select the default order for this field using the Default Order
Of Open Documents option in the A/R Options form.
Skip the Starting Customer Number and Starting Document Number
fields, because you want to see all the open documents for all
customers in the national account. You would use these fields to
indicate the first document number you want to see or to list
documents for just one of the customers in a national account.
4. Click the Go button to list the national accounts documents.
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Sage Accpac ERP
Display more rows

and columns
5. Drag the lower edge of the form down to display more open
transactions in the Bargain Mart national account. (You can also drag
the right edge of the form and narrow the columns to display more
fields, as shown here.)
Accounts
Receivable
6. In the Apply column, double-click or press the space bar to enter Yes
for the rows that contain the invoice numbers and the credit note
shown in Figure 3.8.
7. Click Add to complete the transaction.
Notice that zeros now appear in the Unapplied fields (Customer and
Receipt) in the upper half of the form.
With Select Mode unchecked, scroll through the form to the Net
Balance column. The amounts are zeros for the three invoices and the
credit note.
When you add a cash or check receipt transaction in the Receipt Entry
form, Accounts Receivable automatically adds it to the deposit slip for
the batch. You can also view it in the Quick Receipt Entry form.
Apply a Receipt and Adjustment to an Invoice
In this step, you apply the Receipt transaction you entered for The Paper
Hangers in Lesson 5, then write off the ten cents by which the customer
underpaid the account.
Do not use Select mode to apply the check. Use the Miscellaneous
Adjustment Entry form to write off ten cents.
Workbook
351
Accounts Receivable
Check data
integrity
Remember to check your Accounts Receivable data using Check Data

Integrity in Sage Accpac Administrative Services, and make a backup
copy whenever you make large changes to your accounting data.
THE PAPER HANGERS
Cust. No.
8830
824 Hill Street

Roanoke, VA
24002-2013
Vendor No.
506
REFERENCE NUMBER
IN7602
Name:
Check Number:
Check Date: 06-27-10
Sample Company
INVOICE DATE
06-01-10
GROSS AMOUNT
900601
DISCOUNT
382.46
AMOUNT PAID
382.46
Should be 382.56.
Write off 10
TOTAL
382.46
382.46
Figure 3.9. The check stub showing the amount to apply to the specified invoice
and the amount to write off.
1. Do one of the following:
Opening an
existing entry from
the Quick Receipt
Entry form
If the Receipt Entry form is open, use the Finder on the Batch
Number field to select the batch you created in Lesson to select the
entry number for the Receipt transaction for The Paper Hangers.
If the Quick Receipt Entry form is open, select the line for The
Paper Hangers, then click the Open button to open the Receipt
Entry form.
The top half of the Receipt Entry form now lists the information you
entered in the Quick Receipt Entry form for the receipt.
2. Clear the Select Mode checkbox.
3. Select IN7602 from the Finder in the Document Number column.
Note that the number 1 in the Payment Number column indicates that
there is only one payment due for IN7602.
4. Click Save to apply the receipt and complete the transaction. (The
Adjust button becomes active when you save.)
If you see a message saying the payment number is invalid, click OK
or press Enter, type 1 in the Payment Number column, then click Save
again.
The Unapplied Amount field for the Receipt transaction now shows
zeros, but the invoice still has a net balance of ten cents, which
Sample Company wants to write off.
5. Click Adjust to open the Miscellaneous Adjustment Entry form.
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Sage Accpac ERP
The Miscellaneous
Adjustment Entry
form
Accounts
Receivable
6. To write off the ten cents:

Adjust Line Number. Click the Finder, then select the first (and
only) detail for the invoice.
Reference. Type Check 900601.
Description. Type Write off invoice balance.
Account. Type 6100, the number of the Write-Offs account in the
customers account set (or select the account number using the
Finder).
Debit. Type .10 (Do not include a minus sign or parentheses).
7. Click Close to return to the Receipt Entry form.
In the lower half of the form, the net balance is now zero, and
(depending on your settings) a -.10 or a (.10) appears in the
Adjustment Amount column for the invoice.
8. Click Close to close the Receipt Entry form.
Automatically Apply a Previously Posted Unapplied Cash Receipt
In this step, you will apply the unapplied cash transaction that you
entered for Ronald Black in Lesson 5, and automatically apply it to pay
documents in Ronald Blacks account.
Before you can apply receipts, however, you have to post the receipt
batch that you entered in Lesson 5.
To post a batch of receipts:
Prepare the batch
1. In the A/R Transactions folder, choose Receipt Batch List.

2. In the row for the batch you selected at the beginning of this lesson,
double-click the Ready To Post cell to change the Ready To Post switch
to Yes.
Workbook
353
Accounts Receivable
3. Double-click the Ready to Post column for the batch that you want to
post, and then click the Post button.
You will see messages telling you which transactions are being posted,
followed by a message telling you that posting is completed and that
general ledger transactions have been created. (Sample Company
uses the option to create general ledger transactions during posting.)
To automatically apply an unapplied cash transaction:
You can use the Auto Apply option to apply posted prepayments,
unapplied cash transactions, or credit notes to a customer account.
The Auto Apply option appears on the A/R Receipt Entry form when you
choose the Select Mode checkbox for applying payments.
1. Open the A/R Receipt Entry form, select an open batch (or create a
new one), and click the New button to the right of the Entry Number
field to create a new entry.
2. Fill in the top half of the form as follows:
Description. Type Auto Apply to account.
Transaction Type. Select Apply Document.
Posting Date. Enter or accept June 30, 2010. (You cannot change
the receipt date. Accounts Receivable will fill in this field with the date
that the receipt you will select was posted.)
Customer Number. Type 1200 or select it from the Finder.
Document Number. Select the unapplied cash transaction from the
Finder (for check/receipt number 36149).
Unapplied Amount. Accounts Receivable displays the unapplied
amount.
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Sage Accpac ERP
Auto Apply. Select the Auto Apply checkbox. Note that this is only
possible if the Select checkbox is already selected.
3. Click the Go button to apply the receipt.
The receipt is applied to the transactions that are displayed in the list
at the bottom of the screen. (Yes appears in the Apply column if an
amount has been applied to the transaction.)
Scroll to the right to see the Net Balance column. The Current Balance
column will continue to show the amount previously owing until you
post the receipt batch.
If you are using the multicurrency sample data, the applied amount is
shown in the customers currency.
4. Click Add to add the transaction.
5. Click Close.
6. Click Yes when prompted to save changes to this batch.
7. If you opened the Receipt Entry form from the Quick Receipt Entry
form, the program will return you to the Quick Receipt Entry form.
Click Close.
Print Reports and Post the Batch

In this step, you print a new batch listing to check the transactions applied
in this lesson, then post the batch and print the posting journal.
To print the batch listing and deposit slip:
1. Follow the instructions under Print the Deposit Slip and Batch Listing,
at the end of Lesson 5, to print copies of the revised batch listing.
2. Check the listing and deposit slip to be sure you entered all the
transactions correctly.
3. Set the batch Ready To Post on the Receipt Batch List form.
To post the batch:
1. Choose Post Batches from the Transactions folder.
Workbook
355
Accounts
Receivable
Multicurrency
amounts
Accounts Receivable
2. Select Receipt under the Batch Type section.

3. Under the Post the Following Batches section, select Range, then enter
the number of the batch in both the From and To fields.
4. Click Post to post the transactions.
5. Messages appear indicating which transactions are being posted, and
that posting is complete.
6. If Accounts Receivable encounters any errors during posting, the
transactions containing the errors will be placed in an error batch,
which you can see in the Receipt Batch List form.
7. Click Close to close the Message box.
8. Click Close to leave the Post Batches form.
1. Choose Posting Journals from the Transaction Reports folder, then
make the following entries:
Select Posting Journal. Select Receipt.
Sort By. Select Batch/Entry Number to print the journal in the same
From Posting Sequence and To Posting Sequence. To print
posting journals only for the batch (or batches) that you just posted,
type the number shown in the To Posting Sequence field in both fields.
To print all unprinted receipt batches, accept the default posting
sequence numbers.
356
Sage Accpac ERP
printed earlier. Check that all the transactions were posted.
4. Close the Posting Journals form. (Close the report first if you are using
Print Preview.)
For more information about posting journals, see Chapter 7, Reports,
in the Accounts Receivable User Guide.
You can add new Receipt transactions using either the Quick Receipt
Entry form or the Receipt Entry form.
You can apply a single receipt from a national account head office to
pay documents for the office and all of its branches.
You can apply receipts and credit notes to invoices and other
documents using two different modes.
You can automatically apply receipts to customer accounts when the

Select Mode and Auto Apply checkboxes are chosen.
You can quickly write off amounts and distribute them to general
ledger accounts in Receipt Entry.
You set receipt batches Ready To Post from the Receipt Batch List
form.
You can post individual receipt batches right from the Receipt Batch
List form.
When you post a Receipt transaction that is not fully applied, the
unapplied amount is posted as an Unapplied Cash transaction.
Workbook
357
Accounts
Receivable
2. Click Print.
Accounts Receivable
Where To Now?
Now that you have used the major transaction-processing forms in
Accounts Receivable, you can begin processing transactions for your own
data.
For more information and instructions on processing invoice, receipt,
refund, and adjustment transactions, refer to chapters 4 and 5 in the
Accounts Receivable User Guide. See Chapter 6, Periodic Processing, in
the Accounts Receivable User Guide for information about creating
batches of recurring charges and interest invoices, and any of the other
processing steps that are part of your period-end procedures.
If you have not yet set up your own Accounts Receivable system, follow
the instructions in Chapter 3 in the Accounts Receivable Getting Started
manual.
When you are using Accounts Receivable forms, press the F1 key to
display on-line Help for the field or form that you are using.
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Sage Accpac ERP
Chapter 4
Accounts Payable
Workbook
4i
Accounts
Payable
Before You Begin ........................................................................... 4-1

Lesson 1: Enter an Invoice ................................................................ 4-2
Open the Invoice Entry Form ........................................................... 4-2
Add Invoice Header Information ........................................................ 4-4
Distribute Invoice Amounts ............................................................. 4-7
Enter and Distribute Invoice Tax Information .......................................... 4-8
Changing the Payment Terms ........................................................ 4-10
Use Optional Fields ................................................................... 4-11
Edit Exchange Rates .................................................................. 4-12
Check Invoice Totals and Add the Invoice ............................................ 4-13
Enter Prepayments with Invoices ..................................................... 4-14
Lesson 2: Edit an Invoice to Add a Payment Schedule .................................. 4-16
Lesson 3: Add a Credit Note ............................................................. 4-18
Enter Batch and Document Information for the Credit Note .......................... 4-19
Lesson 4: Print and Post an Invoice Batch ............................................... 4-22
Post an Invoice Batch ................................................................. 4-25
Print a Posting Journal ................................................................ 4-27
Lesson 5: Enter and Apply Payment Transactions ....................................... 4-29
Enter a Payment Using the Direct Mode for Payment Application................... 4-31
Edit Exchange Rates .................................................................. 4-34
Apply a Credit Note to an Invoice Using the Select Mode for Payment Application . 4-36
Lesson 6: Enter a Prepayment and Print a Miscellaneous Check ........................ 4-40
Add a Prepayment Transaction with the Payment Entry Form ........................ 4-41
Add a Miscellaneous Payment Transaction with the Payment Entry Form ............ 4-42
Print a Check from the Payment Entry Form.......................................... 4-45
Lesson 7: Generate, Print, and Post a Batch of Checks .................................. 4-48
Specify Payment Criteria, Print the Payment Register, and Generate a
Payment Batch .................................................................... 4-49
Print the Batch Listing, and Print and Post Checks ................................... 4-53
Where To Now? ........................................................................... 4-58
Chapter 4
Accounts Payable
This chapter contains seven lessons designed to familiarize you with the
Accounts Payable tasks you are most likely to perform. The lessons also
give you experience with Accounts Payable before you start to work with
your own data, and help you learn how to use Sage Accpac tools such as
Help and Finders.
Enter invoices and debit and credit notes.
Edit an invoice and add a payment schedule.
Post an invoice batch and print the associated reports.
Enter prepayments, vendor payments, and miscellaneous payments.
Print single checks.
Create a check batch.
Print and post a batch of system-generated checks.
Accounts
Payable
We suggest that you briefly review the lessons and select those that are
most useful to you. You can skip lessons that discuss tasks you will not be
doing, and wait to do others if you have difficulty using the form.
You do not need to perform most of the lessons in this tutorial in the order
that they appear.
Sample Company uses Accounts Payable together with Sage Accpac
General Ledger on a local area network. All the information you need is
included in the Accounts Payable sample data. You do not need the
General Ledger program or other Sage Accpac applications to do this
tutorial, but if you have installed and activated other programs, their icons
also appear on the company desktop.
Before You Begin

Accpac ERP and on starting and using the sample data. Chapter 1 also
familiarizes you with the Sage Accpac desktop, and explains some of
the common tools, such as the calculator and the Finder.
Workbook
41
Accounts Payable
Print out this

chapter for easy
reference
Read Chapter 2, What You Need to Know Before Using Accounts

Payable, in the Accounts Payable User Guide, for a review of the
the lessons.
Lesson 1: Enter an Invoice

The Sample Company has bought some office furniture from Grant Office
Supplies in Houston. Two of the chairs are for the Sample Companys own
reception area, and the rest of the order is going into inventory.
In this lesson, you will add and distribute the invoice, using the Invoice
Entry form. You will also use the Invoice Entry form to add a credit note
from another vendor.
Figure 4.1, later in this section, shows the invoice from Grant Office
Supplies.
Create a new invoice batch.
Add an invoice and manually enter tax amounts.
Enter a credit note and calculate tax on the transaction.
Enter a prepayment with an invoice.
Use the Finder, Help, and other Accounts Payable keys and icons.

Read the sections, Processing Accounts Payable Batches and Processing
Invoices, Debit Notes, and Credit Notes, in Chapter 2 of the Accounts
Payable User Guide, to learn how Accounts Payable handles invoice entry.
Open the Invoice Entry Form

If you have not already done so:
1. Start Sage Accpac ERP using the sample data. (Sign on using
June 30, 2010 as the session date. See Chapter 1 in this Workbook for
instructions.)
2. From the Accounts Payable folder, choose the A/P Transactions folder.
42
Sage Accpac ERP
3. Choose the Invoice Entry icon to open the Invoice Entry form.
The Document tab

of the Invoice
Entry form, ready
to enter a new
invoice
3
2
4
Accounts
Payable
6
7
c
d
e
f
g
h
i
Use the Batch Number field to select an existing batch or to create a new
batch.
Use the Entry Number field to select an entry or create a new entry.
Accounts Payable automatically assigns entry numbers.
Use these tabs to display other information for the invoice. In
multicurrency ledgers, when you specify a vendor whose currency is
different from your functional currency, the Rates tab appears, letting you
change the invoice exchange rate, rate date, and rate type. If you use
Transaction Analysis and Optional Field Creator, you can use the Optional
Fields tab to add additional information for the invoice.
The Currency field appears only in multicurrency ledgers.
You can select a detail line, and then click this button to view all the
information including tax information for the detail on one form.
The Undistributed Amount field displays a zero amount when you have
fully distributed the document total.
Use these buttons to save or delete entries, enter prepayments with
invoices, print invoices, and close the form.
Workbook
43
Accounts Payable
Create a New Batch

Accounts Payable assigns a new batch number to each new batch that you
create. This batch number is part of the audit trail for all transactions you
enter in the batch, and you cannot assign it to another invoice batch
even if you delete the batch you created.
The batch number also appears with each transaction on the posting
journal you will print in lesson 4.
When you are working with your own data, you may want to write the
batch number on the source documents you use for the batch.
Using your mouse or the Tab key to move from field to field, fill out the
batch header information as follows.
Batch Number. To create a new batch number, click the New button
next to the Batch Number field.
In the next field, type Invoices -June 30, 2010 as the batch description.
Using the batch
description
The batch description is part of the information that is displayed for the
batch in the Batch List form. Although you do not have to enter one for
each batch, the batch description is a valuable tool that helps you easily
identify batches. If more than one person enters transactions for your
company, you may also want to include the operators initials in each
batch description.
Batch Date. When you create a new batch, the current session date
appears by default in this field. (The session date is the date you entered
when you started Sage Accpac ERP and opened the sample database.)
You can change the date using the calendar button beside the date field.
Add Invoice Header Information

In this section you will add the header information from the sample
invoice in Figure 4.1. Header information is the information from the top
of the invoice that applies to all the invoice details such as the address,
the terms, the order number, and so on.
To add invoice header information:
1. Referring to the sample invoice in Figure 4.1, fill out the Document tab
as follows:
Entry Number. Accept 1 as the entry number. Accounts Payable
assigns the entry number for you, so do not type in this field when
adding a document.
44
Sage Accpac ERP
743 Wark Street

Sacramento, CA 93721
Tel: (916) 555-1422
Fax: (916) 555-2625
Date:
Jun 24, 2010
Invoice:
135187
SHIP TO:
SOLD TO:
Sample Company
123 Sample Company Plaza
Any City
Reference
Terms
PO number
Order number
Order date
Net 30
PO 86453
APR-483
Apr 18, 2010
Item number
Item Description/comments
C78-3945-1
Executive desk chair
C78-6278-2
C33-7896-1
Deluxe workstation chair

Reception arm chair
Qty
Unit price
Amount
374.50
1,872.50
10
2
115.00
350.00
1,150.00
700.00
Accounts
Payable
Your prompt payment is appreciated.
Please send your payment to:

Grant Office Supplies
743 Wark Street

Sacramento, CA 93721
Attention: Ms. Elspeth Bryant
Subtotal before taxes
3,722.50
Tax 1 5%
186.13
Tax 2 7%
260.58
Invoice Total
4,169.21
Figure 4.1. The sample invoice you enter in Lesson 1.
Workbook
45
Accounts Payable
You do not have to click the New button when you are adding the first
document in a batch, although you have to click New for each
additional document that you add to the batch.
Description. Type Purchase of chairs.
This is the description for the invoice. You can also enter a brief
description with each distribution for this invoice.
Vendor Number. Select Grant Office Supplies from the Finder list, or
type 1580, the vendor number for this vendor, and then press the Tab
key.
Vendor numbers identify vendors in Accounts Payable. If your vendor
invoice does not include the vendor number, use the Finder to select
the vendor.
Other fields on the Documents tab and on other tabs are automatically
entered with information from the vendor record (for example,
Accounts Payable retrieves the vendor address and contact
information, and it retrieves the vendor tax group on the Taxes tab
and the payment terms on the Terms tab).
Zoom
button
To check the address and contact information for the vendor, click the
Zoom button beside the Vendor Number field. You can also press the
F9 key in the field.
If you are using the multicurrency sample data, the vendors currency
code appears beside the vendor name.
Checking the
shipping location
Remit-To. To see the address to which you send invoice payments to

the vendor, click the Zoom button next to the Remit-To field, or click
the field and press F9. In this example, no other addresses are
available, since the remit-to address is the same as the vendor
address.
Accounts Payable lets you add as many remit-to locations as you need
for a vendor. These locations are displayed when you use the Finder.
You can also select any of the remit-to locations when you enter a
check to pay the invoice.
Document Type. Since Invoice is already chosen as the document
type, press Tab to move past this field.
Assigning the
invoice number
Document Number. Type IN135187. (The number 135187 is the

vendors invoice number, to which IN has been added.)
You can group all invoices together on document lists if you assign
consistent document prefixes.
Document Date. Type June 24, 2010, in the date format you use,
or select the date from the drop-down calendar.
46
Sage Accpac ERP
Accounts Payable uses the document date to set the due date for
invoices, to age credit notes and debit notes, and to look up exchange
rate information if the vendors currency is different than your
functional (home) currency.
Posting Date. Type June 30, 2010 or select the date from the dropdown calendar.
Accounts Payable automatically displays the year and period from the
companys fiscal calendar for the date you type.
Purchase Order Number. Type 86453.
Order Number. Type APR-483, the number assigned by Grant
Office Supplies to your sales order.
Document Total. Type 4169.21 as the total amount payable for the
invoice.
Multicurrency
ledger
If you are using the multicurrency sample data, keep in mind that this
amount is in the vendors currency as are all other amounts you
enter for the invoice.
2. Check all entries on the Document tab against the invoice.
The invoice from Grant Office Supplies listed items that were destined for
inventory and two chairs for reception. In this section, you will distribute
the amounts of these purchases to two general ledger accounts in the
detail distribution grid at the bottom of the Document tab.
The Grant Office Supplies vendor record provides the default distribution
code for an inventory purchase. The distribution code INV is just an easyto-remember way to enter G/L account number 1300.
Accounts Payable also lets you define distribution sets, which are made up
of several distribution codes. When using a distribution set, you select the
set, enter the amount to be distributed to the set, and then create the
distribution.
To enter the invoice details:
1. Select the Amount column for the INV distribution (either tab to it or
click it), and then press the + key on your the numeric keypad to
display the calculator. You will use the calculator to add two details
from the invoice.
2. Using your numeric keypad:
a. Type 1872.50 + 1150.
Workbook
47
Accounts
Payable
Distribute Invoice Amounts
Accounts Payable
b. Press the Enter key to calculate the result, and then click the Paste
button on the calculator.
The amount of 3,022.50 is transferred to the Amount field.
3. Press the Insert key to create a new distribution line.
4. Select the G/L Account column on the second line.
The second distribution is for the Furniture and fixtures account. Since
no distribution code is defined for it, you will need to enter the account
number.
a. Press F5 or click the Finder button, and then:
i.
Select the Auto Search option.
ii. In the Find By fields select Description and Starts with.

iii. Type furn in the Filter field.
The Finder displays the results of the search account 1500
Furniture and fixtures.
iv. Click the Select button or press the Enter key.

5. Select the Amount field on the second line, and type 700.00 as the
amount of the second distribution, then press Tab.
The invoice details are now distributed. Next, you need to enter and
distribute the tax.
Enter and Distribute Invoice Tax Information

The Taxes tab shows the tax group, the tax authorities, your tax status
(the tax class), the tax base, and the tax amounts for this invoice. It also
lets you choose a tax calculation or entry method, and lets you distribute
total tax amounts to individual details, if you wish.
The tax group determines the tax authorities used on the invoice. You can
change the tax group, if necessary.
48
Sage Accpac ERP
You can select a different tax class and you can change the Tax Included
status, if the tax authority permits it.
You cannot edit tax authorities and tax rates. (They are defined in Tax
Services.)
The entry methods you choose for the Tax Amount and Tax Base fields let
you control the way taxes can be entered:
If you select Distribute as the entry method in the Tax Amount field,
you can enter the total tax amounts manually, but the program will
distribute them to the details.
If you select Enter, you can enter the total tax amounts manually and
distribute the tax for the details.
If you select Calculate, the program calculates and distributes all tax
amounts automatically, and you cannot change them.
In this section, you will manually enter the tax totals from the sample
invoice.
To enter tax information:
Accounts
Payable
1. Click the Taxes tab.
2. Leave the tax group as it is.

Note that tax is not included in prices for either of the tax authorities.
3. Select Distribute as the entry method for the Tax Amount, and select
Calculate for the Tax Base.
The Distribute method lets you enter tax totals manually, and then
allocate them to the invoice details using the Distribute button. It also
prevents you from changing tax amounts for individual details.
You can also change your tax class for this invoice by selecting or
entering a different class in the Vendor Tax Class column.
4. Move to the Tax Amount field for the first tax in the list, and type
186.13 as the tax amount. You can do this by either:
Pressing the Tab key until you select the field, then typing the
number.
Workbook
49
Accounts Payable
Clicking the field with the mouse, and then typing the number.
You may prefer to double-click the field or press the Spacebar before
typing, to be sure the field is selected.
5. Move to the second Tax Amount field, and type 260.58 as the amount
of the second tax.
6. Click the Distribute Taxes button.
You have now finished distributing the invoice and tax amounts.
Check the
distributions on
the Document tab
7. To see that the document total is now fully allocated, check the detail
distribution grid on the Document tab, and the Undistributed Amount
field at the bottom.
Note that amounts now appear in the Allocated Tax and G/L
Distribution Amount columns on the Document tab. The Undistributed
Amount field is zero.
Ordinarily, you would check the distribution amounts on this tab, and
then add the invoice. For this lesson, however, you will also:
Change the payment terms on the Terms tab.
Check the invoice totals on the Totals tab.
Edit the invoice exchange rates, if you are using the multicurrency
sample data.
Changing the Payment Terms

This vendor normally allows you 10 days to pay invoices. However, you
have negotiated a 30-day term for this purchase, so you will change the
payment terms for the invoice accordingly.
1. Click the Terms tab.
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Sage Accpac ERP
Finder
2. Click the Finder button next to the Terms Code field (or press the F5
key while the insertion point is in the field), then Select N30 (Net 30)
as the payment terms.
After you select the term, the program calculates a due date of
July 24.
Use Optional Fields

If you use Transaction Analysis and Optional Field Creator (a separately
licensed package available from Sage Accpac), and you set up optional
fields for automatic insertion on invoices and on invoice details.
Workbook
411
Accounts
Payable
The N30 terms code does not provide for a discount, so the Discount
(Disc.) Date field is blank, and the Discount (Disc.)% and Discount
Amount (Disc. Amt.) fields contain zeroes. If Grant Office Supplies
offered a discount on this invoice, you could enter the discount date
and the percent or amount in these fields, and you could also change
the discount base, if different from the invoice total net of tax.
Accounts Payable
Optional fields that apply to the whole invoice appear on the Optional
Fields tab.
Optional fields that apply to individual detail lines appear in the last
column of each invoice detail.
You can use optional fields to add extra information to invoices, and many
reports let you sort or select information using optional fields.
Optional fields assigned to invoice details can be posted with General
Ledger transactions.
Edit Exchange Rates

If you are not using the multicurrency sample data, go to the next section,
Add the Invoice.
Multicurrency
ledgers
If you are using the multicurrency sample data, click the Rates tab.
Note that the Rates tab appears only if:
You are using the multicurrency sample data.
The vendor does not use your functional (home) currency.
In this example, Grant Office Supplies is a US vendor, and the functional

(home) currency of the sample data is Canadian dollars.
Note the following two points about amounts displayed on the Invoice
Entry form:
All amounts are in
vendor currency
412
Amounts on an invoice including the document total and tax

amounts are always in the vendors currency.
The batch total on the Batch Information form (click the Zoom button
beside the Batch Number field) is a hash total, which means that it is a
total of all invoices regardless of currency.
Sage Accpac ERP
Keep in mind that you can pay an invoice in any currency you use, but
you always enter it in the vendors currency.
Check Invoice Totals and Add the Invoice
1. Click the Totals tab to compare the totals on the Invoice Entry form to
the amounts on the sample invoice.
The Totals tab of
the Invoice Entry
form
c
d
This section helps you check the invoice totals against those on the source
document.
The tax summary shows you where the tax has been distributed. This is
especially useful if you have recoverable or separately expensed tax; in
which case, the amounts allocated on the Document tab do not match the
total tax amounts.
You cannot change any of the information on this screen.

2. Click the Add button on the Invoice Entry form to add the invoice to
the batch.
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413
Accounts
Payable
Before you add the invoice, make sure you have entered all the amounts
correctly.
Accounts Payable
Enter Prepayments with Invoices

You can add one prepayment to each invoice in an invoice batch.
Note: You must add the invoice before you can use the Prepay
button.
1. Click the Prepay button to open the Prepayments form.
The Prepayments
form when you
select or create a
batch, Accounts
Payable fills in the
fields for the
prepayment
2. Use the Batch Number field to create a new batch, as follows:

New batch
a. Click the New button beside the Batch Number field. Accounts
Payable assigns a new batch number.
If a message appears telling you that the payment will be made in
a currency different from the vendors currency, click Close.
b. In the Batch Description field, type a description for the batch,
such as Prepayments.
c. In the Batch Date field, enter or select a new date from the
calendar if you want to change it.
d. Type the bank code or use the Finder to select it. (For this entry,
choose SEATAC.)
3. Using your mouse or the Tab key to move from field to field, fill out
the Prepayments form as follows:
Payment Date. This is the date that appears on the check and will be
used for aging and statistical purposes.
Posting Date. The date to which you want to post the payment. The
posting date also determines the fiscal year and period to which the
payment will be posted.
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Sage Accpac ERP
Remit To. This is the payee name that appears on the check.
Payment Code. Use Check for this prepayment.
Print Check. For this lesson, select Print Check. (You select this
check box if you want to print a check from Accounts Payable, and you
clear the check box if you have already issued the check.)
Check Number. If you are recording a manually written check, you
enter the check number here. You cannot enter a number if you
selected Print Check.
Check Language. This choice is for printing the check amount only.
You can change the check report form to change other aspects of the
check.
Payment Amount or Vendor Amount. Enter 500.00 as the amount
of the check that you are issuing.
Note: On a multicurrency system, you enter a Vendor Amount,
which is the payment amount in the vendor currency not in the

currency of the bank. Accounts Payable converts the amount to the
bank currency, which it displays as the Payment Amount.
A prepayment is not considered to be a credit to the vendors account

until the activation date. So, if you generate payments using Create
Payment Batch before the activation date, the prepayment does not
offset vendor invoices or debit notes.
4. When everything is correct, click the Add button.
Accounts Payable adds the prepayment and assigns the prepayment
number using the prefix and next number specified for prepayments
on the Options form.
If you selected the Print Check option in step 3, the Print Check button
becomes active.
If you didnt select the Print Check option in step 3, skip to step 7.
5. Click the Print Check button to display the Print Checks form.
For step-by-step instructions for printing checks, see the section,
Printing Single Checks from Payment Entry, in Chapter 5 in the
Accounts Payable User Guide.
6. Click the Close button to close the print Checks form.
When the message appears asking if you want to cancel the check run,
click Yes.
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415
Accounts
Payable
Activation date. This is usually the date of the invoice.
Accounts Payable
7. Click the Close button to close the Prepayment form and return to
Invoice Entry. You have now finished adding the invoice.
What next?
If you wish to start Lesson 2 or Lesson 3, leave the Invoice Entry form
open.
If you do not want to enter further transactions in the Invoice Entry form,
go to Lesson 4 to print the batch listing for the batch you created, post
the batch, and print the posting journal.
If you want to take a break or do another lesson that does not use Invoice
Entry, click the Close button to leave the form.
You Have Learned That:
Accounts Payable assigns a batch number to each new batch you

create and an entry number to each new entry.
You can use the Finder to search for vendor records and G/L account
numbers.
You can use the Totals tab to check taxes and invoice totals while you
are entering the invoice.
You can change the rates used to calculate tax amounts only in Tax
Services. (However, you can change the tax amount for the invoice.)
You can enter a prepayment for an invoice at the same time as you
enter the invoice.
You can edit the exchange rates for invoices entered in another
currency.

Accounts Payable handles multiple payment schedules, such as three
payments over 90 days, monthly payments for three years, and so on.
Like other payment terms, the payment schedule appears on the Terms
tab.
In this lesson, you reopen the invoice you added in the last lesson, change
the terms code, create a payment schedule, and set the due dates for the
payments.
416
Reopen an unposted batch.
Edit an existing, unposted invoice.
Sage Accpac ERP
Create and modify a payment schedule.

If you have not already done so, read the section, Setting Up Terms, in
Chapter 2 in the Accounts Payable Getting Started manual, and the
section, Assigning Multiple Payment Schedules to Invoices, in Chapter 2
in the Accounts Payable User Guide.
The first three steps of this lesson show you how to open an existing
invoice so that you can change the terms code to a code that creates a
payment schedule.
Until you post a batch, you can add, delete, and modify transactions,
change any of the information associated with the batch, and even delete
the entire batch.
To add and edit a payment schedule:
1. If necessary, open the Invoice Entry form. (Choose Invoice Entry from
the A/P Transactions folder.)
3. Select entry 1, the invoice you added for vendor 1580, Grant Office
Supplies.
To reopen an existing document, type its entry number in the Entry
Number field or choose the invoice using the Finder.
4. Click the Terms tab, and then change the terms to P90, a payment
schedule with three payments.
When you enter the new terms code, the details for a single due date
disappear from the tab and a payment schedule appears instead.
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417
Accounts
Payable
2. Select the batch to which you added the invoice in Lesson 1.
Accounts Payable
5. Ensure the As Of Date is June 24, 2010, to match the invoice date.
This schedule is for three payments of 50%, 30%, and 20%. If you
want to change the due dates or amounts for any of the payments,
select the field you want to change, and enter the new data.
The program multiplies the discount base by the discount percentage
to determine the discount amount. Accounts Payable displays the
document amount as the default, but you can change the discount
base, if needed.
6. Save the changes you have made to this invoice.
You can open an unposted batch by typing its number in the Batch
Number field or by choosing it from the Finder beside the Batch
Number field.
You can reopen an unposted invoice by typing its number in the Entry
Number field or by choosing it from the Finder.
To add a payment schedule to an invoice, you must select a terms

code that includes a payment schedule.
When you specify the As Of Date (the start date for the payment
schedule), Accounts Payable automatically calculates the due dates for
each payment.
You can change the amounts and due dates in a payment schedule.
Lesson 3: Add a Credit Note

Two of the chairs you received in the shipment from Grant Office Supplies
were damaged, and Grant Office Supplies has issued you a credit note for
the items.
In this lesson, you will enter a credit note and automatically calculate the
appropriate tax.
418
Add a credit note.
Calculate tax for an invoice or credit note.
Use the Undistributed Amount information to calculate the document

total.
Sage Accpac ERP
If you have not already done so, read the sections Processing
Accounts Payable Batches and Processing Invoices, Debit Notes, and
Credit Notes in Chapter 2 in the Accounts Payable User Guide.
If necessary, start the sample data and open the Invoice Entry form,
following the instructions in the section Open the Invoice Entry Form
at the beginning of Lesson 1.
If you need help creating a new invoice batch, read the section Create
a New Batch at the beginning of Lesson 1.
Enter Batch and Document Information for the Credit Note

In this lesson, you can create a new batch for the credit note, or use the
batch you created previously for the invoice.
1. Open the Invoice Entry form if you havent already done so, and select
the last open batch by clicking the navigation button next to the
Finder.
New entry
2. Click the New button beside the Entry Number field.

Accounts
Payable
3. Type a description for the credit note, such as Inv135187 - two

damaged chairs.
4. Enter 1580 as the vendor number, and then Tab to the Document
Type field.
Document type is
Credit Note
5. Select Credit Note as the document type. (Select from the list by
clicking the arrow. Or, with your insertion point in the Document Type
field, either start typing Credit Note or press the Down Arrow key
until Credit Note appears.)
Assign a credit
note number
6. Grant Office Supplies credit note does not have a number, so type
CN135187 as the Document Number. (135187 is the number of the
invoice to which this credit note applies.)
7. Type or select June 28, 2010 as the document date four days after
the invoice date. (Credit total will be defined later.)
Accounts Payable uses the document date to age credit notes and
debit notes.
8. Ensure that the posting date is June 30, 2010.
Apply To is blank
9. Leave the Apply To field blank, as only posted documents can appear
in the field, and you have not yet posted the Grant Office Supplies
invoice. (You will apply the credit note later.)
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419
Accounts Payable
10. Tab to the Dist. Code cell in the detail entry grid where INV, is already
selected.
INV is the correct distribution code, because the chairs were originally
distributed to INV on the invoice.
11. Tab to the Amount field and type 230.00 as the amount column of the
distribution.
Taxes tab
12. Click the Taxes tab.

13. Select (or accept) Calculate in both the Tax Amount and Tax Base
fields.
In this credit note, the tax is added to the cost of the chairs, so leave
Tax Included as No.
Because you selected Calculate as the tax entry method, Accounts

Payable automatically calculates the tax and displays the amount in
the Allocated Tax column on the Document tab.
Enter the
document total
14. Click the Document tab.

Accounts Payable shows the tax plus the price of the damaged chairs
as a negative number in the Undistributed Amount field, because you
have not yet entered the document total.
The actual amount of the credit note appears in the G/L Distribution
Amount field.
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Sage Accpac ERP
If you were totaling several distribution lines, you could check the
document total on the Totals tab, as shown below:
15. Go back to the Document tab, and type 248.98 (the G/L Distribution
Amount) in the Document Total field, then press the Tab key to leave
the field.
16. Check that the undistributed amount is now zero.
Note: Your taxes may differ from the amounts illustrated here
especially if you are using the multicurrency sample data, or if you

change the tax group for the vendor.
17. Click the Add button.
When you add a credit note, Accounts Payable updates the number of
entries and the batch total shown on the Batch Information form.
18. To see batch information, click the Zoom button beside the Batch
Number field (after the New button).
You can specify a document number to which to apply a credit note, or

enter the credit note with no document number, then apply it later in
Payment Entry.
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421
Accounts
Payable
Your tax amounts

may be different
Accounts Payable
You can calculate the tax amount for an invoice or credit note if you do
not already know it.
You do not type negative symbols or signs when entering amounts on

a credit note.
Lesson 4: Print and Post an Invoice Batch

After entering documents such as invoices and credit notes, Sample
Company takes the following steps to finish processing the transactions:
1. Print and check the batch listing. Correct the batch entries, if
necessary, and then reprint the listing.
2. Post the batch.
3. Print and check the posting journal.
This lesson guides you through these steps, and shows you how to print to
your screen, in case it is not convenient for you to print tutorial exercises
to a printer. However, you can still use a printer if you prefer.
Post an invoice batch.
Select Preview as
the print
destination
If necessary, start Sage Accpac, select the Accounts Payable sample

data, and set the Session date to June 30, 2010.
Select Preview as the print destination to print the report to the

screen, as follows:
a. On the company desktop (the main window), click the File menu.
b. Select Print Destination, and then select Preview.
c. Click OK.
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Review the sections Listing Batches, Posting Batches, and Printing

Audit Trail Reports of Batches in Chapter 2 in the Accounts Payable
User Guide.
Sage Accpac ERP

In this step, you will print a listing of the batch you created in Lesson 1.
You should always print batch listings before posting batches, correct any
errors in the batches, reprint the listings, and then file them the listings
with their corresponding source documents as part of the audit trail.
Force Listing Of All
Batches option
If you select the Force Listing Of All Batches option on the Processsing tab
of the Options form, you must print all batches before you can post them.
There are two ways to open the Batch Listing Report form:
Select the batch on the Invoice Batch List form, and then click Print.
Choose the Batch Listing icon from the Transaction Reports folder.
The steps in this section assume you are printing to your screen. Sample
Company would not normally print batch listings on the screen because
the company requires hard copies of listings for its audit trail.
Note: Sage Accpac ERP treats all print destinations the same, so

1. Choose the Invoice Batch List icon from the A/P Transactions folder.
2. Highlight the batch you created in Lesson 1.
3. Choose Print from the File menu to open the Batch Listing Report
form, or click the Print button.
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423
Accounts
Payable
printing to the screen satisfies the Force Listing Of All Batches

option. If you use Preview as a print destination, make sure that
you also print batch listings to a printer.
Accounts Payable
The Batch Listing

Report form
4. If necessary, use the Finder to select the number of the batch you
used in Lesson 1, 2, or 3. Type the same number in both the From and
To Batch Number fields.
This step ensures that only one batch is listed.
To learn more about the options for printing batch listings, press F1 to
view Help.
If the batch you selected contains a payment schedule, select the
Show Schedules option to include the payment information on the
batch listing.
5. Select Entered under the Type section, and select Open under the
Status section. Remove the checkmark from all other check boxes.
6. Click Print to print the listing.
You can click this
button to send
the report to your
printer.
When the report appears, notice that the date at the top left is todays
date. For audit purposes, Accounts Payable uses the computers
current date on the report not the programs session date.
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Sage Accpac ERP
You can drag the edge of the form to view more of the report, or you
can change the zoom percentage on the toolbar.
If you printed the batch you created in Lesson 1, compare it to the
sample invoice in Figure 4.1, to be sure all information and figures
match.
If you need more information about batch listings, see Chapter 7,
Reports, in the Accounts Payable User Guide.
8. Click the Close button to close the report.
9. Click the Close button on the Batch Listing Report form (where you
chose your print options) to return to the Invoice Batch List.
10. If you found mistakes in the batch, reopen the document (invoice or
credit note) by typing its entry number in the Entry Number field on
the Document tab, correct any errors, and then reprint the batch
listing.
Post an Invoice Batch
You can post invoice batches from the Invoice Batch List form or from the
Post Batches form.
The Batch List form provides information about each batch, including its
status (Open, Deleted, Ready To Post, Post In Progress, or Posted), type
(Entered, Generated, Recurring, Imported, External, or Retainage), when
it was created and last edited and whether it has been printed. The
information can help you decide which batches are ready for posting. For
more information about using the Batch List form, see Chapter 4 in the
If you are posting more than one batch, use the Post Batches form.
The posting process:
Enters the posted transactions in the vendors accounts.
Updates statistics in the vendor and vendor group records. If you do

1099/CPRS reporting, posting also updates the 1099/CPRS summary
information for the vendors.
Creates transactions in a General Ledger transaction batch, if you use

the option to create general ledger batches during posting.
Assigns a unique posting sequence number to all invoices in the batch

and produces a posting journal, the audit trail report of all transactions
posted at the same time.
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425
Accounts
Payable
In this step, use the Invoice Batch List form to set the batch status to
Ready To Post, and then use the Post button to post the batch.
Accounts Payable
Backing Up
Produces an error batch if there are incorrect entries that cannot be

posted.
Changes the batch status to posted and prevents further batch editing
keeping data strictly for lookup purposes.
When working with your own data, you should back up before posting.
The posting process can take some time to complete, increasing the risk
of damage to data through a power surge or equipment failure.
You do not need to back up the few changes you have made to the
sample data, unless you want to practice backing up. Follow the
instructions for making backups in the System Manager User Guide. If you
are on a network, consult your network administrator or supervisor before
backing up data.
To post a batch:
1. Choose Invoice Batch List from the A/P Transactions folder.
2. Select the batch you want to post, and then double-click the Ready To
Post cell to display Yes.
3. Click the Post button.
If the batch is not set to Ready To Post, you are prompted to post the
batch.
During posting, messages appear telling you which transactions are
being posted, followed by a message stating that posting is completed
and that general ledger transactions have been created. (Sample
Company uses the option to create general ledger transactions during
posting.)
4. Click the Close button to finish.
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Sage Accpac ERP
To post several batches at once:

1. Open the Invoice Batch List form, and set the batches status to Ready
To Post.
2. Choose Post Batches from the A/P Transactions folder.
3. Select Range, and then enter the range of batches you want to post.
Messages appear indicating which transactions are being posted, when
posting is completed and that general ledger transactions have been
created, if you selected this option.
Sample Company prints the posting journal immediately after posting

batches, verifies the report to the batch listing, and then files it with other
posting journals.
The journal is the audit trail report of the posted entries.
1. Click the Posting Journals icon from the A/P Transaction Reports
folder. (You can also double-click the Posting Sequence Number
column in the Batch List form to print posting journals.)
The Revaluation
options appear in
multicurrency
ledgers.
The Include Optional Fields

check box appears if you
use Transaction Analysis
and Optional Field Creator.
The Include Job Details check
box appears if you use Sage
Accpac Project and Job
Costing.
Workbook
427
Accounts
Payable
Print a Posting Journal
Accounts Payable
2. Select the following options:

Select Posting Journal. Select Invoice under the Select Posting
Journal section.
Sort By. Select Batch/Entry Number under the Sort By section to
print the journal in the same order as the batch listing. This allows you
to easily compare the two reports.
From Posting Sequence / To Posting Sequence. Type the number
shown in the To Posting Sequence field in both fields. (This is the most
recent posting sequence; the sequence number assigned when you
posted the batch earlier in this lesson.)
Posting sequence
number
Accounts Payable assigns a posting sequence number to all batches

posted together, and to each posted detail.
You can use the number to track the details from the G/L Transactions
report back to the source documents, if you do not consolidate details
during posting.
When you consolidate details, the posting sequence portion of the
entry number is lost, because details from more than one posting
sequence can be included in a single consolidated detail.
Reprinting journals
When you print journals for a range of posting sequences, Accounts

Payable automatically omits journals you have already printed. If you
want to reprint all the journals in the range of posting sequence
numbers, select the Reprint Previously Printed Journals option.
Include G/L Detail

Ref/Desc
You can also select the option to print the G/L reference and
description for each transaction, if you wish to include this additional
information.
3. Click Print to print the journal.
printed earlier. Check that all transactions were posted.
For more information about the posting journal, see Chapter 7, Reports,
in the Accounts Payable User Guide.
Reset the print

destination
If you changed your usual print destination so you could print to the
screen in this lesson, you can change it back, as follows:
1. From the File menu on the company desktop, select Print Destination.
2. In the Print Destination form, select your normal print destination.
3. Click OK.
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Sage Accpac ERP
Lesson 5: Enter and Apply Payment Transactions

You can print batch listings either from the Batch List form or by
choosing the Batch Listing icon from the Transaction Reports folder.
You can print a listing for one batch or for a range of batches.
You should reprint the batch listings for every batch you edit. You
must reprint listings before posting if you enabled the Force Listing Of
All Batches option on the Vendor tab of the Options form.
The batch status must be set to Ready To Post on the Invoice Batch
List form before you can post it using the Post Batches form.
You should back up your Accounts Payable data before posting

batches.
You can post batches using either the Post Batches form or the Invoice
Batch List form. If you wish to post a range of batches, you must use
the Post Batches form.
You can use the journals to trace posted transactions back to the batch
listing and source documents.

Accounts Payable provides two forms for creating payment entries:
The Payment Entry form lets you enter and print single checks for
vendors.
The Create Payment Batch form lets you generate payments according
to criteria you specify. You can then print batches of checks from the
Payment Batch List.
This lesson shows you how to use the Payment Entry form to enter
payments and print checks.
Use the Payment Entry form to perform any of the following tasks:
Enter and optionally print checks to pay outstanding invoices.
Enter and optionally print prepayment checks for vendors.
Enter and optionally print miscellaneous checks.
Apply previously posted checks or credit notes to posted invoices and

debit notes.
Workbook
429
Accounts
Payable
Accounts Payable
Edit system-generated payment batches (generated by the Create

Payment Batch form).
Enter adjustments to invoices you are paying in the Payment Entry

form, instead of using the Adjustment Entry form.
Open the Payment Entry form by choosing the Payment Entry icon in
the A/P Transactions folder, or by choosing the Open or New button on
the Payment Batch List form.
Enter a payment and apply a document.
Print the payment batch listing.
Prepare to print
If necessary, start the Accounts Payable sample data using

June 30, 2010, as the session date.
Read the section Using the Payment Entry Form in Chapter 2 in the
Select Preview as the print destination. (For instructions on changing

print destinations, see Lesson 4, earlier in this chapter.)
To create a new payment batch:

1. Choose Payment Entry from the A/P Transactions folder.
c
d
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The bank code identifies the bank account from which you will draw the
payments.
The Currency field and Rates button appear only in multicurrency ledgers.
All payments entered in a batch are paid in the currency you specify here.
Multicurrency
ledgers
If you have a multicurrency ledger and if either the bank or your

vendor does not use the functional currency, a Rates button appears
that lets you edit exchange rate information.
2. Click the New button beside the Batch Number field to create a new
batch.
Description. Type Payments - June 30, 2010.
Batch Date. Enter June 30, 2010 in the date format your company
uses, or select the date from the drop-down calendar.
Bank. Type the bank code or choose it from the Finder, as follows:
Multicurrency
ledgers
If you are using the single-currency sample data, enter SEATAC.
If you are using the multicurrency sample data, enter CCB (for a
Canadian currency bank).
Currency. You see this field only if you are using a multicurrency
ledger. The field automatically displays the statement currency for the
selected bank code.
You would change the currency code only if the payments you want to
enter are in another currency. However, the selected bank account
must be set up to accept the currency you want to use. All the
currencies accepted by the bank are displayed in the Finder for this
field.
Enter a Payment Using the Direct Mode for Payment

Application
Select mode and
Direct mode
Accounts Payable provides two ways to look up the documents to which

you want to apply payment: select mode and direct mode.
Select Mode. Select mode lets you list vendor documents in almost any
order you want, and provides more information to help you select the
documents being paid.
Direct mode is enabled if the Select Mode check box is cleared on the
Payment Entry form. Direct mode works best when you know the number
of the invoice you are paying, because it provides the quickest data entry.
This step shows you the most common way to add a payment for an
invoice when you know the invoice number. You will enter a check and
use direct mode to apply the payment.
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Accounts
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Choose CAD as the currency. This will be the currency of any checks
you print from this batch.
Accounts Payable
To add a payment:
1. Add the following information to the Payment Entry form:
Entry Number. Accounts Payable assigns the entry number for you
when adding the first document.
You do not have to click the New button if you are adding the first
document in a batch, although you have to click New for each
additional document in the batch (unless you use the Auto Clear
setting).
Description. Type Payment of May shipment as the entry
description.
Transaction Type. Select Payment if it is not already selected.
You must use the Payment transaction type to pay or partially pay one
or more selected documents. Apply the payment to specific documents
in the detail grid at the bottom of the Payment Entry form.
You can add four types of payment transactions in the Payment Entry
form, including:
Payment a check sent to vendors to pay specific documents

(usually invoices). Enter the vendor number, remit-to name and
address, check date, check number (if recording a check you
already issued), and check language.
Prepayment a deposit on an invoice you have not yet posted.

Specify a document number, purchase order number, or sales
order number for the prepayment, so Accounts Payable can match
the payment to an invoice when both are posted.
Apply Document a transaction that applies a posted payment

to a posted document. For example, you use Apply Document to
apply a credit note to an invoice and to apply a prepayment that
has not been matched to an invoice (for example, if you entered
the wrong PO number or invoice number).
Miscellaneous Payment a check made out to a company or

individual who is not in the Accounts Payable ledger. Distribute the
payment amount to general ledger accounts in the detail entry grid
at the bottom of the form.
Payment Date. Type June 30, 2010, in the date format your
company uses. This is the date that will appear on the check.
Posting Date. Accept June 30, 2010 as the posting date.
Vendor Number. Type or select from the Finder 1580, the vendor
number for Grant Office Supplies.
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Sage Accpac ERP
If a message appears that warns you about the difference between the
check and vendor currency, just click the close button.
Remit-To. Leave the Remit-To field as is. This field lets you specify a
different payee than is listed in the vendor record.
Print Check. Select this check box to print the check from Accounts
Payable.
If you were just recording a check you had already issued, you would
not select Print Check.
Check Number. Use this field to record the number of a check you
have already issued. You cannot use it if the program is printing the
check and assigning the check number.
Check Language. Leave this as ENG (English). The check language
determines the language used for printing out the check amount.
2. Clear the Select Mode check box to enable direct mode.
Tab to the Document Number column and type IN158135 as the

document number, or select the invoice from the Finder. You can also
double-click in the cell, and then type the invoice number.
When you tab out of the Document Number field, the following occurs:
Accounts Payable displays the current balance of the invoice

(Current Balance column).
Enters a default amount to pay the invoice (Applied Amount

column).
Takes any available discount (Discount Available and Discount

Taken columns).
Note that the Payment Number column displays 1 as the payment

number. The payment number column is used with multiple payment
schedules. For single payment terms, the number is always 1.
3. Press the Insert key to start a new line.
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Accounts
Payable
Use direct mode when you know the number of the document to which
you are applying the invoice, or when you have so many vendor
documents that it is faster to look them up in the Finder than to scroll
through them at the bottom of the screen.
Accounts Payable
When Accounts Payable inserts the new line, you will notice that it
updates the Vendor Amount and Payment Amount fields:
If you are using the single-currency sample data, the payment

amount is 74.69, the same as the applied amount.
If you are using the multicurrency sample data, the payment

amount is 109.68.
4. Click the Add button to add the payment.

The next section (after Edit Exchange Rates) shows you how to use the
select mode of payment application to apply a posted credit note to a
posted invoice.
Edit Exchange Rates

Multicurrency
ledgers
Autoclear option
If you are not using the multicurrency sample data, go to the next
section, Apply a Credit Note to an Invoice Using the Select Mode for
Payment Application.
If Accounts Payable started a new payment entry when you clicked Add,
in the previous section, use the Entry Number field to return to the
previous entry. (You can type then entry number, 1, or you can use the
navigation buttons to display the first entry. (Accounts Payable begins a
new entry when you add an entry if the Autoclear option on the Settings
menu is selected.)
The Rates tab button appears only if the bank currency or the vendor
currency is different from the functional currency. Click the Rates button
to display the Rate Override form, where you can edit exchange rates.
Exchange rates are always between the functional currency and the bank
currency or the source currency.
In the following example, the functional currency is CAD, and the bank
currency is CAD. The bank rate, therefore, is 1.0000000 and cannot be
changed.
The vendor currency, on the other hand, is USD. The Vendor Exchange
Rate is the rate for converting the vendor currency to functional currency.
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Multicurrency
payment
application
If the bank currency and the vendor currency are the same as the
functional currency, the Rates button does not appear.
This is because the invoice currency, the payment currency and the
functional currency are the same, so invoice application and settlement
occurs without translation between currencies.
If the bank currency is the functional currency, but the vendor currency is
not, the Rate Override form allows you to change the vendor rate, but
sets the bank rate to 1.00.
If neither the bank currency nor the vendor currency is the functional
currency, the Rate Override form allows you to change both rates.
Accounts Payable converts from the bank currency to the vendor currency
by going through the functional currency.
If both the bank currency and the vendor currency are the same, the Rate
Override form allows you to enter one rate, identified as the Bank Rate
(This rate field applies to both the Bank and Vendor exchange rates.)
Keep in mind that:
You always enter invoices in the vendor currency.
You can pay an invoice in any currency.
The payment currency is the currency for the payment batch.
The check amount appears in the bank and vendor currency on the
Rate Override form after you add the payment.
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Accounts
Payable
If the vendor currency is the functional currency, but the bank currency is
not, the Rate Override form allows you to change the bank rate, but will
set the vendor rate to 1.00.
Accounts Payable
Apply a Credit Note to an Invoice Using the Select Mode for

Payment Application
This step shows you how to apply one document to another using the
Payment Entry form. It also shows you how to use select mode on the
Payment Detail screen (as distinct from direct mode, used when the Select
Mode check box is cleared).
Select mode allows you to list vendor documents in almost any order you
want, and provides more information on the documents you select.
To apply a document:
1. If the Payment Entry form is not open, choose the Payment Entry icon
from the A/P Transactions folder.
Last payment
batch
2. Open the last payment batch by clicking the Last button next to the
Batch Number field.
New entry
3. Click the New button beside the Entry Number field to create a new
payment entry.
4. In the next field, type CN for Inv 135187 - returned as the
description.
5. Add the following information to the Payment Entry form:
Transaction Type. Select Apply Document.
Click the down arrow beside the field, then select the transaction type
from the drop-down list, or tab to the field and then press the A key.
The check information fields disappear from the form when you select
Apply Document.
Posting Date. Accept June 30, 2010 as the posting date. The posting
date determines the fiscal year and period to which the transaction will
be posted.
You cannot change the Payment Date. Accounts Payable uses the
payment date associated with the document you are applying.
Vendor Number. Type or use the Finder to enter 1580, the vendor
number for Grant Office Supplies.
6. In the document number field, type CN135187, or choose it using the
Finder.
This is the credit note that you are going to apply.
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Sage Accpac ERP
Note: This credit note was added and posted in earlier lessons. If
you did not add and post the credit note, choose vendor 1200 and
select the unapplied payment.
7. Be sure the Select Mode check box is selected (it is the default
choice).
Select mode lists vendor documents for selection in the table at the
bottom of the form in the order you want.
Select mode provides you with more information about the vendors
documents than applying the document directly, adding information
from any unposted payments that you have already applied.
You know the number of the invoice to which you are going to apply
the credit note, but you can check to see whether a payment has
already been entered but not yet posted for this invoice.
Go button
8. Click the Go button, or press F7.

Vendor 1580 does not have many documents, so it does not really
matter in which order you list them.
Note that payments previously made for IN135187 and IN158135 are
Pending which means they have not been posted yet.
9. Click the third line or tab to it.
To display more columns or rows, drag the edges of the form with
your mouse.
10. Select Yes in the Apply column for invoice IN135187.
To select Yes, either:
Double-click the Apply column to change it to Yes.
Or
Select the Apply column for document IN135187, and then press
the Spacebar.
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Accounts
Payable
When you click Go, Accounts Payable displays all the posted
documents for the vendor account. (The columns shown below have
been adjusted to display the Net Balance.)
Accounts Payable
You could also tab to the Applied Amount column for the selected
transaction and change the amount, if you were not applying the
entire credit note to the invoice. However, in this case, you are
applying the full amount.
Accounts Payable automatically applies the entire amount, and takes
any discount unless you specify otherwise.
11. Click Add to add the transaction.

In this step, you will print a listing of the current payment batch. You
should always list batches before printing checks, correct any errors in the
batches, and then reprint the listings and file them as part of the audit
trail.
Batches option
If you select the Force Listing Of All Batches option on the Processing tab
of the A/P Options form, you must print listings of all transaction batches
before you can post them.
There are three ways to open the Batch Listing form:
On the Payment Batch List form, select the batch, then click Print.
On the Payment Batch List form, click Print on the File menu.
Choose the Batch Listing icon from the Transaction Reports folder.
In this section, we assume you are using Preview as the print destination.
1. Click the Payment Batch List icon from the A/P Transactions folder.
2. Select the batch you worked with in earlier lessons.
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Sage Accpac ERP
3. Select Print from the File menu, or click the Print button to open the
Batch Listing form.
Additional options appear if you use
Sage Accpac Project and Job Costing
and Transaction Analysis and Optional
Field Creator.
4. Select Payment as the Batch Type, if it is not already selected.
6. Select Entered in the Type section and Open in the Status section.
(Remove checkmarks from the other check boxes.)
7. Click Print to begin printing the listing.
Remember that you can change your print destinations from Printer to
Preview, following the instructions at the beginning of Lesson 4.
For more information about batch listings, see Chapter 7, Reports, in
the Accounts Payable User Guide.
9. If you have set the screen as your print destination, click the close
button in the upper right corner to close the form.
10. Click the Close button on the Batch Listing Report form (where you
chose your print options) to return to the Payment Batch List form.
11. If you found mistakes in the batch listing, open the Payment Entry
form, select the document by typing its entry number in the Entry
Number field, correct any errors, and then reprint the batch listing.
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Accounts
Payable
5. If the number of the batch you created earlier in this lesson is not
displayed, use the Finders to select it in both the From and To Batch
Number fields.
Accounts Payable
You can enter vendor checks and apply posted documents using the
Payment Entry form.
You can record checks you have already issued, or select Print Check
to have the program print the check for you.
You can change the language in which you print checks.
You can look up the documents to which you want to apply payments
in two ways; using select mode (default) and direct mode (when the
Select Mode check box is cleared).
Lesson 6: Enter a Prepayment and Print a

Miscellaneous Check
You have already seen how to enter checks and apply documents with the
Payment Entry form.
This lesson shows you how to enter prepayments and miscellaneous
payments, and how to print individual checks from the Payment Entry
form.
You print complete batches of checks using the Print/Post button in the
Payment Batch List form.
If you are interested only in printing checks, you can skip directly to the
section, Print a Check from the Payment Entry Form, and print the check
you entered in Lesson 5.
Enter a prepayment and a miscellaneous payment.
Print a check.
Prepare to print
If necessary, start Sage Accpac ERP, open the sample data, and type
June 30, 2010, as the date.
Read the section, Using the Payment Entry Form, in Chapter 2 of the
Select Preview as the print destination.
For instructions on changing print destinations, see the beginning of

Lesson 4, earlier in this chapter. You can also print to your printer.
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Sage Accpac ERP
Lesson 6: Enter a Prepayment and Print a Miscellaneous Check
Add a Prepayment Transaction with the Payment Entry Form

Prepayments are checks made out to vendors for invoices that you have
not yet posted.
When you add a prepayment, you must identify the document to which
the prepayment applies by document number (invoice number), PO
number, or sales order number.
Later, when you post the invoice, Accounts Payable will try to match it up
to the prepayment by using the number entered. If it cannot match the
prepayment (because the number is incorrect), use the Apply Document
transaction type to apply the prepayment.
To add a prepayment:
1. Choose the Payment Entry icon from the A/P Transactions folder.
Last batch
number
2. Select the last payment batch by clicking the Last button beside the
Batch Number field.
New entry
3. Click the New button beside the Entry Number field to start a new
entry.
5. Add the following information:

Transaction Type. Select Prepayment.
Click the down arrow beside the field, and then select the transaction
type from the drop-down list.
Payment Date. Type June 30, 2010 in the date format your
company uses, or select the date using the calendar. This is the date
of the transaction for aging purposes (unless you age prepayments as
current).
Posting Date. Accept June 30, 2010 as the posting date. The posting
date determines the date, as well as the fiscal year and period, to
which the transaction will be posted.
Vendor Number. Type 1580 in this field, or use the Finder to select
the vendor number for Grant Office Supplies, then press the Tab key.
If a warning message appears, click the Close button.
Remit-To. Press the Tab key to move through the Remit-To fields.
Account Set. Accept USD, the vendors account set.
Accounts Payable lets you change the account set, if necessary,
providing the new account set uses the same currency as the vendor.
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4. In the next field, type Prepayment for PO 26700 as the description.
Accounts Payable
Print Check. Ensure this check box is cleared.

This lesson assumes that you are recording a manually written check,
instead of having the program print it.
Check Number. Type 133 for the check number.
When you record a previously written check, you must enter a check
number.
Check Language. Leave ENG as the check language.
6. Type 675.00 as the payment amount (if working with multicurrency
data, use the Vendor Amount field.
7. in the Apply By field, select PO Number as the type of number that
identifies the invoice to which this payment applies.
You can specify that the prepayment is for an invoice or debit note, or
you can choose to apply it using your purchase order number or the
sales order number.
Accounts Payable will try to match the prepayment to any invoices you
post in future that use the PO number you specify here. (Accounts
Payable will also try to match the prepayment to a posted document
when you post it in case you post the invoice batch before you post
payments.)
8. In the Apply To field, type 86453 or use the Finder to select it. The
Finder displays the PO numbers used in posted invoices.
9. Type or select July 15 as the Activation Date (in the date format you
use).
The Activation Date is the date on which Accounts Payable will start to
include the prepayment to offset current payables when you create
payments using the Create Payment Batch form.
10. Once you have edited the Activation Date, click the Add button to add
the transaction.
When you add the transaction, Accounts Payable assigns a prepayment
document number, using the prepayment prefix and next sequence
number specified in the Options form. The number appears in the
Prepayment Doc. Number field.
Add a Miscellaneous Payment Transaction with the Payment

Entry Form
Miscellaneous payments are checks made out to companies or individuals
who do not have vendor records in the Accounts Payable ledger.
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When you add a miscellaneous payment, you must distribute the payment
amount in the same way that you distribute the amount of an invoice in
the Invoice Entry form.
To add a miscellaneous payment:
1. If the Payment Entry form is not already open, choose the Payment
Entry icon from the A/P Transactions folder.
Last button
2. Click the Last button next to the Batch Number field to select the last
payment batch.
New button
3. Click the New button beside the Entry Number field to start a new
entry, and type Donation - Flood Relief in the description field next
to the entry number.
4. Select Misc. Payment as the transaction type.
Click the down arrow beside the field, and then select the transaction
type from the drop-down list.
5. Press the Tab key to move to the Payment Date field, and then type
June 30, 2010 in the date format your company uses. This is the
date that will appear on the check.
6. The Remit-To field lets you enter the name and location of the payee
for the check.
Click the Zoom button beside the Remit-To field, or tab to the field
and press the F9 key. The following form appears:
Enter the following remittance information:

Remit-To. Type Emergency Flood Relief.
Address. Type 93 Aster Drive.
City. Type Birmingham.
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Accept June 30, 2010 as the posting date. The posting date
determines the date, fiscal year, and period to which the transaction
will be posted.
Accounts Payable
State/Prov. Type AL.

Postal Code. Type 35268.
Click Close or press the F9 key to close the Remit-To Location
Information form. When the form disappears, you see the name you
typed in the Remit-To field.
Print Check. Select this check box.
Check Language. Leave English as the check language.
You are now ready to enter the payment distribution in the detail-entry
grid at the bottom of the form.
7. Click the first line of the distribution grid, then enter information for
the distribution detail in the following columns, pressing Tab to move
from column to column:
Description. Type Donation - Flood Relief as the description.
G/L Account column. Type 6180 or select it using the Finder. When
you tab to the next field, the Account Description column shows that
this is the Donations (expense) account.
Amount. Type 5000 as the amount.
8. Press Enter or Tab to complete the line, then click the Add button to
add the transaction.
In the next part of this lesson, you print a check for a payment entry that
you added.
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Print a Check from the Payment Entry Form

In this step, you will print the check that you entered at the beginning of
this lesson.
Prepare to print
If you are not connected to a printer you can use, select Preview as the
print destination (to print checks on a form on the screen).
For instructions on changing print destinations, see the beginning of
Lesson 4, earlier in this chapter. You can also print to your printer, if you
prefer.
To print a check:
1. On the Payment Entry form, select the entry number of the first check
you entered. (It should be the first entry in this batch.)
If you prefer, you can select the miscellaneous check you just entered.
2. When you have selected the check you want to print, click the Print
Check button to display the Print Checks form.
Accounts
Payable
c
d
e
f
The default check stock, next check number, number of leading checks,
and report form to use for printing checks are all set in Bank Services
although you can override them at print time.
The check status and check number assigned to this check are updated
when the check has been printed.
You can print an alignment check to make sure the check forms are lined
up properly in the printer. The alignment form prints Xs.
If the check is not printed properly, you can reprint it. To reprint:
Reply No to the question that asks whether all checks were printed
successfully.
Select the reprint range, or double-click the check status column to set
the status to Not Printed.
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Accounts Payable
If the name of a Check/Advice form is not displayed, use the Browse

button to select one. Accounts Payable comes with five check forms:
APCHK01.RPT prints a combined check and advice for laser

printers.
APCHK02.RPT prints a combined check and advice for dot matrix

printers. (advice over check)
APCHK03.RPT prints a combined check over two advice forms for

11-inch check forms.
APCHK11.RPT prints a combined check over two advice forms for

11-inch check forms.
APCHK14.RPT prints a combined check, advice, voided check

copy and advice for 14-inch check forms.
3. Click the Print button.

If you click the Browse button, Accounts Payable assumes the check
report file is in the Bank Services program directory, so displays the
contents of that directory. Select the drive and directory you need.
4. If you set the Print destination to Preview, the check and advice
appear on the screen.
Use the scroll bar on the right side of the form to scroll down to the
check portion.
Close button
Click the Close button to leave the Preview form and return to the
Print Checks form.
5. When you see a message that asks whether all checks were printed
successfully, click Yes.
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Accounts Payable displays messages saying it is posting the check

information to Bank Services, then it displays the Print Checks form
again while it updates the print status, then it returns you to the
Payment Entry form.
If checks are not
printed properly
You should always look over your checks before clicking Yes. If you
click No, you can reset the print status to Not Printed (by clicking in
the Check Status column or by using the Select Reprint Range button),
and reprint the check.
Voiding printed
checks
If you discover after leaving the Print Checks form that the check is
incorrect, you must delete the payment entry to void the check with
Bank Services, and then create a new entry.
6. When you return to the Payment Entry form, note that the check
number has been added.
7. Click the Close button to leave the Payment Entry form.
In the next lesson, you will use Create Payment Batch to generate checks
for all outstanding invoices.
You can enter prepayments and miscellaneous payments with the
Payment Entry form.
You must enter a check number if you are recording a check you
issued manually.
You can identify the document for a prepayment by its invoice

number, PO number, or sales order number.
Prepayments are automatically applied when the invoice (or the

prepayment) is posted.
If Accounts Payable does not match the prepayment to its invoice

when the invoice is posted (for example, because the number on the
prepayment is incorrect), you can apply it using the Apply Document
payment type.
You can print individual checks with Payment Entry.
You can reject the checks if they were not printed properly, and reprint
them.
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Accounts Payable
Lesson 7: Generate, Print, and Post a Batch of

Checks
Although you can enter and print checks from the Payment Entry form,
you normally generate payment entries automatically using the Create
Payment Batch form.
The process for generating and printing checks automatically is as follows:
1. Enter payment controls, if necessary, such as holds on individual
vendors or invoices.
2. Specify payment criteria (such as the range of vendors or the payment
amount) in the Create Payment Batch form.
3. Print and review the pre-check payment register to see which invoices
are going to be paid with the selection criteria you specified.
4. Change selection criteria or payment controls, if necessary, and reprint
the payment register.
5. Generate payment entries.
6. Print the Payment Batch Listing to make sure that you have created
the correct payment entries.
You must print batch listings if you selected the Force Listing Of All
Batches option in the Options form.
7. Edit or delete payment entries, if necessary, and reprint the batch
listing.
You cannot edit the payment batch unless you select the Allow Edit Of
System Generated Batches option in the Options form.
8. Open the Payment Batch List form, select the payment batch, and click
the Print/Post button.
Accounts Payable prints all the checks, asks you to confirm that they
have been printed properly, then, if you reply Yes, posts the
transactions to vendor accounts.
Only one systemgenerated batch at
a time
You can process only one system-generated payment batch at a time. If

you want to use Create Payment Batch to generate two separate batches,
you must print all checks from the first batch, and post the transactions,
before you generate the second batch.
If you try to create a batch or print the payment register when a
previous system-generated batch is still unposted, Accounts Payable
displays an error message. You must post or delete the first batch before
you can continue.
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Lesson 7: Generate, Print, and Post a Batch of Checks
Set the payment criteria in the Create Payment Batch form.
Print the payment register.
Generate a payment batch using Create Payment Batch.
Print the checks and post the payment batch.
Prepare to print
If necessary, start Sage Accpac ERP, open the sample data, and set
the session date to June 30, 2010.
Read the Using the Create Payment Batch Form in Chapter 2 of the
If you prefer, select Preview as the print destination, as described at the

beginning of Lesson 4, earlier in this chapter. You can also print to your
printer.
Accounts Payable gives you the flexibility to specify exactly which vendors
you want to pay each time you generate checks.
You can specify:
Whether to select vendors by their bank code.
Whether to take or ignore discounts.
Whether to pay all documents or only forced documents.
The range of vendor groups.
The range of vendor numbers.
The range of vendor account sets.
The range of payment amounts.
Which vendors to exclude from the check run.
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Specify Payment Criteria, Print the Payment Register, and

Generate a Payment Batch
Accounts Payable
To set payment selection criteria in Create Payment Batch:

1. Choose Create Payment Batch from the A/P Transactions folder.
If the Selection Code field at the top of the Create Payment Batch
form is not available, click the Clear button.
The Create
Payment Batch
form showing
selections for the
ALLVEN selection
code
Currency fields and

the Rates tab appear
in multicurrency
ledgers.
d
e
f
Select the Payment Selection Code on which you want to base the
payment selection criteria. You can create as many selection codes as you
need. Click the Clear button if you selected the wrong code (the field for
the selection code becomes unavailable once you select a code).
Select the bank for the check run. You must also select the currency in a
multicurrency ledger.
The dates show what check processing has been done recently.
The buttons let you print a payment register, proceed to generate the
payment batch, or clear the current selection criteria, and specify a new
payment selection code.
2. Type ALLVEN for the payment selection code, then press the Tab key
to move out of the first field.
When you press Tab, the settings from the ALLVEN selection code
appear in the form, and the first field becomes unavailable.
You can change the Selection Code if you click the Clear button to
clear the current selection criteria.
Criteria tab
450
3. Click the Criteria tab.
Sage Accpac ERP
4. Accept Due Date as the method to select documents for payment.

Accounts Payable lets you select documents by:
Due Date to select only documents that are due for payment on
the date you specify.
Discount Date to select only documents that are eligible for a

payment discount on the date you specify.
Due Date And Discount Date to select documents that are

due for payment and documents that are eligible for a payment
discount on the date you specify.
5. Type July 7, 2010 as the Due On Or Before date, or use the calendar,
to select the date.
If you need to check the date format you use, go back to the first tab
and look at the Payment Date and Batch Date fields.
6. Choose All Selected Documents to pay all documents that fall within
the selection criteria you specify.
If you choose Only Forced Documents, Accounts Payable pays only
those documents that were assigned a Forced document status in the
Control Payments form and:
Meet the criteria you specified on the first tab of the Create
Payment Batch form.
Are not paid in another open payment batch.
Are within the range of vendor amounts you specify on this tab.
7. Leave all the range fields as they include all vendors.

Exclusion
8. Click the Exclusion tab to display the Vendor Exclusion List.
Workbook
451
Accounts
Payable
Accounts Payable
The Vendor Exclusion List lets you select the names of vendors you
want to exclude from the check run.
You can add vendors to the exclusion list by selecting the list, pressing
the Insert key, then typing a vendor number or selecting one from the
Finder. You can delete vendors from this list by highlighting the vendor
number and pressing the Delete key.
The ALLVEN payment selection code does not exclude any vendors.
(You can compare this payment selection code to the INVCKS code,
which lists one vendor for exclusion from the check run.)
Accounts Payable provides vendor holds at a number of different
levels. You can:
Use the Vendors form to place individual vendor records on hold.
Use Control Payments to place ranges of vendors or invoices on

hold.
Use the exclusion list to exclude vendors from a payment batch.
You can leave the list as it is, or change it, as you like.
Multicurrency
9. If you have a multicurrency Accounts Payable ledger, click the Rates

tab.
The Rates tab in

the Create
Payment Batch
form
You can edit the Bank Rate for the batch if the bank currency differs
from the functional currency, and you can edit the Vendor Rate if the
vendor currency differs from the functional currency.
To print the payment register:
1. When you have completed all the tabs, click the Register button to
print the payment register.
452
Sage Accpac ERP
If any error messages appear (stating that you missed some fields in
the form), click OK, fill in the requested information, then click the
Register button again.
If a previously created payment batch is unposted, Accounts Payable
displays a message on the first tab.
When the payment register appears on the screen, use the navigation
buttons to view other pages of the report.
See Chapter 7 of the Accounts Payable User Guide for more
information on the payment register.
2. When you have reviewed the payment register, close the Preview form
by clicking the Close button in the upper-right corner to return to the
Create Payment Batch form.
Once you have reviewed the payment register and checked that you
are paying the vendors that you expected to pay you can generate the
payment batch.
To generate the payment batch:
2. Write down the batch number, and then click Close.

The next step after generating the payment batch is to print the batch
listing.
Print the Batch Listing, and Print and Post Checks

Generated payment batches are the same as batches of payments that
you create with the Payment Entry form.
You cannot edit or add to the system-generated batch unless you selected
the Allow Edit Of System Generated Batches option in the Options form.
Sample Company uses the Allow Edit Of System Generated Batches
option, so you can use Payment Entry to:
Change entries in the batch.
Workbook
453
Accounts
Payable
1. Click the Generate button to generate the payment batch. When batch
generation is finished, the following message appears:
Accounts Payable
Add to the batch.
Delete payment entries.
Print individual checks before printing the rest of the batch.
Generally, you would print the payment batch listing, review the listing,
correct or delete payment entries (if necessary), and then print the checks
and post the batch.
Batches
You must print batch listings if you select the Force Listing Of All Batches
option in the Options form.
Remember that there are three ways to print listings of payment batches:
Select the Print choice from the File menu in the Payment Batch List
form.
Click the Print button on the Payment Batch List form.
Choose the Batch Listing icon from the A/P Transaction Reports folder.
This is the method used in this lesson.

1. Choose the Batch Listing icon from the A/P Transaction Reports folder.
2. Under Batch Type, choose Payment.
3. Use the Finder to select the number of the batch you created earlier in
this lesson. Type the same number in both the From and To fields
beside the Batch Number field.
4. Select System under the Type section and Open under the Status
section (clear all other check boxes).
5. Click Print.
6. After reviewing the list, close the Preview form, and then click Close
from the Batch Listing Report form.
454
Sage Accpac ERP
To print checks and post the payment batch:

1. Choose the Payment Batch List icon from the A/P Transactions folder.
Click the Refresh

button to list the
most recent
payment batches.
2. Highlight the batch for which you want to print checks. If you
generated a batch using Create Payment Batch, select that batch (the
description should read SYSTEM GENERATED CHECK BATCH).
3. Click the Print/Post button.
Accounts
Payable
The Print Checks form appears:
This is the same form that appears when you print single checks from
the Payment Entry form, and the procedure for printing is the same.
If you are really printing continuous forms checks, you should print an
alignment check first to make sure the check forms are lined up
properly.
4. Click the Print button.
Workbook
455
Accounts Payable
Close
5. If you printed to the Preview destination, look over the checks that
were printed, and then close the Preview window.
When you close the Preview window or when the checks have been
printed on a printer, you see a message that asks whether all checks
were printed successfully.
6. Click Yes.
The following message appears, letting you choose whether to set the
batch Ready To Post, and post the payment batch.
7. Click Yes.
Accounts Payable then:
a. Posts the check information to Bank Services.
b. Returns to the Payment Batch List.
c. Posts the payment transactions to vendor accounts.
d. Displays a message when finished.
If printing separate
advices
The above procedure can vary slightly for several reasons. For
example, if you are printing checks then advices, Accounts Payable
will:
a. Print the checks first, and ask you to confirm that they are correct.
b. Ask you to confirm that you have loaded the advice forms in the
printer.
c. Print the advices, and ask you to confirm that they were printed
correctly.
You can reject the checks and the advices, and then reprint them, if
necessary.
If processing was
previously
interrupted
If a previous printing run was disrupted so that a restart record exists,

Accounts Payable will complete the previous operation before it prints
and posts the batch that you selected.
For example, assume you started to print a single check from a batch
using the Payment Entry form, then canceled the procedure.
456
Sage Accpac ERP
If you select the batch and click Print/Post on the Payment Batch List,
Accounts Payable will:
a. Tell you that a restart record exists and ask whether you want to
proceed.
b. Open the Print Checks form and let you print the check that was
not printed earlier.
c. Post the check information to Bank Services.
d. Return to the Payment Batch List.
You then have to select the same batch again and click Print/Post in
order to print and post the rest of the checks in the batch.
The final step in the check processing cycle is to print the payment audit
reports, which include the payment posting journal and the check register.
To print the posting journal and check register:
1. Choose the Posting Journals icon from the Transaction Reports folder,
then make the following entries:
Select Posting Journal. Choose Payment.
From Posting Sequence and To Posting Sequence. Type the

number shown in the To Posting Sequence field in both fields. (This is
the sequence number assigned when you posted the batch.)
2. Click Print.
printed earlier. Check that all transactions were posted.
4. Click Close to leave the Posting Journals form.
5. Choose the Check Register icon from the Transaction Reports folder,
then make the following entries:
From Posting Seq. and To Posting Seq. Type the same posting
sequence numbers you used for the Posting Journal report.
Print G/L Summary. Select this option if you want to create a
summary page of transactions that will be posted to the G/L.
6. Click Print.
The Check Register includes all valid checks, but does not list
alignment checks, voided checks, or continuation checks. For
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457
Accounts
Payable
Sort By. Choose Batch/Entry Number to print the journal in the same
Accounts Payable
information on all checks that have been printed by Accounts Payable,

print the Checks Status report from Bank Services.
Continuation checks appear if you print combined check and advice
forms and the payment information cannot fit on a single advice.
7. Click Close to leave the Check Register form after you review the
report.
For more information about posting journals and check registers, see
Chapter 7, Reports, in the Accounts Payable User Guide.
You can select ranges of vendor groups, vendors, account groups and
payment amounts when specifying payment criteria in the Create
Payment Batch form.
You can add vendors to a payment exclusion list or you can place a
hold on the vendor using the Vendors form or using the Control
Payments form.
You can print a payment register before generating payment

transactions.
You can edit all payment transactions generated by Create Payment

Batch if you select the Allow Edit Of System Generated Batches option
in the Options form.
You can print and post batches of checks from the Payment Batch List
form.
You can use the Payment Posting Journal to ensure that all payment
entries were correctly posted to vendor accounts.
The Check Register lists all valid checks that were recorded or printed
by Accounts Payable.
Where To Now?
Now that you have used the major transaction entry forms in Accounts
Payable, you can begin working with your own data.
For more information and instructions on processing invoice, payment,
and adjustment transactions, refer to Chapters 4 and 5 in the Accounts
Payable User Guide.
For information about processing steps that are part of your period-end
procedures, see Chapter 6, Periodic Processing, in the Accounts Payable
User Guide.
458
Sage Accpac ERP
Where To Now?
Remember that online Help is always there when you are using Accounts
Payable. Press the F1 key to find out about the field or form you are
currently using.
Accounts
Payable
Workbook
459
Chapter 5
Reconciling OFX Bank Statements
General Steps for Reconciling OFX Statements ............................................. 5-1
Before You Begin ........................................................................... 5-2
Lesson 1: Importing an OFX Statement ................................................... 5-4
Lesson 2: Automatically Matching Transactions from an OFX Statement .................. 5-6
Unmatched Entries .................................................................... 5-10
Lesson 3: Clearing Transactions with Exchange Differences ............................. 5-11
Lesson 4: Clearing Bank Transactions ................................................... 5-14
Lesson 5: Checking the Reconciliation before Posting ................................... 5-16
Lesson 6: Posting Bank Reconciliation Entries ........................................... 5-18
Lesson 7: Clearing Transactions with Write-Offs ........................................ 5-19
Lesson 8: Clearing Transactions with Bank Errors ....................................... 5-23
Where To Now? ........................................................................... 5-30
Reconciling OFX
Statements
Workbook
5i
Chapter 5
Periodically, you must reconcile your bank statement with payments to
vendors, customer receipts, returned payments, and NSF customer checks
recorded in Bank Services, and record transactions that affect bank
accounts, such as bank transfers and monthly service charges.
The Reconcile OFX Statements form, available in Bank Services,
automates the matching of transactions on your bank statement to
transactions in your Sage Accpac ERP system, simplifying the most
laborious task in the reconciliation process.
This tutorial teaches you how to reconcile OFX-format bank statements
that you download from your banks Web site. (Sage Accpac 5.5 supports
OFX version 2.0.)
The lessons use the sample data that is included in the Sage Accpac
System Manager installation, letting you practice using Bank Services
before you work with your own company data.
System Manager includes electronic statement files in OFX format for
Sample Companys corporate bank account, First Canadian Bank. The
statements include transactions from May through July.
There are two electronic statement files:
SAMLTDOFX.ASO This is the OFX statement for SAMLTD, the
multicurrency sample company.
SAMINCOFX.ASO This is the OFX statement for SAMINC, the

single-currency sample company.
These files are available in the DOCS/SMxxAENG folder in the ACCPAC or

Sage Accpac program folder, depending on where you installed Sage
Accpac. (xx refers to the version of Sage Accpac ERP you are using.)
General Steps for Reconciling OFX Statements

Generally, to reconcile a downloaded bank statement you:
1. Download your bank statement from your banks Web site, using the
function provided by the bank to download statements in Simply
Accounting (OFX) format.
2. Import the statement into Sage Accpac (using Import OFX Statements).
Workbook
51
Reconciling OFX
Statements
3. Match the transactions in the electronic file to transactions in Sage

Accpac (using the Reconcile OFX Statements form).
4. Enter bank transactions, and manually clear or write off any
unmatched transactions (using the Reconcile OFX Statements form).
5. Ensure that the ending balance from the bank statement matches the
ending bank balance in your Sage Accpac system (using the Reconcile
Statements form).
6. Print the Withdrawal Status and Deposit Status reports, which are not
available after you post the bank reconciliation.
7. Post the reconciliation (using the Post Reconciliation form).
8. Print the Bank Reconciliation report.
Before You Begin

Accpac ERP, and for information on starting and using sample data.
Print out this
chapter for easy
reference
If you dont have a printed version of this Workbook, print out the online
version of this chapter so you can refer to it easily while doing the lessons.
Choosing
commands and
moving around in
Sage Accpac
If you are not familiar with choosing commands or moving around in Sage
Accpac, you can get help by reading or doing Lesson 1 in this tutorial.
Lesson 1 provides more details than other lessons about using the mouse
or keyboard to choose commands and move the cursor around in forms.
Read Chapter 6, Reconciling Bank Accounts, in the Tax and Bank User
Guide, for a review of the concepts behind the tasks that are discussed in
these lessons.
When you are ready to begin these lessons:
1. Sign on to Sage Accpac ERP using June 4, 2010 as the session date.
2. From the Common Services folder, open the Bank Services folder, and
then open the Bank Transactions folder.
To open a folder, you can either click the plus sign beside the folder
name in the left panel on the Sage Accpac desktop, or choose the icon
for each folder.
3. From the Bank Transactions folder, choose Reconcile Statements.
4. In the Reconcile Statements form, in the Bank Code field, type
FCBANK, or use the navigation buttons or the Finder to select the
bank code from the list.
52
Sage Accpac ERP
Before You Begin
5. Fill in the rest of the fields on the Reconcile Statement form:

a. For the statement date, type May 31, 2010, in the format your
system accepts, or select this date using the calendar icon, and
then press the Tab key.
This is the date of the printed bank statement First Canadian Bank
sent to Sample Company for May.
b. For the reconciliation date, type June 4, 2010, or select this date
using the calendar icon, and then press the Tab key.
This is the date on which Sample Company is performing the bank
reconciliation. The date is used for information purposes only; it is
not assigned to transactions.
c. For the reconciliation posting date, type May 31, 2010, or select
this date using the calendar icon. You can reconcile outstanding
transactions up to and including the reconciliation posting date,
including outstanding transactions from earlier fiscal periods.
The posting date also determines the year and period to which the
reconciliation is posted.
d. Press Tab to move to the Statement Balance field, then enter the
statement balance in this field, as follows:
If you are using the multicurrency sample company, SAMLTD,

type 746.01.
If you are using the single currency sample company, SAMINC,

type 664.11.
The amounts
shown are for the
multicurrency
sample company.
Workbook
53
Reconciling OFX
Statements
6. Click the Calculate button to recalculate amounts on the Summary tab.
The non-zero amount in the Out Of Balance By field shows that the
bank statement balance and Sample Companys book balance differ.
In the reconciliation process, you account for this difference.
The amounts that appear below the Statement Balance field show the
deposits and withdrawals recorded in Sample Companys Sage Accpac
system that are assumed to be in transit, or outstanding, until you
identify the deposits and withdrawals that have cleared the bank.
The other tabs on the Reconcile Statements form provide detailed
information about these outstanding transactions. They also let you
clear the transactions manually. To view or manually clear outstanding
withdrawals, you use the Withdrawals tab. To view or manually clear
outstanding deposits, you use the Deposits tab.
During reconciliation, you also identify any bank errors, legitimate
bank charges (such as service charges), as well as gains and losses on
exchange. You process these differences to further adjust the
statement balance or Sample Companys book balance.
7. Click Save, and then click Close.
Lesson 1: Importing an OFX Statement

Sage Accpac ERP supports the reconciliation of electronic bank statements
in OFX (Open Financial Exchange) format.
Matching transactions from a printed bank statement to transactions in an
accounting system can be a time-consuming and tedious process in a
manual reconciliation. With electronic bank statements, you can automate
the matching process.
Normally, you would first download your bank statement from your banks
Web site to a folder on your computers hard drive or a network location.
These lessons do not contain steps for downloading a bank
statement. Contact your bank for instructions on how to download
your own bank statements in OFX format.
Note:
Once you have downloaded the OFX file, you import it into your Sage
Accpac company. In these lessons, you will use an OFX statement file
prepared for Sample Company, which comes with the Sage Accpac
System Manager.
54
Sage Accpac ERP
Lesson 1: Importing an OFX Statement
To import the OFX statement for Sample Company:

1. In Bank Services, from the Bank Transactions folder, choose Import
OFX Statements.
2. In the From Bank Code and To fields, type FCBANK, the code for First
Canadian Bank.
Because more than one bank account can be included in a single
OFX file, these fields let you specify a particular range of bank
accounts to import from the file.
3. In the Downloaded Bank Statement File field, specify the OFX file to
import, as follows:
a. Click the Browse button.
b. In the program files folder where your Sage Accpac programs are
stored, open the DOCS/SMxxAENG folder, where xx refers to the
version of Sage Accpac ERP that you are using.
Normally, you would specify the folder where you saved your OFX
statement when you downloaded it from your banks Web site.
Multicurrency
statement file
c. If you are working with the multicurrency sample company, select

SAMLTDOFX.ASO.
Single currency
statement file
Reconciling OFX
Statements
Or
If you are working with the single-currency sample company,
select SAMINCOFX.ASO.
d. Click Open.
4. Click Import.
Sage Accpac displays a message telling you how many statements and
transactions you imported successfully.
5. Click Close to close the message box, then click Close again.
The banks transactions are now available for matching in your Sage
Accpac ERP system.
Workbook
55
Tip
You can also import an OFX file while you are using the
Reconcile Statements form. From the File menu, click Import,
select Downloaded Bank Statements, and then click OK to open the
Import OFX Statement form.
Note:
What next?
Lesson 2 shows you how to match the First Canadian Bank transactions
automatically with transactions in the Sample Company data.
Lesson 2: Automatically Matching Transactions

from an OFX Statement
You use the Reconcile OFX Statements form to match transactions from
the imported bank statement to transactions in Sage Accpac.
The Reconcile OFX Statements function uses the transaction amounts,
along with additional criteria, to match transactions from the downloaded
statement to transactions posted to the First Canadian Bank in Sample
Companys Sage Accpac system.
If the Sage Accpac bank uses an error spread, the program matches
amounts that fall within the range prescribed by the error spread,
although you must approve the clearing of amounts that do not match
exactly.
In addition to transactions amounts, it matches elements from Sage
Accpac to those in the OFX file, as follows:
Matching
withdrawals
For withdrawals, it tries to match elements in the following order:

a. The check number used in Sage Accpac and the reference number
in the OFX file.
b. The reference used in Sage Accpac and the reference number or
comment in the OFX file.
c. The payee name (or vendor name) in Sage Accpac and the payee
name or payee ID in the OFX file.
d. The transaction comment in Sage Accpac to the payee name,
payee ID, or comment used in the OFX file.
Matching deposits
For deposits, it tries to match elements in the following order:

a. The transaction number used for the Sage Accpac deposit and the
reference number used in the OFX file.
b. The comment used for the Sage Accpac deposit and the payee
name, payee ID, or comment used in the OFX file.
56
Sage Accpac ERP
Lesson 2: Automatically Matching Transactions from an OFX Statement
c. The payee name or payee ID in Sage Accpac and the payee name
or payee ID used in the OFX file.
To use the Reconcile OFX Statements form to match transactions:
1. In Bank Services, from the Bank Transactions folder, choose the
Reconcile OFX Statements icon.
2. In the Bank Code field, type FCBANK, the code for the bank you are
reconciling, or use the Finder or the navigation buttons to select it,
and then press the Tab key.
The Reconcile OFX Statements form displays transactions from the
imported OFX file that were processed by the bank before the
reconciliation cutoff date. (The reconciliation date appears as the
default cutoff date.)
The reconciliation date
and posting dates you
entered for FCBANK
on the Reconcile
Statements form
appear as defaults.
Workbook
57
Reconciling OFX
Statements
3. To see all the transactions included in the OFX file, in the

Reconciliation Cutoff Date field, type July 31, 2010, then press Tab.
(Click Yes if a message appears asking you to accept this date.)
The display includes

transactions through
the new cutoff date.
4. Complete the fields on the Reconcile OFX Statements form, as follows:

Reconciliation Date. Enter June 4, 2010, in the format your
system accepts, as the reconciliation date.
The program displays the reconciliation date you entered on the
Reconcile Statements form as the default reconciliation date. You can
change the date to an earlier date or a later one, if you are performing
the reconciliation for a different date.
The program assigns the reconciliation date you specify in this field to
withdrawals and deposits when they are cleared.
Reconciliation Posting Date. Select May 31, 2010, using the
format your system accepts.
You must use a reconciliation posting date that is later than the one
used when you last reconciled the bank account.
Reconciliation Cutoff Date. Type May 31, 2010, in the format your
system accepts, or click the calendar icon to select the date, and then
press the Tab key.
58
Sage Accpac ERP
Lesson 2: Automatically Matching Transactions from an OFX Statement
If you receive a message asking you to accept the date, click Yes.
Imported transactions must have cleared the bank by the specified
cutoff date to be included in this reconciliation.
You can reconcile only transactions posted in Sage Accpac to a date no
later than the reconciliation cutoff date, including outstanding
transactions posted to earlier fiscal periods.
When you leave the Reconciliation Cutoff Date field, the display
changes to show transactions processed up to and including the
specified cutoff date, for the specified year and period, as follows:
The downloaded OFX statement file includes transactions processed in

June and July. However, the transactions you can reconcile at this time
are restricted to those that cleared the bank by the cutoff date.
If you select this option, automatically matched transactions

are immediately cleared, leaving only transactions that you must
reconcile manually. This option can save you time if you have
many transactions to reconcile. However, if more than one
transaction uses a given amount, it is best not to select the option,
to ensure that you clear the correct entry.
Note:
5. Click Reconcile.
Workbook
59
Reconciling OFX
Statements
Automatically Clear Reconciled Transactions. Do not select this

option for this lesson. For this exercise, we want the program to
display all outstanding bank transactions.
When the program finishes the matching process, it displays a

message telling you how many transactions it cleared, as follows:
6. Click Close to return to the Reconcile OFX Statements form.

7. Click Refresh to remove the reconciled transactions from the display.
8. Click Yes to process the matched transactions, leaving only the

transactions the program cannot match.
The following screen shows the unmatched transactions for Sample
Company Ltd.:
Unmatched Entries
Transactions can be unmatched for any of the following reasons:
510
They are bank entries (such as fees, interest, NSF checks, or service
charges) that you have not yet entered in your Sage Accpac system.
There is a discrepancy between Sage Accpac and your bank in the

amount of the deposit or withdrawal, or in the descriptive data used to
identify the item. The discrepancy could be the result of a keying error
(yours or the banks).
Sage Accpac ERP
Lesson 3: Clearing Transactions with Exchange Differences
A discrepancy can also arise if you and the bank use different rates to
convert foreign currency, if the conversion results in a spread larger
than the exchange rate difference permitted for the bank in Sage
Accpac.
What next?
You have entered the transactions in your Sage Accpac system, but
they have not yet cleared the bank. This can occur, for example, if a
vendor has not yet cashed your check, or if the bank has not yet
recorded a deposit to your account.
The bank has used different descriptive information with a transaction

than you used in your system.
Lesson 3 demonstrates how to clear deposits that were not matched

because the bank and Sample Company used different exchange rates.
Proceed to Lesson 3 only if you are using the multicurrency sample data
(SAMLTD).
Lesson 4 shows you how to clear bank entries. If you are using the single
currency sample data (SAMINC), continue this tutorial at Lesson 4.
If you want to start Lesson 3 or Lesson 4 now, leave the Reconcile OFX
Statements form open.
If you want to continue this tutorial at another time:
1. Click Close.
A message appears, asking whether you want to process the entries
now.
Reconciling OFX
Statements
2. Click Yes.
Lesson 3: Clearing Transactions with Exchange

Differences
Skip this lesson if you are using the single-currency sample data
(SAMINC).
Among the transactions that remain to be cleared are deposits that
cleared the bank with different amounts than Sample Company recorded
in its books. The differences arose because the bank and Sample
Company used different rates to convert source currencies.
Workbook
511
This lesson shows you how to clear deposits that are not matched
automatically, where the difference is greater than the exchange rate
spread Sample Company allows for this bank account. When you clear
these deposits, Sage Accpac records an exchange gain or loss.
If you are using the single currency sample company, SAMINC, skip this
lesson, and continue the tutorial at Lesson 4, which shows you how to
clear bank transactions.
To clear transactions that use different exchange rates:
1. Open the Reconcile OFX Statements form, if it is not open, and select
FCBANK in the Bank Code field to display the reconciliation at the point
you left it in Lesson 2 or Lesson 3.
2. Select the May 31st transaction, deposit WT01247741 from Ronald
Black, in the amount of $148.91, and then click the Clear button.
The program displays the details of a transaction recorded by Sample
Company.
The transaction is a wire transfer in US currency, and it uses the same

reference number as the banks transaction.
3. Scroll to the right to display the Receipt Amount field.
Note that the receipt amount is the same as the source amount in the
bank statement. However, the deposit cleared the bank with a
different exchange rate than the rate Sample Company used to record
it. The $7.00 difference in the receipt amount is larger than the
$1.00 exchange rate difference permitted for this bank.
4. To clear this transaction, select it on the detail grid, and then click
Clear.
512
Sage Accpac ERP
Lesson 3: Clearing Transactions with Exchange Differences
5. Click Yes to process an exchange rate adjustment and clear the

transaction.
6. Click Close to return to Reconcile OFX Statements.
The Cleared column changes to Yes for the transaction, indicating that
the transaction is now cleared.
Notice that the remaining transactions to be cleared also use foreign
currency.
7. Clear the deposits for CanAm Industries and Bashaw Bulldozing, as
you did the deposit for Ronald Black:
a. On the Reconcile OFX Statements grid, select the $28.69 deposit
for CanAm Industries dated May 28th, and then click Clear.
The banks transaction report confirms that the source amount (in
US dollars) is the same in both the banks and Sample Companys
records, so you are confident that it is the same transaction.
b. Click Clear, and then click Yes to clear the transaction with an
exchange rate difference and return to the Reconcile OFX
Statements form.
8. Click Refresh, and then click Yes to process all cleared transactions,
moving them to Bank Services.
You can click the Process button after clearing each item
individually, or you can click it after clearing all the items.
Note:
What next?
In Lesson 4, you will learn how to clear unmatched bank entries. If you
want to start Lesson 4 now, leave the Reconcile OFX Statements form
open.
1.
If you want to continue at another time, click Close to close the

Reconcile OFX Statements form.
A message appears, asking whether you want to process the entries
now.
Workbook
513
Reconciling OFX
Statements
c. On the Reconcile OFX Statements grid, select the $71.73 deposit

for Bashaw Bulldozing dated May 28th. Click Clear, and then click
Yes to clear the transaction with an exchange rate difference and
return to the Reconcile OFX Statements form.
2. Click Yes.
Lesson 4: Clearing Bank Transactions

The bank has posted a service charge and an interest charge for May.
However, because Sample Company has not yet recorded the charges, the
program cannot match them to transactions in the Sample Company
database.
Sage Accpac provides an easy method of recording bank entries, which
you will use in this lesson to reconcile these bank transactions.
To clear the unmatched bank entries:
1. Open the Reconcile OFX Statements form, if it is not open already, and
select FCBANK in the Bank Code field to display the reconciliation at
the point you left it in Lesson 2 or Lesson 3.
2. To reconcile the service charge:
a. On the Reconcile OFX Statements grid, select the May 24, 2010
service charge transaction, and then click the Bank Entry button.
The Bank Entry form appears, as follows:
b. Complete the fields on the Bank Entry form, as follows:

Transaction Type. Click the Finder beside this field to select the
code for bank service charges, or type SC and then tab out of the
field.
The Finder displays only transaction type codes for bank
transactions for example, bank error, interest revenue or
interest charge, returned check (NSF), or bank service charge.
Note:
514
Sage Accpac ERP
Lesson 4: Clearing Bank Transactions
The program displays the general ledger account and account

description specified for the transaction code in Bank Services.
G/L Account. Accept 6110, the default account number specified
for bank charges.
Sage Accpac lets you change the account number, if necessary.
Description / Reference. Accept the default description and
reference.
The comment used in the transaction appears as the description for
the reconciling entry.
The reference used in the transaction, if any, appears as the
reference for the reconciling entry.
Comment. In the Comment field, type May 2010 bank service
charge.
c. Click Process.
The following message appears:
d. Click Yes.
e. Click Close at the next message to return to the Reconcile
OFX Statements form.
3. To reconcile the May 24th interest transaction, select it on the form,

then click Bank Entry.
a. Fill out the Bank Entry form as follows:
Type 6320 in the

G/L Account field.
b. Click Process.
Workbook
515
Reconciling OFX
Statements
The service charge transaction status changes to Cleared.
c. Click Yes at the message that appears asking whether you want to
d. Click Close.
4. Click Refresh, and then click Yes to process the bank entries.
5. Click Close.
What next?
In Lesson 5, you will check the reconciliation before posting the

reconciliation and reconciling entries.
Lesson 5: Checking the Reconciliation before

Posting
1. Open the Reconcile Statements form.
2. In the Bank Code field, type FCBANK or use the Finder or the
navigation buttons to select it.
The book balance is adjusted

by the bank entry and the
exchange adjustments you
processed in the previous
lessons.
The statement balance is

adjusted for outstanding
deposits.
The Out Of Balance By field has a 0.00 amount, confirming that the
adjusted statement balance and Sample Companys adjusted book
balance agree.
3. Make a note of the adjusted balance for both the statement and the
books ($-2,139.05 for SAMLTD, and $-1,588.43 for SAMINC).
To check the details of the adjustments:
a. Click the Entries tab to view the bank entries you processed in
Lesson 4.
516
Sage Accpac ERP
Lesson 5: Checking the Reconciliation before Posting
The Entries tab shows any

bank entries you make
during reconciliation, such
as for service charges, bank
interest, bank errors, and so
on.
b. Click the Withdrawals tabs to view the withdrawals for the period.
c. Click Select Mode, if it is not already selected.
The program could not

match any of the checks
when you used the
Reconcile OFX
Transactions form because
they did not clear the
bank before the cutoff
date. These withdrawals
will remain outstanding
until next month.
Reconciling OFX
Statements
d. Click the Deposits tab.

All deposits were cleared
in the current period. For
the multicurrency
company, amounts were
written off for exchange
differences.
Workbook
517
Lesson 6: Posting Bank Reconciliation Entries

To update Sample Companys accounts with the adjustments and bank
entries, you must post the bank reconciliation.
In this lesson, you will post the bank reconciliation to update the general
ledger accounts.
Before posting
the reconciliation
Normally, you would print the deposit status and withdrawal status
reports using the icons in the Bank Reports folder before you post a
reconciliation. We are going to skip these steps.
To post the bank reconciliation:
1. Choose the Post Reconciliation icon from the Reconciliation folder.
2. Select Range, and then type FCBANK in the From and To fields.
3. Click Post to post the reconciliation for the Bank account.
After posting
Post the bank reconciliation batch in General Ledger.
Compare the adjusted bank balance to the General Ledger Account

Balance:
a. In General Ledger, from the G/L Accounts folder, choose Account
History Inquiry.
b. In the Account field, type 1027, and then press the Tab key.
c. Make sure that the year is 2010, and, if you are using the
multicurrency sample data (SAMLTD), that the currency is
Canadian and the currency type is functional.
The program displays the end-of-month balances for account 1027,
as follows:
518
Sage Accpac ERP
Lesson 7: Clearing Transactions with Write-Offs
d. The balance should now agree with the reconciled balance you
noted in Bank Services.
The May, 2010 reconciliation is complete and correct.
e. Click Close.

In this lesson, you will learn how to:
Automatically clear matched transactions.
Easily write off small differences between your records and your banks
records.
The Reconcile OFX Statements form lets you write off small differences
between amounts posted in Sage Accpac and amounts recorded by the
bank. The difference must be less than the Errors/Write-Off Spread
permitted for the bank in Bank Services.
Before you start
Prepare the June 2010 reconciliation:

1. Log on to the Sample Company database using July 5, 2010 as the
session date.
2. In Bank Services, from the Bank Transactions folder, choose Reconcile
Statements, then:
a. In the Bank Code field, type or select FCBank.
c. In the statement balance field, enter the balance from the First
Canadian Bank statement for the period ending June 30, 2010:
If you are using the SAMLTD data, type $-3,513.16.
If you are using the SAMINC data, type $-2,912.96.
d. For the reconciliation date, type July 5, 2010 in the format your
system recognizes.
e. For the reconciliation posting date, type June 30, 2010.
3. Click Calculate.
Workbook
519
Reconciling OFX
Statements
b. In the Statement Date field, type June 30, 2010 in the format
your system accepts.
Use the Reconcile OFX Statements to reconcile the June statement

as follows:
1. Choose Reconcile OFX Statements from the Bank Transactions folder.
reconciling, or use the Finder or the navigation buttons to select it.
3. Complete the remaining fields, as follows:
Reconciliation Date. Enter July 5, 2010, in the format your system
accepts, as the reconciliation date.
Reconciliation Posting Date. Accept June 30, 2010 in this field.
Reconciliation Cutoff Date. Type June 30, 2010, and then press
the Tab key.
The Reconcile OFX Statements form shows transactions processed up
to and including June 30th.
4. Select the Automatically Clear Reconciled Transactions option.
5. Click Reconcile.
The program displays the following message:
6. Click Close.
520
Sage Accpac ERP
Note that the program has processed the cleared transactions, leaving
on the screen only one transaction that you must reconcile manually:
The transaction
amount is different
for the singlecurrency sample
company.
The June entries include a withdrawal that cleared the bank with a
slightly different amount than Sample Company recorded.
Sample Companys policy is to write off very small
differences, such as this. The Errors/Write-Off Spread permitted for
the First Canadian Bank is $1.00.
Note:
7. Clear the June 7thth Chloride Systems payment check, as follows:

a. Select the transaction on the grid, and then click Clear.
Reconciling OFX
Statements
b. Click Clear.
Workbook
521
c. Click Yes to write off the small difference, and then click Close.
8. On the Reconcile OFX Statements form, click Close.
9. Click Yes at the message to process the changes.
After processing
the entries
Check the reconciliation before posting it, as described next, and then
post the reconciliation as described in Lesson 6.
To check the reconciliation:

1. From the Bank Transactions folder, choose the Reconcile Statements
icon.
2. In the Bank Code field, type FCBANK or use the navigation buttons or
the Finder to display this code.
Sample Companys adjustment book balance now agrees with the

adjusted statement balance. (The Out Of Balance By field displays
0.00.)
3. Click the Withdrawals tab.
4. Select Direct Mode.
5. Using the horizontal scroll bar, scroll right until you can see the
amount to be written off when you post the reconciliation.
522
Sage Accpac ERP
Lesson 8: Clearing Transactions with Bank Errors
The amount written off

for each check appears
in the Write-Off Amount
column.
6. Click Close.
7. Post the reconciliation in Bank Services, as described in Lesson 6.
8. Post the reconciliation batch in General Ledger.
9. As a final check, use the Account History Inquiry form in General
Ledger to compare the balance for account 1027 with the adjusted
book bank balance on the Reconcile Statements form to ensure that
they agree.

This lesson shows you how to reconcile a transaction that cannot be
matched using the Reconcile OFX Statement.
Prepare the July

reconciliation
Prepare the July Reconciliation as follows:

1. Log on to the Sample Company database using August 4, 2010 as the
session date.
2. From the Bank Transactions folder, choose Reconcile Statements,
then:
a. In the Bank Code field, type or select FCBank.
b. In the Statement Date field, type July 31, 2010.
c. In the statement balance field, enter the balance from the First
Canadian Bank statement for the period ending July 31, 2010:
Workbook
523
Reconciling OFX
Statements
In July, First Canadian Bank has made a couple of errors that exceed the
$1.00 bank error spread, and Sample Company is not willing to write off
the differences. Sample Companys accountant has contacted the bank,
and has received assurance that the errors will be corrected on the next
statement.
If you are using the SAMLTD sample company, type -9,208.82.
If you are using the SAMINC sample data, type -7,156.84.
d. For the reconciliation date, select type August 4, 2010 in the

format your system recognizes.
e. For the reconciliation posting date, type July 31, 2010.
3. Click Calculate.
4. Click Close.
Use Reconcile OFX
Statements
Match transactions automatically, as follows:

1. Choose Reconcile OFX Statements from the Bank Transactions folder.
reconciling, or use the Finder or the navigation buttons to select it.
3. Complete the remaining fields, as follows:
Reconciliation Date. Accept August 4, 2010.
Reconciliation Posting Date. Accept July 31, 2010.
Reconciliation Cutoff Date. Type July 31, 2010, or use the
calendar to select it, and then press the Tab key.
The Reconcile OFX Statements form shows transactions processed up
to and including July 31st, as follows:
4. Select Automatically Clear Reconciled Transactions.

5. Click Reconcile.
524
Sage Accpac ERP
6. The following message appears:
7. Click Close.
The amounts are

different for
Sample Company
Inc., the singlecurrency sample
company.
8. Try to clear the remaining checks as follows:

a. Select the Marshall-Davidson transaction that cleared the bank on
July 7th, and then click Clear.
Reconciling OFX
Statements
b. Select the Marshall-Davidson transaction that cleared the bank on

July 31st, and then click Clear.
The same message appears, saying that there is no matching
withdrawal.
9. Write down the payee and the withdrawal amount for each check.
Workbook
525
For the multicurrency sample data (SAMLTD), the amounts are:
$635.38 for check 1200008.
$684.23 for check1200018.
For the single currency sample data (SAMINC), the amounts are:
$453 for check 1200008.
$443 for check1200018.
Sample Company determines that the amounts of these transactions

were entered incorrectly by the bank. The bank will correct the errors
on the next statement, but for now, you are going to have to reconcile
these transactions with bank error using the Reconcile Statements
form.
Clear transactions
with bank errors
manually
To clear the transactions with bank errors, manually:

1. Open the Reconcile Statements form, and use the Bank Code field to
display FCBANK.
2. Click the Withdrawals tab:
The transaction
amounts are different
if you are using the
SAMINC sample data.
Withdrawals 1200008 and 1200018 remain outstanding. (You may

have to scroll down vertically to see both transactions.)
526
Sage Accpac ERP
a. Select withdrawal 1200008 on the grid, then click Document to

display the payment entry:
This transaction was not matched in the Reconcile OFX Statements

form because the amount processed by the bank is different than
the actual check, and the difference exceeds the allowable spread.
The details of the transaction indicate that it is the same as the
uncleared bank transaction, but the bank has made a keying error.
b. Click Close to return to the Reconcile Statements form.
c. With withdrawal 1200008 still selected, scroll to the right to display
the Reconciliation Status field.
Reconciling OFX
Statements
d. From the drop-down list of statuses, select Cleared With Bank

Error for the transaction, and then press Tab.
e. In the Reconciliation Cleared Amount field:
If you are using the SAMLTD sample data, type 635.38.
If you are using the SAMINC sample data, type 453.00.
If a message appears telling you that the amount is greater than

the error spread, click Close.
f.
Click Save.
Workbook
527
To clear withdrawal 1200018:

a. Select the transaction on the grid, and then click Document to
display the payment entry:
b. The bank transposed two digits when it entered the check amount.
You will have to clear this withdrawal with a bank error, also.
c. Click Close.
d. With Withdrawal 1200018 selected, scroll to the right to display the
Reconciliation Status field.
e. From the drop-down list of statuses, select Cleared With Bank
Error for the transaction, and then press Tab.
f.
In the Reconciliation Cleared Amount field:
If you are using the SAMLTD sample data, type 684.23.
If you are using the SAMINC sample data, type 443.00.
If a message appears telling you that the amount is greater than

the error spread, click Close.
g. Click Save.
528
Sage Accpac ERP
The outstanding
amounts should be
cleared in the next
period
3. Click the Summary tab to confirm that the bank balance and the bank
statement reconcile. (The Out Of Balance By field should have a zero
amount.)
Reconciling OFX
Statements
4. Post the reconciliation in Bank Services.

Because the General Ledger account does not need to be corrected,
there are no entries to post in General Ledger.
5. As a final check, use the Account History Inquiry form in General
Ledger to compare the balance for account 1027 with the adjusted
book bank balance to ensure that they agree.
Workbook
529
Where To Now?
Now that you have used some of the major forms in Bank Services, you
can reconcile your own bank statements.
You can also use the sample data to try other Bank Services features
without affecting your own data.
For more information and instructions on processing bank transactions,
refer to Chapter 5 in the Tax and Bank User Guide.
If you have not yet set up your own Tax Services or Bank Services
system, follow the instructions in Chapter 3 in the Tax and Bank Getting
Started guide.
When you are using Tax or Bank forms, remember to take advantage of
online Help (by pressing the F1 key) to find out about the field or form
you are using, and to display information about other aspects of the
program.
530
Sage Accpac ERP
Chapter 6
Inventory Control
Before You Begin ........................................................................... 6-2
Lesson 1: Add an Inventory Item .......................................................... 6-2
To Add an Item Record ................................................................. 6-3
Lesson 2: Add Item Prices ............................................................... 6-13
To Assign the New Item to a Price List ............................................... 6-14
Lesson 3: Add a Receipt ................................................................. 6-21
To Add the Receipt .................................................................... 6-22
Lesson 4: Add a Receipt Return ......................................................... 6-29
To Edit an Existing Receipt............................................................ 6-29
Lesson 5: Run Day End Processing and Print a Posting Journal ......................... 6-32
To Run Day End Processing ........................................................... 6-33
To Print the Receipts Posting Journal ................................................. 6-34
Viewing Reports in the Preview Screen ............................................... 6-36
Lesson 6: Generate and Print an Inventory Worksheet .................................. 6-38
To Generate an Inventory Worksheet ................................................ 6-39
To Print the Inventory Worksheet .................................................... 6-40
Further Use of the Sample Data .......................................................... 6-42
Where To Now? ........................................................................... 6-43
Inventory
Control
Workbook
6i
Chapter 6
Inventory Control
This chapter contains six lessons designed to familiarize you with the
Inventory Control tasks you are most likely to perform. The lessons also
give you experience with Inventory Control before you start to work with
your own data, and help you learn how to use Sage Accpac tools such as
Help and Finders.
Add an item to your inventory.
Add an item to a price list.
Enter receipts.
Enter receipt returns.
Run Day End Processing and print a posting journal.
Generate and print an inventory worksheet.
You do not need other Sage Accpac applications to do this tutorial, but if
you have installed and activated other programs, their icons also appear
on the company desktop described in Starting the Sample Data, later in
this chapter. (If you do not have General Ledger installed, account
descriptions do not appear in many data entry forms.)
System Manager installation.
We suggest you briefly review the lessons, and select those that are most
useful to you. You can skip lessons that discuss tasks you will not be
doing, and wait to do others if you have a problem using the form.
You need to do Lesson 1, Add an Inventory Item, if you want to do
Lesson 2, Add Item Prices. You also need to do Lesson 3, Add a
Receipt, before doing Lessons 4 and 5.
Workbook
61
Inventory
Control
You can also use the sample data to try Inventory Control features you
might want to use, without affecting your own data. See Further Use of
the Sample Data, at the end of this chapter, for examples of other ways
to use the data.
Inventory Control
Before You Begin

Read Chapter 2, What You Need to Know Before Using Inventory
Control, in the Inventory Control User Guide, for a review of the concepts
behind the tasks that are discussed in these lessons.
Print out this
chapter for easy
reference
Using Help
Choosing
commands and
moving around in
Sage Accpac
version of this chapter so you can refer to it easily while doing the
lessons.
task, press the Help key (F1).
Accpac, you can get help by reading or doing Lesson 1 in this tutorial.
Lesson 1 provides more details than other lessons about how to use your
mouse or keyboard to choose commands and move the cursor around in
forms.
Lesson 1: Add an Inventory Item

Sample Company has decided to carry a new inventory item, wall
calendars, and needs to add the item to the Sage Accpac Inventory
Control system.
In this lesson, you will use the I/C Items Wizard to add the item record for
wall calendars to the companys Inventory Control system. The Items
Wizard leads you through a series of forms where you can add the
following information:
Item records
Reorder quantities
Location details
Customer details
Item pricing
Manufacturers item numbers
Contract pricing
Bills of material
Vendor details
Kitting items
In this lesson, you will add basic item information, as well as location
details and vendor details.
In Lesson 2, you will see how to add or change item information using the
Items Wizard and to add item prices, and you will also see how to use
separate data entry forms to change item information.
62
Sage Accpac ERP
Add an item to inventory.
Use the Finder, Help, and other Sage Accpac Inventory Control keys
and icons.
Read Setting Up Inventory Item Records in Chapter 2 of the

Inventory Control User Guide for more information about adding items
to Inventory Control.
To Add an Item Record

1. Double-click the Items Wizard icon, which appears in the I/C Items
and Price Lists folder under Inventory Control on the company
desktop.
The I/C Items Wizard form appears as follows:
First page of the
I/C Items Wizard
Click the Next

button to begin.
2. Read the Welcome information, and then click the Next button to
display the first Items page.
Inventory
Control
Workbook
63
Inventory Control
Items page of the

I/C Items Wizard
Read the instructions at the top of the Items page. Note that you can
use the Items Wizard to add new inventory items, and you can use it
to change information for existing items.
For example, click the Next button beside the Item number field to
display the first record in the item list.
You can change information on this page, or use the Next button at
the bottom of the page to display other item information.
With an existing item record displayed, click the Next button to

move forward through item pages. (You may have to click it twice
on the first page.)
Use the Back button to return to the first item page.
3. When you are ready, click the New button beside the Item Number
field to start with a new record.
4. Fill in the Items page as follows. Note that you will not fill in all item
fields.
Item Number. Enter A14050, the item number for the new
inventory item, and then press the Tab key.
Formatting item
numbers
64
Sage Accpac ERP
Inventory Control automatically inserts a capital A, whether you enter

the A in uppercase or lowercase letters. All letters in Inventory
Control item numbers are in uppercase.
The program will also insert any separator (divider) characters that are
used in your item numbers when you click Add to add the record.
Sample data item numbers include a dash after the first two
characters and a slash before the final character.
Description. Enter Wall Calendar.
This is the description that will appear with the new item number in
Inventory Control forms and on reports.
After entering the Description, use the Tab key or use your mouse to
move to the Structure Code field.
(You can use the Tab key to move from field to field in all forms.)
Structure Code. If it does not already appear in the field, enter STD
as the structure code.
Using structure
codes
Structure codes provide the format for item numbers. For example,
they insert hyphens or other separator characters in the correct
places.
When you have finished adding the item in this lesson, Inventory
Control will insert a dash after A1 and a slash before the final 0.
Category. Enter A1, the category code for the item.
Using the
Finder
You can also choose the category code from the Finder for this field,
by clicking the Finder icon to the right of the Category Code field, then
double-clicking the A1 category.
Account Set Code. Enter AVG or select the code from the Finder.
The account set code assigns the Moving Average costing method to
the item record. It also assigns the balance sheet general ledger
accounts (Inventory Control, Payables Clearing, Adjustment Write-Off,
Assembly Cost Credit, Non-stock Clearing) for which Inventory Control
will create journal entries from transactions posted for the item.
Default Price List. If you use the single-currency sample data (you
see SAMINC in the title bar of the page), enter RTL or use the Finder
to select RTL as the price list code.
Multicurrency
Sample Company uses price list codes to specify item prices to display
when entering shipments in the Shipments form and when entering
orders and invoices in Sage Accpac Order Entry.
Commodity Number. Commodity Numbers are used by VAT (UK
Value Added Tax) systems.
Workbook
65
Inventory
Control
If you use the multicurrency sample data, enter USA or use the Finder
to select USA as the price list code.
Inventory Control
Default Picking Sequence. Enter 0043, the picking sequence code

for the new item.
The picking sequence code identifies the warehouse shelf where
Sample Company plans to store its stock of wall calendars. The
company uses the codes to tell warehouse staff where to put stock as
it arrives, and where to find items when they are assembling
shipments.
Using picking
sequences
Stock Item. This check box is selected by default.

A selected check box indicates that the new item is tangible, rather
than a non-stock item (e.g. a service).
Kitting Item. The Kitting Item choice is dimmed. In order for an item
to also be a kit, the item must be assigned an account set that uses
the User Specified Costing method, and it cannot be a Stock Item.
Allow Item In Web Store. Accept the default setting. This check
box is selected if you are running an ACCPAC eTransact Web store.
Inactive. Press Tab to skip past the Inactive check box.
Sellable. Accept the default setting and press Tab to skip past the
check box. An item has to be sellable to be available to Order Entry.
Serial Number. Press Tab to skip the serial number check box.
Master Item. Leave this unselected. You would choose Master Item
to allow this item to be the master item for a bill of material.
If you want more information about fields that you did not use:
Use Help to
learn about
omitted fields
Press F1 to display Help for the form.
Click the Field List button at the top of the Help screen.
Choose the Items Wizard page that you are one.
Choose field name that you want from the list that appears.
5. Click the Next button at the bottom of the page to display the second
Items page. You can return to the first page by clicking the Back
button.
Unit Weight. Enter .1 as the weight for one stocking unit of the item.
Be sure to enter the decimal point, or to start typing to the right of the
decimal point in the Unit Weight field.
A single weight description (such as pounds or kilograms) is assigned
for all Inventory Control items in the I/C Options form. In an item
record, you specify the weight of a single stocking unit of the item.
66
Sage Accpac ERP
Sample Company uses lbs., an abbreviation of pounds, as its

weight unit.
Weight Unit of Measure. Accept lbs. (pounds) as the unit that you
use for measuring the weight of one stocking unit of this item. The unit
of measure includes a conversion factor for converting this unit to the
default weight unit of measure specified in I/C Options.
The default weight unit of measure is the weight unit used for
calculating the total weight of orders in Order Entry.
Alternate Item. Enter A14010 as the item number to substitute on
shipments when Sample Company is out of wall calendars.
Additional Item Information. Enter the following comments (using
two lines):
Monthly calendar with one month per page.
NOTE: We have an automatic yearly update program.
Units of Measure. You will now enter the three units of measure in
which Sample Company plans to stock and sell the new item.
Using units of
measure
Note that one of the units of measure is called the stocking unit of
measure. The other units of measure are for all the sizes or quantities
in which you buy or sell the item.
For each additional unit of measure, you enter the factor that
represents the number of stocking units that are contained in the
alternate unit.
6. Click the column heading for Unit of Measure to display the Finder.
7. Select Ea. by double-clicking the last unit of measure.
Workbook
67
Inventory
Control
8. On the Units tab, double-click the last column to make Ea. the stocking
unit of measure.
Inventory Control
9. With the insertion point on the new line, click the Unit of Measure
column heading again to display the Finder, and choose Dozen as
another unit of measure that you use when buying or selling this item.
Press the Tab key to move through the remaining fields and to start a
new line.
If the new line
disappears, press
the Insert key on
your keyboard to
insert lines
Note: The Wizard automatically inserts a new line when you tab
through the last column to complete a line.
If necessary, press the Insert key to start a new line:
If you did not Tab through all columns.
Or if you click off the new line, and then have to insert it again.
Or if you need to add a unit of measure later.
10. Again use the Finder to add Case as a unit of measure. (Press the
Insert key if necessary.)
The grid for the Units of Measure will look like this:
11. Click the Next button again to move on to the next wizard page, where
you can enter item tax information and optional fields.
Optional fields
appear only if you
use the Optional
Fields module with
Sage Accpac ERP.
Use the Delete key
to remove optional
fields that you
dont want.
Use the Insert key
and the Finder to
re-insert fields.
Two tax authorities have already been assigned to the item. When you
specify the category code for an item, the tax information associated
with the category is automatically inserted. In the above example,
SAMLTD displays taxes for a Canadian province.
68
Sage Accpac ERP
You can change the information for a tax authority. You can also
delete displayed tax authorities, or add others.
12. Change the Purchase Tax Class for both of the tax authorities to 2,
Non-Taxable. (Click the Purchase Tax field, or tab to the field, type 2,
and then press Tab.)
You can also choose the Non-Taxable tax class from the Finder by
clicking the Finder button next to the field or in the Purchase Tax Class
heading.
13. If the Optional Fields grid appears on the Wizard page, you can select
the optional fields for this item from any that your company has
already assigned for use with inventory items.
Optional fields are assigned to items and to inventory transactions
using the I/C Options form in the I/C Setup folder.
14. Use the Delete key to remove all of the optional fields from the
Optional Fields tab except the Price field and the warranty fields.
If you accidentally delete one of these fields, press the Insert key to
start a new line, and then click the Finder button in the Optional Field
column heading. Choose the optional field from the list that appears.
15. Enter 12.75 in the Price field.
Sample Company uses these fields to record a warranty number, if the
vendor offers a warranty on the item, and to include the items usual
selling price (base price) in the item record. (Item prices are assigned
in the Item Pricing page, later in the Wizard.)
16. Click the Next button to move to the Location Details page.
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69
Inventory
Control
You can also select Next by using the Alt+N shortcut (press and hold
the Alt key while pressing the N key the underlined letter on the
Next button). Throughout this workbook, when you see the Alt+
combination, press and hold Alt while you press the letter that follows
the + (plus) sign.
Inventory Control
The Location
Details page lets
you specify where
you will stock this
inventory item,
and it lets you set
initial item costs.
Notice that the
Done button now
appears on the
Wizard page.
You have now

entered the basic
information for an
inventory item,
and could press
Done, and then
save the record.
Sample Company uses the Allow Items At All Locations option, which
lets you receive and ship items from all of the companys locations.
If your company does not use the Allow Items At All Locations option,
you can add inventory locations easily by following this procedure:
Adding items to
locations
a. Select the option Automatically Include All Locations.

b. Specify standard or recent costs.
c. Click the Create button to add all inventory locations to the grid.
(The button appears when you select Automatically Include All
Locations.)
d. Double-click the Allow column (or delete) for any locations where
you will not be receiving or transferring goods.
e. Edit costs or picking sequence numbers (bin numbers) if they are
different for different locations.
17. Click the Next button to move on to the Vendor Details page, where
you can enter the vendors that supply you with this inventory item.
You can assign up to nine vendors to an item record, to list the various
suppliers that provide the item.
610
Sage Accpac ERP
Vendor Details
page
Normally, you assign Vendor 1 to the vendor you use most often. The
Reorder report lists all the vendors assigned to an item record.
Sample Company buys wall calendars from two suppliers.
18. Enter vendor information for the new item as follows:
a. Click the Vendor Type column heading and accept the default in
the Vendor Type field, indicating Vendor 1 as the primary supplier
of the new item.
b. Press the Tab key or click the first line of the Vendor Number
column, and enter 1500, the first vendor number.
If your company uses Sage Accpac Accounts Payable, you can also
select the vendor number and name from the Finder.
If your company does not use Accounts Payable, enter the vendor
number and name yourself.
c. If the vendor name does not appear (because your company does
not use Accounts Payable), enter Gould Manufacturing in the
Vendor Name field.
e. To start a new line after entering the vendors item number, press
the Insert key on your keyboard (or press Tab to move through all
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611
Inventory
Control
d. In the Vendor Item Number column, enter WC-2216, (the code

used by the vendor to identify the item). This time, you must enter
the letters in uppercase. Inventory Control accepts the item
number exactly as you enter it and will not change lowercase
letters to uppercase, because the number is not an Inventory
Control item number.
Inventory Control
vendor information columns), and then enter number 2300 for the
second vendor.
Note: You cannot change the vendor type once you complete
a line. However, you can change the vendor number assigned
to the vendor type.
Also note that you can assign the number for vendor types out
of numerical order. (For example, you can enter Vendor 4
before Vendor 3.)
The Cost Unit column automatically displays the unit designation
for the item as selected in the I/C Items form, and the Vendor
Currency column displays the currency for those particular
vendors. You can change these, using the Finders for those
columns.
19. When you are finished entering the vendor details, click the Done
button at the button of the form. The Wizard displays this page.
20. Click the Next button to add the inventory record, and then click the
Finish button.
You could also click Yes if you wanted to add another inventory item.
This completes Lesson 1.
612
You do not enter the separator characters when typing item numbers.
Inventory Control automatically inserts the characters that are
specified by the item structure code.
Sage Accpac ERP
Lesson 2: Add Item Prices
An items account set assigns the costing method to the item record.
You must add a stocking unit of measure for each item record. You can
also add as many alternate units of measure for each record as you
need.
The category code you assign to an item supplies the default tax
information from the category, but you can enter different tax
information for individual items.
If you use Sage Accpac Accounts Payable with Inventory Control, you
can select valid Accounts Payable vendor numbers from Finders.
In each item record, you can store the names of up to nine vendors
from whom you buy the item.
You can display Help screens of information about the form you are
using, and about any of the fields in the form.

After adding a new item to its inventory, Sample Company needs to
assign the prices at which they sell the item, including the base price
(normal selling price) and the methods of calculating other prices, such as
volume discounts from the base price.
The company will also use a special sale price to introduce the new item
during the month of July.
Sample Company uses different price lists for its retail and wholesale
customers and for the areas where the company does business.
Multicurrency
In the multicurrency sample data, the company uses different price lists
for different currencies.
In this lesson, you will add Sample Companys new item to a retail price
list and specify the items base, sale, and discount selling prices.

Assign an item to a price list.
Specify the prices at which you sell an item.
Inventory
Control
Read Setting Up Price Lists in Chapter 2 of the Inventory Control

User Guide for background information about defining item prices.
Do Lesson 1 in this tutorial.
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Inventory Control
To Assign the New Item to a Price List

1. Once again, double-click the Items Wizard icon in the I/C Items and
Price Lists folder.
You can also enter item prices using the Item Pricing form (also in the
Items and Price Lists folder), but the Items Wizard is good for adding
several price lists quickly to a new inventory item.
The item pricing form is better for handling price changes for more
than one item.
2. Click the Next button to move to the second Wizard screen, and then
type A14050 in the Item Number field, or use the Browse button or
the Finder button beside the Item Number field to select the item.
3. Click the Next button at the bottom of the page until you get to the
Item Pricing page, shown below.
You can add inventory items to all price lists the same way that you
added them to all inventory locations:
Adding items to
locations
614
a. At the top of the Item Pricing page, select the option Automatically
Include All Price List Codes.
Sage Accpac ERP
b. If you have a multicurrency system:

i.
Click the Zoom button beside the Price List Currencies label
(shown below).
ii. Enter USD and CAD currency codes for US and Canadian price
lists.
iii. Click the Proceed button.

c. Click the Create button on the right side of the Item Pricing page to
add all the price lists.
If you have a multicurrency system, the Wizard will add all the
price lists that are in US and Canadian dollars.
If you are using Sample Company, Inc., the single-user sample data,
you will see the following price lists:
As with location details, you can delete price lists to which you do not
want to add the wall calendar.
For this exercise, you are going to add prices to the RTL price list. If
you have a multicurrency system, you will use the US dollar RTL price
list.
4. Edit the retail price list for the new Wall Calendar item, as follows:
Multicurrency
Price List Code. You are going to change the Retail Price List RTL.
Description. The item description you entered in Lesson 1 appears
automatically. You can tab past this field.
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615
Inventory
Control
Currency Code. This column appears only if you are using

multicurrency sample data. It shows you the currency for this price
list. Make sure that you edit the USD price list, as the item is priced in
U.S. dollars.
Inventory Control
Sample Company uses the same item description on all its price lists.
If you change the description, the new description will appear when
you use this price list to enter sales orders in the Order Entry module.
This means that you can change descriptions on price lists used in
different countries.
Price By weight is
available in Sage
Accpac 500 ERP
Price By. Sage Accpac 500 ERP lets you price items by quantity or by
weight; however, you cannot change this setting if you used the
Create button to create price lists using the default price list settings.
To choose from all price list settings, you must add each price list
separately by inserting a new line, choosing the price list code, and
then choosing the Price By option or, you can delete the one you
want to change, and then add it again.
Price Decimals. Since the number 2 is already selected, tab past this
field as well.
Note that 2 is the number of decimal places that is automatically
selected by Inventory Control.
If your item costs and prices use a different number of decimal places,
you can double-click this field and select a different number from the
list that appears.
Sage Accpac 500

ERP only
Base Price Type. If you have Sage Accpac 500 ERP, you can enter
prices for multiple units of measure and you can calculate the base
price as the cost plus a percentage or amount.
For his exercise, choose the Base Price For Single Unit Of Measure.
(Double-click the field to display the price type list.
Note: Sage Accpac ERP lets you move columns to make entry
more convenient. If you are having trouble keeping track of the
line for the RTL price list, you can drag the Price List Code column
along with you as you work your way through the columns.
You can also resize the Wizard to the full width of your screen to
make things easier and you can reduce the width of each column.
Use the mouse to

drag columns
Stretch the right
edge of the Wizard
Base Price. Enter 12.75, the normal or suggested selling price for the
item. (Be sure to include the decimal point.)
This field contains your companys usual selling price for the item.
Discount prices are calculated on this amount.
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Sage Accpac ERP
Tax-included
prices
If your price lists contain items that include tax in the prices, enter a
base price that includes the tax amount.
Pricing Unit. This field already shows Ea., the pricing unit specified
on the sample data entry form, so accept the default.
Changing the
pricing unit of
measure
Inventory Control automatically displays the stocking unit of measure

for each item number when you are adding items to price lists.
If you want to assign a different unit of measure for the items base
price, either enter the unit or select it from the Finder beside the field.
Only the units of measure defined for the item on the Unit Weight and
Units of Measure page of the Wizard can be selected here.
Sage Accpac 500

ERP only
Sale Price Type. If you have Sage Accpac 500 ERP, you can enter
prices for multiple units of measure and you can calculate the sale
price as the cost plus a percentage or amount.
For this exercise, choose Sale Price For Single Unit Of Measure.
Sale Price. Enter 125.00 as the sale price.
Sale Unit. Use the Finder to select Dozen as the unit in which the
sale price is expressed.
Note that you will see Dozen in the Finder list only if you added it as
one of the units of measure for this item in Lesson 1.
If you type a sale unit rather than selecting one using the Finder, you
must type it exactly as the item record in Lesson 1 (including upperand lowercase letters).
Sale Start Date. Double-click the Sale Start Date field, and then click
the Calendar button to select July 1, 2010 as the start date of the
sale period.
Sale End Date. Use the calendar to select July 31, 2010 as the end
date of the sale period.
The sale price and unit will appear in Sample Companys Shipments
form and Order Entry system when shipments or orders are entered
for the item during July.
The markup cost is also used if your company calculates customer or

volume price tiers by marking up from the markup cost, rather than by
discounting the base price.
Sample Companys cost for the item is based on one dozen units.
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617
Inventory
Control
Markup Cost. Enter 87.00 as the markup cost to use with the
markup factor to calculate the desired selling price for the item.
Inventory Control
Markup Unit. Enter Dozen or use the Finder to select the unit in
which the markup cost is expressed.
Markup Factor. Enter 1.75, the factor by which to multiply the
markup cost to calculate the desired selling price for the item
(expressed in markup units).
Price List Starts. Double-click the Price List Starts field, and then
click the Calendar button to select June 6, 2010 as the start date for
this price list.
Inventory Control lets you set the period during which the item price is
in effect. This means that you can easily cut over from an old price list
to a new one on a particular date.
The price on this list is always valid if the starting and ending dates
are blank.
Price List Ends. Leave this field blank. You enter an end date only if
the price expires on a particular date.
Discounts/Markup. Double-click this field to display the discount
and markup information.
The Discount/Markup Information form displays the standard discount

pricing information for the price list. This information is defined in the
record for the RTL price list code.
You will change two of the Discount Percentage fields:
Enter 2.00 beside (customer type) A.
Enter 2.50 beside (customer type) B.
Customer types (A, B, C, D, E) are assigned to customer records in the

Accounts Receivable program, and are used by the Order Entry
program when you enter sales orders.
618
Sage Accpac ERP
Changing
discount/markup
information
If necessary, you can change all the information on this form to

specify different methods for calculating discounted or marked-up
prices for an item. The changes you make here do not change any of
the information entered in the record for the price list code.
Instructions for entering discount or markup information are included
in the Add Price List Codes section of Chapter 3 of the Inventory
Control User Guide.
Click the Close button when you have changed the discount
percentages.
Included Taxes. Tab past this column. Sage Accpac ERP lets you
include taxes in the price, as long as the tax authorities allow it. (You
set up tax authorities in the Tax Services component of Common
Services.)
Check price
overrides in Order
Entry
Price Check. This column appears if you have Sage Accpac 500 ERP.
It lets you check price overrides when this item is sold in the Order
Entry module.
Double-click the Price Check field or click the Zoom button in the
column heading to display the price check information.
Choose Warning from the Price Check Type field.
Click in the first line of the grid and enter 8.00 in the Greater Than
Amount column and 15.00 in the Less Than Amount field.
Workbook
619
Inventory
Control
The Default price check range applies to all users who are not
specifically listed in the grid. In this case, all Order Entry users will see
a warning message if they enter calendar price that is less than $8.00
or more than $15.00.
Inventory Control
Depending on the options you choose, Order Entry can:
Do nothing (if you leave the Price Check Type as None).

If you choose None for the Price Check Type, the rest of the tab
remains blank.
Display a warning message when prices exceed the boundaries you

define, and let you continue.
Display an error message and reject the price override.
Force you to get a supervisors approval on price overrides.
Click the Close button after adding Price Check information.

5. Click the Next button at the bottom of the page until you get to the
Last Items Wizard page, shown below, and click the Finish Button.
This step completes Lesson 2.

Copying and
updating price lists
Once you have set up item prices on one price list, you can easily copy
them to other price lists using the Copy Item Pricing form. You can
specify the item numbers and pricing information to copy, and increase or
decrease prices by a percentage as you copy them.
You can also change prices for a range of item numbers on one or more
price lists at a time, using the Update Item Pricing form.
For information about creating and managing price lists, see Setting Up
Price Lists in Chapter 2, and Maintaining Price Lists in Chapter 4 of the
Inventory Control User Guide.
620
Sage Accpac ERP
Lesson 3: Add a Receipt
The price list code sets default information for item prices, including
the number of price decimal places and the methods of calculating
discounts or markups on the base price.
You can assign a base price and the method of calculating up to five
discounted prices for each item.
You can specify a sale price and the starting and ending dates of a sale
period for each item. The sale price appears in the Shipments form
when you enter shipments for the item number during the sale period.
If you use Sage Accpac Order Entry with Inventory Control, sale prices
appear for the item when you enter orders and invoices in Order Entry
during the sale period.
If an items base price includes tax, you can specify the tax authorities
and customer tax classes which levy the tax.
You can set price checks for items sold through the Order Entry
module.

Sample Company has just received its first shipment of wall calendars, the
new item you added in Lesson 1. The company now needs to record the
receipt in its Inventory Control system.
Because some of the calendars were damaged and will be returned to the
vendor, Sample Company will post an incomplete receipt, so that it can
later be edited to record the returned items as a receipt return.
This procedure allows Sample Company to match its receipt to the
vendors invoice and to produce full accounting entries for the receipt and
the return.
In this lesson you will enter and post a receipt to record the arrival of the
wall calendars at Sample Companys inventory locations, using the sample
form in Figure 6.1. You will enter the receipt return and complete the
receipt in Lesson 4.
If you did not complete Lesson 1 in this tutorial, so have not added item
A1-405/0 to the sample data, choose A1-103/0 as the item number for
this lesson.
Record a receipt.
Workbook
621
Inventory
Control
If you skipped
Lesson 1
Inventory Control
Post an incomplete receipt.
Read Processing Receipts in Chapter 2 of the Inventory Control User

Guide.
You may want to print or photocopy Figure 6.1 so that you can easily
refer to it throughout the lesson, without flipping back and forth.
To Add the Receipt

1. Double-click the Receipts icon in the I/C Transactions folder to display
the following form:
Multicurrency
The Receipt Currency field and Add'l. Cost Currency (Additional Cost
Currency) field appear only if you are using the multicurrency sample
data.
2. Click the New button to start a new receipt. (This step is necessary
only when you have been working in the form and want to start a new
transaction.)
3. Press the Tab key to move to the Description field.
The program automatically assigns the receipt number if you leave
*** NEW *** in the Receipt Number field. The program-generated
receipt number is determined by settings in the I/C Options form.
4. In the Description field, enter Sample Companys standard description,
Receipts - June, 2010.
622
Sage Accpac ERP
This is the description that will be printed with the receipt on the
Receipts Posting Journal and included in the general ledger journal
entry created for the transaction. (Sample Company has selected
Header Description for the G/L Description option in the I/C Options
form.)
The description also appears in the Description fields on Inventory
Controls G/L Transactions report.
5. Enter INV-9082 as the reference for the receipt.
Sample Company uses the Reference field to record the vendors
invoice number. The company also uses references for the G/L
Reference Field option, so that the information you enter will be
included in the journal entry created for this transaction by Day End
Processing.
References are optional. You do not have to enter references if your
company does not wish to use them.
6. Tab through the Receipt Date and Posting Date fields.
The Posting Date determines the fiscal year and period to which the
receipt transactions will be posted in the General Ledger module.
Inventory Control automatically displays the year and period that
correspond to the date you enter.
7. In the Vendor Number field, enter 1500, the vendor number shown on
Figure 6.1. (If your company uses Sage Accpac Accounts Payable, you
can also choose the number from the Finder beside the Vendor
Number field.)
You could also leave the field blank or enter a vendor number that is
not defined in Accounts Payable.
If your company does not use Accounts Payable, you will not see a
Finder beside this field when you enter receipts for your company. You
would then enter the vendor number manually from a list of vendors
maintained outside of Sage Accpac, or leave the field blank.
8. In the PO Number field, enter PO1850, the number shown on the
sample invoice as the purchase order being filled by the receipt.
If you are not using the multicurrency sample data, skip to step 10.
9. If you are using the multicurrency sample data, check the currency
information as follows:
Receipt Currency. If your company uses Sage Accpac Accounts
Payable, the correct code for the vendor is displayed automatically and
the field cannot be edited.
Workbook
623
Inventory
Control
Multicurrency
Inventory Control
Figure 6.1. The sample form from which you enter receipt transactions in Lesson 3,
and the receipt return in Lesson 4. If you use the multicurrency sample data, you also
enter currency codes and an exchange rate for the receipt totals and additional costs.
If you are not using Accounts Payable, enter USD, the vendors
currency code shown on the sample form, or choose the code from the
Finder.
This code represents U.S. Dollars, the currency in which receipts are
entered.
If you do not use Accounts Payable or do not enter a vendor number,
Inventory Control displays the code for the functional currency, but
you can select any of the currency codes defined in Common Services
for your company.
When you enter a currency code that is not the functional-currency
code (USD in the sample data), the Exchange Rate field appears.
Exchange Rate. The program automatically displays the current
exchange rate for the receipt currency entered in Common Services.
You can change the rate if necessary.
This rate applies to the amounts for the detail lines that you add for
the receipt, and it applies to additional costs that are in the vendor
currency.
624
Sage Accpac ERP
Inventory Control multiplies the receipt amounts you enter by this

exchange rate, to convert them to Canadian dollars, the functional
currency for the sample data.
If your company permits changes to displayed exchange rates, you
can enter another rate, or you can select a different exchange rate
from the Rate Selection form.
Zoom
button
To display the Rate Selection dialog box, click the Zoom button beside
the Exchange Rate field, or, with your cursor in the field, press the F9
key.
Use the Finders to view rate types and exchange rates used by Sample
Company for the currency table.
When you are finished viewing the Rate Selection dialog box and the
Finders, click Cancel to close.
Additional Cost Currency. Inventory Control automatically displays
the vendors currency code (for example, USD) from the Receipt
Currency field.
You can enter additional cost amounts in either the vendors currency
(the receipt currency) or in the functional currency.
For this exercise, press Tab to keep the Vendor currency code.
10. In the Additional Cost field, enter 35.00, the amount of the extra
(additional) cost charged by the vendor for express delivery of the
items on the receipt. Press Tab to move to the Item Number column
(or click the field in the column).
11. Select the Require Labels check box (click it, or tab to it then press the
Spacebar), because Sample Company wants to print one label for each
package (dozen) of wall calendars being received.
Workbook
625
Inventory
Control
When you turn on the Require Labels option, the program displays the
same number in the Labels column on each items detail line as the
number you enter in the items Quantity Received column, but you can
type over the displayed numbers, to produce fewer or more labels.
Inventory Control
When you clear the Require Labels check box, zeroes appear in the
Labels column on each items detail line. You can still enter numbers
for the item lines that require labels.
The program automatically generates item labels (that you can later
print) when you post the receipt, then run Day End Processing.
Detail information
12. Enter the information for Location 1 as described below, and then
enter the data from Figure 6.1 for the items received at the other
Sample Company locations.
Note: You may see a different order of columns from the order
used in these instructions if other people have used the Receipts
form on this computer.

Item Number. Enter A1-405/0, the new item number being
received, or select the number from the Finder. Remember that you do
not have to enter the separator characters.
If you did not add item A1-405/0 in Lesson 1, select item A1-103/0
instead.
The item description is displayed automatically.
Location. Enter 1, the code for the first inventory location to receive
the item, or select the code from the Finder.
Quantity Received. Enter 10, the number of units being received.
Unit of Measure. Enter or select from the Finder Dozen, the unit of
measure for the quantity of items being received.
Unit Cost. Enter 87.00, the amount shown in Figure 6.1 as the cost
per dozen calendars.
This is the amount you specified on the items price list as the cost per
dozen wall calendars. It does not include any portion of the additional
cost you added to the receipt.
Although Sample Company uses the option to prorate additional costs
to the items on a receipt, the extra amount is not shown on detail
lines. The allocation is made when you run Day End Processing, and
you can see it on the Receipts Posting Journal.
Extended Cost. When you enter the unit cost, the correct extended
cost is automatically displayed, so you do not have to enter an amount
in this field.
626
Sage Accpac ERP
You could also enter the extended cost, rather than the unit cost. If
you enter the extended cost, the program calculates the unit cost.
Labels. Change the displayed number (10) to 9, as indicated on the
sample form, because Sample Company does not want to print a label
for the 12 calendars it is returning to the vendor.
If you did not select the Require Labels option in step 9 of this
procedure, the program displays a 0 (zero) in this column, but you can
still type the number of labels that you need.
Comments. Enter New item.
This is the standard comment that Sample Company enters with new
items.
You do not have to enter comments with detail lines. When you do
enter a comment, it is printed with the transaction on the Receipts
Posting Journal.
Starting new lines
13. Press Tab to start a new line and move to the Item Number field. (You
can also press Insert to start a new line.)
14. Click the Detail button at the bottom of the form to display the Receipt
Details form. The Receipt Details form lets you easily see and enter all
of the fields for a single detail.
Click the New button beside the Line Number field to add new
detail lines.
Click the Close button to return to the I/C Receipts form.
15. Enter the remaining receipts from Figure 6.1 for Sample Companys
two other inventory locations. You can use the detail grid on the
Receipts form, or use the Receipt Details form.
To delete detail
lines
If you want to delete a detail line for any reason, select the line (by
clicking it or by using the Up Arrow or Down Arrow key to select the
line), then press the Delete key on your keyboard.
16. When you are finished, click the Post button to post this receipt, and
then choose No when the message asks if you want the receipt
deleted after posting.
You can click the Post or Save button to post the receipt
immediately or to save the receipt now and post it at a later time.
If you post, you can choose to delete the posted transaction (if the
option Prompt To Delete During Posting is selected in I/C Options).
However, if you delete, you will not be able to view the receipt
later or drill down to the transaction details from General Ledger.
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Inventory
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Note:
Inventory Control
In this case, you are going to use this receipt again to enter returns
for damaged calendars.
Do not delete receipts after posting unless this is a standard
company procedure.
17. Inventory Control posts the receipt, and saves it so you can recall it
for returns or adjustments.
If you choose Yes to delete a receipt, Inventory Control posts the
receipt, and then deletes it. You cannot recall it later to enter returns
or adjustments, and you cannot drill down to this transaction in future.
If you delete the receipt or if you mark it as complete but then need
to change it, you must use the Adjustments form.
18. When you Post the receipt, Inventory Control displays a Posting
Completed message that includes the receipt number assigned by the
program.
19. Click the Close button (or click the Print button to print posting
details).
What next?
If you want to start Lesson 4 now, do not close the Receipts form. If you
do not want to do Lesson 4 right now, you can close the form.
628
You use the Receipts form to record receipts of items into your
inventory.
If you accept ***NEW*** in the Receipt Number field, Inventory

Control assigns receipt numbers based on the numbering scheme that
you specify in the I/C Options form.
You can save or post a receipt if you expect to return part of a

shipment or want to post an adjustment to the receipt later. Receipts
are initially posted as incomplete.
Sage Accpac ERP
Lesson 4: Add a Receipt Return
If you delete a receipt or post a receipt as complete, you cannot recall

the receipt to adjust it or to post returns.
If you delete or complete a receipt, you must use the Adjustments

form to post changes to it.

Sample Company found one dozen damaged calendars in the shipment
they received at their central warehouse in Seattle. The company is
returning the damaged items to the vendor, and now wants to record the
return on the original receipt, and then complete the receipt.
In this lesson, you will recall the receipt that you entered and posted in
Lesson 3, and then enter the returned quantities and complete the
receipt.
Record the return of items to a vendor.
Complete a previously posted receipt.
Read the section, Handling Additional Costs on Receipt Returns, in

Chapter 2 of the Inventory Control User Guide.
Do Lesson 3 in this tutorial.
To Edit an Existing Receipt

1. If the Receipts form is not already open, double-click the Receipts icon
in the Transactions folder.
2. In the Receipts form, click the Last button to the right of the Receipt
Number field to display the most recently entered receipt.
Inventory
Control
You can do any of the following to display an existing receipt:
Enter the receipt number if you know it.
Click the Finder button or press F5 to list existing receipts, and

then select the one you want.
Workbook
629
Inventory Control
Multicurrency
Click the navigation buttons until the receipt number you want
appears in the field.
If you use the multicurrency sample data, you will also see the
currency and exchange rate fields on your screen. You cannot change
the information in these fields when posting a receipt return.
3. When the receipt details appear, select Return from the Type list. (It
should be the default choice.)
The receipt you

posted or saved in
Lesson 3
When entering returns on a receipt, you can change only some of the
information previously entered, such as the description, receipt date,
posting date, and method of allocating any additional cost. You cannot
change any detail lines, except to add the quantity of the returned
items and to add or edit a comment.
4. In the Description field, replace the default entry with Returning 1
doz. damaged items.
This description will appear with the Return transaction on the Receipts
Posting Journal and in the general ledger batch.
5. Select Prorate for the Additional Cost field, then press Tab to go to the
first detail line, or click the line.
Sample Company uses the Prorate option to specify that the additional
cost assigned to the goods being returned will be prorated to the
remaining goods on the receipt.
6. Tab to the Quantity Returned cell in the first line and enter 1 to
indicate one dozen calendars or being returned, then press Tab.
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Sage Accpac ERP
You can return units from as many detail lines as there are on the
receipt, but you cannot return more items on any given detail line than
were received on that line.
7. Click Post to post the return.
When prompted to delete the receipt after posting, click No.
Since Sample Company does not expect any further changes to the
receipt, you can post it again as completed.
8. Recall the receipt again (as you did in step 1 of this lesson).
9. This time, select Complete from the Type list, and click the Post
button.
After completing a receipt, you cannot recall it for returns or
adjustments. If you need to change a completed receipt, enter an
adjustment for it in the Adjustments form.
If you delete a receipt after posting it, the receipt will automatically be
completed. Remember, though, that you cannot drill down later to
the transaction details from the General Ledger module if you delete
the receipt.
Deleting Receipts
also completes
them
You can use the Clear History form to complete (and delete) a range of
receipts at a time, as described in Chapter 6, Day End and Periodic
Processing, in the Inventory Control User Guide.
10. Click Close to close the Receipts form.

Use the Receipts form to record receipt returns on incomplete receipts.
You can prorate any additional cost associated with returned items
over the remaining items on the receipt.
There are three ways to complete receipts:
Post a receipt and delete it after posting to complete it.
Recall an incomplete receipt and post it as complete.
Use Clear History to complete several receipts at once.
You can enter adjustments to receipts in much the same way that you
enter returns, except that you select Adjustment in the Type field. You
can change all the same header information as on a return, and you
can also change the additional cost amount.
Workbook
631
Inventory
Control
Adjusting receipts
Inventory Control
To adjust detail lines, enter an adjusted unit cost and an adjusted

cost, instead of a returned quantity and cost. You can also add or edit
a comment for the detail line you are adjusting.
Multicurrency
After completing a receipt, you cannot make any further changes to it

except by posting adjustments in the Adjustments form.
If you use multicurrency accounting, you can also change the

exchange rate.
For instructions, see Entering Receipt Adjustments in Chapter 6 in the

Inventory Control User Guide.
Lesson 5: Run Day End Processing and Print a

Posting Journal
Sample Company runs Day End Processing at the end of each business
day to:
Produce general ledger journal entries from the transactions that were
posted during the day.
Produce a posting journal for each type of transaction that was posted.
Update costing data for all transactions.
Update Inventory Control statistics and transaction history.
Process the transactions that were posted during the day in Sample
Companys Order Entry and Purchase Orders systems.
Note: You can also update costing throughout the day if you
choose the option to cost during posting in the I/C Options form,
and you can update subledger transactions and audit information
at the same time.
In this lesson, you will run Day End Processing and print the Receipts
Posting Journal to look up the receipt posted in Lesson 3 and the return
posted in Lesson 4.
632
Run Day End Processing.
Print a report to your screen, rather than to a printer.
Sage Accpac ERP
Lesson 5: Run Day End Processing and Print a Posting Journal
Read Day-End Processing in Chapter 2 of the Inventory Control User

Guide.
Do Lesson 3.
If it is not convenient for you to use a printer while doing this lesson,
select Preview (on screen) as the printing destination for the Receipts
Posting Journal, as follows:
a. From the company desktop, choose Print Destination from the File
menu.
b. In the Print Destination dialog box, select Preview.

c. Click the OK button.
You can also print to a printer, if you prefer.
To Run Day End Processing

Back up data
When working with your own data, you should back up before running
Day End Processing. Day-end processing can take some time to complete,
increasing the risk of damage to data through an electrical power surge or
equipment failure.
It is not necessary to back up sample data in this tutorial, unless you want
to practice backing up. To back up, follow the instructions for making
backups in the System Manager User Guide. If you are on a network,
consult your network administrator or supervisor before backing up data.
1. Double-click the Day End Processing icon in the I/C Periodic
Processing folder. The following dialog box appears.
Inventory
Control
2. Click the Process button or press Alt+P.

Processing begins. During processing, messages appear when the
receipt and return posted in Lessons 3 and 4 are being processed and
cleared. When processing is finished, a dialog box appears.
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633
Inventory Control
3. Click the Close button to close both the message and the Day End
Processing dialog box.
To Print the Receipts Posting Journal

Sample Company prints posting journals immediately after running Day
End Processing, verifies the reports to the source documents, and then
files them with other posting journals.
The posting journal is the audit trail report of the transactions that were
processed by Day End Processing, and the journal entries that were
created for your general ledger.
1. Double-click the Posting Journals icon in the I/C Price/Sales Analysis
Reports folder. The I/C Posting Journals form appears:
2. Complete the Posting Journals form to print the receipt you entered, as
follows:
Select Posting Journal. Choose the Receipts option in the Select
Posting Journal section.
Either click the Receipts option or use the arrow keys on your
keyboard to move to Receipts, and then press the Tab key to move to
the From Day End Number field.
From Day End Number and To Day End Number. In both these
fields, enter the number you see in the To Day End Number field to
print the journal that was produced when you ran Day End Processing.
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Sage Accpac ERP
Printing a range of
posting journals
If you choose the default range of day-end numbers, you will print all
the receipt posting journals that have not been printed and cleared
previously.
To print all uncleared posting journals, accept the default range of
day-end numbers and select the Reprint Previously Printed Journals
check box.
Clearing posting
journals
You cannot clear a posting journal until you have printed it. Once you
clear a posting journal using Clear History, you cannot print it again.
Reprint Previously Printed Journals. Select this check box if you
have already printed the sample posting journal and want to print it
again.
Include Optional Fields. You can select this option to include any
optional fields added to transactions and transaction details.
Sort By. Under the Sort By section, select Day End Number as the
order in which to list transactions on the posting journal.
The transactions will be listed in order by the day-end and entry
numbers they were assigned when you processed them.
3. When you are ready, click Print to send the report to your screen or
printer.
4. Review the posting journal. If you printed the report to your screen
and do not know how to navigate through it, refer to the Viewing
Reports in the Preview Screen section at the end of these steps.
Note:
The day-end number and the entry number assigned by Day End
Processing to the receipt you posted in Lesson 3 and the return you
posted in Lesson 4.
These numbers identify your transaction on Inventory Control
posting journals and in the general ledger batch (if you do not
consolidate general ledger transactions).
In the multicurrency version of the report, extended item costs and

allocated additional costs are reported in source currency. The
exchange rate and rate type used for each transaction are also
printed.
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635
Inventory
Control
Multicurrency
The extended cost (unit cost multiplied by the quantity) for the
item you received, and the items prorated additional cost is
correct. Note that the additional-cost amount allocated to each
item is different on the Return transaction, reflecting the return of
damaged calendars.
Inventory Control
The general ledger Inventory Control and Payables Clearing

accounts affected by each transaction detail and the total amount
(including allocated additional costs) debited or credited to the
accounts by each detail.
Check the amounts posted for the receipt and return to be sure
you entered the figures correctly.
In the multicurrency version of the report, you will see totals by
currency, including both functional currency and source currency
amounts, followed by totals for the report in functional currency.
Multicurrency
On the last page of the journal, you can see the General Ledger
Summary, listing the total amount debited or credited to each
general ledger Inventory Control and Payables Clearing account
affected by the transactions.
If you use the multicurrency sample data, the General Ledger
Summary includes totals by currency, in both the functional
currency and the source currencies used in the transactions.
Multicurrency
5. When you have finished looking at the posting journal, click Close to
close the Posting Journals dialog box.
If you are viewing the journal in the Preview screen, click Close (if the
button is available) or click the close button (X) at the top right of the
screen to return to the Posting Journals dialog box, and then click
Close to exit.
For more information about the Receipts Posting Journal and the other
Inventory Control posting journals, see the Posting Journals section of
Chapter 7 in the Inventory Control User Guide.
Viewing Reports in the Preview Screen
636
Display the
last page
To go to the last page of a report, click the icon with the single rightpointing arrowhead and vertical bar.
Display the
first page
To go to the first page of a report, click the icon with the single leftpointing arrowhead and vertical bar.
Turn one
page at a
time
To turn one page of a report at a time, click the icon with the single leftor right-pointing arrowhead.
Sage Accpac ERP

screen in this lesson, you can change it back, following these instructions.
Note: Do not reset the printing destination at this point if you plan
to do Lesson 6 and print the Inventory Worksheet to the screen.

1. From the company desktop, choose Print Destination from the File
menu.

You run Day End Processing to perform item costing (if you cost items
during Day End Processing), to update statistics, and to create G/L
transactions (if you cost items during Day End Processing and you do
not use the Create G/L Batch icon to create G/L transaction batches).
Day End Processing also processes transactions for Sage Accpac Order
Entry and Purchase Orders (unless you also do this during posting).
After running Day End Processing, you can print posting journals of the
transactions that were posted during the day.
You print a separate posting journal for each type of transaction.
You can print one posting journal at a time, or a range of posting

journals for a particular transaction type.
Inventory
Control
Workbook
637
Inventory Control
Lesson 6: Generate and Print an Inventory

Worksheet
Sample Company checks its physical inventory at each location monthly,
more often for some groups of items. The company follows these steps to
complete its inventory checks:
1. Generate an inventory worksheet for each location and range of items
to be counted.
2. Print the worksheets.
3. Count the inventory and write the figures on the Inventory Worksheet
for the location and items.
4. Enter the counts and adjusted costs in the Physical Inventory
Quantities form.
5. Print the Inventory Reconciliation report to compare actual physical
inventory totals with the totals in Sage Accpac Inventory Control, and
to see what will be posted as the adjustment to inventory.
6. Use the Post Inventory Reconciliation form to post the reconciled
inventory figures.
7. If necessary, print the Inventory Reconciliation report again to list
transactions that had errors and were not posted, and then correct the
problems.
In this lesson, you use the Generate Inventory Worksheet to create the
inventory worksheet for location 1, and then print it.
Create an inventory worksheet for a single location and a limited range

of items.
Print the inventory worksheet.
638
Read Periodic Processing in Chapter 2 of the Inventory Control User

Guide.
If you have not already done so, select Preview as the printing
destination, following the instructions in Lesson 5. Note that you can
print to your printer, if you prefer.
Sage Accpac ERP
Lesson 6: Generate and Print an Inventory Worksheet
To Generate an Inventory Worksheet

When working with your own data, you would also run Day End Processing
to update your companys Inventory Control data with the transactions
you posted since the last processing. If you did Lesson 5, you have just
run Day End Processing, but you do not have to do it for the purpose of
this lesson.
To generate an inventory worksheet:
1. Double-click the Generate Inventory Worksheet icon in the I/C Physical
Inventory folder to display the following form.
2. Select records for the worksheet, as follows:

From and To Location fields. Enter the location code 1 in both these
fields, to limit the worksheet to a single location (Sample Companys
central warehouse).
You can also select the location code using the Finder beside each of
these fields.
If you wanted to produce the worksheet for more than one location,
you would use these fields to enter the codes for the first and last
location in the range.
From and To Account Set fields. Enter AVG in both fields, or choose
the code using the Finder.
This is the code for the account set that is assigned to most of the
items in the sample data.
Sort by. Choose Item Number to list items by their numbers on the
worksheet.
You can also select Category, Item Segment, Picking Sequence, and
any optional field names (for example, Warranty).
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639
Inventory
Control
You could also specify a range of account sets for your worksheet by
entering the first and last account set codes in the range in these
fields.
Inventory Control
The program alters the From and To fields to match your choice in the
Sort By field. If you select Item Segment, a Segment field appears
with a list from which you can select the segment you want.
From and To fields. Enter A1-103/0 in the From field and
A1-450/0 in the To field, or choose the item numbers using the
Finder.
These choices limit the number of items included on the worksheet,
allowing you to print a small report. When you generate worksheets
for your own data, you can specify the range of item numbers (or
other options) that are most useful to you.
Comment. Enter Central Warehouse, June 30/10.
The comment can be up to 60 characters long. It will be printed at the
top of each worksheet page.
Adding a comment is optional, so include one if you think it will be
useful. (For example, use it to identify the worksheet or enter a brief
instruction about the inventory count.)
Include. Choose In Use Items Only to list only the items for which
transactions have been posted at the location.
You could also choose Items From Location Only, to select only the
items that are assigned to the locations specified for the worksheet, or
All Items From Inventory List, to select all the items in your inventory,
even if they are not assigned to the locations specified for the
worksheet.
Default Quantity on Hand. Make sure this check box is selected to
update the Physical Inventory Quantities with the quantity on hand.
If you do not select this check box, the Counted Quantity column is
printed with blank spaces for warehouse employees to enter the count
as they physically check the stock on hand.
If you include the quantities on hand, you will manually enter figures
only if the counted quantity differs from the figure listed as the
quantity on hand in your Inventory Control program.
3. When you are finished, click the Generate button or press Alt+G.
Sage Accpac will display a message when the worksheet is generated.
4. Click the Close button to close the message, and then click Close to
leave the Generate Inventory Worksheet.
To Print the Inventory Worksheet

Follow these steps to print the worksheet you just generated.
640
Sage Accpac ERP
Lesson 6: Generate and Print an Inventory Worksheet
The Inventory Worksheet provides an organized worksheet which you can

fill out when taking a physical count of inventory. You use the report to
enter total quantities for each item and unit of measure into Inventory
Control to prepare for inventory reconciliation. You can also assign the On
Hold status to items you do not want to include in the reconciliation.
If you want to print to your screen, be sure you have set your printing
destination to Preview.
1. Double-click the Inventory Worksheet icon in the I/C Physical
Inventory folder to open the following form.
2. Specify location 1 in both the From Location and To fields, to limit the
report to a single location.
3. Select all the check boxes under the Include section (Unit Cost,
Quantity, and Comment).
These options allow you to choose data that will be included on the
printed worksheet.
Unit Cost. Prints the unit cost of each items stocking unit.
Quantity. Prints the number of items on hand for each item,
expressed in the items stocking unit.
Comment. Prints a blank line after each item record, for you to write
remarks while counting inventory.
If you clear all three check boxes, the report lists only the description,
picking sequence, and units of measure for each item number.
4. Click Print to print the worksheet.
5. Check the printed worksheet for item A1-405/0 (if you added it in
Lesson 1).
If you printed to your screen and do not know how to move around the
report, refer to the Viewing Reports in the Preview Screen
instructions at the end of the steps in Lesson 5.
Workbook
641
Inventory
Control
You should see the units of measure you entered for the item, as well
as the unit cost and allocated additional cost you entered on the
receipt in Lesson 3. The quantity on hand for Location 1 should be 108
(unless you posted other transactions for the item and location).
Inventory Control
For more information about the Inventory Worksheet, see Chapter 7 in

the Inventory Control User Guide.
6. When you have finished viewing the worksheet, close it.
If you are looking at the report in the Preview screen, choose Cancel
(if the button is available), then choose Close to return to the
Inventory Worksheet dialog box.
7. Click Close in the Inventory Worksheet dialog box to exit.
8. If necessary, reset your printing destination, following the Reset the
Printing Destination instructions at the end of Lesson 5.
For more information about the physical inventory process, see the
Processing Physical Inventory section in Chapter 6 of the Inventory
Control User Guide.
Descriptions of the Inventory Worksheet and Inventory Reconciliation
reports are also included in Chapter 7 of the Inventory Control User Guide,
together with instructions for printing the reports.
You can generate and print a worksheet on which you can record the
results of a physical inventory count.
You can create worksheets for a range of locations and items, or for all
the locations and items in your Inventory Control system.
You can include costs and quantities for each item on inventory
worksheets.
You can include a blank line with each item on an inventory worksheet
to let employees write comments on the line while counting inventory.
Further Use of the Sample Data

You can use the sample data to test other aspects of the Sage Accpac
Inventory Control program. For example:
642
Reorder quantities have been entered for item A1-103/0. You can use
this item to print the Reorder Quantities and Reorder reports.
Items A2(IMAGE-1500)G and A2(KINGS-5000)B are master items

assembled from bills of material. Bills of material are designed for
manufacturing items from other items or subassemblies, and for
stocking the assembled items.
Sage Accpac ERP
Where To Now?
Sage Accpac 500 ERP provides multilevel bills of material with an

unlimited number of subassembly levels.
#OFFICE KIT is a kitting item. Kitting items are collections of items

that are priced and sold through Order Entry as a single item, but are
often collected together at sale time such as a particular computer,
keyboard, and monitor combination, or a back-to-school binder, pencil
case, and felt pen set.
Kits do not have build costs, and the kitting item is not treated as a
stock item (so there are no stocked quantities of the kit only of the
components).
Item A1-103/0 has been set up to allow serial numbers. Use this item
if you would like some practice entering shipments with serial
numbers.
The Shipments form is similar to the Receipts form. You should be able
to use it without further assistance.
If you need help, press F1 while in the shipments form or follow the
instructions in the Using the Shipments Form section of Chapter 5 in
the Inventory Control User Guide. In particular, you may want to
review the instructions for adding serial numbers in the Entering
Shipments and Sales Returns section.
You can export sample data records from most of the Inventory
Control forms to create models for import files that you want to
produce for your own data.
You can experiment by importing files into the Inventory Control

sample data to test the information before importing it into your
system.
Remember to add records referred to in your import files to the sample
data before importing. For example, before importing an item file, add
the item structures, categories, account sets, price list codes, and
other records you use that are not in the sample data.
Where To Now?
For more information and instructions on processing Inventory Control

transactions, refer to Chapter 5 in the Inventory Control User Guide. See
Chapter 6, Periodic Processing, in the Inventory Control User Guide for
information about running Day End Processing, processing physical
inventory, and any other steps that are part of your period-end
procedures.
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643
Inventory
Control
Now that you have used some of the major forms in Inventory Control,
you can begin processing transactions for your own data.
Inventory Control
When you are using Inventory Control forms, remember to take

advantage of online Help (by pressing the F1 key) to find out about the
field or form you are using, and to display information about other aspects
of the program.
644
Sage Accpac ERP
Chapter 7
Order Entry
Before You Begin ........................................................................... 7-1
Other Sage Accpac Programs Required ................................................. 7-2
Lesson 1: Enter an Order .................................................................. 7-2
Open the Order Entry Form ............................................................. 7-3
Add a New Order........................................................................ 7-4
Enter Order Details ..................................................................... 7-8
Methods of Adding Items............................................................ 7-8
Add the First Item Detail ............................................................ 7-9
Add Details Using the Items/Taxes Form ......................................... 7-12
Post the Order ........................................................................ 7-16
Add a Miscellaneous Charge .......................................................... 7-17
Edit Tax Information .................................................................. 7-19
Enter a Detail with Serial Numbers and Add the Rest of the Order ................... 7-21
Check Customer Tax Information ..................................................... 7-22
Check Order Totals ................................................................... 7-23
Edit an Exchange Rate (Multicurrency Sample Data Only) ........................... 7-24
Correcting Mistakes and Making Changes ............................................ 7-25
Lesson 2: Print an Order Confirmation and a Picking Slip ............................... 7-26
Print the Order Confirmation .......................................................... 7-27
Print the Picking Slip .................................................................. 7-31
Lesson 3: Edit Commission Allocations .................................................. 7-34
Recall the Order....................................................................... 7-34
Enter Salesperson Sales Allocations .................................................. 7-35
Lesson 4: Add a Prepayment ............................................................ 7-36
Lesson 5: Record a Shipment and Print Mailing Labels .................................. 7-38
Record a Shipment.................................................................... 7-39
Print Shipping Labels ................................................................. 7-42
Lesson 6: Invoice an Order and Add a Payment Schedule............................... 7-43
Create the Invoice .................................................................... 7-44
Change Payment Terms and Add a Payment Schedule ............................... 7-47
Post and Print the Invoice ............................................................ 7-48
Lesson 7: Run Day End Processing to Update Order Entry Records ..................... 7-51
Run Day End Processing .............................................................. 7-52
Print the Invoice Posting Journal...................................................... 7-53
Looking at Reports in the Preview Window........................................ 7-55
7i
Order Entry
Workbook
You Have Learned That................................................................ 7-56

Where To Now? ........................................................................... 7-56
7ii
Sage Accpac ERP
Chapter 7
Order Entry
This chapter contains seven lessons designed to familiarize you with the
Order Entry tasks you are most likely to perform. The lessons also help
you learn how to use standard Sage Accpac tools such as Help and
Finders.
Enter an order with comments, instructions, serial numbers, and

miscellaneous charges.
Edit tax information.
Print a picking slip and an order confirmation.
Edit an order to add salesperson commission information, a payment

schedule, and a prepayment.
Record the shipment of an order.
Invoice an order.
Run Day End Processing in Sage Accpac Inventory Control and print
Order Entrys Invoice Posting Journal.
The lessons use the sample data that can be installed with the Sage
Accpac System Manager. You can use the sample data to practice using
the program without affecting your own data, or to try out Order Entry
features you might want to use.
Deciding which
lessons to do
We suggest you briefly review the lessons, and select those that are most
useful to you. You can skip lessons or parts of lessons that discuss tasks
you will not be doing.
Before You Begin

Accpac ERP and on starting and using the sample data.
Read Chapter 2, What You Need to Know Before Using Order Entry, in
the Order Entry User Guide, for a review of the concepts behind the tasks
that are discussed in these lessons.
71
Order Entry
Workbook
Order Entry
Print out this

chapter for easy
reference
lessons.
Other Sage Accpac Programs Required

You also need to install the Accounts Receivable and Inventory Control
programs to do this tutorial.
Sample Company uses Order Entry with Accounts Receivable, Inventory
Control, Purchase Orders, Project and Job Costing, and General Ledger.
You do not need the Purchase Orders, Project and Job Costing, or General
Ledger programs to do this tutorial, but if you have installed and activated
these programs, their icons also appear on the company desktop
described in Starting the Sample Data, later in this chapter.
Lesson 1: Enter an Order

Sample Company has an order for office supplies from the Oakland
Bargain Mart store. In this lesson, you add the entries to record the order,
using the Order Entry form and the sample order shown in Figure 7.1.
This lesson covers several features of the Order Entry form. If you do not
have time to do the whole lesson at one sitting, you can post the order
before entering it all. Posting the order lets you save the work you have
done. You can then reopen the order later to complete the lesson.
Using the mouse
and choosing
commands
Lesson 1 also provides more detailed instructions than subsequent

lessons about how to use your mouse or keyboard to choose commands
and move the insertion point around in a form. We suggest that you do
this lesson if you are not familiar with using Sage Accpac ERP forms.
72
Create a new order.
Add comments, instructions, and serial numbers.
Post an order.
Add a miscellaneous charge.
Edit tax information for order detail lines.
Check order totals and tax information.
Make changes and fix mistakes on an open order.
Sage Accpac ERP
Read Processing Orders and Processing Invoices in Chapter 2 in the

Order Entry User Guide, to learn how the program handles order entry.
If you prefer, photocopy Figure 7.1 on page 7-9, then refer to it as you
enter the information during the lesson.
Open the Order Entry Form

Select the O/E Transactions folder, and then double-click the Order Entry
icon to display the Order Entry form.
The Order Entry form contains several tabs, beginning with the Order tab.
Order tab on the
Order Entry form
The Job Related,

Project Invoicing,
and Retainage
fields appear only
if you installed the
Project and Job
Costing module.
Use the Order Number field to select an existing order or to create a

new order. New order numbers can be manually or automatically
assigned.
Use the Customer Number field to select an existing customer, check

the customers billing address, do a quick credit check, or add a new
customer (if you are authorized to do so).
Use the tabs to display other order information. The Optional Fields tab
appears only if you used the Optional Fields form to assign extra fields
to the Order Entry, Shipment Entry, and Invoice Entry forms.
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Order Entry
In multicurrency ledgers, a Rates tab appears on the Order Entry,

Shipment Entry, Invoice Entry, and Credit/Debit Note Entry forms
when you specify a customer that does not use your functional (home)
currency.
Multicurrency
Use the buttons at the bottom of the form to post or delete an order,
enter a prepayment, delete the entire order, verify sales history, and
close the Order Entry form.
Add a New Order

In this section you enter the customer number and order date for the
sample order in Figure 7.1. You will also enter instructions and comments
to include with the order, serial numbers for one of the items, and
the order information, as described below.
Order Number. To begin a new order and assign the order number
automatically, do one of the following:
New button
Assigning order
numbers
If the Order Number field is blank or shows ***NEW***, press the

Tab key while in it.
If an existing order is displayed, click the New button next to the

Order Number field.
Sample Company uses the automatic-numbering option to be sure

that it has a secure audit trail of all numbers assigned to orders. You
can also enter order numbers directly.
When you use the automatic-numbering option, Order Entry assigns a
number to each order you add, using the prefix and next number that
you specify for orders in the O/E Options form. You can also assign
numbers automatically to shipments, invoices, credit notes, and debit
notes.
For more information about assigning document numbers and using
the automatic numbering options, see Document Numbering in
Chapter 2 of the Order Entry Getting Started guide.
Customer Number. Type 1105, the customer number for the
account of Bargain Mart in Oakland, California.
You can also select the customer number by doing one of the
following:
Use the
Finder
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Sage Accpac ERP
Click the Finder icon next to the Customer Number field.
Press F5 in the Customer Number field.
To select a customer from the Finder list, double-click the customer

you want.
To check the customers billing address to make sure it matches the
address in the Sold To section of the order you are entering from
Figure 7.1, do one of the following:
Check
Customer
details
Click the arrow (Zoom) button next to the Customer Number

field to open the Bill-To Address form. To close the address form,
click the Close button.
Using the
keyboard
With the insertion point in the Customer Number field, press F9. To
close the address form, press F9 again or press Alt+C.
Check credit
To do a quick customer credit check, click the Credit Check button

beside the Customer Number field. You must turn on credit checks in
Accounts Receivable to use this feature.
Tip: You can also add new customer records while entering orders.
If you are entering an order for a new customer who is not defined
in your Accounts Receivable system, you can use the Customer
Number field to add a record for the customer in Accounts
Receivable.
New button
Entering orders for

customers with no
record in A/R
To add a new customer, type the new number in the Customer

Number field, then click the New button next to the Customer Number
field to open the Customers form in Accounts Receivable. Add the
customer details, then close the Customers form and return to the
Order Entry form.
If you selected Allow Non-existent Customers, in the O/E Options
form, you can enter an order, shipment, or invoice in Order Entry for
a customer that has no record in Accounts Receivable. However, you
must remember to add the customer record before you post an invoice
for the customer in Accounts Receivable.
WARNING: We suggest that you do not allow non-existent
customers in a multicurrency system, especially if the reporting
currencies for customer tax groups do not match your customers
currencies.
Template Code. When using the single-currency sample data

(SAMINC), skip this field (press Tab to bypass the field, or use the
mouse to point to the next field).
In the single-currency data, the field contains the default template
code, ACTIVE, that is specified in the Options form for Sample
Company.
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Multicurrency
sample data
Using templates
If you are using the multicurrency sample data, type CALIF as the
template code, or choose the code from the Finder. If you see a
message pointing out that the new template may contain incorrect tax
information for the customer, click OK.
Templates save you time, and you can change the information they
provide, as needed. The template code you use fills out fields on this
tab and on the Customer tab with the selections and other information
entered for the template in the Templates form.
Sample Company uses its ACTIVE template (and the CALIF template in
the multicurrency sample data) to automatically insert the location
code on the Order tab and the ship-via code, FOB point, customer
type, price list, tax group, and terms code on the Customer tab.
If the customer record specifies different codes from those used with
the template, the customers codes are inserted in place of the default
template codes on the Customer tab.
PO Number. Type 10-1625, the Oakland stores purchase order
number, and press Tab.
Order Date. Leave the field showing June 30, 2010 as the date.
Order Entry automatically enters the system date in this field (the
date you type when you start Sage Accpac). Click the Calendar button
beside the date field if you need to change the date.
Location and Order Type. Accept the defaults in these fields, since
they contain the correct information. If you need more information
about any of these fields, press F1 to display the Help, click the Field
List button, then choose the name of the field you want to know about.
From Multiple Quotes. When selected, this check box lets you use
several quotes as the basis for the current order. The program then
adds all the details from the selected quotes to the detail-entry grid.
You can also use this field if you wish to reuse a quote that was
previously used in an order.
Do not select this check box. You will be adding order details manually
in this exercise.
Job Related. Leave this option unselected if it appears on the Order
Entry form. You are not entering a job-related order.
Ship-To Location. Click the Finder beside the field or press F5 in the
field to display the list of ship-to locations defined for the customer in
Accounts Receivable. Select the code for the West Oakland Warehouses
as shown in the Ship To section of Figure 7.1.
The ship-to code identifies the address to which Sample Company will
send the items on the order. You use ship-to locations for customers
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Sage Accpac ERP
when you send their orders to more than one address or when you
send invoices to a billing address and shipments to another address.
(You specify the ship-to location codes for customers in Sage Accpac
Accounts Receivable.)
The zoom
button lets
you check a
ship-to
address
You can display the shipping address for the code you typed by
clicking the zoom button next to the Ship-To Location field or pressing
F9 when the insertion point is in the field. When the address
information is displayed, you can change it for the current order, if you
wish.
When you specify a ship-to location, the shipping address, tax group,
and salespeople assigned to the location replace the information
entered from the customer record on the Customer and Sales Split
tabs.
Expected Ship Date. Click the button next to this field to display a
calendar from which you can select July 7, 2010. You can also type
July 7, 2010, the date you expect to ship the order. If a message
appears saying the date is outside the range specified in the Company
Profile, click OK.
Calculate Tax. Select this check box to have Sage Accpac calculate
taxes automatically.
When you enter your own orders, you can clear this option, perhaps if
you are entering tax-only invoices or you want to modify the tax
distribution on orders. For more information on calculating taxes, refer
to the section, Calculating Sales Taxes and Editing Tax Information,
in Chapter 2 of the Order Entry User Guide.
On Hold. Leave this check box blank, since the order is not on hold.
Description. Type Sample Companys standard description, Orders June, 2010.
Sample Company includes this description with the transaction in the
posting journal and in the general ledger batch (provided that you do
not consolidate general ledger transactions during day-end processing
in Inventory Control).
Reference. Type Station 4, the reference for the order shown in
Figure 7.1.
Sample Company uses the Reference field to identify the workstation
from which the order was entered. The company prints the contents of
the Reference field on picking slips and order confirmations, and uses
it as the reference for unconsolidated transactions in the general
ledger batch.
Descriptions and references are optional. You do not have to enter
them if your company does not use them.
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Enter Order Details

Use the Order tab to add the items and charges from the sample form in
Figure 7.1.
Methods of Adding Items
There are two ways to add your entries in the items grid. You can:
Press the Tab key to move from column to column.
You can click the maximize button in the upper-right corner of the
Order Entry form (or drag the right side or bottom corner) to increase
the size of the items grid.
Or
Press F9 to display a separate Items/Taxes form that lets you see all
the fields for a single detail without having to use the scroll bar. It also
lets you change tax information for a detail.
These instructions guide you through both methods of adding item or

miscellaneous charge details. Use these instructions to add the details
from the sample form in Figure 7.1.
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Sage Accpac ERP
Figure 7.1. The sample order you enter in Lesson 1. (If you are working with
the multicurrency sample data, you see USA as the price list.)
Add the First Item Detail

First, try entering a detail using the columns in the grid. Note that you do
not make an entry in every column. Some columns contain information for
display purposes only, while the other columns already contain the correct
information, or they are not filled in until you ship the order.
These instructions list only the fields where you need to type or select
entries, or where you should verify default information. If you want
information about the other fields, press F1 to display the Help screen,
click the Field List button, choose the heading for Order Tab Item
Details, and then choose the field that you want to read about from the
list that appears.
Rearranging
columns
If someone has moved columns on this tab, they may not appear in the
order specified in these instructions. You can rearrange and resize the
columns to suit your data entry needs.
Restore defaults
If you want to restore the original column widths and positions, you can
right-click the Column headings and choose Restore Defaults.
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You can also close the Order Entry form and select Restore Defaults from
the desktop Object menu, or you can right-click the Order Entry icon and
select Restore Defaults. You then select the All Other Settings option in
the Restore Defaults dialog box, and then click the OK button.
To add item details to an order:
1. Click the column headings at the top of the grid if the first detail line in
the grid is not already selected. You can also tab from the Reference
field directly into the first detail line.
2. Add the first detail by entering the following information:

Line Number. Skip this field as the system automatically assigns
uneditable line numbers. Use line numbers to identify details you have
entered or to recall them for editing.
Type. Since Item already appears as the line type, skip this field.
You can enter two types of detail lines in Order Entry, Item and
Miscellaneous. Choose Item to enter the item numbers for the order,
and Miscellaneous to enter miscellaneous charges, such as for shipping
and handling. (You can enter a miscellaneous charge line later in this
lesson.)
Item Number. Type F21030, the item number for the file folders
that the customer ordered, or select the number from the Finder.
If you use multicurrency, you may receive a message warning that the
price list does not exist for the customers currency. Click the Close
button to close the message box.
When you move to the next field, the program automatically inserts a
dash after F2 and a slash after 103 (Sample Company's item number
format), but you can also type these characters yourself, if you wish.
Description. Skip this field to accept the default description, File
Folders, which appears after you entered the item number.
You could type another description in this field if you so desired.
Sample Company prints the description with the item number on the
order confirmation, picking slip, and invoice.
Price List. If the correct price list code, WHS, is already displayed,
skip this field. If you are using multicurrency, and the program
displayed a warning about the price list, enter USA in this field.
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Order Entry displays the price list code specified on the Customer tab,
but you can select another price list for the detail line.
Location. The correct location code is also displayed. This is the item
location that is specified at the top of the Order tab, but you can select
another location for each detail line, if necessary. For example,
location 1 may not have enough stock to fill the order.
Tip: You can check
stock quantities
To see whether the location has sufficient stock to fill the order,
highlight a detail line, then review the quantity information at the
bottom of the Order tab.
The following example shows the quantities available from Location 1,
as well as the quantities available at all locations combined. (You may
see different numbers from those shown below.)
Inventory Control
quantities
To view quantities of the selected item at other locations, click the

Finder for the Location field. The Location Quantities form appears:
For each item, you can check the quantity on hand, on sales order, on
purchase order (other orders for this item currently in your Order
Entry system), and available to ship (the total of uncommitted item
units).
If you have the Purchase Orders module, you can click the Drilldown
button to check the expected arrival dates for goods on purchase
order.
Expected Ship Date. This is the date you expect to ship this item.
Since this item is backordered (and doesnt even have sufficient
quantities on order), change the expected ship date to July 31, 2010.
Quantity Ordered. Type 12, the number of units being ordered.
Order UOM (Unit of Measure). The correct unit of measure, Box, is
already displayed, so you can skip this field.
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Order Entry displays the stocking unit of measure assigned to the item
in Inventory Control. You can select other units of measure that are
used for the item in Inventory Control.
Unit Price. Enter 7.50.
Order Entry displays the item price that matches the customers type
and the price list, but you can select another price (or method of
calculating the price) from the Finder beside the Unit Price field or in
the column heading.
Qty. Shipped and Qty. B/O. Order Entry lets you enter shipped
quantities on the order form and print an invoice for shipped items.
In this case, however, you cannot ship any file folders, so all 12 boxes
are on backorder. (Order Entry has an option to put unshipped
quantities on backorder automatically.)
Unit Weight and Extended Weight. The item weight is expressed in
the Order Weight UOM for this detail line. The total weight of the order
is in the default unit of measure set in the I/C Options form in
Inventory Control.
Ext. (Extended) Price. This column displays the order total for this
item multiplied by the unit price.
Displaying the
extended price
The extended price is a calculated field. You can change the unit price,
and you can enter a discount percentage and a discount amount.
Discounted Ext. (Extended) Price. This is the extended price less
the item discount.
Order Entry also lets you enter a discount percentage or amount for
the total invoice, as well as item discounts.
3. To start the next line, press Insert on your keyboard, or tab to the end
of the first line, and then follow the instructions in the next section,
Add Details Using the Items/Taxes Form.
Add Details Using the Items/Taxes Form
These instructions assume that the insertion point is on a new line in the
detail grid.
1. With a new line selected in the detail grid, press F9 to display the
Items/Taxes form, which lets you view all the fields for a single detail.
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Sage Accpac ERP
The Items/Taxes
form
Note that:
Order Entry assigns a line number to each new detail. You type a
number in the line number field only to select an existing detail
that you want to edit or delete.
You can click the zoom buttons beside the Serial Numbers,
Comments/Instructions, and Optional Fields labels to open popup
forms where you enter serial numbers, remarks, or other
information that you want to enter with individual item details and,
perhaps, print on order confirmation or receipt forms.
Using the buttons at the bottom of the form, you can add or delete
the displayed detail, or save changes to an existing detail after
editing it.
2. Click or tab to the Item Number field.

3. Type A14000, the second item number shown in Figure 7.1, and
press Tab, or select the number from the Finder.
4. Make sure the displayed description, location, price list, and expected
ship date match Figure 7.1.
5. Type 6 as the quantity to order, and then make sure the displayed
unit of measure (UOM) and unit price match Figure 7.1.
6. Type 6 as the quantity committed to reserve the required quantity of
items for this order, so that they will be available for shipping later.
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7. When ready, click Add to add the detail.

The details for line number two are added, the form is reset with 3
appearing in the line number field.
8. In the Item Number field, type A15000, the third item number shown
in Figure 7.1, or select the number from the Finder.
9. Type 10 as the quantity to order, and make sure the displayed
information matches Figure 7.1.
To ensure the items are available when you ship this order, you can
commit this quantity to this particular order.
10. Type 10 as the quantity committed.
11. The program displays the ship via method and description from the
template. Accept the defaults.
Ship Via
Note that you can enter a different ship via method for a detail, if you
plan to ship the items using a different carrier than you use for the
rest of the order. For example, you might ship most of the items on an
order by truck, but other items requiring special handling by courier.
Add instructions
12. To add the instruction for the warehouse, open the Detail
Comments/Instructions form:
On the detail grid of the main O/E Order Entry form, click the
Comments/Instructions zoom button or press Shift+F9 to open the
form.
If you are using the Items/Taxes O/E Order Entry form, click the
zoom button.
Shift+
Detail Comments/
Instructions
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Sage Accpac ERP
Choose Instruction from the Type list, click in the typing area (or
press Tab to reach it), then enter Send blue folders only.
Sample Company uses the Instruction choice to print instructions
following the detail line on the picking slip, and the Comment choice to
print remarks on the order confirmation that is sent to the customer,
but the way in which you use them is up to you.
Detail comments and instructions can consist of as many lines as you
wish, with up to 75 characters on each line. They are printed directly
after the details to which they refer.
13. Press Tab twice to return to the Type box, or click the box to display
the list, and then select Comment.
14. Press Tab to move to the comments area, or click in the area, then
type: Sending blue files, as requested.
Close comments
popup form
15. When finished, click Close, or press Shift+F9 to close the popup form.
Close the detail

form
16. Click Add to add the detail, then click Close or press F9 to close the
detail zoom form.
Enter customer
information
17. When you are ready, click the Customer tab to modify customer
information.
The information on the Customer tab comes from the customer record
or from the template code you specified.
Ship Via (and description). If CCT does not appear, enter or select it
from the Finder.
You use this field to specify the shipping method you plan to use for
the order. (You can always specify a separate carrier for a particular
detail, if required.)
Tracking Number. If you are shipping goods, you can enter the
waybill number. You can also enter a different ship via code and
tracking number for each detail line on the order.
Customer Type. The correct customer type is displayed, so you can
skip this field. The customer type indicates whether the customer is
eligible for discounts or special pricing.
Price List. If you are using the single-currency sample data, change
the price list code to RTL, to use retail prices for any new lines on this
order, rather than wholesale prices. (Either type over the displayed
code, or choose RTL from the Finder.)
Note: The price list shown here is the new default price list. You
can use a different price list for each detail line in an order.
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Multicurrency
sample data
If you are using the multicurrency sample data, change the price list
code to USA.
In multicurrency ledgers, you can change a customers price list only
to another price list that uses the same currency.
18. Leave the other entries on the tab as they are, since the information
they contain is correct for this order.
19. Post the details you have added, following the instructions in the next
section, Post the Order.
Post the Order

Once you start an order, you can post it at any time to save your work.
After posting, you can still add details and make changes to orders. You
can also close the order and the Order Entry form, and then return to it
later to finish this lesson. Ordinarily, you would enter all of the information
for an order before you posted it.
1. When you are ready to post the order, click the Post button (or press
Alt+S).
When posting is finished, a confirmation message appears showing the
order number that was assigned and asking whether you want to print
the order confirmation.
Confirmation
message
2. Click No or type Alt+N to indicate that you do not want to print the
order confirmation at this point (because you have not finished
entering the order).
Results of posting
When you post a new order:
The document number is assigned (if you use automatic document

numbering), using the prefix and next number entered for orders
on the O/E Options form.
Make a note of the order number so you know which order to
select and invoice in Lesson 2.
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The program calculates tax amounts and document totals.
Quantities on sales order are updated in Inventory Control item

records.
Posting orders does not:
What posting does

not do
Update item costs in Inventory Control unless you use the

Inventory Control option to cost items during posting.
Update sales statistics.
Create audit records or general ledger transactions unless you use

the Inventory Control option to create subledger transactions and
audit information during posting and choose the Order Entry option
to create G/L transactions during posting (in Order Entrys G/L
Integration form).
You must post the invoice for the order and run Day End Processing in
Inventory Control to perform tasks that are not completed during
posting. See Lessons 5 and 6, later in this chapter.
3. If you want to stop doing the tutorial for now, and leave the Order
Entry form, click the Close button (or press Alt+C).
You can come back and finish this lesson later.
What next?
Multicurrency
sample data
Do not close the form if you want to continue with the lesson and learn
how to:
Add a miscellaneous charge. See the next section, Add a

Miscellaneous Charge.
Check and edit detail tax information. See Edit Tax Information, later
in this lesson.
Assign serial numbers to an item detail. See Enter a Detail with Serial
Numbers and Add the Rest of the Order, later in this lesson.
Look up the taxes for the order and compare the order totals with
Figure 7.1 totals. See Check Customer Tax Information and Check
Order Totals later in this lesson.
Change an exchange rate (multicurrency sample data only). See Edit

an Exchange Rate, later in this lesson.
Add a Miscellaneous Charge

Use these instructions to add a miscellaneous charge detail to the order
you have been working on in this lesson. Use either the detail grid on the
Order tab or the Items/Taxes form. (To display the Items/Taxes form,
select a detail on the grid, and then press F9.)
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1. If you are using the Items/Taxes form, click the New button if the
previous detail is displayed, then move to the Line Type box and
select Miscellaneous. (Click the Line Type box, and then select
Miscellaneous or press the Down Arrow key on your keyboard.)
If you are using the detail grid on the Order tab, press Insert, if
necessary, to start a new line. Double-click the Type field to choose
Miscellaneous, or press the spacebar.
2. Complete the miscellaneous charge information as follows:
Item Number/Miscellaneous Charge. Click the Finder beside the
Miscellaneous Charge field or click the Item No. / Misc. Charge column
heading to display the list of miscellaneous charges and then select
HC, the code for Handling Charges, from the list.
When you select a miscellaneous charge, the description and amount
defined for the charge appear, but you can enter a different
description for printing on the picking slip, order confirmation, invoice,
or credit note. This feature lets you be very specific in describing
miscellaneous charges to your customers.
Description. Type Custom packaging charge over the displayed
description.
Amount/Ext. Price. Type 2.50 in the Amount field (if you are using
the Items/Taxes form) or tab/scroll to the Ext. (Extended) Price
column and type 2.50.
Since handling charges vary from one order to the next, Sample
Company has not specified a default amount in the miscellaneous
charge record. If the company had entered an amount in the
miscellaneous charge record, the amount would be displayed, but you
could change it.
Adding comments
and instructions
for miscellaneous
charges
You can also add comments and instructions with miscellaneous

charges. For example, you could add the comments and instructions
for item A1-500/0 with this miscellaneous charge, rather than with the
item detail.
3. When finished entering the charge using the Items/Taxes form, click
Add to add it to the order, and then click Close to close the
Items/Taxes form.
If you are using the columns in the detail grid, press Insert to start a
new line and save the line you just added.
4. When finished, click the Post button (or press F3, then Alt+S).
5. When you see a message that asks whether you want to print the
order confirmation, click No (you will print the confirmation in
Lesson 2).
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Edit Tax Information

A note in Figure 7.1 tells you that there is no County tax on the
miscellaneous charge you have just added, so you need to edit the tax
information for the detail line.
In these steps, you use the Item/Tax button on the Order Tab to display
the tax information for the miscellaneous charge detail, and then change
the County Tax class to Non-Taxable.
To edit tax information for a detail line:
1. If the order you created in this lesson is not displayed, type its number
in the Order Number field or select the number from the Finder.
2. Highlight the detail line for the HC miscellaneous charge (the first
miscellaneous charge line).
3. Click the Item/Tax button to open the Items/Taxes form (or press F9).
Items/Taxes form
shows tax
calculations for
order details
This grid shows the

tax authorities and
classes that are
assigned to the CALIF
tax group specified on
the Customer tab.
Notice that both tax classes are set to 1 Taxable, while Figure 7.1
shows that the County Tax class should be 2 Non-Taxable.
4. To change the tax class for the detail line, type 2 in the Tax Class field
for the County Tax authority, and then press Tab.
The description for the tax class changes to Non-Taxable
Merchandise.
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In this grid you can change tax classes and indicate whether tax is
included in the price of the item or miscellaneous charge. If you want
to change tax authorities, rates, or descriptions, you can change this
information in the Tax Services forms.
Changing tax
information for
detail lines
5. Save the change and then close the Items/Taxes form.

6. Click Post to add your change to the order record.
7.
Click No when prompted to print the order confirmation.
To edit tax information for the total order:

1. To check the tax information for the order, click the Taxes tab.
The Taxes tab
shows tax
calculations for the
total order
You can edit the customers tax classes and tax registration numbers,
if necessary.
When you select the Calculate Tax check box, taxes are calculated
automatically. If you remove the checkmark from this checkbox, the
Dist. Taxes button appears and you can manually modify tax amounts
distribute them evenly.
2. If you change the tax class, click the Calculate Tax button to see the
recalculated tax amounts in the Tax Amount column. When you return
to the Totals tab, the new total tax amount is shown.
To edit the tax distribution for an item or miscellaneous charge, refer
to the instructions in the section, Edit Tax Information for a Detail
Line, earlier in this lesson. You can edit tax information for an open
order, both before and after posting.
3. Tab through the fields in the grid to see the amounts in the Tax Base
and Tax Amount columns.
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If you are using the single currency sample data:
Click Post to post the changes to the order, then click No at the
message that appears, asking whether you want to print the order
confirmation.
Click Close to close the Order Entry form.
If you are using the multicurrency sample data, you may want to practice
changing an exchange rate, as described in the later in the section, Edit
an Exchange Rate.
If you want to edit the order to add more details or correct a mistake,
follow the instructions under Correcting Mistakes and Making Changes,
at the end of this lesson, and the instructions earlier in the lesson for the
work you want to do.
Enter a Detail with Serial Numbers and Add the Rest of the
Order
In this step you add the six fluorescent desk lamps to the order, entering
a serial number for each lamp, and then add the remaining details shown
in Figure 7.1.
1. Start a new line in the item grid on the Order tab, then type for the
item number, and 6 for the ordered quantity, as shown in Figure 7.1.
2. When you have checked the displayed information against Figure 7.1,
tab to the Serial Numbers field or column.
3. Click the zoom button in the column heading or press Shift+F9 to
display the Item Serial Numbers form.
If you are using the Items/Taxes form, click the zoom button to
display the Item Serial Numbers form.
The Item Serial
Numbers
4. Type the first serial number, 212343, on the first line, then press the
Insert key to start the next line.
5. Type the remaining five serial numbers, 212344 through 212348,
one on each line, pressing Tab or Enter after typing each number.
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Order Entry
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Order Entry
6. When finished, click Close to close the Item Serial Numbers form.
The serial numbers you assign in Order Entry are printed on the
Inventory Control Serial Numbers report.
7. If you are using the Items/Taxes form, click Add to add the detail. If
you are using the detail grid, press Insert to start a new line.
8. Add the remaining details shown in Figure 7.1. If you need help, follow
the instructions earlier in this lesson for the type of detail you are
entering.
9. If you are using the Items/Taxes form, click Close when you have
added all the details.
10. When finished adding the details from Figure 7.1, click Post to post
the entire order.
11. Click No at the message that appears, asking whether you want print
the order confirmation.
Check Customer Tax Information

The Taxes tab lets you edit tax classes and tax-registration numbers for
the order.
To view tax information for the order:
in the Order Number field and press Tab, or select the number from
the Finder.
2. Click the Taxes tab to check the taxes calculated for the order.
Taxes tab
Because the Calculate Tax check box is selected, the program has
calculated the applicable taxes for you. The calculation is based on the
722
Sage Accpac ERP
tax authorities and tax classes used in the customers tax group, and
on the item tax classes.
If you clear the Calculate Tax check box, you can enter the total tax
amount for each tax authority, and then use the Distribute Taxes
button that appears to allocate taxes to each order detail.
Check Order Totals

Follow these steps to learn about the Totals tab. The Totals tab allows you
to enter comments that appear on the Invoice and to check the totals that
Order Entry calculated from the details you entered.
To view order totals:
in the Order Number field and press Tab, or select the number from
the Finder.
2. Click the Totals tab to check the totals for the order.
Totals tab
You can create an

invoice for the charges
on the order by
selecting the Create
Invoice checkbox.
Type a number in the Number Of Labels field if you want to print

labels for the order, such as a label for the envelope in which you
send the confirmation.
The Number Of Lines field shows how many detail lines you added
to the order. Check this number against your source document to
be sure you entered all details on the order.
The tab shows the total amount of all miscellaneous charges and
other totals for the order. A separate total, Included Tax, is
displayed for tax amounts that are included in item prices.
3. Check the subtotals, tax amounts, and totals on the Totals tab with
Figure 7.1 to be sure they match.
If you find errors, correct the order, and then post it again.
723
Order Entry
Workbook
Order Entry
Edit an Exchange Rate (Multicurrency Sample Data Only)

Multicurrency
If you use multicurrency accounting, you can use the Rates tab to change
the exchange rate for an individual order. You see this tab only if you use
multicurrency accounting and specify a customer number that does not
use the functional currency.
In the next steps you will change the exchange rate at which Sample
Company converts U.S. dollars to Canadian dollars.
To edit exchange rates:
in the Order Number field or select it from the Finder.
2. When the order is displayed, click the Rates tab.
Rates tab on the

Order Entry form
3. To change the order exchange rate, choose 1.4563, the May 30 rate,
from the Finder beside the Order Exchange Rate field, or type the rate
in the Order Exchange Rate field yourself.
The Finder list for the Order Exchange Rate field displays all the
current rates for the currency and rate type from the Currency Rates
form in Common Services. You can either select a rate or type another
rate that is not already entered in Common Services.
You can also change the rate type to any of the rate types you have
defined in Common Services, provided you have also entered the rates
for the rate type.
4. When finished, click Post to post the changes to the order, and then
click No at the message that appears, asking whether you want to
print the order confirmation.
5. Click Close to close the Order Entry form.
724
Sage Accpac ERP
Correcting Mistakes and Making Changes

You can change most of the information you have entered on the order at
any time, even after posting:
To change information on the Order and Customer tabs, simply

type over what you entered before or choose other records from the
Finder, when available. You can change all your previous entries
except the customer number.
To change information in a detail line, highlight the line in the

detail grid, and then tab to the column or field you want to change and
type in the new information.
You can change everything on a detail line except the item number or
miscellaneous charge code, and the pricing unit of measure. If you
need to change the item number or miscellaneous charge code, you
must delete the detail line, and then re-enter it with the new number.
To delete a detail line, highlight the line on the Order tab, and then
press the Delete key on your keyboard. If you are using the zoomed
Items/Taxes form, type the number in the Line Number field, and then
click the Delete button.
To delete an order, enter the number in the Order Number field, and
then click the Delete button.
For more information, press F1 to display Help on your computer.

You can open the Accounts Receivable Customers form to add a new
customer while you are in the process of adding an order to Order
Entry.
You can enter your own unique order numbers or let Order Entry
assign them automatically.
You can add two types of details to orders item details and
You must use a valid Inventory Control item number for each Item
detail you add.
You can use two types of forms to add order details.
You can change the size and order of columns on the Order tab of the
Order Entry form.
You can ship items on an order.
725
Order Entry
Workbook
Order Entry
You can post an order after entering the customer number, and then
edit the order and repost it as many times as needed.
You can change tax classes and tax amounts for item details using the
Items/Taxes form.
You use the Taxes tab to check taxes for an order.

You use the Tax Services forms to make other changes to tax
information.
You can use the Totals tab to check document totals while you are
entering an order.
Lesson 2: Print an Order Confirmation and a

Picking Slip
After posting an order, Sample Company prints an order confirmation
form to send to the customer and prints a picking slip to send to the
warehouse where it will be used to fill the order. The order confirmation
lists the items that the customer ordered, as well as any miscellaneous
charges that apply. It also tells the customer when to expect delivery of
the order.
In this lesson, you will print the order confirmation and picking slip for the
order that you entered in Lesson 1, and then compare your copies to the
copies shown in Figures 6.2 and 6.3.
If you did not enter an order in Lesson 1, you can still follow these
instructions. Choose another open order from the Finder in the second
step.
Print order confirmations and picking slips for the orders you post.
Print to your screen, if it is not convenient to use a printer.
Read Printing Order Confirmations and Picking Slips in Chapter 2 of

the Order Entry User Guide.
select Preview (on screen) as the printing destination, as follows:
1. From the company desktop, choose Print Destination from the File
menu.
726
Sage Accpac ERP
Lesson 2: Print an Order Confirmation and a Picking Slip
2. From the Print Destination form, select Preview.

3. Click OK.
Print the Order Confirmation

Follow these instructions to print a copy of the order confirmation from the
order you entered in Lesson 1. You can then check the printout to see the
types of information you can include on order confirmations.
Order Entry provides two ways to print the Order Confirmation form:
When you post an order, the program displays the order number and
also asks whether you want to print the order confirmation form.
If you also shipped goods on the order and created an invoice, Order
Entry will let you print the picking slip and the invoice for goods being
shipped.
Using the Order Confirmations icon in the O/E Forms folder.

You can print order confirmations for a range of orders using the Order
Confirmations icon.
Note that these instructions assume that you are not using preprinted
forms. If your company uses preprinted order confirmation forms, be sure
to insert the forms correctly in the printer before printing. Use the Align
button to print a test copy, and then check that the information appears in
the right places on the form.
1. Choose Order Confirmations from the O/E Forms folder.
727
Order Entry
Workbook
Order Entry
2. Select the following options to print the confirmation for the order you
entered in Lesson 1.
If you need more information about a field, press F1 to display online
Help.
Use Confirmation. To specify the Crystal report file for printing the
order confirmation, type OECONF01.RPT, if it does not already
appear in the field. If your company uses preprinted order
confirmation forms, try using OECONF02.RPT instead.
You can also select the report file by using the Browse button to
display a list of the form and report files in the Order Entry program
folder.
The Browse button
displays the list of
form and report
files in the Order
Entry program
folder.
Scroll down the list of report files until the OECONF01 filename is
highlighted, then double-click it or press Enter to select it.
From Order Number / To Order Number. In both these fields, type
the number of the order you entered in Lesson 1, or select the number
using the Finder. If you did not do Lesson 1, pick another order
number using the Finder.
Delivery Method. Accept Print Destination as the delivery method.
This field lets you choose whether to print the order confirmations to
your usual print destination or to use the delivery method specified for
the customer in Accounts Receivable. The customers delivery method
could be your print destination (Mail) or an e-mail address (customer
or contact).
When you choose Customer as the delivery method, Order Entry lets
you select the code for the e-mail message to send with the order
confirmation (for e-mailed confirmations).
Include Confirmations Already Printed. Ensure this check box is
cleared unless you have already printed the order confirmation for this
order, and want to print another copy.
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Sage Accpac ERP
Require Shipping Labels. Ensure this check box is cleared.

Use this option when printing shipping labels for some order
confirmations, but not for others. For more information, see the Print
Shipping Labels instructions in Lesson 5.
3. To begin printing the confirmation, click Print.
If you use preprinted forms, use form OECONF02.RPT, and first print a
sample copy using the Align button.
4. Compare the printed order confirmation with the sample in Figure 7.2.
If the information on the order confirmation that you printed is not the
same as in Figure 7.2, edit the order to correct it, using the Order
Entry form and the instructions you followed to add the order in
Lesson 1. Then use Order Confirmations to reprint the form, this time
selecting the Include Confirmations Already Printed option.
You can design your own order confirmations to use the layout and
information that you want to send to your customers. To adapt the
sample formats that came with your Order Entry system or for more
information about creating formats, read the online document,
Customizing Printed Forms with Crystal Reports (installed in the
Sage Accpac program directory for example, \Sage Accpac
\Docs\SM55AENG).
5. When you are finished, click Close.
What next?
If you want to print the picking slip for the order that you posted in
Lesson 1, follow the instructions in the next section, Print the Picking
Slip.
If you have finished printing and you changed your printing destination to
Preview at the beginning of these instructions, reset the destination,
following the instructions in the section, Reset the Printing Destination,
near the end of this lesson.
Once you have printed the order confirmation, the Order tab on the Order
Entry form indicates the confirmation was printed, as is the case after
printing the picking slip.
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Order Entry
Workbook
Order Entry

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Figure 7.2. If you entered the order shown in Figure 7.1 in Lesson 1, the order confirmation you
print in this lesson should contain the information shown on the above sample.
730
Sage Accpac ERP
Print the Picking Slip

Follow these instructions to print a copy of the picking slip from the order
you entered in Lesson 1. You can then compare the printout to Figure 7.3,
to be sure you entered the order correctly.
These instructions assume that you are not using preprinted forms. If you
want to print on a picking slip form your company uses, you must select
the format the company uses for the form in step 2. You can also use the
Align button to print a test copy, to be sure you inserted the form
correctly in the printer.
1. Choose Picking Slips from the O/E Forms folder.
Use the Align

button to print a
single, sample
copy of the picking
slip to test the
alignment of forms
in your printer.
Use the Print
button when you
are ready to print
picking slips.
2. Make selections to print the picking slip for the order you entered in
Lesson 1 as follows:
Select By. This field lets you specify whether to print picking slips by
order number or by shipment number. Since you have not yet entered
the shipment, select Order Number in this field.
Use Slip. Accept the default entry, OEPICKORDER1.RPT. If you
were printing the confirmation on a preprinted form your company
uses, select OEPICKORDER2.RPT instead.
Sort By. Choose Line Number as the order in which to list detail lines
on the picking slips. This choice prints the order details in the same
order as you entered them in the detail grid on the Order tab.
You can also list the details by the picking sequence codes assigned to
the item records in Sage Accpac Inventory Control, and by their item
numbers. When you list details by picking sequence or item number,
miscellaneous charges follow the item details after which you entered
the charges in the Order Entry form.
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Order Entry
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Order Entry
Date
Page
1
Jun 30, 2010
Order Number
ORD000000000064
Picking Slip
Sample Company Limited

Any City, Any Province V6J 9T3
Canada
Phone: (123) 456-7890
(123) 456-7891
Fax:
Sold To:
Ship To:
Bargain Mart - Oakland

Bargain Mart Plaza
Corner 182nd and 34th street
Anytown, CA 45112
USA
West Oakland Warehouse

1819 La Jean Road
Oakland, CA 45161
USA
Reference
Station 4
Picking
Sequence
PO Number
10-1625
Item Number
0121
0042
0045
F2-103/0
A1-400/0
A1-500/0
0040
A1-103/0
0043
A1-401/0
Customer No.
1105
Description
File Folders
Desk Note Book
Hanging File Folder
Send blue folders only
Fluorescent Desk Lamp
212343
212344
212345
212346
212347
212348
Desk Calendar Pad
Salesperson
BB
Qty.
Ordered
Ship Via
CCT
UOM
Ship Date
Jul 07, 2010
Qty.
Shipped
Qty.
Backord.
12 Box
6 Ea.
10 Pkg.
6 Ea.
6 Ea.
Packed by:
________________________________________________
Total weight:
_______________
Received by:
_________________________________________________
Total packages:
_______________
Figure 7.3. If you entered the order shown in Figure 7.1 in Lesson 1, the picking slip you print
in this lesson should contain the information shown in the above sample.
732
Sage Accpac ERP
From Order Number / To Order Number. In both these fields, type

the number of the order you entered in Lesson 1, or select the number
from the Finder. If you did not do Lesson 1, pick another order number
using the Finders.
This choice makes sure you print only one picking slip. You could also
specify a range of order numbers for which to print picking slips.
Include Picking Slips Already Printed. Ensure this box is cleared
unless you have already printed the picking slip for this order and want
to print another copy.
Require Shipping Labels. This option lets you choose, later, to print
labels only for orders that are marked as requiring them.
To select the option, click the field or tab to it, and then press the
Spacebar to select the field.
3. To begin printing the picking slip, click Print. (If you are using
preprinted forms, use form OEPICKORDER2.RPT, and first print a
sample copy using the Align button.)
4. Compare the printed picking slip with the sample picking slip in
Figure 7.3 on page 7-32.
If the information on the picking slip is not the same as in Figure 7.3,
edit the order to correct it, using the Order/ Invoice Entry form and
the instructions in Lesson 1. Then use the Picking Slips form to reprint
the slip, selecting the Include Picking Slips Already Printed option.
5. Click Close when you are finished printing.
What next?
If you changed your printing destination to Preview at the beginning of

these instructions, reset the destination, following the instructions in the
next section, Reset the Printing Destination.

If you changed your usual printing destination to print to the screen in this
lesson, you can change it back, as follows.
1. On the company desktop, choose File, Print Destination, and then
select your normal printing destination.
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Order Entry
Workbook
Order Entry
You can print order confirmations and picking slips for the orders that
you add using the Order Entry form.
You can print order confirmations and picking slips for a single order or
for a range of orders.
When printing order confirmations and picking slips for a range of

orders, you can choose whether to reprint any documents you printed
previously or print just new documents.
You can print documents to your screen when you want to review
them quickly and do not need paper copies.
Lesson 3: Edit Commission Allocations

If you are using Sage Accpac 200 ERP or 500 ERP Edition, you can divide
a commission allocation with another salesperson, and accommodate a
customers request to pay for an order in a series of payments.
First, edit the order created in Lesson 1 to add the second salesperson and
to change the sales-split percentages, as well as to change the terms code
and add a payment schedule.
Specify salesperson sales allocations on an order.
Change the payment terms for an order and add a payment schedule.
Edit a payment schedule to change the due dates.

Read Entering Sales Split Information and Editing Payment Terms, in
Chapter 2 of the Order Entry User Guide.
Recall the Order

In this step, recall the order entered in Lesson 1. If you did not do
Lesson 1, choose one of the open orders included in the sample data, and
then follow these instructions.
1. If necessary, open the Order Entry form. (Choose Order Entry from
the O/E Transactions folder.)
734
Sage Accpac ERP
Lesson 3: Edit Commission Allocations
2. Open the order you created in Lesson 1 (or choose another order if
you did not do Lesson 1).
To open an existing order, do one of the following:
Type the order

number
Select it from the Finder next to the Order Number field. (Click the
Finder icon or press F5 with the insertion point in the Order
Number field.)
Type the number of the order in the Order Number field, then click
another field or press the Tab key.
Click the navigation buttons next to the Order Number field until
the order number you want appears.
Enter Salesperson Sales Allocations

In this section, you enter the percentages of the total sale to allocate to
the two salespeople responsible for the account. You will allocate 90% of
the sales amount to Bill Bhaisson and 10% to Bills assistant.
Since the Track Commissions option is already selected in the O/E Options
form, Order Entry calculates the commission for each salesperson based
on the amount posted for each invoice.
1. With the order you added in Lesson 1 displayed, click the Sales Split
tab.
Sales Split tab on
the Order/Invoice
Entry form
2. If it does not already appear, type BB, the code for Bill Bhaisson, in
the Salesperson Code field, or choose the code from the Finder.
735
Order Entry
Workbook
Order Entry
If you are not working with the order added in Lesson 1, a salesperson
may already be assigned to the order you chose.
If you did not do

Lesson 1
If so, change the salesperson code to BB, then continue to step 3.

3. In the Percentage field, type 90. If necessary, type the decimal point
and erase any leftover digits.
4. Press Insert or Tab to start a new line, then type DA in the
Salesperson Number field or choose the code from the Finder.
Press Tab to see the salespersons name appear in the Name field.
5. Tab to the Percent Split field, then type 10 as the percentage for Don.
Notice that there are five lines on which you can enter salesperson
allocations, allowing for up to five splits per order.
6. Either click the Post button to post your change to the order, or first
add the new payment terms to the order, as described in the next
section, Change Payment Terms and Add a Payment Schedule.
Lesson 4: Add a Prepayment

The customer has sent in a $50.00 prepayment for the order that you
added in Lesson 1.
Although you enter the prepayment on the Order Entry form, you will
actually add it to an existing receipt batch in Accounts Receivable, or to a
new receipt batch that you can create using the order Prepayment form.
Open the O/E Prepayment form.
Add a prepayment to an Accounts Receivable receipt batch.

Read Entering Prepayments in Chapter 2 of the Order Entry User Guide.
To add the prepayment:
1. In the Order Entry form, with the order you added in Lesson 1
displayed, click the Prepayment button to open the O/E Prepayments
form.
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Sage Accpac ERP
Lesson 4: Add a Prepayment
The O/E
Prepayments
popup form
2. Fill out the Receipt Batch information.

New batch
Using an existing
receipt batch
Batch Number. Click the New button next to the Batch Number
field and then type Order Entry Prepayment Batch in the blank field
on the right.
If you want to add a prepayment to an existing receipt batch, type its
number in the Batch Number field or select it from the Finder.
Batch Date. Change the date to July 7, 2010. The program
automatically displays the session date as the batch date for new
batches.
Bank Code. Accept the default bank code.
Multicurrency
ledgers
Currency. This field appears only for multicurrency accounting. Type

USD, the code for US dollars, the customers currency (or type the
customers currency code on the order you chose for this lesson).
Deposit Number. Click the New button to create a new deposit.
Payment Code. CHECK is the default receipt type that is used by
Sample Company.
Type VISA or select it from the Finder to display the Credit Card
button.
When you click the Credit Card button, Order Entry displays a form for
entering credit card information for the prepayment, including the
payment authorization code.
Close the Credit Card form, and change the payment code back to
CHECK.
Receipt Date. Accept the receipt date of June 30, 2010.
Receipt Amount. Type 50 (include the decimal point), and press
Tab.
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Order Entry
Workbook
Order Entry
Rate Type. If the customer payment currency is different from the

company currency, the program displays the rate type assigned to the
currency table in Common Services. Do not change the rate type for
this lesson.
Multicurrency
ledgers
Bank Rate. If you changed the exchange rate for the order in
Lesson 1, type 1.4685, the new exchange rate, or choose it from the
Finder beside the Bank Rate field.
3. When everything is correct, click Add (or Save), and then click Close.
Order Entry adds the prepayment to the order. In Accounts
Receivable, a prepayment number is assigned using the prefix and
next number specified in the A/R Options form for prepayment
transactions. You can continue to add prepayments to the order from
Order Entry.
If you see a message that says the entry will exceed the customers
credit limit (perhaps because someone has used the sample data to
add other transactions to this customers account), click OK.
4. If you wish to check on the prepayment that you just added, click the
Totals tab and see whether the amount is included beside the Less
Total Prepayments field.
If you want further information about Accounts Receivable receipt
batches, read Processing Receipts in Chapter 2 of the Accounts
Lesson 5: Record a Shipment and Print Mailing

Labels
Sample Company is now ready to ship the order and print mailing labels
for the shipment. In this lesson, you will process the entire shipment and
print two shipping labels.
Ship an entire order at once.
Assign the shipment number automatically.
Print shipping labels for the shipment.
738
If you want to ship an order you entered and posted yourself, do

Lesson 1.
Sage Accpac ERP
Lesson 5: Record a Shipment and Print Mailing Labels
Record a Shipment
1. Start Sage Accpac ERP, select the sample company that you were
using previously, and, in the Session Date field, enter July 7, 2010.
2. Choose the Shipment Entry icon from the O/E Transactions folder.
The Job Related,

Project Invoicing,
and Retainage
fields appear only
if you installed the
Project and Job
Costing module.
You can also ship items directly from the Order Entry form, but you
will use the Shipment Entry to separate the order entry process from
order shipping.
3. In the Customer Number field, type 1105, the customer number for
Bargain Mart.
4. Tab to the Order Number field and press F5 or click the Finder button
and select the number for the order you added in Lesson 1.
The program inserts the details from the order in the detail-entry grid
on the Shipment tab.
5. To specify that you want to ship all the items on the order, click the
Ship All button.
Not enough file
folders?
If the program displays a warning that This shipment will result in a

negative quantity at location 1 for item F2-103/0, click the Close
button on the message box.
The Inventory Control settings for Sample Company allow negative
inventory levels.
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Order Entry
Workbook
Order Entry
When you click Ship All, the program makes the following changes:
Enters the full quantity ordered for each item detail in the Qty.
(Quantity) Shipped column.
If you are unable to ship any file folders, you will have to change
the quantity shipped for item F2-103/0 back to zero.
Enters an estimated weight for each item detail line.
Changes the quantities on backorder to zero.
Enters Yes in the Completes Order column for each item.
You can still change the information on the detail-entry grid. For
example, if you did not want to ship all items, you could change the
quantity shipped for some detail lines.
If you selected the option Allow Partial Shipments for the customer in
Accounts Receivable, Order Entry also lets you ship part of the
quantity ordered on an individual detail line, or ship only some of the
items on the order.
Change the
Quantity Shipped
6. If you are shipping the order entered in Lesson 1, select the first detail
line for item F2-103/0 to see the current quantity on hand at location
1.
7. Tab to the Qty. Shipped column, and change the quantity to 0.

When you reduce the number in this shipment, Order Entry increases
the number of items on backorder, and changes the Completes Order
column back to "No."
Processing partial
shipments
If you cannot ship all item quantities on an order, you can record a
shipment that includes just the shipped quantities and all
miscellaneous charges. You can enter another shipment later, when
you are ready to ship the remaining quantities.
8. Click the Customer tab.
740
Sage Accpac ERP
Lesson 5: Record a Shipment and Print Mailing Labels
Specify a shipping
method for the
order
If you entered shipping information, such as the ship-via method,

tracking number, and FOB point for the order, it appears on this tab.
You can change the shipping information for the shipment, if
necessary.
You can specify

different shipping
methods for
different items
If you plan to ship some items using a different carrier, you specify a
different ship-via method for the detail on the Items/Taxes form.
(Select the detail on the Shipment tab, then click the Item/Tax button,
or press the F9 key to open the form.)
9. Click the Totals tab to check the amounts that will be invoiced and to
specify the number of shipping labels to print.
Totals tab
If you do not select

this check box, you
use the Invoice
Entry form to
create the invoice.
To create an invoice when shipping goods, select the Create

Invoice check box, and then type the invoice number or let Order
Entry automatically assign the invoice number.
For this lesson, do not select the check box. You will create the
invoice manually using the Invoice Entry form.
If you offer a discount on the order, enter the rate or amount here.
This discount also applies to miscellaneous charges if you select
the Discount Miscellaneous Charges check box.
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Order Entry
Workbook
Order Entry
10. Fill in or check the following fields:

Comment. Enter the following note to appear on the invoice:
Thank you for your order.
Please call your Sample Company sales representative if you have
questions about the order.
Note that file folders are currently out of stock.
Less Ship. Discount. Leave these fields showing zeroes.

These fields are not for early payment discounts. You use them to
specify a discount rate or amount for this particular shipment, perhaps
because the customer places a lot of orders with your company.
If you enter a discount, it is calculated on all the items on the
shipment, and to miscellaneous charges, if the Discount Miscellaneous
Charges check box is selected.
Create Invoice. Do not select this option. You will add the invoice
separately in Lesson 6.
Number Of Labels. Type 2, to specify that you want to print two
mailing labels for the shipment.
11. Click the Post button to post the shipment.
12. When prompted to print the picking slip, click No. (You printed the
picking slip in Lesson 2.)
Shipment numbers
are displayed on
the Order Entry
form
When you post a shipment for an order, the program displays the new
shipment number in the Last Shipment No. (Number) field on the Order
tab of the Order Entry form, and increases the number in the Number Of
Shipments field by 1.
Print Shipping Labels

Follow these instructions to print the two labels you specified for the
shipment that you created in this lesson.
1. To open the Shipping Labels form, choose Shipping Labels from the
O/E Forms folder.
742
Sage Accpac ERP
Lesson 6: Invoice an Order and Add a Payment Schedule
2. Fill in the O/E Shipping Labels form as follows:

Use Label. Skip this field to use the selected label format.
Select. Select Shipment Number to print the labels for the shipment
you posted earlier in this lesson.
You can also choose Order Number to print labels that were specified
on orders, or Invoice Number to print labels that were specified on
invoices.
From and To. Type the number of the shipment you posted in this
lesson in both fields. (Select the last shipment listed from the Finder.)
This specifies that you want to print labels for only one shipment.
Include Labels Already Printed. Clear this check box unless you
have already printed the labels for this shipment.
Print Only Labels Marked As Required. Clear this check box unless
you want to indicate that you want to print only labels marked as
required on the picking slip.
You use this field to specify whether you want to print labels for all
orders, shipments, or invoices, or print labels only for those you
marked as requiring labels.
3. When you are ready to print the labels, click the Print button.
Two labels are printed as specified on the Totals tab.
You can ship an entire order at once, automatically entering all order
quantities as shipped, or you can record partial shipments.
You can create and print an invoice from the Shipment Entry form
when you post the shipment, or you can create an invoice later.
You can specify the number of shipping labels to print for each invoice
that you post.
Lesson 6: Invoice an Order and Add a Payment

Schedule
Now that you have recorded a shipment for the order, Sample Company
can post an invoice for the shipment.
In this lesson, you will create an invoice for the shipment that you
processed in Lesson 5, change the payment terms to add a payment
schedule, and print the invoice.
743
Order Entry
Workbook
Order Entry
Invoice a shipment.
Assign the invoice number automatically.
Add a multiple payment schedule.
Print the invoice.
Read Editing Payment Terms, Processing Invoices, and Printing

Invoices in Chapter 2 of the Order Entry User Guide.
If you prefer not to print to your printer, set your printing destination
to the screen, following the instructions at the beginning of Lesson 2.
If you want to invoice an order that you entered and posted yourself,
do Lesson 1 first.
Create the Invoice

1. Choose Invoice Entry from the O/E Transactions folder.
You can provide

your own invoice
number or let the
program assign
one automatically
for you.
The Job Related
and Retainage
fields appear only if
you use Project
and Job Costing.
2. Accept the ***NEW*** entry in the Invoice No. field to let Order
Entry automatically assign the invoice number.
3. In the Customer Number field, type 1105 or select it using the Finder.
744
Sage Accpac ERP
4. In the Shipment Number field, use the Finder to select the shipment
that you added in Lesson 5.
The program inserts the details lines from the shipment into the detail
grid on the Invoice tab. You can change the prices or quantities, and
any other information for a detail on the invoice except the item
numbers.
If you want to invoice more than one shipment, you tab through the
Shipment Number field and click the zoom button next to the From
Multiple Shipments field to display a separate form that lets you select
several shipments for invoicing.
Drilldown
5. Click the Drilldown button beside the Shipment Number field to drill
down to the original shipment. On the shipment, you can click the
Drilldown button beside the Order Number to drill down further to the
original order.
6. Close the Shipment Entry form (and Order Entry form if you opened
it).
7. Complete the following fields on the Invoice tab:
Invoice Date and Posting Date. When you post an invoice, specify
the invoice date and the date to which the transaction is posted.
The posting date determines the fiscal year and period to which this
transaction is posted in the General Ledger. Accept the default entries.
Multicurrency
8. If you have a multicurrency ledger, click the Rates tab to check that
the invoice uses the correct exchange rate.
If the invoice uses a different rate from the one used for the shipment,
Order Entry creates an entry to adjust the inventory, shipment
clearing, and variance accounts for the rate difference when you post
the invoice.
9. Click the Totals tab so you can check the invoice information.
745
Order Entry
Workbook
Order Entry
Totals tab
Discounts
If you offer a discount on the invoice subtotal, enter the rate or

amount on this tab. This discount also applies to miscellaneous
charges if you select the Discount Miscellaneous Charges check box.
Early payment
discounts
If an early-payment discount is offered on the invoice, the discount

amount also appears on the Totals tab. If you entered a prepayment
that makes the customer eligible for an early payment discount, it is
deducted from the invoice total. You can check the discount or change
it on the Customer tab.
Invoice
prepayments
Prepayments that you enter with this invoice appear on the Totals tab.
Invoice prepayments are subtracted from the invoice total.
Order and shipment

prepayments
Prepayments entered with the original order or with the shipment

appear on this tab for information. They do not reduce the Amount
Due on the invoice. Instead, they will be applied to the invoice when
you post it in the Accounts Receivable module.
When you apply an order or shipment prepayment to a specific invoice
in Accounts Receivable, the system calculates any early payment
discount that may apply and adjusts the balance outstanding for the
particular invoice.
10. Fill in or check the following fields:
Comment. The comment from the shipment appears on the Totals
tab.
Thank you for your order.
Please call your Sample company sales representative if you have
questions about the order.
Note that file folders are currently out of stock.
Actual Ship Date. The date in this field is July 7, 2010.

Less Invoice Discount. Leave these fields showing zeroes.
746
Sage Accpac ERP
These fields are not for early payment discounts; use them to specify a
discount rate or amount on this particular invoice, perhaps because
the customer places a lot of orders with your company.
If you enter an invoice discount, it is prorated to all the items on the
invoice, and to miscellaneous charges, if you choose the Discount
Miscellaneous Charges option.
Change Payment Terms and Add a Payment Schedule

Follow these instructions to create a payment schedule for the order
created in Lesson 1, to allow the customer to pay for the order in three
installments.
1. With the invoice you added earlier in Lesson 6 displayed (or another
invoice you selected), click the Customer tab.
2. Tab to the Terms Code field, or click it so you can select a different
terms code.
3. To change the terms code, type P90 (the 90 Day Multiple Payments
code) then press Tab, or choose the code from the Finder.
The Customer Payment Schedule grid appears.
The grid displays the payment schedule for the P90 terms code. The
schedule divides the invoice total into three payments, set 30 days
apart, with 30% of the total due in each of the first two payments and
40% due in the third payment.
4. Ensure that the date in the As Of Date field is July 7, 2010, then check
the due dates to be sure they are 30, 60, and 90 days after the as-of
date, when you expect to send the invoice.
Changing payment
amounts
Order Entry lets you manually change the amounts due, and add
discount information. However, if you wish to make this type of
change, it is better to select a terms code that specifies the payment
percentages and discount dates and rates that you want to use, rather
than to alter them on the Payment Schedule grid.
You cannot increase the number of payments in a schedule, except by
changing the terms code record in Accounts Receivable. To reduce the
number of payments in a schedule you are entering with an invoice,
allocate the total due to as many payments as you need, then enter
zeroes for the remaining payment lines.
747
Order Entry
Workbook
Order Entry
Post and Print the Invoice

1. With the invoice still displayed (or another invoice you selected), click
Post to post the invoice.
When posting is completed, you see the following message, which
displays the invoice number that was assigned and asks whether you
want to print the invoice.
2. Click Yes to open the O/E Invoice form so you can print the invoice.
You can print an
O/E Invoice
immediately after
posting.
The Retainage field

will not appear
unless you use
Project and Job
Costing.
Use the O/E Invoices form to print the invoice that you just posted.
Only the current invoice number appears. You cannot print other
invoices from this form.
Printing more than
one invoice
If you want to print more than one invoice at a time or reprint the
invoice that you just posted, open the Invoice Printing form by
choosing Invoices from the O/E Forms folder. You can then specify a
range of invoice numbers and select previously printed ones.
3. Accept Print Destination as the delivery method.
Order Entry also lets you select the delivery method you have
specified in the customer record for this customer. The customer
delivery method can be the print destination or the e-mail address for
the customer or the customer contact person.
4. To print labels, select the Require Shipping Labels check box. Either
click the check box, or tab to it and then press the Spacebar to select
the option.
748
Sage Accpac ERP

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749
Order Entry
Workbook
Order Entry
This Require Labels option lets you specify later that you want to print
labels only for invoices that are marked as requiring them.
To include backordered items on the invoice, select the Include
Backordered Items check box.
5. Click Print to print the invoice.
6. When the invoice is printed, compare it to the invoice in Figure 7.4 on
page 7-49, to be sure that it includes:
All the items and miscellaneous charges you added in Lesson 1,

and the extended amount for each detail.
Backordered file folders that are not invoiced.
The prepayment you added in Lesson 4.
The payment schedule you added in this lesson.
Notice that the comment you typed on the Totals tab is also printed on
the invoice. You can use the Totals tab to type a different comment or
erase the previous comment before you post and print the invoice.
7. When you are finished checking the invoice, close the Preview window,
if you used it.
8. Click Close to return to the Invoice Entry form.
When you post an invoice for a shipment, the program displays the
new invoice number in the Last Invoice No. (Number) field on the
Shipment tab of the Shipment Entry form, and increases the number
in the Number Of Invoices field by 1.
Invoice numbers
on the Shipment
Entry form and the
Order Entry form
When you post the invoice, the program also updates the original
order by entering the new invoice number in the Last Invoice No.
(Number) field on the Order tab of the Order Entry form.
The order is still not completed because the file folders are still
backordered.
Once you complete an order, it remains in your Order Entry system until
you clear it using the Clear History form (unless you do not keep
transaction history, then they are cleared by Day End Processing).
Editing orders
750
You can still select the original order in the Order Entry form to:
Change the information on the Order and Customer tabs, if necessary.
Complete outstanding details.
Add new details (you cannot change completed details).
Sage Accpac ERP
Lesson 7: Run Day End Processing to Update Order Entry Records
Lesson 7: Run Day End Processing to Update Order

Entry Records
Run Day End Processing in Inventory Control at the end of each business
day to:
Produce a posting journal for the invoices and credit notes that were
posted in Order Entry.
Update item costing, sales and transaction statistics, and transaction

history in Inventory Control with their Order Entry data.
Depending on your settings in Inventory Control, item costing may be
updated each time you post shipment and invoice transactions.
Update Order Entry sales and transaction history.
Update sales commissions.
Create a batch of Accounts Receivable summary invoices and credit

notes from posted Order Entry transactions.
Depending on your Order Entry settings, you can also create Accounts
Receivable batches during posting.
Activate and post future orders that have reached their order date.
Remove quotes with expiration dates up to and including the session

date for day-end processing.
In this lesson, you will run Day End Processing and print the Invoice
Posting Journal to look up the order you posted in Lesson 1 and the
invoice you posted in Lesson 4. If you did not do the earlier lessons, you
can still follow these instructions. However, the Invoice Posting Journal
will not include an invoice you posted from an order you entered.
Read Day End Processing in Chapter 2 of the Order Entry User Guide.
Do Lessons 1, 5, and 4, if you want to be able to check the Invoice

Posting Journal for transactions you posted.
select Preview (on screen) as the printing destination for the Invoice
751
Order Entry
Workbook
Order Entry
Posting Journal, as described in the instructions at the beginning of

Lesson 2.
Run Day End Processing

Backing up
When working with your own data, back up before running Day End
Processing. This process can take some time to complete, increasing the
risk of damage to data through an electrical power surge or equipment
failure.
It is not necessary to back up the few changes you have made to the
sample data in this tutorial, unless you want to practice backing up. If you
want to back up now, follow the instructions for making backups in the
System Manager User Guide. If you are on a network, consult your
network administrator or supervisor before backing up data.
1. Open the Inventory Control folder and then open the I/C Periodic
Processing folder to select Day End Processing.
The Day End Processing form appears:
2. To begin processing, click the Process button or press Alt+P.

During processing, messages appear indicating the progress.
When processing is finished, the following message appears:
3. Click the Close button or press Enter to finish Day End Processing.
752
Sage Accpac ERP
Print the Invoice Posting Journal

End Processing, verifies the reports to the source documents, then files
them with other posting journals.
The posting journal is the audit trail report of the transactions that were
processed by Day End Processing, and the journal entries will be included
in the Accounts Receivable general ledger batch.
1. Choose Posting Journals from the O/E Reports folder.
The Job Details

option appears
only if you use
Project and Job
Costing.
2. Select the Invoice Posting Journal for the invoice you posted, as
follows:
Select Posting Journal. Choose Invoices under this section. Either
click the choice or use the Down Arrow key on your keyboard to move
to Invoices, and then press the Tab key to move on.
fields, type the number you see in the To Day End Number field.
This choice prints only one Invoice Posting Journal, the journal that
was produced when you last ran Day End Processing.
These fields display the lowest and highest day-end numbers in your
Order Entry system for the type of journal you select. A unique dayend number is assigned each time you run Day End Processing.
Printing a range of
posting journals
If you choose the displayed range of day-end numbers, you will print
all the posting journals that have not yet been printed and cleared
(using the Clear History form).
To print all uncleared posting journals, including journals you printed
before, choose the displayed range of day-end numbers and the select
the Reprint Previously Printed Journals check box.
753
Order Entry
Workbook
Order Entry
Clearing posting
journals
You cannot clear a posting journal until it is printed. Once you clear a
posting journal, using the Clear History form, you cannot print it
again.
Include Sales Splits. Select this check box if you want to print the
salesperson sales allocations for the invoice on the posting journal.
Include Tax Summary. Select this check box if you want to print a
summary of the tax included with the invoice.
Include Accounts Receivable Audit. Select this check box to print
a summary of all amounts posted to Accounts Receivable G/L
accounts.
Reprint Previously Printed Journals. Select this check box if you
have already printed the sample posting journal, and want to print it
again.
Include Optional Fields. Select this check box if you want to print
all of the optional field entries for invoices and invoice details.
Include Job Details. Skip this option if it appears. This check box
appears only if you use the Project and Job Costing module.
Sort By. Under this section, select Day End Number as the order in
which to list transactions on the posting journal. This choice lists
transactions in order by the day-end and entry numbers they were
assigned when you processed them.
Paper Size. Under this section, choose to print the report on a Legal
or Letter/A4-sized page.
3. When ready, click Print to print the report.
4. Review the posting journal. If you printed the report to your screen
and do not know how to move around in it, refer to the Looking at
Reports in the Preview Window section at the end of these steps.
Check to see:
754
The day-end number and the entry number assigned by Day End
Processing to the invoice you posted in Lesson 6.
These numbers identify your transaction on Order Entry posting

journals and Inventory Controls G/L Transactions report.
The number of the Accounts Receivable transaction batch that was

created for the Order Entry transactions.
Totals allocated to each affected general ledger account for each

invoice, and the total invoice amount.
Sage Accpac ERP
In the multicurrency version of the report, amounts are listed in

both functional and source currencies. The exchange rate and rate
type used for each transaction are also printed.
Multicurrency
amounts
The salespeople responsible for the invoice and the percentage of

the sale that is allotted to each.
The amount posted for the prepayment receipt, to ensure you

entered the figure correctly.
Totals by transaction type, including the prepayment amount.

In the multicurrency version of the report, you see a list of totals
by currency, including amounts in both functional currency and
source currencies, followed by totals for the report in functional
currency.
Multicurrency
totals
Multicurrency
G/L
Summary
The General Ledger Summary (on the last page of the report),
listing the total amount debited or credited to each general ledger
account affected by the transactions.
If you use the multicurrency sample data, the General Ledger
Summary includes totals by currency, in both the functional
currency and the source currencies used in the transactions.
5. When you have finished looking at the posting journal, click Close.
If you are looking at the journal in a Preview window, click Close to
return to the Posting Journals form, and then click Close to exit.
For more information about the Invoice Posting Journal and the Credit
Note Posting Journal, see the Posting Journals section of Chapter 7 in
the Order Entry User Guide.
Looking at Reports in the Preview Window
Display the
last page
To go to the last page of a report, click the icon with the single rightpointing arrowhead and vertical bar.
Display the
first page
To go to the first page of a report, click the icon with the single leftpointing arrowhead and vertical bar.
Turn one
page at a
time
To turn one page of a report at a time, click the icon with the single leftor right-pointing arrowhead.
755
Order Entry
Workbook
Order Entry
Run Day End Processing in Inventory Control to create an Accounts

Receivable batch of transactions from the invoices and credit notes
posted in Order Entry since the last processing.
Depending on your O/E Options, you can also create A/R batches
during posting.
Order Entry transactions that were posted during the day.
You can print separate posting journals for invoices and credit/debit
notes.

You must print posting journals before you can clear them (using the
Clear History form).
Where To Now?
Now that you have learned to use Order Entry forms and have completed
a processing cycle using the Order/Shipment/Invoice Entry forms, you are
ready to begin processing transactions with your own data.
For more information and instructions on processing Order Entry
transactions, refer to Chapters 4 and 5 in the Order Entry User Guide.
When you are using Order Entry forms, remember to use the online Help
(by pressing the F1 key) to find out about the field or form you are using,
and to display information about other aspects of the program.
756
Sage Accpac ERP
Purchase
Orders
Chapter 8
Purchase Orders
Before You Begin .......................................................................... 81
Lesson 1: Add a Requisition .............................................................. 82
Enter Header Information for the Requisition .......................................... 83
Enter Requisition Details and Post the Requisition ..................................... 87
Lesson 2: Add a Purchase Order ......................................................... 815
Add the Purchase Order............................................................... 816
Enter Purchase Order Details ......................................................... 820
Edit Tax Information for Detail Lines ................................................. 825
Check Purchase Order Taxes ......................................................... 827
Check Purchase Order Totals ......................................................... 828
Lesson 3: Create a Purchase Order from Several Requisitions .......................... 829
Add Receipt Details ................................................................... 837
Enter Additional Cost Details.......................................................... 839
Invoice the Additional Costs .......................................................... 842
Lesson 5: Add a Return .................................................................. 843
Lesson 6: Run Day End Processing and Print Posting Journals .......................... 846
Print Posting Journals ................................................................. 847
Where To Now? ........................................................................... 850
Workbook
8i
Purchase
Orders
Chapter 8
Purchase Orders
This chapter contains six lessons designed to familiarize you with the most
common Purchase Orders tasks. The tutorial shows you how to:
Create and print requisitions and purchase orders.
Post and print receipts and returns.
Print posting journals.
Using sample data
The lessons use the sample data that can be installed with the Sage
Accpac System Manager. You can also use the sample data to try out
Purchase Orders features you might want to use, without affecting your
own data.
Deciding which
lessons to do
We suggest that you briefly review the lessons and select those that are
most useful to you.
You do not have to do the lessons in any particular order unless you want
to work with transactions you entered yourself. Then you should do
Lessons 1, 3, 4, and 5 in order.
Before You Begin

Accpac ERP.
Read Chapter 2, What You Need to Know Before Using Purchase Orders,
in the Purchase Orders User Guide, for a review of the concepts behind
the tasks that are discussed in these lessons.
Print out this
chapter for easy
reference
Using Help
lessons.
task, press the Help key (F1).
Workbook
81
Purchase Orders

You need to install the Accounts Payable and Inventory Control programs
to do this tutorial.
Sample Company uses Purchase Orders with Accounts Payable, Inventory
Control, Order Entry, and General Ledger. You do not need the Order
Entry and General Ledger programs to do this tutorial, but if you have
installed and activated these programs, their icons also appear on the
company desktop described in Starting the Sample Data, later in this
chapter.
Lesson 1: Add a Requisition

Sample Companys Newark location needs new stock in fluorescent desk
lamps and other items to fill backorders and to bring their stock up to the
minimum levels specified for the location in Inventory Control.
The central warehouse has to issue a requisition for the necessary
purchase order, and then wait for the requisition to be approved before
they can enter and post the purchase order.
In this lesson, you will enter the requisition and print a copy of it, using
the information shown in Figure 8.1 on page 8-8. You may want to print
the page so you can more easily refer to it while entering the requisition.
Printing to the
screen
This lesson tells you how to print to your screen, in case it is not
convenient for you to print tutorial exercises to a printer. You can use a
printer if you prefer.
Adding purchase
orders
In Lesson 2, you will use the Purchase Order Entry form to issue the
purchase order.
Choosing
commands and
moving around
Accpac ERP:
Lesson 1 provides more details than other lessons about how to use
your mouse or keyboard to choose commands and move the cursor
around in forms.
Refer to the first chapter of this Workbook for general instructions on

using the Sage Accpac ERP.
82
Enter and post a requisition.
Print a requisition to your screen or printer.
Use the Finder, Help, and other Purchase Orders keys and icons.
Sage Accpac ERP
Printing to a screen
Read the Processing Requisitions section in Chapter 2 of the

Purchase Orders User Guide.
If you have not already done so, start the sample data, following the
instructions in Chapter 1 of this Workbook.
To print to your screen, select Preview (on screen) as the printing

destination, as follows:
From the File menu on the company desktop, choose Print

Destination.
In the Print Destination form, select Preview.
Choose OK.
Enter Header Information for the Requisition

Finding the
information
you need
These instructions contain some detailed descriptions of fields that you

may not need to read. To help you identify key information for each
numbered step or field name, we first list the action that you should take,
putting everything that you type in bold face, then we add any
explanations.
1. From the Purchase Orders folder, choose P/O Transactions, and then
Requisition Entry.
Use the Requisition

Number field to create a
new requisition or select
an existing one.
Optional Fields tab

can display additional
information.
You can type a vendor

number, select one from
the Finder, or omit the
vendor number.
The Job Related field

appears only if you
use Project and Job
Costing.
Use the Detail button to

open the zoomed form
for entering requisition
details.
Enter purchase
requisition details on
each line of the grid.
Use these buttons to post

or delete a requisition,
see purchase history, and
close the form.
2. Using the sample requisition form in Figure 8.1, on page 8, fill out the
header fields as follows.
Workbook
83
Purchase
Orders
Purchase Orders
Requisition Number. To let Purchase Orders automatically assign

the requisition number, leave the field showing ***NEW*** (either
press Tab or click in another field).
Assigning
requisition
numbers
Sample Company uses the automatic-numbering option to be sure

that it has a secure audit trail of all numbers assigned to requisitions.
When you use the automatic numbering option, Purchase Orders
assigns a number to each requisition you add, using the length, prefix,
and next number you specify for requisitions on the Options form (in
the P/O Setup folder). You can also assign numbers automatically to
purchase orders, receipts, and returns.
For more
information
For more information about assigning document numbers and using

the automatic numbering options, see Document Numbering Options
in Chapter 2 of the Purchase Orders Getting Started guide.
You can also assign requisition numbers from a list that you maintain
outside of the Purchase Orders program, if you wish.
Vendor Number. Type 1540, the vendor number for Hart Batteries,
shown on the sample requisition in Figure 8.1.
Press the Tab key.

You can also select the vendor from the Finder.
Using the
Finder
To use the Finder, either click the Finder button to the right of the
Vendor Number field or press F5 with the insertion point in the Vendor
Number field.
When the Finder list appears, double-click your choice, or use the Up
or Down Arrow key on your keyboard to select (highlight) your choice
and press Enter (or choose the Select button).
See Chapter 1 for tips on using the Finder.
Purchase Orders displays the vendor name in the field beside the
number.
Adding new
vendors
while
entering
requisitions
You can also add new vendors to Accounts Payable by clicking the
New icon to the right of the Vendor Number field. This icon opens
the Vendors form in Sage Accpac Accounts Payable and lets you add
the new vendor record.
When you close the A/P Vendors form, you are returned to the Vendor
Number field in Requisition Entry.
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Sage Accpac ERP
Adding requisitions
without vendor
numbers
You can also add requisitions without entering a vendor number.

You would do this, for example, if you want to be free to choose the
vendor later after checking availability or prices, or if you want to use
a single requisition to list items from more than one vendor.
the Requisition tab as follows:
Requisition Date. Leave the field showing June 30, 2010 as the
date, using the date format you have set on your computer.
Purchase Orders automatically enters the session date in this field (the
date you type when you start Sage Accpac for a company).
Button by
the date
displays
calendar
Expiration Date. Click the calendar button to the right of the field,
and then click the down arrow on the keyboard 6 times to select
Aug 11, 2010, and then press the Enter key.
If you see a message telling you that the date you typed is out of
range, choose OK to continue.
Requisitions are
deleted with they
expire
This is the date on which the requisition will be deleted during Day End
Processing, whether it is completed or not. Sample Companys policy
is to delete all requisitions after six weeks. Any requisitions that are
not approved or completed within six weeks must be entered again or
dropped.
Expiration dates
are optional
You do not have to enter expiration dates on requisitions (just use the
Tab key to move through the date field). You can also use the Delete
button to delete unwanted requisitions yourself, if you prefer.
If you use expiration dates, you can change them at any time before
running Day End Processing on the specified expiration date.
On Hold. Skip the On Hold field.
You check this box only when you want to place a requisition on hold,
such as when you are waiting to add more details.
The program warns you if you select a vendor number that is on hold
in Accounts Payable, but does not place the requisition on hold.
Job Related. Skip the Job Related field if it appears.
Workbook
85
Purchase
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Purchase Orders
This box appears only if you are using the Sage Accpac Project and Job
Costing module. You check this box if the requisition is for job-related
materials or labor.
If the requisition is job-related, you will also specify the contract,
project, and job category for each item that you add to the requisition.
Date Required. Enter July 15, 2010, or click the calendar button
next to the field to display a calendar from which you can choose the
date.
Button by
the date
displays
calendar
This is the date by which you need approval for the requisition to allow
enough time to place the purchase order and meet the desired delivery
date.
Requested By. Type your name or a name you made up (using up to
20 characters) or use the Finder to choose one. (Note that the Finder
appears only if you are also using Sage Accpac Payroll.)
Approval Status (display only). The approval status shows whether
posted requisitions have been approved and can be added to a
purchase order. If you use P/Os requisition approval system, all
requisitions must be posted by a user with requisition approval rights
in order to be approved.
You logged in using the Admin user ID, which has requisition approval
rights.
Location. Type 3, the code for the Newark, New Jersey, location, or
select the code from the Finder.
Description. Type the following standard description, Requisitions June, 2010.
Reference. Type Unit 4, the reference for the requisition shown in
Figure 8.1.
Sample Company uses the Reference field to identify the workstation

which entered the requisition. Descriptions and references are
optional. You do not have to enter them.
The description and reference entered on a requisition are not used on
purchase orders created from the requisition. This feature ensures
that the information you provide for the person approving purchases
does not accidentally appear on the purchase order that is sent to the
vendor.
Requisition
remarks are not
transferred to
purchase orders
You can use Optional Fields to add information that can appear with
purchase orders, receipts, and invoices.
4. Move to the detail entry grid on the form to enter requisition item
details, as described in the next section.
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Sage Accpac ERP
Enter Requisition Details and Post the Requisition

In this step, you will add detail lines to the requisition from the sample
form in Figure 8.1, and then post the requisition.
Methods for adding
details
There are two ways to enter requisition details:
You can tab (or click) from column to column in the grid on the
Requisition tab.
You can maximize the form to make data entry easier, or drag the
right side to widen the form.
Or
You can select a detail line and press F9 (or click the Detail button) to
display a zoomed Detail Items form.
First, lets enter a detail using the grid on the Requisition Entry form. Note
that you do not enter information in every column.
Columns can
appear in a
different order
Also, note that the columns may appear in a different order if you, or
another user, has moved them.
1. Referring to Figure 8.1 on page 8-8, add the first detail as follows:
Line Number. Skip this field.
Purchase Orders assigns line numbers automatically, and you cannot

change them. You use line numbers to identify details that you have
already entered and to recall them for editing.
Moving from
column to column
Use the Tab key or the Right or Left Arrow key on your keyboard to
move from field to field (column to column) on a line. You can also
click the fields you want.
Completed. Skip this field as well, because the line is not completed
until you issue a purchase order for it or cancel the outstanding
quantity on the requisition.
Item Number. Type A11030, the item number for the fluorescent
lamps that you want to order, or select the number from the Finder.
When you tab out of the field, the program automatically inserts a
dash after A1 and a slash after 103, but you can also type these
characters yourself, if you wish.
You can also enter
or scan bar codes
here
Purchase Orders also lets you enter manufacturers item numbers in

this field if they have been added in Inventory Control. These can
include your own bar codes, UPC numbers, or ISBNs. So you can use a
scanner for item entry, or you can use short-cut codes for commonlyordered and sold items.
Workbook
87
Purchase
Orders
Purchase Orders
Date
Page
Jun 30, 2010
1
Requisition Number
RQN00000010
Requisition

Any City, Any Province V6J 9T3
Canada
(123) 456-7890
Phone:
(123) 456-7891
Fax:
Reference
Description
Requisitions - June, 2010
Unit 4
Quantity
Required
UOM
126
150
25
30
4
Ea.
Ea.
Ea.
Ea.
Ea.
Item Number
A1-103/0
A1-105/0
A1-310/0
A1-320/0
S1-200/B
Default Vendor Requisition Date Expiration Date Date Required

1540
Jun 30, 2010
Aug 11, 2010
Jul 15, 2010
Description
13W Mini Fluorescent Bulb
Halogen Desk Light
50W/12V Halogen Bulb
Flat Screen 5'6 H x 5'W
Total Requisition
Vendor Number Expected Arrival

1540
1540
1540
1540
1540
Jul 15, 2010

Jul 15, 2010
Jul 15, 2010
Jul 15, 2010
Jul 15, 2010
6,017.78 CAD
Comments:
To restock the Newark warehouse and fill backorders.
Figure 8.1. The sample requisition which you add in Lesson 1. You may wish to photocopy this
form so you can easily refer to it while entering the data in this lesson.
88
Sage Accpac ERP
If you enter a manufacturers item number or vendors item number,

Purchase Orders will replace it with your inventory item number, and
then display the manufacturers or vendors item number in the
appropriate field near the end of the detail line.
Item Description. Skip this field because the program displays the
correct item description automatically.
Vendor Number and Name. The correct vendor number and name
are displayed, so you can skip these fields.
If you specify a vendor number for the requisition, that number is

automatically displayed for all detail lines. You can specify a different
vendor number on the detail line or omit the number entirely.
If you do not specify a vendor number for the requisition, vendor
number will not appear automatically on detail lines.
If you type a new vendor number, you will see a message that
reminds you that the vendor does not exist in Accounts Payable. You
can then type the new vendors name.
You can also use the History button to display the purchasing
information that is kept by Purchase Orders (if you use the Keep
Purchase History option). You can use this button to look up an item
number to see which vendor usually supplies it, to review the numbers
and amounts of transactions with the vendor, or for other reasons.
Location. 3, the code for the Newark warehouse location, is already
inserted if you entered the code in the Location field at the top of the
form. (If you forgot to enter the code there, type it in this Location
field, in the detail entry section, or select it from the Finder.)
This is the location where the items will be received into inventory.
Drop Ship. Skip this field. You can practice entering a drop shipment
in Lesson 2.
Quantity Ordered. Type 126, the quantity shown in Figure 8.1 to be
delivered to the Newark warehouse. (If you did not type over the zero
that appears in the field, be sure to erase it.)
Unit of Measure. This field already displays Ea., the correct unit,
so you can skip it.
To change a unit of measure, you either type the new unit or select it
from the Finder beside the column title.
When you are ordering an item number from your Inventory Control
system, you must use a unit of measure that is assigned to the item
number in Inventory Control.
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89
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Purchase Orders
Vendor Item Number. Type CB634W, the number the vendor uses
to identify the fluorescent lamps.
Finder
When a vendors item number has been added to the item record in
Inventory Control, you can also use the Finder to look up the number.
However, no item numbers have been entered for this vendor in
Inventory Control.
Expected Arrival Date. If necessary, type July 15, 2010, the
expected arrival date shown on the sample form.
The program automatically inserts the date you entered in the Date
Required field on the Requisition tab, but you can change it if you have
to.
Order Number. Figure 8.1 does not list an order number for this
detail, so leave the field blank.
You could also type an order number for your reference, or select the
number from the Finder if you use Sage Accpac Order Entry with
Purchase Orders.
Comments/Instructions. Figure 8.1 does not contain a comment or
instruction for this detail line, so you can leave the field blank.
You will enter an instruction with a detail in Lesson 5.

Manufacturers Item Number. Manufacturers item numbers are
alternative numbers or codes that you use for your inventory items
such as UPC codes, bar codes that you have assigned to items, or part
numbers used by the manufacturer. You set up manufacturers item
numbers in the Inventory Control program.
Figure 8.1 does not list a manufacturers item number.

If you enter a manufacturers item number in the Item Number field,
Purchase Orders will replace the manufacturers item number with
your inventory item number, and insert the manufacturers item
number in this field.
Optional Fields. Purchase Order lets you attach optional fields to
each of the detail lines in a purchase requisition and purchase order if
you use Sage Accpacs Transaction Analysis and Optional Field
Creator.
If the Optional Fields column appears, you can click the column
heading to display the Optional Fields form.
Figure 8.1 does not list optional fields.
2. When you finish entering the first detail, press the Insert key on the
keyboard to start a new line.
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Sage Accpac ERP
Use the zoomed

form
3. To display a zoomed form for entering details, select (highlight) the

new detail line and press F9 (or click the Detail button).
The zoomed form

for entering detail
lines
Note: Costs are in
vendor currency. If
necessary, you can
change the
exchange rate on
the zoomed form.
4. Press Tab at the Line Number field to accept line number 2.

5. Enter the item number and other information shown for the second
detail line in Figure 8.1 the same way you entered the first detail line.
6. Type A11050 for the second item number, and specify a quantity of
150.
7. If you are entering detail lines on the zoomed form, click Add when
you have finished entering each line to add the detail and clear the
fields for the next detail.
8. Enter the remaining detail lines shown in Figure 8.1, and include the
vendor item numbers shown in the following table:
Sample Company Item #
Quantity
Vendor Item #
A1-310/0
25
EB681W
A1-320/0
30
EB681L
S1-200/B
MI207J
9. Check the information you entered for the requisition to be sure that it
matches the sample form in Figure 8.1.
If you make a
mistake...
You can change most of the information you entered on the

requisition.
To change your entries on the Requisition tab, simply type

over what you entered before or choose other records from the
Finder, when available. You can change all your previous entries
except the vendor number.
To change information in a detail line, tab to the column or

field you want to change, and type the new information. To move
backwards, press Shift+Tab.
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811
Purchase
Orders
Purchase Orders
You can change everything you typed in a detail line except the
item number. If you want to change the item number, you must
delete the detail line, then re-enter it with the correct number.
Deleting details
To delete a detail line, highlight the line, then press the Delete
key on your keyboard, or type its number in the Line Number field
on the zoomed form, then choose the Delete button.
You would choose Yes at the message asking you to confirm the
deletion.
For more information, reread the instructions that describe how to
enter the information you want to change, or press F1 to display online
Help.
Close the zoomed
form
10. If you were adding details on the zoomed form, choose Add to
add the last detail (if you have not already done so), and then choose
Close to return to the Requisition tab.
11. Click the Totals tab to check the total cost of the items on the
requisition.
The totals tab gives you the total item cost of items in your currency,
as specified on the detail lines. It also displays an estimated total
weight, based on the unit weight entered for each requisition detail.
The total weight is in the default weight unit of measure specified in
the Inventory Control module.
Enter the following comment on the totals tab.

Comment. Type To restock the Newark warehouse and fill
backorders.
The Comment field lets you enter an optional comment of up to

250 characters that you can print on the requisition.
12. When you are ready to post the requisition, click Post.
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Sage Accpac ERP
Effects of posting
When you post a new requisition, the requisition number that Purchase
Orders assigns (or that you typed) is permanently attached to the
requisition, and you cannot change it.
When posting is completed, you see this message:
13. Write down the requisition number. You will use the number to select
the requisition when entering a purchase order in Lesson 2.
14. Choose Yes to open the print Requisitions form.
You can also choose Requisitions from the Forms folder to print a copy
of the requisition.
The Requisitions
form lets you print
the requisition
15. Check that you are set up to print, either to your screen, as described
at the beginning of this lesson, or to a printer.
If you are printing to a printer, you can also use the Align button to
print a test copy of the requisition to make sure that forms are
properly placed in the printer. (You cannot use this button when
printing to the Preview window.)
16. If you are printing from the Requisition Entry form, the requisition that
you just posted is already selected.
If you print Requisitions using the Requisitions icon in the Forms, you
must specify the number of the requisition in both the From
Requisition Number field and the To Requisition Number field to print
only the requisition that you posted.
17. Choose Print.
For information about the Requisition Entry form (and the requisition
form that it prints), see Chapter 7, Reports, in the Purchase Orders
User Guide.
18. Compare the printed form to the sample in Figure 8.1. If you made
any data entry mistakes, you can edit the requisition to correct them,
and then print the form again.
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813
Purchase
Orders
Purchase Orders
To edit the requisition:

Close the
Preview
window
a. If you printed to the Preview window, close the preview window

either by clicking the top left-hand corner of the window and then
choosing Close from the menu that appears, or by choosing the
Close button in the top right-hand corner of the window.
b. When you return to the Requisitions form, choose Close. (If you
chose Requisitions from the Forms folder, switch back to the
Requisition Entry form, if necessary.)
c. If the requisition you posted is not displayed, type its number in
the Requisition Number field or choose the number from the Finder
or navigation buttons beside the field.
d. Make the changes, and then post the requisition again.
If you need help making changes, refer to the instructions for the
field or tab, earlier in this lesson. You can also press F1 while the
form is displayed to display the Help window.
19. If you did not make any mistakes and you printed to the Preview
window, choose Close to close the Preview window.
20. To leave the Requisition Entry form, click Close, or press the Alt and
F4 keys simultaneously.
Completing
requisitions
When you post a purchase order for this requisition in Lesson 2, the
requisition details will be completed. You can still add details to the
requisition after posting the purchase order, but you cannot make any
changes to the completed detail lines.
You can delete requisition details (including completed details) and entire
requisitions (whether completed or not) at any time.
When the requisition reaches the expiration date that you specified, it will
be deleted during Day End Processing, whether it is fully completed or
not. You can also change or delete the expiration date before running Day
End Processing on the expiration date that you originally specified.
If you do not keep transaction history, Day End Processing also deletes
completed requisitions.

screen in this lesson (and you do not want to print to the screen in the
other tutorial lessons), you can change it back, following these
instructions.
1. From the File menu on the company desktop, choose Print Destination.
814
Sage Accpac ERP

3. Choose OK to save your selection.
What next?
Do Lesson 2 to create a purchase order from the requisition that you just
posted.
Quick
reference
You can enter your own requisition numbers or let Purchase Orders
assign them automatically using the length, prefix, and next number
that you specify on the Options form in the P/O Setup folder.
You can enter requisitions with or without vendor numbers.
You can enter requisition details in the columns on the Requisition

Entry form, or press F9 to use a zoomed form.
When you see a Finder icon beside a field, you can choose records for
the field from the Finder.
If you use the Keep Purchase History option, you can use the History
button to see the information on the Purchase History form while you
are entering requisitions.
You can print a requisition from the Requisition Entry form,

immediately after posting it, or you can choose Requisitions from the
Forms folder.
You can print requisitions to your screen or to a printer.
If you want information about other aspects of the Requisition Entry form,
see Chapter 4 in the Purchase Orders User Guide, or press F1 to display a
Help window while using the form.
Lesson 2: Add a Purchase Order

The requisition you posted in Lesson 1 has been approved, so you can add
and post the purchase order.
In this lesson, you will add the purchase order and then modify it to enter
an instruction and a drop-shipment with different information. To help
with the lesson, you can print or photocopy Figure 8.2 on page 8-21 and
refer to it while entering the purchase order.
Sample Company uses report form POPOR01 to print purchase orders.
They could use forms POPOR02, POPOR04, or POPOR05. They could also
add comments and instructions, and item or vendor information.
Workbook
815
Purchase
Orders
Purchase Orders
For more information on customizing forms, see Customizing the

Standard Printed and E-Mailed Business Forms, in Chapter 2 of the
Getting Started guide, and Customizing Printed Forms, in Chapter 3.
Create a purchase order from a requisition.
Specify a drop shipment.
Check and revise tax information for purchase order details.
Print a purchase order to your screen or printer.
Read the Processing Purchase Orders section of Chapter 2 in the

If possible, do Lesson 1 to create the requisition for the purchase order

shown in this lesson.
If you have not already done so, start the Sage Accpac ERP with the
sample data, following the instructions in Chapter 1 of this workbook.
Use June 30, 2010, as the sign-on date.

destination, as described at the beginning of Lesson 1, earlier in this
chapter.
Add the Purchase Order

Change the signon date
Start Sage Accpac ERP with the sample data and use June 17, 2010, as
the sign-on date.
If you see a message warning you that a date that you entered is out of
range, choose OK.
1. From the Purchase Orders folder, choose P/O Transactions, and then
choose Purchase Order Entry.
The Purchase Order Entry form appears.
816
Sage Accpac ERP
2. In the PO Number field, press Tab (or click another field) to leave in
the ***NEW***, so Purchase Orders will assign the document
number.
Assigning purchase
order numbers
3. As with requisitions, Sample Company uses the automatic-numbering

option for purchase orders to ensure a secure audit trail of all numbers
assigned to purchase orders.
4. In the Vendor Number field, type 1540, the vendor number assigned
to the requisition that you posted in Lesson 1, or select the number
from the Finder.
Using Zoom
5. Click the zoom button next to the Vendor Number field to open the
Vendor Information form. Since you specified an Accounts Payable
vendor number in the previous step, the vendors address
automatically appears in the Vendor Information form.
Check the vendors address with Figure 8.2 on page 8-21. The
information should match.
6. Click Close to close the Vendor Information form.
If you did not do

Lesson 1
7. If you did not do Lesson 1 to create the requisition for this lesson, skip
steps 6 through 9. You can follow the instructions starting with step 10
to enter the purchase order shown in Figure 8.2 on page 8-21.
8. Go to the From Requisition field by pressing Tab or clicking the field.
Using
zoom
9. To select a requisition, click the zoom button beside the field or press
the F9 key on your keyboard.
Workbook
817
Purchase
Orders
Purchase Orders
The Create PO From Requisition form opens.

Use the Finder to list
and select requisitions.
These fields are

updated when you click
the Order button.
Use this field to select

or omit requisition
details with no vendor
number.
Select a vendor type

used in I/C item
records.
10. In the Requisition Number field:

a. Type the number of the requisition you posted in Lesson 1 or
select it from the Finder.
b. Tab through the rest of the fields on the line, or press the Insert
key on the keyboard to make the Order button active.
c. Click the Order button. When you click Close, Purchase Orders will
automatically add the selected requisition detail lines to the
purchase order.
You can edit or delete item details that are automatically added,
and you can add more item details on the Purchase Order Entry
form.
Use Vendor Type
field
If you select a vendor type in the Use Vendor Type field, the purchase
order will be limited to details that specify the PO vendor, where the
vendor is also the selected vendor type for this item. (You assign
vendor types to inventory items in Inventory Control.)
You can select

several requisitions
The Create PO From Requisition form lets you create a purchase order
from several requisitions.
Use Blank Vendors
You can select all the requisition details for the purchase order vendor,
or you can select details for which no vendor number was entered.
Later in this document, Lesson 3, Create a Purchase Order from
Several Requisitions, provides instructions on how to do this.
Note: You do not have to select an existing requisition to create a
new purchase order. You can create purchase orders without
requisitions.
11. Choose Close to close the Create PO From Requisition form and return
to the Purchase Order Entry form.
Note that all the details from the requisition that you selected appear
in the detail entry section of the Purchase Order Entry form.
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Sage Accpac ERP
Also, if you have Project and Job Costing, the Job Related checkbox is
not selectable, because you cannot mix job-related and non-jobrelated details on the same purchase order.
12. Fill in the following fields on the Order tab:
FOB Point. Type Tulsa, OK, as the place to which goods are shipped
without charge (free-on-board point).
You can also leave this field blank when there is no need to specify an
FOB point.
Arrival Date. Type July 14, 2010 as the date, using the date format
you have set on your computer. Click the calendar button to choose
the date from a calendar.
PO Type. Active, the correct purchase order type, is already
displayed, so you can skip this field.
You can also create Standing, Future, and Blanket purchase orders. To
find out about the different types of purchase orders, press F1 for Help
or read Processing Different Types of Purchase Orders, in Chapter 2
of the Purchase Orders User Guide.
Ship-To Location. Type 3, the code for Newark, New Jersey. This is
the location code assigned in Inventory Control for Sample Companys
Newark warehouse. You can also select the code from the Finder
beside the Ship-To Location field.
Ship-Via. Skip this field. Note that if you had specified a template for
the purchase order, this field would display the ship-via code, if any,
from the template. You could also select a code, type a description of
the shipping method, or leave the field empty.
Bill-To Location. Type 1, the code for the location of Sample
Companys head office.
Using Zoom
To tell the vendor to send the invoice to Sample Companys billing

department, click the zoom button (or press F9 in the field) to open
the Bill-To Location Information form so that you can edit the address.
Workbook
819
Purchase
Orders
Purchase Orders
The Bill-To
Location
Information form
Type Sample Company Billing Dept. over the warehouse name in

the Description field and type Billing Department over the name in
the Contact field, then close the form (click Close, or tab to the Close
button, and press Enter on the keyboard).
Terms Code. Since you specified an Accounts Payable vendor
number, the vendors terms code automatically appears in this field.
Skip this field.
Vendor Acct. Set. Skip this field. Purchase Orders displays the
Accounts Payable control account set from the vendor record. You can
change this code if you want to use a different set of control accounts.
Description. Type Sample Companys standard description,
Purchase orders - June, 2010.
Reference. Type Unit 4, the reference shown in Figure 8.2.
13. Move to the detail entry section of the form and proceed to the next
topic, Enter Purchase Order Details.
Enter Purchase Order Details

To edit or add purchase order details, you use the detail entry grid on the
Purchase Order Entry form. The detail entry grid displays the items that
you entered on the requisition which you selected for the purchase order.
The detail entry
grid on the
Purchase Order
Entry form
820
Sage Accpac ERP
Date
Jun 30, 2010
Purchase Order
Purchase Order Number

PO000000030
6500 Commercial Road

Seattle, WA 98102
USA
Phone: (206) 865-4401
(206) 865-4545
Fax:
Vendor Address:
Ship To:
Hart Batteries
3719 Colorado
Tulsa, OK 74105
USA
Newark, New Jersey

1583 Lincoln Blvd.
S/R: Barney Kennedy
Newark, NJ 37892
USa
Contact
Billing Department
Reference
Unit 4
Qty. Ordered
Page
1
Vendor Item Number
120
150
25
30
4
6 CB634W
Vendor Number
PO Date
1540
Jun 30, 2010
DropShip
Description

Halogen Desk Light
Drop Ship To: Mr. Peter Louder
Stephen Kershaw
4730 - 112th Street
Richmond, VA 23503
No
No
No
No
No
Yes
Terms
2N30
Ship Via
UOM
Unit Cost
21.062251
3.364573
23.620906
5.000000
70.542806
19.990000
Ea.
Ea.
Ea.
Ea.
Ea.
Ea.
Expected Arrival
Jul 14, 2010
Extended Price
2,527.47
504.69
590.52
150.00
282.17
119.94
Tax Summary:
STATE
COUNTY
260.92
83.50
Less:
included tax
0.00
Subtotal
4,174.79
Total tax
344.42
Total purchase order
4,519.21
Figure 8.2. The purchase order that you enter in Lesson 2. You may want to photocopy this
form, so you can easily refer to it while entering the data in this lesson. The costs on your
purchase order might be different from those in this figure.
Workbook
821
Purchase
Orders
Purchase Orders
In this set of steps, you will reduce the quantity ordered in the detail line
for item A1-103/0 by 6, and then add a detail to drop-ship six units to a
customer in Virginia, and change the unit cost for item A1-320/0.
These instructions assume that you are using the detail entry grid on the
forms Order tab. If you are using the zoomed form (you selected the
detail line, and then used the F9 key or the Item/Tax button), refer to the
remarks in parentheses for the correct field name or instruction.
Reduce the
quantity
1. Select the first detail line (for item A1-103/0). To reduce the ordered
quantity by six units, tab to the Quantity Ordered field, type 120, and
then press Tab.
Add a new detail to

include a dropshipment
2. To start a new line so you can enter the drop-shipment, press the
Insert key on your keyboard.
On the zoomed form, choose Save, and then choose the New icon and
accept the line number provided by the program. You cannot insert
new lines between existing lines on the zoomed form.
3. In the Item Number field, type A11030 or choose the item number
from the Finder.
4. In the Location field, type 3 to enter the Newark, New Jersey location.
5. Specify a drop-shipment for the detail line by tabbing to the Drop-Ship
column, and then clicking the zoom button in the Drop-Ship column
heading or pressing Shift+F9 on your keyboard.
Use the DropShipment Address

form to enter the
delivery address
Here is the address

from the purchase
order form shown
on page 8-21
Set Drop-Shipment Address To. Choose Address Entered, from

the drop-down list at the top of the form. You select this option when
you need to type the name and address where the drop shipment is to
be made.
822
Sage Accpac ERP
You can also choose to send the shipment to one of the inventory
locations that you have defined in Inventory Control.
And, if you use Sage Accpac Accounts Receivable with Purchase
Orders, you can select the address by Accounts Receivable customer
number or by the ship-to address code assigned to the customer
number. These choices do not appear in the selection list if you do not
use Accounts Receivable.
6. Type the drop-shipment address information as shown in the previous
diagram in step 6, and then click Close to close the form.
7. In the Quantity Ordered field on the detail line, type 6.
8. In the Unit Cost field, type 19.99.
9. In the Vendor Item Number field, type CB634W.
10. If you are using the zoomed form, choose Add, and then choose Close
to close the form. Skip this step if you are not using the zoomed form.
11. Select the detail line for item A1-320/0 and enter 5.00 in the Unit Cost
field. Notice the Extended Cost field automatically changes to 150.00.
You are now ready to post the purchase order.
12. Choose Post (click the button, or tab to it and press Enter).
When posting is finished, you see a message like this:
Write down the purchase order number that is displayed in the

message, in case you need to open the purchase order again.
You can also use the browse buttons beside the PO Number field to go
to the last purchase order.
13. Choose Yes to print a copy of the purchase order you created.
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823
Purchase
Orders
Purchase Orders
14. Check that you are properly set up to print, either to your screen, as
described at the beginning of Lesson 1, or to your printer, and then
choose Print.
15. Print the purchase order and compare it to the sample purchase order
in Figure 8.2. Your purchase order should now show the reduced
quantity for the first detail line (for item A1-103/0) and the detail line
you added for the item, together with the drop-ship address.
16. When finished checking the purchase order:
If you printed to the Preview window, close the preview window

either by clicking the top left-hand corner of the window and then
choosing Close from the menu that appears, or by choosing the
Close button in the top right-hand corner of the window.
Choose Close again to close the Purchase Orders window and

return to the Purchase Order Entry form.
If you made any mistakes, edit the purchase order to correct them.
Multicurrency
costs
Check the
requisition to see
the effects of
posting POs
Note that the costs on your report will differ from those in Figure 8.2
depending on whether you are using the multicurrency or
single-currency sample data.
17. Without closing the Purchase Order Entry form, open the Requisition
Entry form and select the requisition for which you posted the
purchase order. Go to the detail entry section of the form and check
the Completed column for the details.
When you post a purchase order, Yes is entered in the Completed
column for all the requisition details used on the purchase order.
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Sage Accpac ERP
Once a line is completed on a requisition, you cannot change it.

18. When you have finished checking the requisition, leave the Requisition
Entry form by clicking the Close button.
What next?
If you want to take a break from the tutorial, close the Purchase Order
Entry form.
Do not close the form if you want to continue with the lesson and learn
how to:
Check and edit tax information for individual detail lines. Follow the
steps in the next section, Edit Tax Information for Detail Lines.
Calculate tax totals for the purchase order and compare the document
totals on the purchase order you entered with the totals in Figure 8.2.
Follow the steps in the Check Purchase Order Totals section, later in
this lesson.
Edit Tax Information for Detail Lines

The address for the drop-shipment that you posted in the previous steps
is not subject to one of the tax authorities in the selected tax group. You
will now edit the purchase order to change the tax class for the COUNTY
tax authority to Non-Taxable.
In these steps, you use the Item/Tax button to see tax information for the
second detail line on the purchase order, and then change the COUNTY
tax class to Non-Taxable.
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825
Purchase
Orders
Purchase Orders
To edit tax information:
1. If necessary, open the Purchase Order Entry form and select the
purchase order that you created in this lesson. (Type its number in the
PO Number field, use the navigation buttons beside the PO Number
field, or select it from the Finder where it is probably the last purchase
order in the list.)
2. Move to the detail entry section of the Purchase Order Entry form.
3. Highlight the detail line that you added to drop-ship six units of item
A1-103/0, then click the Item/Tax button (or press F9) to open the
Detail Items/Taxes (zoomed entry) form.
Tax information for the detail is shown at the bottom of the form.
The Detail
Items/Taxes
(zoomed entry)
form for the detail
line
This form shows the tax authorities and tax classes that apply to items
purchased from vendors in the tax group that appears on the Taxes
tab.
Notice that the tax class for the COUNTY tax is set to 1 - Taxable. The
choice should be 2 - Non-Taxable, for this drop-shipped item.
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Sage Accpac ERP
The Tax Class and the Tax Included setting are the only tax settings
that you can change on this popup form.
Changing tax
information for
detail lines
You can change these tax settings for the whole purchase order on the
Taxes tab, where you can also edit tax totals, and you can change tax
authorities, tax descriptions, and tax rates using the forms in Tax
Services (in the Common Services folder).
4. To change the tax class for the detail line, type 2 in the Detail Tax
Class field for the COUNTY tax authority, and then press Tab. The
description for the tax class changes to Non-Taxable.
Tab to the Tax Amount column. Notice that the tax amount did not
change. Tax amounts are recalculated only if you choose the Calculate
Tax button, post the purchase order, or move to another tab on
Purchase Order Entry form.
5. Choose the Calculate Taxes button to recalculate the tax amount for
the tax class that you changed. Notice that the COUNTY tax amount is
now zero.
6. Choose Close to close the Detail Items/Taxes form.
Note that the subtotal at the bottom right corner of the Purchase
Order Entry form does not change because this amount does not
include excluded taxes. You will see the total tax amount when you
choose the Totals tab later in this lesson.
7. When ready to post the change to the purchase order, choose Post
(click the Post button or tab to it and press Enter).
8. Choose No from the message that appears after posting if you do not
want to print the purchase order again.
Check Purchase Order Taxes

You can check tax information and edit tax classes and amounts for the
purchase order in the following ways:
To check the total tax amount allocated to an item, tab to the

Allocated Tax field in the detail entry grid.
To check the breakdown of the tax amount for the item by tax
authorities, select (highlight) the item line in the detail entry grid, and
click the Item/Tax button (or press F9). The Detail Item/Taxes
(zoomed entry) form that appears will show this information.
To check the vendors tax information, such as the vendors tax group,
click the Taxes tab. You also use this tab to check the total tax
amounts of all items on the purchase order, by tax authority.
Workbook
827
Purchase
Orders
Purchase Orders
Use this
button after
editing tax
amounts if
you want to
reinsert the
original
amounts that
the program
calculated.
Tax information
and totals are
shown for the tax
authorities and
classes assigned
to the vendors
tax group. You
can change the
tax classes and
the tax amounts.
Since you specified an Accounts Payable vendor number, the tax group
from the vendors record in Accounts Payable automatically appears.
You can change the tax group before you enter purchase order details.
In multicurrency ledgers, the tax group usually uses the vendors
currency.
If you specify a tax with a separate tax reporting currency, you can
also edit the tax reporting amount.
To check total tax amounts for the purchase order, use the Totals tab,
described in the next section.
Check Purchase Order Totals

To check the totals that the program calculates for you from the purchase
orders details, click the Totals tab of the Purchase Order Entry form.
Total weight is
calculated from the
weight you enter
for each item detail
on the purchase
order.
The program uses
the default weight
unit of measure
specified in the
Inventory Control
module.
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Sage Accpac ERP
Notice on this tab that you can also enter general comments for the
purchase order which will appear on the printed purchase order.
When you have finished checking the purchase order totals, click Close to
close the Purchase Order Entry form.
Changing the
printer destination
If you set the printer destination to Preview at the beginning of this lesson
and do not plan to do other lessons, follow the steps under Reset the
Printing Destination near the end of Lesson 1.
Quick
reference
If you create purchase orders from requisitions, the requisition details

are displayed automatically, and you can edit, add, or delete details.
You can create purchase orders without requisitions.
You can specify a drop-shipment address, comments, and instructions

for each purchase order detail.
You can check and edit tax information for individual detail lines and
for the purchase order vendor.
You can use the Totals tab to verify vendor tax information and totals
for the purchase order, to check the number of detail lines against a
source document, and to enter comments for the purchase order.
For information about other aspects of the Purchase Order Entry form, see
Chapter 4 in the Purchase Orders User Guide, or press F1 to display Help
while using the form.
Lesson 3: Create a Purchase Order from Several

Requisitions
In this lesson, you begin a new purchase order and select details for it
from three requisitions. You also consolidate details with the same item
number, location, and other common features into single details, to
reduce the number of details on the purchase order.
Use the Purchase Order Entry form to create a purchase order from
several requisitions.
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Purchase
Orders
Lesson 3: Create a Purchase Order from Several Requisitions
Purchase Orders
Read the Processing Purchase Orders section of Chapter 2 in the

Reinstall the sample data if anyone has posted purchase orders to the
sample requisitions (other than the requisition you created in Lesson 1
and to which you posted a purchase order in Lesson 2).
Start Sage Accpac ERP with the sample data, and specify June 30,
2010 as the sign-on date.
To create a purchase order from several requisitions:
If it is not already open, open the Purchase Order Entry form.

1. If a purchase order is displayed, clear the fields by clicking the New
button to the right of the PO Number field.
In the Vendor Number field, type 1500 and press Tab, or select the
number from the Finder beside the field.
Using Zoom
2. Go to the From Requisition field, and then click the zoom button or
press F9 on your keyboard.
3. When the Create PO From Requisition form appears, click the
Requisition Number column heading (showing the Finder button) or
press F5 in the Requisition Number column to list the current
requisitions.
4. Select RQN-0101088. Then, in the Use Blank Vendors field of the
Create PO From Requisition form, double-click (or press the spacebar)
to enter Yes.
This step lets you add details entered without vendor numbers to your
new purchase order, as well as any details on the selected requisition
that use vendor number 1500.
If the Finder does

not display the
requisition you
need
5. If any of the requisitions you need for this lesson (RQN-0101088,

RQN-0101089, RQN-0101090) do not appear in the Finder, exit Sage
Accpac and reinstall the sample data. Follow the instructions in
Chapter 2 of the System Manager Administrator Guide.
6. Press Tab until a new line appears, or press Insert once.
7. Repeat steps 4 to 6, selecting RQN-0101089 and RQN-0101090
(you can also type the requisition numbers instead of using the
Finder). Enter Yes in the Use Blank Vendors field for each requisition.
The form now looks like this:
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Sage Accpac ERP
The purchase
order displays data
from the first
requisition
Note: When you create a purchase order from more than one
requisition, the information on the Order tab and the Optional
Fields tab is taken from the first requisition that you select. In this
case, the PO will display the fields from requisition RQN-0101088.
8. Click Order to add the details to your purchase order.

After a moment, Yes appears for each requisition in the Ordered
column, and the session date appears in the Date Ordered column.
Click Close to close the Create PO From Requisition form, and return to
the Purchase Order Entry form.
All details from the requisitions have been inserted in the detail entry
section of the Purchase Order Entry form, which now looks like this:
Before
consolidating
item details
Workbook
831
Purchase
Orders
Lesson 3: Create a Purchase Order from Several Requisitions
Purchase Orders
Notice that there are nine details in all, four for item A1-400/0, Desk
Note Book, three for item A1-450/0, Bulletin Board, and two for
A1-780/B, Glass Desk Shelf.
9. To reduce the number of detail lines, click Consolidate, and then
choose Yes from the message that asks whether you are sure you
want to consolidate.
Consolidation begins and, after a few moments, the screen looks like
this:
After consolidating
item details
Notice that:
Requirements for
consolidation
The four details for item A1-400/0 have been combined into two
details (one for location 1 and another for location 2).
There is now only one detail line for item A1-450/0.
There is now only one detail line for item A1-780/B.
Details with the same item number are consolidated if they use:
The same location and unit of measure. (Consolidation averages

unit costs and weights.)
The same entry (including a blank) in the Expected Arrival Date,

and Vendor Item Number fields.
No in both the Drop-Ship and Comments/ Instructions fields, and

No for optional fields.
You cannot consolidate details that have specific drop-ship
information, comments, instructions, or optional fields. If the
832
Sage Accpac ERP
information is the same for all details that you want to consolidate,
you can select No for these fields, consolidate the details, and
then re-add the field information for the consolidated detail.
Details with non-inventory item numbers must also use the same item
description (or a blank description) and general ledger expense
account number.
10. Click the Post button to post the purchase Order.
11. Choose No from the message that asks whether you want to print the
purchase order.
12. Choose Close to close the Purchase Order Entry form.
You can select details from more than one requisition to create a single
purchase order.
You can consolidate like details by item number to create a shorter,

more efficient purchase order.

Sample Company has received all the items on the purchase order that
you posted in Lesson 2, together with an invoice from a shipping company
for freight charges and a charge for the drop-shipment. When Sample
Company opened the shipment, they found that two fluorescent lamps
were damaged.
Sample Company uses report form PORCP01 to print a receiving slip
because the company wants its warehouse staff to check each item as it
comes in. They could use PORCP03 (which includes quantities), and they
could use PORCP02 or PORCP04 with pre-printed forms. (See Chapter 2,
of the Purchase Orders Getting Started guide for more information.)
In this lesson, you enter the receipt of inventory items and additional
costs for freight and handling charges, and create an invoice for the
additional costs. You will enter the return of the damaged lamps in
Lesson 5.
Enter and post a receipt.
Enter and prorate additional costs.
Use the Receipt Entry form to post an invoice.
Workbook
833
Purchase
Orders
Purchase Orders
Read the Processing Receipts section of Chapter 2 in the Purchase

Orders User Guide.
If possible, do Lesson 2 to create the purchase order to use in this

lesson.
If necessary, start the sample data, following the steps under Starting
the Sample Data, earlier in this chapter. Type July 12, 2010, as the
sign-on date.
If you did not restart the sample data to do this lesson, close all Sage
Accpac ERP program forms, and then choose Open Company from the
File menu on the company desktop. Select the sample data you were
using, and type July 12, 2010, as the sign-on date.
If you prefer, skip this step. Later, if you see a warning that the
transaction date you entered is out of range, choose OK.

destination, as described at the beginning of Lesson 1, earlier in this
chapter.
To add a receipt:
1. From the P/O Transactions folder, choose Receipt Entry.
2. Using the sample receiving slip in Figure 8.3 (on page 8-36), enter the
following information.
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Sage Accpac ERP
Receipt Number. To let Purchase Orders automatically assign the

receipt number, leave the field showing ***NEW*** (either press
Tab or click in another field).
Vendor Number. Type 1540, the vendor number for Hart Batteries,
and then press Tab (or select the vendor number from the Finder).
Purchase Order Number. Type the purchase order number you
posted in Lesson 2 or select it from the Finder.
If you did not do
Lesson 2
If you did not do Lesson 2, you can either:
Select PO000100249 from the Finder, and then follow the steps
in this lesson.
Or
Follow these steps to fill in the Receipt tab, and then enter the
details in Figure 8.2 on page 8-21. (If you need assistance, use the
Enter Details and Post the Requisition, steps which start on
page 8-7.)
You can also select the purchase order number before typing the
vendor number. The Finder would then show all current purchase
orders. When you select a purchase order, the program enters the
vendor number for you.
When you select a purchase order, the information that was entered
on the Order tab of the Purchase Order Entry form appears in the
same fields on the receipt.
From Multiple POs. Note that this field is unavailable. Once you
enter a purchase order number and tab out of the PO Number field,
you cannot select multiple purchase orders.
When you select From Multiple POs and choose the Zoom button, the
Create Receipt From PO form opens, where you can select and receive
a number of purchase orders for this vendor.
The receipt will
display information
from the first
purchase order
Note: When you create a receipt from more than one purchase
order, all of the receipt header information (including the fields on
the Optional Fields tab) will come from the first purchase order
that you select.
Once you select purchase orders using the Create Receipt From PO
form, you cannot select different purchase order numbers.
Receipt Date. If it does not already appear, enter or select July 12,
2010, the receipt date shown in Figure 8.3.
Workbook
835
Purchase
Orders
Purchase Orders
Receiving Slip
Date
Jul 12, 2010
6500 Commercial Road

Seattle, WA 98102
USA
(206) 865-4401
Phone:
(206) 865-4545
Fax:
Receipt Number
RCP00000081
Purchase From:
Ship To:
Hart Batteries
3719 Colorado
Tulsa, OK 74105
USA
Newark, New Jersey

1583 Lincoln Blvd.
S/R: Barney Kennedy
Newark, NJ 37892
USa
Reference
Unit 4
Description
Receipts - June, 2010
Vendor Item Number
Condition:
CB634W
Condition:
Page
1
Item Number
Contact
Billing Department
Description
A1-103/0
A1-103/0
A1-105/0
A1-310/0
Halogen Desk Light
Vendor Number
PO Number
1540
PO000000030
Qty. Received
UOM
Arrival Date
Condition:
Condition:
A1-320/0
S1-200/B
Condition:
Condition:
Comments:
Figure 8.3. The receipt you enter in Lesson 4. Note that the receiving slip does not list
quantities and costs for the shipment. Sample Company omits this information to ensure
that the receiving clerks carefully count and enter received quantities. You can add the
information to the receiving slips you print from Purchase Orders, if you wish.
836
Sage Accpac ERP
If you see a message saying that the date you typed is out of the
range specified on the Company Profile, choose OK.
Posting Date. Enter or select July 12, 2010 for the posting date.
The posting date is the date for transactions being posted to the
General Ledger, so it also determines the fiscal year and period
displayed beside the posting date.
Bill-To Location. Click the Zoom button beside the field to see the
bill-to location the head office billing department that you entered
with the purchase order.
Ship-To Location. This is the location where the goods are being
received.
Vendor Acct. Set. Skip this field. Purchase Orders displays the
Accounts Payable control account set from the first purchase order.
You can change this code if you need to use a different set of control
accounts.
Description. Type Receipts - June, 2010, the description shown in
Figure 8.3.
Check that the remaining information on the Receipt tab matches what
you see for the fields in Figure 8.3.
Add Receipt Details

In this section, you will enter the quantity received for each of the items in
the shipment from Hart Batteries.
Although Sample Company will be returning two items, you will enter the
full quantity received for each item in this lesson, so you correctly update
your inventory records.
You will enter the return in Lesson 5.
1. Move to the detail entry section at the bottom of the Receipt Entry
form and enter details of the items you received.
If you did not do
Lesson 2
If you are entering the receipt details for this lesson using Figure 8.1,
you do not enter the six fluorescent desk lamps that appear on line 2
of the detail entry section, as shown here.
Workbook
837
Purchase
Orders
Purchase Orders
The detail entry

section lists the
details from the
selected purchase
order
2. Click Receive All to enter the full quantity for each detail as received.
The Receive All button automatically enters the outstanding quantity
for each detail in the Quantity Received field for the detail, saving you
from having to enter each quantity separately.
You can also use this button if you received most of the shipment,
then edit just the incorrect quantities rather than having to enter all
quantities.
3. Using either the columns on the detail entry section or the zoomed
Detail Items/Taxes form (press F9 in a detail line or click Item/Tax),
check the changes to each detail line.
For each detail line, you should find that:
a. The Completes PO field shows Yes.
Until you post the receipt, you can change the response back to
No, if you wish, but you cannot change to No after posting.
The Completes PO field is the first column in a detail line (unless
you move the columns) or the first field on the zoomed form.
b. The Quantity Received field has been updated. (This is one of the
first columns.)
c. The Quantity Outstanding field shows zero. (This column is just
over half-way to the end of the grid.)
4. If you are using the zoomed form, choose Close when you have
finished checking the details.
838
Sage Accpac ERP
Enter Additional Cost Details

In this section, you enter the freight and drop-shipment costs charged to
Sample Company by Cross-Country Trucking Lines. You also indicate
whether to include the charges in the item costs, and what to do about
additional costs when you return an item.
1. Click the Additional Costs tab to enter the freight and handling charges
from Cross-Country Trucking Lines.
You see fields related to

currency and rates only in
multicurrency ledgers.
You enter additional costs in two steps. First you enter information
about the additional-cost vendor, and then you enter the cost details
for the vendor.
2. Enter the vendor information using the following fields:
Vendor Number. Type 2300. The goods for this receipt were
shipped by Torrington Ltd.
If this is a new vendor, you can click the New button to add the
vendor in Accounts Payable.
Tax Group. The code for USDTAX already appears. You can change
the tax code if necessary until you add the miscellaneous charge. If
you are using the multicurrency sample data, USD is entered in the
Currency field to show that the amounts you enter are in U.S. dollars.
Terms Code. Type N30, the code for the Net 30 Days terms, or
select the code from the Finder.
Vendor Acct. Set. The USA code comes from the vendor record. You
can it if you need to use a different set of control accounts.
Workbook
839
Purchase
Orders
Purchase Orders
3. Enter the details of the freight and handling charges in the detail entry
section of the Additional Costs tab.
4. Using either the columns in the detail entry section, or the zoomed
Detail Costs/Taxes form (press F9 or click Cost/Tax), add the detail
for the freight charge using the following fields:
Additional Cost. Type TF, the code for Taxable Freight, or select the
code from the Finder. When you tab from this field, the program fills in
the description from the additional cost record, but you could change
it, if you wish.
Amount. Type 80.00, the amount of the charge.
Proration Method. The correct method, Prorate By Weight, is
already displayed. Although you could change the method if you wish,
leave it unchanged for this lesson.
When the receipt is processed during posting or Day End Processing

(depending on your PO Options), the additional cost amount (including
allocated taxes) that was prorated to item costs is posted as part of
the most recent cost in Inventory Control item records, and is credited
to the general ledger account that is used for the item.
Reproration Method. The correct method, Leave, is already
displayed.
This choice specifies that the additional cost amount will not be
prorated again if any items are returned.
Sample Company does not reprorate the freight costs charged on
items that will be returned if the company expects to receive a credit
note or replacement items from the vendor.
5. Tab to the next line (or press the Insert key) to add the second cost
detail, using the following fields:
Description. Type Drop-shipment charge.
You do not type a code for the second cost because the cost has not
been defined in Sample Companys Additional Costs form in the P/O
Setup folder.
Amount. Type 7.50.
Proration Method. Select No Proration, the displayed method.
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Sage Accpac ERP
Sample Company does not prorate additional costs for drop-shipment

deliveries, because they are not a normal cost of acquiring the item.
Day End Processing will post the cost to the expense account you
specify and will not add the cost to item costs in Inventory Control.
Expense Account. Type 6140-100, the number of Sample
Companys Delivery and Distribution general ledger account. (If you
use Sage Accpac General Ledger, you can select the account number
from the Finder.)
You specify the general ledger account to which to post a cost when
you do not prorate it to the items on the receipt.
Reproration Method. The correct method, Leave, is already
displayed.
Since Sample Company posts drop-shipment charges to its Delivery

and Distribution account, whether items are returned or not, there is
no need to specify a different proration method or general ledger
account for returns.
Note the additional cost subtotal, tax amounts, and total costs
displayed at the bottom of the Additional Costs tab.
6. To see the additional-cost vendors tax information, click the Vendor
Taxes button. This opens the Additional Cost Vendor Taxes form,
which shows the tax amount calculated for each tax authority of the
vendors tax group. Click Close after reviewing vendor taxes.
7. When finished entering additional costs, choose the Totals tab to check
the totals for the receipt, such as the total weight, number of receipt
and cost details, tax information, the primary vendors additional
costs, and the total receipt amount:
Note that the Totals tab displays additional costs from the primary
vendor only. And the primary vendor, 1540, did not charge for any
additional costs.
Workbook
841
Purchase
Orders
Purchase Orders
Comments and
discount
The Totals tab also lets you enter comments pertaining to the receipt,
and it lets you enter a discount percentage or amount for the receipt.
8. Click Post to post the receipt and additional costs.
When the message appears after posting, write down the receipt
number for use in Lesson 5, then choose Yes to print the receipt.
Posting a receipt for all outstanding quantities on a purchase order
completes the purchase order detail lines.
9. If you wish, when you have printed the receipt, use the Purchase
Order Entry form to look up the purchase order from which you
created the receipt in this lesson. Because you received all the items
on the purchase order, all its detail lines should now be completed.
You can add new details to the purchase order, but you cannot change
any completed lines. If you do not use the Keep Transaction History
option or add new details, the purchase order will be deleted when you
run Day End Processing.
Invoice the Additional Costs

In this section, you will post the invoice for the additional costs you just
added to the receipt, using the Invoice button on the Receipt Entry form.
1. Open the receipt that you just posted, and click the Invoice button to
open the Invoice form.
2. Create the invoice as follows:

Primary Vendor Invoice Number. Skip this field. You type an
invoice number in this field when you want to post an invoice for the
received items and additional costs for the primary vendor.
Invoice Number. Double-click the Invoice Number field in the line
for Torrington Ltd., and then type 221476 as the invoice number.
3. Click Close to close the form.

4. Click Post to post the invoice.
5. When the print message appears after posting, click No to avoid
printing the receipt again.
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Sage Accpac ERP
What next?
Do Lesson 5 to find out how to enter returns.
Post the invoice
If you wish, use the Invoice Entry form (in the P/O Transactions folder) to
post an invoice for the receipt that you added in this lesson or to look up
the additional-cost invoice that you just posted.
You can create receipts either from purchase orders or without

purchase orders.
When you post receipts that reference purchase orders, P/O updates
the outstanding quantities and quantities received on the purchase
order detail lines. Posting receipts can also complete detail lines on
purchase orders.
You can enter costs with a receipt for vendors who are not defined in
your Accounts Payable system and for additional costs you have not
added on the Additional Costs tab, as well as for valid vendors and
additional cost codes.
Note, however, that you must add vendors to Accounts Payable before
you can post invoices in A/P. We recommend that you add vendors to
Accounts Payable when you enter receipts and additional costs.
You can prorate additional costs (automatically or manually) to items

on a receipt or post them to a general ledger account that you specify.
You can post invoices from the Receipt Entry form for the items
received and for the additional costs added to the receipt. (You can
also use the Invoice Entry form to post invoices.)
Lesson 5: Add a Return

Sample Company contacted Hart Batteries about the damaged fluorescent
lamps, and the vendor agreed to send replacements. Sample Company
will dispose of the damaged lamps, but still needs to enter the return
transaction.
Use the Return Entry form to enter a return to an existing receipt.
Read the Processing Returns section of Chapter 2 in the Purchase

Orders User Guide.
Workbook
843
Purchase
Orders
Purchase Orders
Do Lesson 4 if you want to post returns to a receipt that you entered.

(You can also post the returns to another receipt that is included in the
sample data.)
If you have not already done so, start Sage Accpac using the sample
data. Type July 12, 2010, as the sign-on date.
To add a return:
1. From the P/O Transactions folder, choose Return Entry.
2. Fill in the following fields:

Return Number. To let Purchase Orders automatically assign the
return number, leave the field showing ***NEW*** (either press Tab
or click in another field).
Receipt Number. Type the number of the receipt you posted in
Lesson 4 or select it from the Finder.
If you did not do
Lesson 4
If you did not do Lesson 4, select another receipt from the Finder.
When you select an existing receipt, the information from the receipt
appears on the return.
Return Date and Posting Date. If necessary, enter or select July
12, 2010. Click OK if the program warns you that the date is out of
range.
Ship-Via. Type CTL or select the code from the Finder.
Description. Change the description to Returns - July, 2010.
3. Move to the detail entry section to enter details of the items that you
are returning.
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Sage Accpac ERP
4. To return two fluorescent lamps, tab to the Quantity Returned field on

the first detail line, and then type 2 in the field.
If you did not select the receipt you posted in Lesson 4, type 1 in the
Quantity Returned field for the first detail line.
Assume that the unit of measure, unit cost, and weight figures are
correct. There is also no change in costs, so you do not have to enter a
return cost.
Add instructions
5. To add a comment for the vendor, tab to the Comments field, and
then click the Zoom button in the column heading or press Shift+F9 to
open the Detail Comments form for the detail line.
6. Type:
Damaged items to be disposed of, as arranged with vendor.
7. When finished typing the comment, choose Close to close the form.
8. If you wish, delete the remaining detail lines on the receipt, keeping
only the detail with the items that you are returning.
When you post the return, the program automatically deletes the lines
for items you are not returning so that they are not printed on the
return.
To delete a detail, highlight it on the detail entry section and press the
Delete key on your keyboard. In the zoomed form, display the detail,
and then choose the Delete button. If you see a message asking you
to confirm the deletion, choose Yes.
9. When you are ready, choose Post to post the return.
10. When the message appears after posting, choose Yes to print the
return.
Close the
form
11. Check the printed return to be sure you entered the information
correctly, and then choose the Close button to return to the Return
Entry form.
12. If you find mistakes on the printed return, correct them on the Return
Entry form, and then post the return (and, if you wish, print it again).
If you select an existing receipt for a return, all the information

entered with the receipt is displayed on the Return Entry form.
Workbook
845
Purchase
Orders
Purchase Orders
You can delete detail lines if you are not returning items for them, or
let the program delete them when you post the return.
You can enter a return cost for each item you are returning.
You can enter a comment with each return detail line.
You can print a copy of the return after posting it, without leaving the
Return Entry form.
Lesson 6: Run Day End Processing and Print

Posting Journals
Sample Company runs Day End Processing in Sage Accpac Inventory
Control at the end of each business day to:
Produce general ledger journal entries from the transactions that were
posted during the day.
Produce a posting journal for the transactions that you posted in

earlier lessons, and that were included in the sample data.
Update item costs in Inventory Control.
Update Purchase Orders statistics and purchase history.
In this lesson, you will run Day End Processing and print the Receipts
Posting Journal.
If you are using Purchase Orders as a stand-alone system, you run Day
End Processing from Purchase Orders, as described in Chapter 6 of the
846
Read Day-End Processing in Chapter 2 of the Purchase Orders User

Guide.
Read the information for Purchase Orders posting journals in Chapter 7

of the Purchase Orders User Guide.

destination, as described at the beginning of Lesson 1.
Sage Accpac ERP
Run Day End Processing

Backing Up
When you work with your own data, you should check data integrity and
make a backup copy of your data before running Day End Processing, in
case a problem occurs during processing.
You do not need to back up the few changes that you made to the sample
data in this tutorial, unless you want to practice backing up. If you want to
back up now, follow the instructions for making backups in the Checking
Data Integrity and Making Backups chapter of the System Manager User
Guide. If you are on a network, consult your network administrator or
supervisor before backing up data.
1. Choose the Inventory Control folder from the list on the left of the
company desktop.
2. From the Inventory Control Periodic Processing folder, choose Day End
Processing. The following screen appears:
3. Click Process or press Alt-P on the keyboard.

Processing begins. During processing, you see messages telling you
when the receipt you posted in Lesson 4 is being processed and
cleared.
When processing is finished, you see the following message:
4. Click Close to close the message box.
Print Posting Journals

End Processing. The company then verifies the reports to the source
documents before filing them with other posting journals and audit
reports.
The posting journal is the audit trail report of the Purchase Orders
transactions that were processed by Day End Processing, and the journal
entries that were created for your general ledger.
Workbook
847
Purchase
Orders
Lesson 6: Run Day End Processing and Print Posting Journals
Purchase Orders
In these steps, you can print posting journals of the transactions you
posted in these lessons, or of transactions that were already in the sample
data (if you did not enter any receipts, returns, or invoices in the lessons).
1. In Purchase Orders, choose Posting Journals from the Analytical
Reports folder.
You see Include

Job Details only if
you use Project
and Job Costing.
2. Select the Receipts Posting Journal for the receipt you entered, as
follows:
Select Posting Journal. Choose Receipt as the type of journal that
you want to print.
fields, type the number you see in the To Day End Number field.
By specifying the last number, you will print only the posting journal
that was produced when you last ran Day End Processing.
The Day End Number fields display the lowest and highest day-end
numbers in your Purchase Orders system for the type of journal you
select. A unique day-end number is assigned each time you run Day
End Processing.
Printing a range of
posting journals
If you choose the displayed range of day-end numbers, you will print
all the posting journals that have not been printed and cleared
previously.
Clearing posting
journals
You cannot clear a posting journal until you have printed it. Once you
clear a posting journal, using the Clear History form, you cannot print
it again.
Sort By. Use Receipt Number (the default) as the order in which to
list transactions on the posting journal.
This choice lists transactions in order by receipt number.
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Sage Accpac ERP
Include Additional Costs. Choose this option to print details of

additional costs that were posted to the receipts.
Select this checkbox to see the additional shipping cost details that
you added to the receipt.
Include Tax Summary. Choose this option to print details of the tax
information for each receipt on the journal.
Include Job details. If you use Project and Job costing, you could
choose this option to include the job details of all transactions that
were assigned to jobs in the Project and Job Costing module.
Include Tax Reporting Information. Choose this option to include
the tax information for all documents.
Include Optional Fields. If you added optional fields, you could
choose this option to print optional fields for documents and document
details.
Reprint Previously Printed Journals. Select this option if you have
already printed the sample posting journal to a printer or file, and
want to print it again.
Paper Size. Choose whether to print the report on legal size paper or
on letter or A4 size.
3. When you are ready, choose the Print button to print the report to
your screen or printer.
4. Review the printed posting journal. Check:
The day-end number assigned by Day End Processing to the

receipt you posted in Lesson 4.
This number helps to identify your transaction on Purchase Orders
posting journals and the G/L Transactions report, as well as in the
general ledger batch (if you do not consolidate general ledger
transactions).
Multicurrency
report
The general ledger distributions for receipt details.
The additional cost details for the receipt you posted.
The summary totals for primary and secondary vendors, and the
General Ledger Summary at the end of the report.
If you are using the multicurrency sample data, totals for the
journal are shown in both functional and source (vendor)
currencies.
5. When you have finished looking at the posting journal, choose Close to
close the Posting Journals form.
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849
Purchase
Orders
Lesson 6: Run Day End Processing and Print Posting Journals
Purchase Orders
If you are looking at the journal in the Preview window, close the
preview window to return to the Posting Journals form, and then
choose Close to exit the form.
For more information about the Receipts Posting Journal and the other
Purchase Orders posting journals, see the Posting Journals section of
Chapter 7 in the Purchase Orders User Guide.

screen in this lesson, you can change it back, following the instructions in
the Reset the Printing Destination section near the end of Lesson 1.
You run Day End Processing to create general ledger transactions from
the receipts, invoices, credit notes, and returns you have posted since
the last processing.
transactions that were posted during the day.
You print a separate posting journal for each type of transaction.
You can print a single posting journal at a time, or a range of posting

Where To Now?
Now that you have used the major transaction-processing forms in
Purchase Orders, you can begin processing transactions in your own data.
For more information and instructions on processing requisitions, purchase
orders, invoices, receipts, returns, and credit notes, refer to Chapters 4
and 5 in the Purchase Orders User Guide.
See Chapter 6, Periodic Processing, in the Purchase Orders User Guide
for information about creating batches of general ledger transactions and
other processing steps that are part of your period-end procedures.
When using Purchase Orders forms, remember to take advantage of
online Help (by pressing the F1 key) to find out about the field or form
you are using, and to display information about other aspects of the
program.
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Sage Accpac ERP
Before You Begin ........................................................................... 9-2

Other Sage Accpac Programs Required ................................................. 9-2
Features of the Tutorial Lessons ............................................................ 9-2
Lesson 1: Navigate the Contract Maintenance Form ....................................... 9-3
Navigating to Projects, Categories, and Resources ..................................... 9-7
Lesson 2: Add a New Contract ........................................................... 9-12
Use the New Contract Wizard to Start a Contract .................................... 9-12
Lesson 3: Add Projects to a Contract .................................................... 9-19
Lesson 4: Add Project Categories and Estimates ........................................ 9-26
Lesson 5: Open the Contract and Process Transactions ................................. 9-32
Open the Contract and Projects for Transactions ..................................... 9-32
Enter and Post a Cost ................................................................. 9-34
Charge for Material Usage ............................................................ 9-37
Process a Timecard ................................................................... 9-41
Lesson 6: Post a Range of Transactions and Print Posting Journals ..................... 9-45
Lesson 7: Create Billings ................................................................. 9-52
Mark the Projects Completed ......................................................... 9-53
Create a Billing Worksheet ............................................................ 9-53
Review and Post the Billing Worksheet ............................................... 9-55
Lesson 8: Update Payroll ................................................................ 9-58
Updating Payroll ...................................................................... 9-59
You Have Learned That: .............................................................. 9-60
Lesson 9: Recognize Revenue and Close Projects ....................................... 9-60
Recognizing Revenue ................................................................. 9-61
Review and Post the Revenue Recognition Worksheet ................................ 9-63
Where To Now? ........................................................................... 9-66
Workbook
9i
Project and Job

Costing
Chapter 9
This chapter contains nine lessons designed to familiarize you with the
tasks you are most likely to perform using Project and Job Costing. The
lessons also give you experience with Project and Job Costing before you
start to work with your own data.
Navigate the Contract Maintenance form, and view project information.
Add a new contract.
Add projects to a contract.
Add cost categories to a project.
Enter estimates of costs and revenues.
Process cost transactions (miscellaneous cost, material usage, and

labor).
Post a range of transactions.
Create, review, and post billing worksheets.
Create billings.
Update payroll.
Process job-related customer payments.
Recognize revenue for and complete a project.
Print posting journals and transaction reports.
System Manager installation.
Most of the lessons in this chapter are cumulative each lesson relies on
information you entered or processes you completed in the previous
lessons.
While Lesson 1 is not required to proceed with rest of the lessons in this
chapter, we recommend that you complete it. It will familiarize you with
the Contract Maintenance form. However, if you want to do Lesson 3,
Add Projects to a Contract, you will need to do Lesson 2, Add a New
Contract, first, and you will need to do Lesson 3 before proceeding to
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Project and Job

Costing
Chapter 9
Lesson 4, Add Project Categories and Estimates. Subsequent lessons use

the contract, projects, and categories you add in these first lessons, but
you can use the open projects from one of the existing contracts in the
sample data to process transactions, billing worksheets, and revenue
recognition worksheets, if you choose to skip Lessons 2 through 4.
You do not need to do Lesson 8, Update Payroll, to continue with
Lesson 9.
Before You Begin
Print out this

chapter for easy
reference

Read Chapter 2, What You Need to Know Before Using Project and
Job Costing, in the Project and Job Costing User Guide, for a review of
the concepts behind the tasks that are discussed in these lessons.
version of this chapter so you can refer to it easily while doing the lessons.

While Project and Job Costing is designed to work with the entire suite of
Sage Accpac programs, you do not need all of them to do this tutorial.
However, you must use Sage Accpac Accounts Receivable and Accounts
Payable before you can use Project and Job Costing.
If you do not have General Ledger installed, you will not see account
descriptions in many data entry forms.
If you have installed and activated other programs, such as General
Ledger, Inventory Control, US or Canadian Payroll, or Purchase Orders,
their icons also appear on the company desktop described in Starting the
Sample Data, later in this chapter.
Features of the Tutorial Lessons

The tutorial lessons use data from Sample Company, a fictional
company that sells office furniture and supplies.
In these lessons, you will:
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Sage Accpac ERP
Add a contract with two basic projects.
Lesson 1: Navigate the Contract Maintenance Form
Add cost transactions for the projects, and run day-end processing to
complete the costing of materials.
Post the transactions.
Create and post a billing worksheet for the contract.
Create and post a revenue recognition worksheet for the contract.
Complete and close the projects and the contract.
Project and Job

Costing
Multicurrency
sample data
The Project and Job Costing forms shown in these lessons display the
fields for a multicurrency system, but you can do the tutorial lessons
using either multicurrency or single-currency sample data.
Steps list the

action first
Each step in a lesson lists the action to take first, followed by explanations
and additional information about the task. This separation of information
helps you to identify the action in each step quickly, and to read only the
information you need.
Multicurrency
icon
To avoid confusion, the instructions point out the additional fields and
tabs that appear in a multicurrency ledger. However, there is little
difference in how you process transactions and print reports in Project and
Job Costing, whether you use the Multicurrency option or not.
Press F1
for Help
Help key (F1) to find more information or instructions about using Sage
Accpac Project and Job Costing.

The first lesson introduces you to the main features of the Contract
Maintenance form.
In this lesson, you will open an existing contract for a Sample Company
customer to practice navigating the different levels of a contract and to
become familiar with the features at each level.
Best navigate the various levels of a contract.
Use the Contract Maintenance form to open additional forms that let
you enter or view information about a contract, project, category, or
resource.
Understand the difference between basic and standard projects.
Look up job-related information using the Contract Maintenance form.
Workbook
93
Read Setting Up a Contract in Chapter 2 of the Project and Job

Costing User Guide for an overview of contracts as they are used in
Project and Job Costing.
Start the sample data, as described in the section Starting the

Sample Data, in Chapter 1 in this Workbook.
Open the Contract Maintenance Form

The Contract Maintenance form is the backbone of the Project and Job
Costing system. You use it to organize information about your agreements
with your customers, and to prepare estimates of revenue and costs for
the projects you undertake for those agreements.
The Contract Maintenance form also shows the aggregate effect of
job-related transactions processed in your Sage Accpac system for a
particular contract.
This part of the lesson familiarizes you with the Contract Maintenance
form, so that later you can enter estimates for the projects, categories,
and resources that comprise your contracts, and monitor them as work on
the contracts progresses.
To open the Contract Maintenance form:
1. From the PJC Transactions folder, choose the Contract Maintenance
icon.
The Contract Maintenance form appears, as follows:
The program
displays this panel
when you turn on
the Tree view.
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Sage Accpac ERP
On the File menu, click Tree.
Now, you need to open a contract, so that you can see how information
for contracts and their projects, categories, and resources is organized in
Project and Job Costing.
Open an Existing Contract
To open an existing contract:
1. Use the navigation buttons beside the Contract field to display contract
number 220-1200-10, or select the number using the Finder.
The following contract for Ronald Black, a Sample Company customer,
appears:
This contract is open
for transactions, as
are some of its
projects.
All the contracts
projects are
displayed on the
tree. Project folders
appear differently,
depending on the
status of the project.
You can use

default settings
for new projects
Default
settings
for new
projects.
Note the types of settings you can specify as defaults for new projects
you add to the contract. In addition to a default project type,
accounting method, overhead type, labor type, billing type, and cost
plus or markup percentage, you can specify a default contract style.
2. Next, click the Projects tab to see a list of all the projects that make up
the contract.
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Project and Job

Costing
These lessons rely on the Tree view being turned on. If the panel does not
appear on the left side of the Contract Maintenance form, turn it on, as
follows:
Turn on the
Tree view if it
is not visible
These buttons appear

only for standard
projects. They display
lists of the resources
assigned to a selected
project.
A note on project
styles
Resource buttons (such as Employees) appear at the bottom

of the screen because project 1005 is a standard project. Standard
projects are used for complex and long-term jobs. They track costs
for all contract levels projects, cost categories, and resources.
Note:
Because basic projects track costs only at the project and cost
category levels, only the Detail and Category buttons appear for
basic projects. You normally use this project style for simpler
projects, where you do not need to break down estimates or costs
by resource.
3. Select project 1005 on the grid, then click the Employees button to
display the Project Employees List, as follows:
The list shows all the employees assigned to work on project 1005. A
Detail button lets you display more information about a selected
employee. This button appears for all resource lists on a project.
There is another, more convenient way to view this information, as we
shall see later in this lesson.
4. Click Close to return to the Projects tab.
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Sage Accpac ERP
5. Click the Totals tab.
The Totals tab provides a useful snapshot of a contract as a whole. It

summarizes the original estimates, current estimates, earned revenue,
actual, committed, and stored costs, and recognized revenue from all
the projects that make up the contract. It also shows the amount of
retainage receivable and retainage payable for the contract.
Now, let us examine other elements of the Contract Maintenance form
using the Tree view.
Navigating to Projects, Categories, and Resources

Notice that the tree in the left pane of the Contract Maintenance form
provides a list of folders for all the projects that comprise the selected
contract. This list provides a convenient way to view the components of
any project.
To view information for project 1007, either:
Double-click the folder for project 1007 on the tree.
Or
Select the folder, then click the plus sign to expand it.
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Project and Job

Costing
If you use Sage Accpac Transaction Analysis and Optional Field

Creator, an Optional Fields tab is available that lets you see the
optional fields assigned to this contract. For now, simply note that the
tab may be available in your system. We are not going to use optional
fields in this tutorial.
If you use
Transaction
Analysis and
Optional Field
Creator
The following screen shows the expanded folder for project 1007, with the
project displayed in the Project Maintenance form in the right-hand pane:
The tabs on
the Project
Maintenance
form let you
enter or view
various types
of information
for a selected
project.
This project is a
standard project.
It tracks costs both
for cost categories
and for individual
resources assigned
to the project.
Once you have expanded the project folder, you can navigate to other
elements of the project. A plus sign beside the category folder shows that
categories have been assigned to the project.
To view a list of categories assigned to the project:
1. Select the Category folder on the tree, then click the plus sign beside
the folder.
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Sage Accpac ERP
2. To see more information for a particular category on the Category

Maintenance form, click the first category, INSTLABOR, on the tree:
Project and Job
Costing
On a standard project, you assign categories to particular resources,

then you add estimates for the resource categories.
On a basic project, you simply add categories and estimates for the
categories.
3. To see how these categories are used with a resource, expand the
Employee folder by clicking the plus sign beside the folder.
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99
4. To see the estimate for employee number 10020, select the folder
10020, then click the plus sign beside it. The program displays the
Resource Maintenance form showing the estimate for the selected
employee:
Because project 1007

is not yet open for
transactions, there
are no current
estimate figures.
The Estimates tab summarizes the estimates for the different cost
categories that define the work that the selected employee will
perform on the project.
5. To see the list of cost categories that are used for this employee, click
the Categories tab.
There is only one cost category assigned to this employee, but there
could be any number of categories.
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Sage Accpac ERP
Categories must be
consistent with the
resource type
The categories you assign to any resource must use a cost

type that is consistent with the type of resource. For example, you
can assign only categories that use a labor cost type to an
employee resource.
Note:
The Employee Category Maintenance form appears, as follows:
You can enter estimates for resource categories until you open the
project for transactions.
The fields that appear on this tab depend on the project type
and accounting method used for the project.
Note:
You can use the Tree view to easily navigate all the levels of a contract
and its projects, categories, and resources.
The project style determines whether costs are accumulated by

category (for a basic project) or by resource and category (for a
standard project).
The project type and accounting method determine the type of

information you need to enter to produce an estimate.
You can check the progress of any element of a contract (project,

category, resource, and resource category) by clicking its folder on the
tree to display the associated maintenance form.
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Project and Job

Costing
6. Select the category on the list, then click the Detail button. (You can
also click the INSTLABOR category on the tree.)
What next?
If you want to start Lesson 2 now, do not close the Contract Maintenance
form. If you do not want to do Lesson 2 at this time, close the form.
Lesson 2: Add a New Contract

In this lesson, you will use the New Contract wizard to create a simple
contract, to which you will add two basic projects.
Sample Company has contracted to renovate the premises of Custom
Comfort. The contract involves two projects. The first project is to design
a built-in display unit to accommodate an array of product samples. The
second project involves building and finishing the unit on site.
Use the New Contract wizard to set up a new contract.
Specify default settings for the projects in a contract.
Read Setting Up a Contract, in Chapter 4, Managing Contracts, in

the Project and Job Costing User Guide for background information on
adding contract records.
If necessary, start the sample data, using June 30, 2010 as the
session date, and open the Contract Maintenance form, following the
instructions in the sections Start the Sample Data, in Chapter 1 in
this Workbook, and Open the Contract Maintenance Form at the start
of Lesson 1 in this chapter.
If the Tree view is not turned on for the Contract Maintenance form,
turn it on now, as described under the heading Navigating to Projects,
Categories, and Resources.
Use the New Contract Wizard to Start a Contract

Initially, when you use Project and Job Costing with your own data, you
will need to set up contracts from scratch. Once you have created some
typical contracts that can serve as models for others, you can use the New
Contract wizard to copy the projects, categories, resources, structure
code, default contract style, optional fields and even estimates from
an existing contract to a new contract.
In this tutorial, you will use the New Contract wizard to start a contract
from scratch.
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Sage Accpac ERP
To open the New Contract wizard:

1. Click the Zoom button beside the Contract field.
Project and Job
Costing
New Contract
wizard
The New Contract wizard appears as follows:
2. Fill out the fields on the Copy From tab, as follows:

New Contract Customer Number. Type 1500, or select the
number using the Finder. This is the Accounts Receivable code for
Sample Companys customer, Custom Comfort.
Normally, you enter the code for an Accounts Receivable customer.
Project and Job Costing also lets you leave the field blank, letting you
add an internal contract for work within your company that you want
to track using Project and Job Costing. Apart from leaving a blank in
the field for an internal contract, any code you enter in this field must
be for a valid Accounts Receivable customer.
Default New Contract Customer To Projects. Do not select this
option.
If you were copying an existing contract, you would select the option if
you wanted all the new contract projects to use the new contract
customer. Otherwise, new projects would use the same customer
numbers as the existing contract projects.
Existing Contract Number. Leave this field blank.
You would use this field if you wanted to copy information from an
existing contract (including all its projects, categories, resources, and
estimates) to the new contract. You would specify the name of the
existing contract, and then specify whether to use the actuals, original
estimate, or current estimate from the existing contract, as the
estimate for the new one. (You could also choose not to copy any
figures for the estimate for the new contract.)
For this lesson, you are creating a contract from scratch, so skip this
field.
3. Click Next to display the Contract Number tab.
Workbook
913
The new contract

number will have
this format, which
is supplied by the
structure code you
select.
The Contract Number tab lets you enter a structure code, which
controls the formatting of the contract number. The tab also lets you
assign a unique contract number, or code, to the contract using a
combination of segments.
The contract structure and the segments you use must be defined for
your Project and Job Costing system before you can use them in a
contract. You use icons from the PJC Setup folder to define contract
structures and segment codes, as described in the Project and Job
Costing Getting Started guide.
4. Complete the fields on the contract number tab, as follows:
Structure Code. Accept SECPRJ, the default structure code specified
on the PJC Options form, in this field.
Sector / Product / Type. The structure code SECPRJ uses these
segments for contract numbers.
a. In the Sector field, type 220, then press the Tab key, or click the
Product field.
b. In the Product field, type 1500, then press the Tab key, or click
the Type field.
c. In the Type field, type 10.
The length for each segment is defined on the Segments tab of the PJC
options form. You must enter segments of the prescribed length.
5. Click Next to display the Contract Style tab.
914
Sage Accpac ERP
6. Click the Basic option.
7. Click Finish.
The program returns you to the Contract Maintenance form, which now
appears as follows:
Specify default
settings for
contract projects
You now use the Contract tab to specify some additional settings for
this particular contract, as follows:
a. In the Description field, type Renovation for Custom Comfort as
the description for the contract.
b. In the Account Set field, type ACCT1, or use the Finder to select it.
c. In the Contract Manager field, type 100020, or use the Finder, if it
is available, to select the code for Marilyn Bryan.
You can enter codes only for employees that have an employee
record in Project and Job Costing. If you use Sage Accpac Canadian
or US Payroll, the code is the one used for the employee in the
payroll program.
d. Click the Zoom button beside the Contact Information field to
display a separate form that shows contact information for this
customer.
Workbook
915
Project and Job

Costing
The new contract is a basic contract that tracks costs at the category
level. (Basic projects are a little easier to set up than a standard
contract, especially for a beginner.)
Information from the

customer record in
Accounts Receivable
appears on this form.
You can change the
contact information for
this particular contract,
if necessary.
e. Click Close to return to the Contract Maintenance form.

Enter start and end
dates for the
contract
f.
In the Start Date field, enter July 5, 2010 in the format your
system uses. This is the date you expect work to commence, or
when you expect costs to begin to accrue for the contract.
g. In the Original End Date field, enter August 15, 2010 in the
required format. This is the date you expect work on the contract
to be completed.
8. The Use Contract Settings For section of the Contract tab lets you
specify settings to use as defaults for new projects you add to the
contract.
You can change any of these settings for individual contract projects,
but using defaults can help ensure consistency across a range of
projects in a contract, and makes adding new projects more efficient.
When you first select a check box for a project setting, the program
displays the default setting from the Options form. If you do not use a
default choice for a particular setting, the program uses the settings
from the project setup record (created using the Projects form, in the
PJC Setup folder).
Select the following settings:
Project Type. Select this option, then, in the field that appears,
select Fixed Price as the default project type.
Together with the project billing type, the project type determines the
kind of details that appear on customer invoices. The following project
types are used in Project and Job Costing:
916
Sage Accpac ERP
Time And Materials. Invoices include all billable transactions.

You can create only item invoices for time and materials projects.
Fixed Price. Invoices show either the full price or a portion of the
price of the project, consistent with the accounting method. You
create summary invoices for most fixed price project, but you can
create item invoices for fixed price projects that use the billings
and costs or accrual-basis accounting method, if necessary.
Cost Plus. Invoices show amounts based on project costs plus a

profit calculated as a percentage of those costs. You create only
summary invoices for cost plus projects.
Accounting Method. Select this option, and then, in the field that
appears, select Completed Project as the default accounting method.
The accounting method determines how the program recognizes
revenue for a project. Projects within a contract can use different
project types and accounting methods.
Your choice for the Project Type field determines the accounting
methods from which you can select.
Overhead Type. Select this option.
When you select the Overhead Type option, a field appears that lets
you specify the default overhead type for new projects. Select None as
the overhead type. We are not going to charge overhead for the
projects in this tutorial.
The Flat Rate Per Unit and Percentage Of Cost types let you allocate
overhead in proportion to the quantities you use (say, of material or
equipment), or in proportion to project costs. If you select either of
these methods, Project and Job Costing also lets you specify the rate
or percentage at which to calculate overhead costs.
Labor Type. Select this option.
When you select the Labor Type option, a field appears that lets you
specify the default labor type for new projects. Select None as the
Labor Type.
The Flat Rate Per Labor Hour/Unit and Percentage of Labor Cost labor
types let you allocate burden by labor hours or labor cost. If you select
either of these methods, you also specify the rate or percentage at
which to calculate labor burden.
Billing Type. Select this option, and then select Billable as the
default billing type for new projects.
All costs incurred on billable projects, categories, and resource
categories appear on customer invoices. (The project type and
accounting method jointly determine whether you can set the billing
type for individual projects and categories.)
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917
Project and Job

Costing
Project and Job Costing also lets you choose these billing types:
No-charge costs appear on billing worksheets and invoices, but

have no amount associated with them.
Non-billable costs do not appear on customer invoices,

although you can choose to include them on billing worksheets.
You use this billing type to be able to keep track of costs that your
company will absorb.
Cost Plus / Markup Percentage. When you select this field,

another field appears that lets you select a default percentage in
excess of your costs for which to bill projects that use a cost plus or
fixed price project type.
Select this option, and then type 30 in the next field, to set 30% as
the default percentage.
Tax Group. Do not select this option. The tax group for this contract
is the one specified for the customer in Accounts Receivable, which is
used as the default.
You can change the tax group for individual contracts and projects if
the authorities governing the location where the work is performed are
different from those in the customers tax group.
A/R Account Set. Accept USA, the account set from the Accounts
Receivable customer record.
9. Click Add to save the contract record.
What next?
If you want to continue this tutorial at another time, you can close the
Contract Maintenance form at this point. Otherwise, leave the Contract
Maintenance form open to begin Lesson 3.
918
You can use the New Contract wizard to copy the information,
including estimates, from an existing contract to a new contract
Project and Job Costing lets you add internal contracts, as well as
contracts for Accounts Receivable customers.
The format of the contract number is determined by the structure code

you assign to the contract.
You can assign contract managers for whom you have set up an
employee record in Project and Job Costing.
The Contract tab lets you specify default for new projects you will add
to the contract.
Sage Accpac ERP
Lesson 3: Add Projects to a Contract
The project type and the project billing type determine the kind of
details that appear on customer invoices.
The accounting method determines when revenue is recognized for a

project.
You can calculate labor burden and overhead costs in Project and Job
Costing using a flat rate or a percentage method.
The tax group used for a customer in Accounts Receivable is used as

the default for a contract, but you can change the tax group for
individual contracts and projects.

In this lesson, you will add two projects to identify the two distinct jobs, or
work phases, for which Sample Company will earn revenue under this
contract.
In Lesson 4, you will assign the cost categories Sample Company will use
to aggregate and track the costs incurred for these projects.
Add a project to a contract.
Specify settings for individual projects.
Before you start
Read the section Assigning Projects to a Contract, in Chapter 2 of the

Project and Job Costing User Guide.
If necessary, start the sample data and open the Contract Maintenance
form, following the instructions in the sections Start the Sample
Data, in Chapter 1 in this Workbook, and Open the Contract
Maintenance Form at the start of Lesson 1 in this chapter.
Do Lesson 2 to add the contract, if you have not already done so.
Open the Contract Maintenance form, if you closed it after adding the
contract.
If the contract you added in the first part of this lesson is not
displayed, use the Contract field to display contract 220-1500-10.
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919
Project and Job

Costing
To add the required projects to the contract:

1. With contract 220-1500-10 displayed in the Contract Maintenance
form, click the Projects tab.
The Projects tab
The Projects tab lists all

the projects assigned to
the contract once
you add some.
You can use the grid on the Project tab to add projects, or you can
enter them on a separate form that displays more information for one
project at a time.
Adding a project
directly on the tab
2. Add the first project using the grid, as follows:

a. Click the first line on the grid, or press the Tab key until you select
the line.
b. With the line selected, click the Project column heading to display
the Finder for project codes.
c. Click project 1001, then click Select.

d. Press the Insert key or the Down arrow on your keyboard to start a
new line on the Project tab.
If a message appears stating that the fixed price amount is zero,
click Close to close the message and return to the Project tab.
Note that the tree now displays a folder for Project 1001 under the
contract-level folder.
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Sage Accpac ERP
e. Click the Project folder on the tree to display the new project in the
Project Maintenance form.
You can click
this button to
start a new
project record.
Note that the program uses the contract start date and end date as
the projected start and end dates for the project.
f.
In the End Date field, enter July 16, 2010 in the format required
for your system.
This is the date by which the design must be finalized.
A/R Retainage
g. Skip the A/R Retainage Percentage and A/R Retention Period fields,
which appear if Accounts Receivable uses retainage accounting.
The program uses these fields to calculate retainage and the
retainage due date for customer billings. No retainage applies to
this contract.
h. Accept the general ledger accounts that the program displays as
defaults. The account numbers that appear are determined by the
account set (ACCT1) you specified for the contract, but you can
change them for the project.
The types of accounts that appear depend on the project type and
accounting method:
Billings. The billings account appears for all projects except

those using the accrual-basis accounting method.
Revenue. You enter a revenue account for all project types

and accounting methods.
Work In Progress. This account appears only for fixed price

projects that use a completed project or project percentage
complete accounting method, and for cost plus projects that
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921
Project and Job

Costing
The Project
Maintenance form
use a completed project, total cost percentage complete, or

labor hours percentage complete accounting method.
i.
Cost Of Sales. This account appears for fixed price projects

that use a completed project or project percentage complete
accounting method, and for cost plus projects that use a
completed project, total cost percentage complete, or labor
hours percentage complete accounting method.
Click the Taxes tab.
Review the Taxes tab, and note the following:
The default tax group is specified in the customer record in

Accounts Receivable. Project and Job Costing lets you change
the tax group for a particular contract or project.
Customer tax classes appear for all project types and

accounting methods. You can change the customer tax class for
a project, if necessary.
Detail tax classes appear only for project types and accounting
methods that are billed at the project level, as is the project
you are now adding. (They do not appear if the project is billed
at the category or the transaction level.)
Project and Job Costing lets you change the tax included status
only if the tax authority permits it.
j.
922
Sage Accpac ERP
Click the Totals tab.
Project and Job

Costing
k. In the Fixed Price Amount field, enter $1,000. This is the amount
you are going to charge for designing the display unit.
If your Accounts Receivable system is multicurrency, you enter the
amount in your customers currency. Additional fields appear that
let you enter exchange information. For now, accept the default
rate type, rate date, and exchange rate that appear.
Multicurrency
ledgers
l.
Click Save to save your changes to the project.
Now, you can add the second project.

3. On the tree, select (click) the contract folder or the folder for the
existing project, right-click, and then click New Project on the menu
that appears.
The Project Maintenance form displays a new record.
Once the Project Maintenance form is open, you can also use
the New button beside the Line Number field to start a new project
record.
Note:
Finder
4. In the Project field, type 1003, or select the project code using the
Finder.
5. Click the Project tab, then fill in the following fields:
Description. Accept the default description for the project, Custom
Wall Unit/Book shelf.
Project and Job Costing lets you enter a different description for the
project using up to 60 characters, if you want to type a different
description.
PO Number. Skip this field.
Normally, if you know your customers purchase order number, you
would enter it here.
Workbook
923
Project Style. Project and Job Costing displays the default style
specified for the contract. Accept Basic as the project style.
Note that you can change the project style for a particular project until
you assign a category to the project.
Project Type. Fixed Price, the default project type for this contract,
appears in this field.
Select Time And Materials as the project type for this project.
Accounting Method. Completed Project, the default accounting
method for the contract, appears in this field. Accept this entry.
Billing Type. Accept Billable, the default billing type, in this field. All
costs incurred on this project will appear on customer billings.
Project Status. You cannot change the Estimate status for the
project while the contract has an Estimate status.
When you have entered estimates for all the contract projects, you
change the status of both the contract and the projects to Approved or
Open. The project must be open before you can enter transactions.
(You will learn how to open contracts and projects in Lesson 5.)
When you want to close the project, you change the status to
Completed. A Completed status signals to the revenue recognition
program, when you next run it, to generate closing entries for the
project.
Projected Start Date and End Date. For the start date, enter
July 19, 2010 in the format accepted by your system.
Skip the End Date field. The program uses the end date for the
contract as the default. You could change the end date for the project
to a different one, if you wanted.
Current Start Date and End Date. These fields are available only
when the project is open. If you change the dates once work on the
project starts, the original (projected) start and end dates remain
intact.
Date Closed (display only). The program updates this field during
revenue recognition, if the project is marked Completed.
Closed To Billings. Skip this field.
You would select this option to prevent posting of Accounts Receivable
invoices.
Closed To Costs. Skip this field.
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Sage Accpac ERP
General Ledger Accounts. The general ledger accounts from the

account set appear as defaults. Accept the displayed accounts.
6. On the Project Maintenance form, click Add (or Save).
Now, two projects appear on the tree.
7. On the Contract Maintenance form, click Save.
In the next lesson, you will add categories and estimates to these new
projects.
What next?
You use the New Contract wizard to start new contract records.
You can copy project estimates from existing contracts when you
create a new contract.
The structure code you choose for a contract determines the format of
the contract number.
You can specify certain default settings for new projects that will
override the settings specified in the project setup record. Two of
these settings, the project type and the billing type, determine the
type of details that appear on customer billings.
For fixed price projects, you enter the fixed price amount on the Totals
tab of the Project Maintenance form.
The types of accounts you can specify for a project are determined by
the account set you specify for the contract, and also by the project
type and accounting method.
Project and Job Costing provides three different ways to add a project
to a contract. You can add a line on the Project tab; you can click the
New button on the Project Maintenance form; or you can right-click
the Contract or Project folder on the tree, then click New Project on
the menu that appears.
Contact information and the tax group specified in the Accounts

Receivable customer record appear as defaults for a new project, but
you can change this information for individual projects.
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925
Project and Job

Costing
You would select this option to prevent posting of cost or charge

transactions from Project and Job Costing and Accounts Payable
Invoice Entry.
You use the Status field to indicate different stages of progress on the
contract, and to trigger closing entries once a project is complete.
Lesson 4: Add Project Categories and Estimates

Because this contract consists only of basic projects, adding cost
categories to the projects is all we need to flesh out the contract.
In this lesson you will assign to the projects the categories Sample
Company will use to classify and report the various costs for the projects.
When adding the categories, you will also enter cost estimates. In
addition, you will add revenue estimates for each category in project
1003, a time and materials project. (You entered a revenue estimate for
project 1001 a fixed price project at the project level in the previous
lesson.)
Note the difference in revenue recognition between fixed price and time
and materials projects:
For fixed price projects, you recognize revenue for the project as a
whole.
For time and materials projects, and for some cost plus projects, you
recognize revenue at the category level, matching revenues with
specific cost types.
Add cost categories to projects.
Add cost estimates for categories.
Add revenue estimates for categories where they are required.
Read Entering an Estimate, particularly Assigning Categories for a

Basic Project in Chapter 2 of the Project and Job Costing User Guide.
For more detail, see also Entering Cost Estimates for a Basic Project,
and Estimating Revenue, in Chapter 4 in the Project and Job Costing
User Guide.
926
If necessary, start the sample data following the instructions in the

section Start the Sample Data, in Chapter 1 in this Workbook. .
Sage Accpac ERP
If it is not already open, open the Contract Maintenance form following

the steps in the section Open the Contract Maintenance Form, in
Lesson 1 in this chapter.
Do Lessons 2 and 3 in this tutorial, if you have not already done so.
To add categories to the projects:

Open the contract
1. Display contract 220-1500-10 if it is not already displayed in the

Contract Maintenance form.
2. On the tree, click the plus sign beside the project 1001 folder to
expand the folder.
The Category folder for project 1001 now appears on the tree.
3. Click the Category folder, then right-click.
4. On the menu that appears, click New Category.
The program displays the Category Maintenance form in the
right-hand panel, as shown here:
5. Use the Category Maintenance form to add cost categories for this
project, as follows:
a. In the Category field, type SUBCONTR or use the Finder beside
the field to select the category.
Sample Company plans to subcontract the design phase of this
contract to Marshall-Davidson.
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927
Project and Job

Costing
Sample Company often subcontracts for certain services, so their

accountant has set up the SUBCONT category, which uses a
Subcontractor cost class.
b. For the description, type Subcontract Custom Comfort design
to Marshall-Davidson.
The program displays the description from the project setup record
as the default description, but you can change it for specific
projects.
6. Now, enter the estimate for this category on the Estimates tab, as
follows:
a. Double-click the Quantity field, then type 6 for the quantity.
The designer needs to meet the client at the clients place of
business to discuss requirements, and then render the design.
Typically, this type of job requires six hours to complete.
b. Accept HRS (hours) as the unit of measure.
c. Double-click the Unit Cost field, then type 45 as the unit cost.
Alternatively, you could double-click the Extended Cost field, then
type 270 for the extended cost.
In a multicurrency ledger, you enter cost estimates in your
functional currency.
Multicurrency
ledgers
d. Accept 30% as the markup percentage. This is the markup

percentage specified for the project on the Project tab of the
Project Maintenance form. (If you needed to change the markup
percentage for this particular category, you would double-click the
Markup Percentage field, then enter the correct percentage.)
Not all projects use a markup percentage. For some projects
you enter a cost-plus percentage, and others require a billing rate.
Whether you enter a markup or cost-plus percentage or a billing
rate depends on the project type and accounting method.
Note:
Project and Job Costing calculates the estimated total revenue and
profit for you using the specified markup percentage and total cost.
Alternatively, you could enter a total revenue amount, and then let
the program recalculate the markup for you.
e. Press the Enter key, or press the Down arrow key, to calculate the
estimate for this category.
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Sage Accpac ERP
Project and Job

Costing
Note the following points about the calculated estimate:
The program determines not only the total cost for the
category, but also calculates the estimated revenue.
Because the project in this example does not charge labor or
overhead costs, the extended cost and the total cost are
identical. For projects that include labor or overhead, the total
cost would include the extended cost plus the amount
calculated for labor and overhead.
Multicurrency
ledgers
f.
In a multicurrency system, the program calculates the total

estimated revenue in your customers currency and your
functional currency using the exchange information entered on
the Totals tab of the Project Maintenance form.
The program also calculates the total estimated profit (in both
customer and functional currency, in a multicurrency system).
On the Category Maintenance form, click Add (or Save) to add the
category and the estimate.
g. Expand project 1003 on the tree, as described in Lesson 1, then

right-click the Category folder for project 1003, and click New
Category on the menu that appears.
h. On the Category Maintenance form, click the New button beside
the Line Number field, then add details for the new category
record:
Category. Type INSTLABOR or use the Finder to select the
category code.
Description. Accept the displayed description.
Billing Type. Accept the Billable entry in this field.
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929
Depending on the project type and accounting method, the

program displays the billing type from the project category. When
you enter a transaction for a basic project, you cannot change the
billing type for the transaction unless the project category is
billable. For a standard project, the resource category must be
billable to edit the billing type for a transaction.
Note:
A/R Item No. Accept the entry in this field.

Overhead Type and Labor Type. Accept None for both fields.
This project does not attract overhead or labor charges.
Quantity. Type 15 (the number of hours labor).
Unit of Measure. Accept HRS as the unit of measure.
Unit Cost. Type 50 as the unit cost.
Billing Rate. Type 70 for the billing rate.
This is the rate at which the labor for building the wall unit will be
billed to the customer.
i.
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Sage Accpac ERP
Click Add to add the new category.
j.
Repeat steps h and i to add the second category for project 1003,
PRCHWHTBRD, as shown below:
Project and Job
Costing
The program displays

the A/R item number
and A/R unit of measure
specified in the category
record.
7. Click Save to save all the changes to the contract.

8. Click Close to close the Contract Maintenance form.
What next?
In Lesson 5, you will open the contract and its projects for transactions,
and you will add some cost transactions.
You use the Contract Maintenance form to enter estimates for a

contract and its projects and categories.
For basic projects, you prepare estimates at the project category level.
(Resources and resource categories are not used for basic projects.)
You enter revenue estimates differently for projects, depending on the

project type and accounting method.
Workbook
931
Lesson 5: Open the Contract and Process

Transactions
With the contract approved, Sample Company is now ready to begin the
work on the Custom Comfort project. The design work has been
subcontracted to Marshall-Davidson, a design firm that Sample Company
uses for its own projects.
You must now open the contract and its projects for transactions, and
start recording project costs.
Project and Job Costings transaction forms have many
common elements. You will probably find that entering the material
transactions described in this section is very familiar after entering
a cost transaction.
Note:
Open a contract for transactions.
Use the Cost, Material Usage, and Timecards forms to process cost
transactions for the projects.
Post cost transactions in Project and Job Costing.
Read Processing Transactions, in Chapter 2, in the Project and Job

Costing User Guide for background information on adding contract
records.
Open the Contract and Projects for Transactions

Before Sample Company can process transactions for the Custom Comfort
job, it must be opened for transactions in the Contract Maintenance form.
Project statuses
You use the Contract Status field on the Contract Maintenance form, and
the Project Status field on the Project Maintenance form to mark your
progress on a particular contract and its projects.
The Custom Comfort contract and its projects all have Estimate status
the default status when you create a new contract or project record.
Estimate status does not let you record transactions for a contract or a
project. To record transactions for projects, you need to assign them an
Open status. (You can also post transactions for a project that has been
opened, but is on hold. On Hold status prompts a warning when you
process transactions for the project.)
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Sage Accpac ERP
Lesson 5: Open the Contract and Process Transactions
Change the Sage

Accpac session
date
First, you need to advance the session date to July 5, 2010, the contract
start date, as follows:
If you have not closed the sample data since Lesson 4, make sure the
Contract Maintenance form is closed, then, on the File menu on the
Sage Accpac desktop, click Open Company.
2. In the Company field, select Sample Company Ltd. from the list.
3. In the Session Date field, type July 5, 2010, in the format recognized
by your system.
4. Click OK.
To open the contract and its projects for transactions:
1. Open the Contract Maintenance form as described in the section Open
the Contract Maintenance Form at the start of Lesson 1 in this chapter.
2. Display contract 220-1500-10, if it is not already displayed in the
Contract Maintenance form.
3. In the Contract Status field (near the top of the form), select Open
from the list.
The program displays the following dialog box:
4. Click Change to open the projects, as well as the contract.

While a contract is being approved, you can change its status
to Approved, but this status does not permit you to record
transactions for the contract or its projects.
Note:
Prior to closing a project or a contract, you can change its status to

Inactive, to prevent transactions. Once a contract or project is
complete, you can mark it Completed. The program then closes the
project, creating any necessary closing entries, when you next
recognize revenue for the project.
5. On the Contract Maintenance form (below the tree), click Save.
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Project and Job

Costing
1. If you have closed the sample data, start the sample data following the
instructions in Start the Sample Data, in Chapter 1 in this Workbook.
Now, you are ready to add some transactions!
Enter and Post a Cost

Normally, you would use the Invoice Entry form in Accounts Payable to
process a subcontractor cost. However, this tutorial is designed to teach
you how to use Project and Job Costing, rather than Accounts Payable.
(For information on using Accounts Payable to enter job-related invoices,
see the Accounts Payable User Guide.)
Sample Companys bookkeeper has paid Marshall-Davidson Ltd. $1,250,
not realizing that part of the invoice was for the Custom Comfort job. The
invoice was posted and paid as a regular invoice, although $247 of the
invoice was actually job-related.
Because the vendor has already been paid, Sample Company does not
want to record another payable for the same charge. In this case, you can
use the Costs form to post a miscellaneous cost directly from Project and
Job Costing, without affecting the vendor account.
Sample Companys accountant now wants you to process the job-related
cost by processing a cost transaction for the Custom Comfort renovation.
To process the subcontractor cost as a miscellaneous cost:
1. Choose the Costs icon from the PJC Transactions folder.
The following transaction-entry form appears:
New button
Enter header
information
2. Accept the ***NEW*** entry in the Document Number field. Project

and Job Costing assigns a new number when you add the transaction.
3. Enter header information for the cost transaction as follows:
934
Sage Accpac ERP
Accept the New status.
Accept July 5, 2010 as the transaction date, which is also the

default posting date. (The posting date determines the fiscal year
and period to which the transaction will be posted.)
For the description, type Marshall-Davidson subcontract for

Custom Comfort.
For the reference, type MDL 42-229. This was the original work
order number.
4. Click the Detail/Tax button, or click the first line on the grid and press
F9. The Detail Costs/Taxes form appears, as follows:
5. Complete the detail information as follows:

Line Number. The line number identifies the detail. Accept the line
number displayed.
Identify the
contract, project,
and category to
charge
Contract. Type 220-1500-10, or use the Finder to select the code

for the new contract for Custom Comfort.
Project. Type 1001, or use the Finder to select the code for the
design project.
Category. Type SUBCONTR, or use the Finder to select the code.
Once you specify the category, additional fields on the form become
available, letting you enter the quantity, cost, and cost account
required for the transaction.
Resource. Type 2150, or use the Finder to select Marshall-Davidson.
(It is not necessary to specify a resource on a basic project. You can
use this field for any reference.)
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Project and Job

Costing
Quantity. Type 5.5 for the number of hours the designer charged for
the work performed.
Unit Of Measure. Accept HRS as the unit of measure.
Unit Cost. Accept 45 as the cost per hour, then press the Tab key.
Extended Cost. The program calculates and displays $247.50 as the
extended cost.
Cost Account. Type 6640, the account number for subcontractor
costs, to credit the expense account that was charged when the
invoice was processed.
The program displays the cost account (a contra-expense account)
specified for the project category, but you can change it.
Work In Progress. The work in progress account specified for the
project appears. You cannot change the work in progress account for
this project.
Whether you can change the work in progress account for a
transaction depends on the project type and accounting method.
Note:
The work in progress account accumulates posted costs that have not
yet been charged to cost of sales. For projects that use the
accrual-basis accounting method, cost of sales is charged immediately
when you post cost transactions.
Comment. In the Comment field, type Marshall-Davidson was
paid on non-job-related invoice.
6. Click Add to add the transaction detail, and then click Close to return
to the Costs form.
7. Click Add to add the cost transaction.
8. Click Post to post the transaction.
A message appears, letting you know whether the transaction was
posted successfully. (If there was an error, correct the error described
in the message, then click Post again.)
10. Click Close to close the Costs form.
When you post the transactions, the program updates the actuals for the
contract, project, and category, which you can see in the Contract
Maintenance form.
936
Sage Accpac ERP
The following example shows the updated Estimates tab on the Category
Maintenance form:
Project and Job
Costing
Charge for Material Usage

Sample Company now wants to record the purchase of shelving material
for the project. You will use the Material Usage form to transfer the cost of
material to project 1003 for Custom Comfort.
You need Inventory
Control to use the
material
transaction forms
The Material Usage, Material Allocation, and Material Return

forms are available only if you use Inventory Control with Project
and Job Costing. If you do not use Inventory Control, you can use
Invoice Entry in Accounts Payable to record the material costs
described in this section. (See the Accounts Payable User Guide to
learn how to enter job-related invoices.)
Note:
Material tracking
Project and Job Costing increases material in storage as well as actuals

when you process material usage transactions, or when you post an
Accounts Payable transaction or a cost transaction that uses a material
category. If you are tracking material in storage for billing or audit
purposes, you remove stored amounts using the Material Allocation form.
Posting a material return transaction also reduces stored amounts.
Sample Company is not concerned with storage amounts for this project.
Before you begin
Change the session date to July 19, 2010, the start date for
project 1003. (Close any open Project and Job Costing forms before
trying to change the session date.)
Workbook
937
To add a material usage transaction:

1. From the PJC Transactions folder, choose the Material Usage icon. The
This Zoom button
lets you open the
Posting Date
Override form. It
lets you change
the posting date,
which determines
the fiscal year and
period for the
transaction.
2. Accept the ***New*** entry in the Material Usage Number field.

Project and Job Costing assigns a new transaction number when you
Enter header
information
3. Enter header information for the material usage transaction as follows:
Accept the New status.
Accept July 19, 2010 as the transaction date. The program displays
the fiscal year and period to which to post the transaction.
For the description, type Transfer shelving material to Custom

Comfort.
Leave the Reference field blank.
4. Click the Detail/Tax button, or click the first line on the grid and press
F9 to display the Detail Material Usage/Taxes form.
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Sage Accpac ERP
5.
Fill in the transaction detail fields, as shown here:
Note the following information about this transaction detail that is

different from the cost transaction detail you entered earlier:
Item Number and Item Unit of Measure. Code A1-460/0 is used
to identify white melamine board in Inventory Control. The item
number and unit of measure are used for costing purposes.
You must enter an item number that exists in Inventory Control and
that you have assigned as a material resource for the project when
you enter material-type transactions.
When you run Day End Processing in Inventory Control, the program
calculates the cost using the costing method specified for the item in
Inventory Control.
Location. You must also enter the Inventory Control location from
which to transfer the item.
Use the Finder to select inventory location 2, the Portland Office,
which has enough of these items on hand.
A/R Item Number and A/R Unit Of Measure. The A/R item
number and unit of measure from the project category appear as
defaults. Accept the displayed entries for this transaction. Project and
Job Costing lets you enter a different A/R Item number and unit of
measure, if necessary.
Workbook
939
Project and Job

Costing
This Zoom button

appears only if you
use Sage Accpac
Lot Tracking or
Serialized
inventory.
The A/R item number and A/R unit of measure are required for item
invoices, which are generated for time and materials projects, such as
this one.
Quantity. Enter 20 as the quantity.
Billing Rate and Extended Billing Amount. These fields appear
only for projects that use item invoices. Accept the displayed billing
rate.
The program displays the billing rate from the project category as the
default, and uses it to calculate the extended billing amount. Project
and Job Costing lets you enter either the rate at which to bill for this
material in the Billing Rate field or the amount to bill in the Extended
Billing Amount field. If you enter the extended billing amount, the
program calculates the billing rate for you.
Inventory Control Account. The program displays the inventory
account assigned to the item in Inventory Control. You cannot change
it.
Tax Authority / Tax Class / Tax Included. These fields are
required for projects that use item invoices, such as this time and
materials project.
The program displays the tax authorities and descriptions for the tax
group used in the customer record (or on the contract, if you had
changed the tax group for the contract). You cannot change the tax
authorities for the transaction.
Accept the displayed tax class and tax-included status.
6. Click Add to add the transaction detail, and then click Close to return
to the Material Usage form.
7. Click Add to add the transaction, then click the Post button to post the
transaction.
When you post this transaction, Project and Job Costing updates actual
and stored quantities, which you can view in the Contract Maintenance
form for the project (on the project Materials tab), and category (on
the category Estimates tab). The program will update actual and
stored costs when you run Day End Processing in Inventory Control.
8. Click Close to close the Material Usage form.
9. To update the material costs for the contract, project, and category,
run Day End Processing in Inventory Control, as described in Lesson 5
in Chapter 5, Inventory Control, in this Workbook.
You can view the updated costs for the contract, project, and category in
the Contract Maintenance form. The following example shows the updated
940
Sage Accpac ERP
actuals and stored quantities and costs on the Material tab on the Project
Maintenance form:
Project and Job
Costing
Process a Timecard
Two carpenters have spent a day building the wall unit at Custom
Comfort. Now, you need to record their labor using the Timecards form.
Project and Job Costing integrates with Sage Accpac US Payroll and
Canadian Payroll. Providing the employees are set up in Project and Job
Costing, you can enter a job-related timecard in the payroll program,
which will update Project and Job Costing when you post the check. (For
standard projects, the employees must be assigned to the project.)
For this exercise, however, you will enter timecards directly in Project and
Job Costing. (Project and Job Costing provides the Update Payroll feature
to update the payroll program from Project and Job Costing.)
The employees are Freddy Cervantez and Cynthia Gardner, who have
employee records in Project and Job Costing.
To enter a timecard:
1. From the PJC Transactions folder, choose the Timecards icon.
Workbook
941
2. Complete the header information for the first timecard as follows:

Timecard Number. Accept the ***NEW*** entry.
Status. Accept the New status.
If you use security with your system, you need authorization
to change the status of transactions to Approved before they can
be posted. If you use the Timecard Users program to let employees
enter their own timecards, employees can change the status to
Ready For Approval, indicating that the timecard is complete.
Note:
For information about how security is used in Project and Job Costing,
see Appendix C, Security, in the Project and Job Costing User Guide.
Employee Number. In this field, type 100010, the code for Freddy
Cervantez, whose name appears beside the Employee Number field
when you press the Tab key.
Transaction Date. Accept the displayed date. (The program displays
the fiscal year and period to which the transaction will be posted).
Start Date and End Date. Accept the start date. Change the End
Date to July 19, 2010, in the format recognized by your system.
The program uses weekly timecards as the default, but you can edit
the start and end dates for individual timecards, if you use a different
pay period.
Description. For the description, type Work on Custom Comfort
renovation.
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Sage Accpac ERP
3. Click the Detail/Tax button to display the Detail Timecards Time

form that lets you enter the employees pay for the period.
Contract. Type 220-1500-10 or use the Finder to select the Custom

Comfort contract.
Project. Type 1003 or use the Finder to select this project.
Category. Type INSTLABOR, or use the Finder to select the
category. (This was the only labor-type category assigned to the
project, so it is the only one displayed in the Finder.)
Billing Type. Accept Billable as the billing type.
For time and materials projects and for fixed price projects that use an
item invoice type, the program displays the billing type for the
category (on a basic project) or resource category (on a standard
project) as the default. You can edit the Billing Type field only if the
project category or resource category is billable.
Earnings Code. Type HOURLY, press the Tab key to move to the
next field, and then type Worked one day only as the description for
the detail.
Transaction Date. Accept July 19, 2010 as the transaction date.
Start Time. Type 08:00:00. Freddy started work at 8:00 a.m.
End Time. Type 16:00:00. Freddy finished work at 4:00 p.m.
Hours. Accept the 8 hours that is displayed in this field. The program
calculates the number of hours for you using the start time and end
time you entered.
Unit Cost. Type 30 in this field. This is Freddys hourly rate when he
is working on this type of project.
The unit cost specified for the project category appears as the default
unit cost.
Extended Cost. The program calculates the extended cost using the
hours and unit cost you entered. If you change the extended cost, the
program recalculates the unit cost for you.
Billing Rate. Type 40 in this field. Freddys time is billed out at $40
per hour.
The billing rate and extended billing amount are used only for projects
that use an item invoice type.
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943
Project and Job

Costing
4. Fill in the fields for the time detail as follows:
Extended Billing Amount. The program calculates the extended

billing amount using the hours and billing rate you entered. If you
change the extended cost, the program recalculates the unit cost for
you.
Payroll Account and Work in Progress Account. The program
displays the payroll account and the work in progress account specified
for the project category because this is a time and materials project.
A/R Item No. Accept the entry in this field.
You can edit this field only for details for time and materials projects
and fixed price projects that use an item invoice type.
Unit of Measure. Accept the unit of measure displayed in this field.
The unit of measure from the project category appears in this field as
the default.
5. Click Add to add the detail, then click Close to return to the Timecards
form. (If a message appears asking if you want to add the second
detail, click No.)
6. Click Add to add the timecard.
7. Make a note of the timecard number. You will need it when you print
the transaction listing.
8. Click the New button beside the Timecard Number field to start a new
timecard, then repeat steps 2 through 6 to enter the same information
for Cynthia Gardner. However, select or type 100040 in the Employee
Number field.
9. Click Close to close the Timecards form.
You will post both timecards at once using the Post Transactions form.
944
You use the Contract Status and Project Status fields to track the
progress of a contract and its projects to completion.
You must change the status of a contract and its projects to Open
before you can process transactions for a contract project.
The program automatically numbers all transactions and detail lines

using the prefix and next number specified for a given transaction type
on the Transactions tab of the PJC Options form.
You can add transactions, and later recall and post them individually
from the transaction entry form (using the Post button).
Sage Accpac ERP
Lesson 6: Post a Range of Transactions and Print Posting Journals
You can use the Costs form to post a miscellaneous cost directly from
Project and Job Costing, without affecting a vendor account.
If you use Sage Accpac Inventory Control, you use the Material Usage
form to record material costs for projects. You can also use the
Material Returns form to return material to inventory and the Material
Allocation form to remove material from storage.
If you do not use Inventory Control, you use Invoice Entry in Accounts
Payable to record material costs.
For material transactions, you must enter the number used in

Inventory Control to identify the item.
For time and materials projects, and for fixed price projects that use
an item invoice type, you have to specify additional information for
transaction details the billing rate, extended billing amount, tax
information, and A/R item number and A/R unit of measure.
Whether you can change the work in progress account for individual
transactions depends on the project type and accounting method.
You can enter employee timecards in Project and Job Costing, then
update Sage Accpac US or Canadian Payroll or another payroll
program.
You can enter job-related timecards in Sage Accpac US or Canadian

Payroll that will update the contract, project, and category in Project
and Job Costing when you print the checks.
In Lesson 6, you will post the timecards and print reports for your audit
trail.
Lesson 6: Post a Range of Transactions and Print

Posting Journals
After entering transactions, you need to post them to update the contracts
and the accounts.
Posting creates all general ledger transactions arising from Project and Job
Costing transactions. The G/L Integration form (in the PJC Setup folder)
lets you choose whether to create general ledger transactions during
posting, or later, using the Create G/L Batch form.
Project and Job Costing lets you post transactions in either of two ways:
You can post a transaction by clicking the Post button on the

transaction-entry form after adding the transaction.
Workbook
945
Project and Job

Costing
What next?
This is method you used to post cost and material usage transactions
in Lesson 5.
You can post a range of transactions of the same type all at once using
the Post Transactions form.
You will use the Post Transactions form to post the timecards you
entered in Lesson 5.
Print transaction listings.
Post a range of transactions.
Print posting journals.
Read Posting Transactions in Chapter 2 of the Project and Job

Costing User Guide.
Do Lessons 2 through 5.
Printing Transaction Listings

You should print transaction listings before posting transactions. A
transaction listing provides a record of the transactions that you have
entered, imported, edited, generated, and posted in your Project and Job
Costing system.
You can use the Transaction Listings icon in the PJC Transaction Reports
folder to print listings, or you can print transaction listings directly from
transaction entry forms, using the Print Transaction Listing menu choice.
To print the transaction listing using the icon:
1.
946
Choose the Transaction Listing icon from the PJC Transaction Reports
folder.
Sage Accpac ERP
Project and Job

Costing
This status appears

only for timecard
transaction listings.
2. Select options for the report as follows:

Transaction Type. This section lets you specify the type of
transactions for which to print a listing.
Select the Timecards option.
Reprint Previously Printed Transactions. This option lets you print
additional copies of listings you have already printed in the range of
transactions you specify. You do not need to reprint transactions at
this time, so skip this option.
Include Comments. This option lets you include any comments you
entered with the transactions. (You did not include any comments with
the timecard transactions, so it does not matter whether you select it.)
Include Tax Details. This option lets you include tax details for
transactions.
Select this option.
Include Optional Fields. This option only appears if you use
optional fields. Ignore this field.
Timecard Number From / To. These fields let you specify the range
of document numbers to include in the listing.
In the From field, type the number of the first timecard you entered in
Lesson 5. In the To field, enter the number of the second timecard.
You can also use the Finder for each field to select the number. The
Finder displays information that can help you identify the timecard
number if you forgot to write it down.
Workbook
947
Transaction Date From / To. These fields let you specify the range
of transaction dates for the transactions you want to include on the
report.
Enter July 19, 2010 in both fields, in the format your system
recognizes.
Type. You use this field to specify whether to print transactions that
were entered, imported, or generated by the system. You can include
as many types as you need on the same report.
For this listing, select Entered.
Status. You use this field to specify the status of the transactions that
you want to print. You must specify at least one transaction status.
Select Entered for this listing.
3. Click Print.
If you are printing to your screen, the listing appears on your
computer screen. You can click the Print icon on the displayed report
to send the report to your printer.
Click the Close button to close the display and return to the
Transaction Listing form when you have finished reviewing the report.
Close button
4. To close the Transaction Listing form, click the Close button.

Posting a Range of Transactions
You use the Post Transactions form, in the PJC Transactions folder, to post
transactions to contracts. You can post a single transaction or a range of
transactions, but you can post only one type of transaction at a time.
Before you start
When working with your own data, you should take the following steps
before posting transactions:
Back up your data.
Print transaction listings for each type of transaction that you are
going to post.
If you use security with your system, ensure that the transactions you
want to post have an Approved status.
If you use security with your company database, you need
posting rights for the transaction entry form to be able to post
transactions created using the form.
Note:
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Sage Accpac ERP
To post a range of timecards:

1. Choose the Post Transactions icon from the PJC Transactions folder.
Project and Job
Costing
2. For the Transaction Type, select Timecards.

3. Select Range in the Posting The Following Transactions section, then
type the number of the first timecard you entered in Lesson 5 in the
first range field. You can leave the ZZZ entry in the To field to post
all transactions including the last timecard you entered.
If you did not write down the timecard number, you can use the Finder
to help you identify and select the first timecard.
Project and Job Costing lets you choose whether to post all unposted
transactions of the selected type or a specified range of transactions.
4. In the Include Documents With The Status field, select Entered as the
status a transaction must have to be posted at this time. (You use
these fields to restrict posting to transactions that are entered,
approved, or ready for approval.)
5. Click Post to post the timecards.
The program displays a message telling you when posting is complete.
Posting errors
Project and Job Costing posts only error-free entries. If a transaction you
try to post contains an error, you will have to recall the transaction in the
original transaction-entry form, correct the error, and then repost the
transaction.
Posting sequence
number
Project and Job Costing assigns a unique posting sequence number to

each posting run. This number appears on the posting journal for each
transaction type, providing an audit trail. (The next posting sequence
number to be assigned appears on the Transactions tab of the Options
form for each transaction type.)
Workbook
949
Printing Posting Journals

Next, you will print a Timecard posting journal.
Each time you post, Project and Job Costing creates a journal of the
transactions you posted together. Posting journals provide a record for
your audit trail of all posted transactions and the journal entries that were
created for your general ledger.
You should print and file each posting journal as it is created.
To print the Timecards posting journal:
1. Double-click the Posting Journals icon in the PJC Transaction Reports
folder. The PJC Posting Journals form appears:
2. Complete the Posting Journals form to print the timecards you

entered, as follows:
Select Posting Journal. Click the Timecards option in the Select
Posting Journal section.
From Posting Sequence / To Posting Sequence. You use these
fields to specify the range of timecard posting sequences to include on
the report. Enter 3 in the From Posting Sequence field and 4 (or the
number you see in the To Posting Sequence field, if it is different) in
the To Posting Sequence field.
Printing a range of
posting journals
If you choose the default range of posting sequence numbers, you will
print all the timecard posting journals that have not been printed and
cleared previously.
To print all uncleared posting journals, accept the default range of
numbers and select the Reprint Previously Printed Journals check box.
Clearing posting
journals
950
You cannot clear a posting journal until you have printed it to a printer
or a file. Once you clear a posting journal using Clear History, you
cannot print it again.
Sage Accpac ERP
Reprint Previously Printed Journals. You would select this check

box if you had printed the sample posting journal before, and wanted
to print it again. You do not need to select this option.
Include Optional Fields. This option appears if you use Sage Accpac
Transaction Analysis and Optional Field Creator. You do not need to
select this option.
Include G/L Integration Detail. Select this option to include the
description for each transaction entry created for the general ledger,
and the reference, description, and comment included with each
general ledger transaction detail. (The options on the Transactions tab
of the G/L Integration form, in the PJC Setup folder, determine the
type of information that is included with general ledger transactions.)
Sort By. This option lets you specify an order for the report.
Select Transaction Date as the order in which to list transactions on
the posting journal.
The transactions will be listed in order by the transaction date and
entry numbers they were assigned when you processed them.
3. When you are ready, click Print to send the report to your screen or
printer.
4. Review the posting journal.
Check the amounts posted for the timecards, to be sure you entered
the figures correctly.
5. When you have finished looking at the posting journal, click Close to
close the Posting Journals form.
Close button
If you are viewing the journal using the Preview screen, click the close
button at the top right of the screen to return to the Posting Journals
form, and then click Close to close the form.
For more information about the posting journals, see the Posting
Journals section of Chapter 7 in the Project and Job Costing User Guide.
You should print and check the Transactions report before you post
transactions in Project and Job Costing.
You can use the Post Transactions form to post a single transaction or
a range of transactions of the same type.
Workbook
951
Project and Job

Costing
Include Tax Information. Select this option to list the tax

authorities, tax classes, and tax included status used for each
transaction.

You should always maintain and identify source documents, and print and
file transaction listings and posting journals as soon as they are produced,
so that you can trace any posted transaction from general ledger entry to
the source.
Lesson 7: Create Billings

Now that Sample Company has completed the work for Custom Comfort,
it wants you to bill the customer.
In this lesson, you will generate invoices for Custom Comfort for the costs
Sample Company has incurred so far.
Mark projects Completed, in preparation for billing and revenue

recognition.
Use the Create Billing Worksheet form (available in the A/R Billings
folder) to generate invoice entries for projects you want to bill.
Use the Billing Worksheet form to review the entries you generated.
Post the worksheet using the Billing Worksheet form.
Before you start
952
Read Billing Customers, under Periodic Processing, in Chapter 2 in

the Project and Job Costing User Guide.
For information about the formulas that Project and Job Costing uses
to calculate billings, see Appendix E, Billing and Revenue
Calculations, in the Project and Job Costing User Guide.
Make sure all other Sage Accpac forms are closed, and then advance
the session date to August 2, 2010.
On the PJC Options form, click the Integration tab, and then select the
option Automatically Post A/R Batches. When you post the billing
worksheet in Project and Job Costing, the program will post the batch
automatically in Accounts Receivable, so you do not have to post the
batch yourself.
Mark the Custom Comfort projects Completed, as described next.
Sage Accpac ERP
Mark the Projects Completed
To mark the projects Completed, in preparation for billings and

revenue recognition:
1. Open the Contract Maintenance form and display contract
220-1500-10, if it is not open.
2. Click project 1001 on the tree to display the project in the Project
Maintenance form.
3. In the Project Status field, select Completed.
4. On the Project Maintenance form, click Save to save your changes.
(On the tree, the folder icon for the project changes to reflect the new
status.)
5. Click project 1003 on the tree, select the Completed status for this
project, and click Save (as for project 1001).
6. On the Contract Maintenance form, click Save to save your changes to
the contract.
Create a Billing Worksheet

Now, you will use the Create Billing Worksheet form to produce worksheet
entries that show the details of the invoices that Project and Job Costing
will create for Custom Comfort. You will review and the post billing
worksheet, later, using the Billing Worksheet form.
To create a billing worksheet for Custom Comfort:
1. Choose the Create Billing Worksheet form from the A/R Billing
subfolder, in the PJC Periodic Processing folder.
Workbook
953
Project and Job

Costing
Because the Custom Comfort projects use the Completed Project

accounting method, you cannot create billings or recognize revenue for
either project until it has a Completed status.
2. Select billing options as follows:

Worksheet Number. Accept the New entry in the Worksheet
Number field. Project and Job Costing assigns a new worksheet
number when you generate the worksheet.
Cutoff By and Transaction Date. In the Cutoff By field, select
Transaction Date, and then accept August 2, 2010 in the Transaction
Date field that appears.
If you select Year/Period in the Cutoff By field, the program lets you
specify the year and period, rather than the transaction date, for the
cutoff.
The program uses the cutoff date, or year and period, to determine
which costs and charges to include, and (depending on the accounting
method used) to calculate completion percentages for the project or
category.
Document Date. Accept August 2, 2010 as the date to be used on
the invoice. (The program displays the fiscal year and period
corresponding to the posting date. This company uses the
document/transaction date as the default posting date.)
Description. Type Construction of Display Unit for Custom
Comfort as the description for the invoice batch.
Invoice Type. Select Both in this field to produce a worksheet that
includes both summary and item details. You want to generate
invoices for projects that use different invoice types.
Project and Job Costing lets you choose whether to produce
worksheets only for projects that use an item invoice type or for
projects that use a summary invoice, or you can generate a worksheet
that includes both invoice types.
954
Sage Accpac ERP
Retainage Exchange Rate. Ignore this field. We are not using

retainage in these lessons.
Create Invoices By. Select Customer to generate one summary

invoice and one item invoice that include all billable amounts for
Custom Comfort.
The other options are:
Contract. This option lets you generate a separate invoice for

each contract.
Project. This option lets you generate a separate invoice for each
project.
Select By. In this field, select Customer Number, and then type 1500
in both fields that appear, so that Project and Job Costing produces
invoices only for customer 1500.
You can also specify a range of account sets, contract managers,
customer numbers, project types, or contracts, projects, and
categories. Project and Job Costing lets you specify up to four selection
criteria to further define the range of invoices to create. (You use the
Then By fields to specify additional criteria.)
Project and Job Costing also lets you specify whether to include details
for inactive customers, customers, contracts, projects, or transactions
on hold, non-billable transactions, or zero-billed fixed price projects.
However, you do not need to select any of these additional fields for
this billing.
3. Click Generate to produce a billing worksheet.
4. Click Close.
Review and Post the Billing Worksheet

In this lesson, you will use the Billing Worksheet form to review and post
the billing worksheet you created for Custom Comfort. Project and Job
Costing will use the entries on the worksheet to create invoices for
Accounts Receivable, unless you change them manually.
Workbook
955
Project and Job

Costing
If you have a multicurrency system and Accounts Receivable uses

retainage accounting, your selection in this field determines the
exchange rate to use when you process the outstanding retainage for
the current billing. You can choose to use either the rates from the
original documents or the rate in effect when you process the
retainage document.
When you post the billing worksheets, the program updates the billing
information for the affected contracts and projects, and creates an invoice
batch in Accounts Receivable.
Before you start
If you have not already done so, select the option Automatically Post
A/R Batches (on the Integration tab of the PJC options form) so that
the program will post the batch in Accounts Receivable when you post
the worksheet in Project and Job Costing.
To review the billing worksheet:

1. Choose the Billing Worksheet icon from the A/R Billing folder.
2. Use the Finder for the Worksheet Number field to select the worksheet
you created earlier in this lesson.
The program displays the worksheet, as follows:
The program displays the description you entered for the worksheet in
the Create Billing Worksheet form.
You cannot change the tax group or tax reporting currency information
for an invoice in Project and Job Costing. The program supplies this
information from the contract. (You can change this information for
the invoice in Accounts Receivable, if you are allowed to edit external
batches in that program.)
However, you can change the rate type, rate date, or exchange rate
for a line (invoice) on the billing worksheet by selecting the line, then
clicking the Finder for the required field.
You can also change the A/R Account Set.
3. To view invoice details, select the line on the grid, then click the
Details button, or press F9.
956
Sage Accpac ERP
Project and Job

Costing
The program creates

separate invoices for
projects that use an
item invoice type and
those that use a
summary invoice type.
It also creates separate
invoices for each tax
group used by a
customer.
For projects that use an

item invoice type, you
can click this button to
drill down to original
transactions.
Project and Job Costing lets you adjust amounts or descriptions. For
projects that use a percentage complete accounting method, you can
also change the percentage, if necessary.
Changing the
billing type for
non-billable time
and materials
details
For time and materials projects, if the project, category, and (on
standard contracts) resource are all billable and you included nonbillable transactions when you created the worksheet, you can change
a non-billable transaction to billable on the worksheet.
4. To post the entries for the worksheet, click the Post button.
When you post a billing worksheet, Project and Job Costing creates
invoices, adding the invoices to an open Project and Job Costing if one
exists in Accounts Receivable. If you use the option Post A/R Batches
Automatically (on the PJC Options form), the program posts the
invoice batch in Accounts Receivable for you.
5. If you do not use the option to post A/R batches automatically, post
them now in Accounts Receivable. (For information on posting invoices
in Accounts Receivable, see the Accounts Receivable User Guide.)
To see the effect of this billing, after the invoices are posted in Accounts
Receivable, open the Contract Maintenance form and click the Activity tab
for each project. (Accounts Receivable updates the projects when you post
the invoices in that program.)
Recording
customer
payments
If you were using your own data, you would record your customers
payments using the A/R Receipts form in Accounts Receivable. For
detailed information and steps for entering job-related receipts, see the
Accounts Receivable User Guide. (You will not record receipts in these
lessons.)
Also, you would print the Detailed Transactions report as record of this
billing for your audit trail. (You can restrict the report to billing
transactions by selecting Billing in the Print field.) This report can help you
to reconcile the invoices to the underlying transactions in Project and Job
Workbook
957
Costing. For information on how to print this report, and other reports in
Project and Job Costing, see Chapter 7 in the Project and Job Costing User
Guide.
You do not print posting journals for billings in Project and Job Costing.
You print the posting journals in Accounts Receivable after you post the
invoices in that program.
Before you can create billings for projects that use the Completed
Project accounting method, you must change their status to
Completed.
The program creates separate invoices for projects that use an item
invoice type and those that use a summary invoice type. However, you
can include both invoice types on the same worksheet.
The program also creates separate invoices for each tax group used by
a customer.
The cutoff date determines the costs and charges included in a billing.
It is also used to calculate completion percentages for projects and
categories, depending on the accounting method.
You can edit billing worksheets before you post them.
You can post individual worksheets using the Billing Worksheet form,
or you can post a range of worksheets using the Post Billing
Worksheets form.
If you use the option Automatically Post A/R Batches, the program
posts the batch in Accounts Receivable when you post the billing
worksheet in Project and Job Costing.
Lesson 8: Update Payroll

Project and Job Costing lets you send job-related timecards to your payroll
program where you can produce checks for your employees, as usual. In
this lesson, you will export the two timecards you entered in Lesson 5 to a
CSV file.
Normally, if you use Sage Accpac Canadian or US Payroll, and the
employees have employee records in that program, you would send the
timecards to Payroll. You would process the timecards, as described in the
Canadian or US Payroll documentation.
However, if you do not use Sage Accpac Payroll, Project and Job Costing
lets you export timecard entries to a CSV file that you can import into
958
Sage Accpac ERP
Lesson 8: Update Payroll
another payroll program. You can also update the status of exported
timecards, so that you do not export them twice.
Export timecard information you entered in Project and Job Costing,

ready to import into another payroll program.
If necessary, start the sample data and open the Contract Maintenance
form, following the instructions in the sections Start the Sample
Data, in Chapter 1 in this Workbook.
Do Lesson 5 in this tutorial, if you have not already done so.
Updating Payroll
To update your payroll program:
1. Choose Update Payroll from the PJC Periodic Processing folder.
2. Specify the payroll timecards to update, using the following fields:

From End Date / To End Date. You use these fields to specify the
period end dates for the range of timecards you are sending to your
payroll program.
Enter July 5, 2010 in the From End Date field, and July 19, 2010 in
the To End Date field, in the format your system recognizes.
From Employee Number / To Employee Number. You use these
fields to specify the range of employees for whom you are updating
timecards in your payroll program.
Workbook
959
Project and Job

Costing
Whether you are updating a Sage Accpac payroll program or creating a

CSV file, the Update Payroll process is straightforward and both cases are
very similar. If you are using a CSV file with your own data, however, you
need to consult the documentation for your payroll program to find out
how to import it into that program.
In the From Employee Number field, type 100010. In the To

Employee Number field, type 100040.
Payroll Type. Select None.
When you select None, an Update Status field appears. Select the
Update Status field to prevent the timecards from being exported
again.
When using your own data with a Sage Accpac Payroll
program, you select Canadian Payroll or US Payroll (depending on
the program you use) provided the employee has a record in the
Sage Accpac payroll program.
Note:
3. Click Update.
4. In the Save As dialog box that appears, browse to the location where
you want to store the file, type the filename you want to use for the
exported data, and then click Save. The program saves a CSV file
containing the exported timecard entries.
5. Click Close to close the Update Payroll form.
What next?
In the next lesson, you will recognize revenue and close the projects.
You can close the Sage Accpac desktop, if you want to continue these
lessons at another time.
If you use Sage Accpac Canadian or US Payroll, you can update that
program with employee timecards entered in Project and Job Costing.
Only timecards for employees that have a record in the payroll
program will be sent to Sage Accpac Canadian or US Payroll.
If you use another payroll program, you can export timecards to a CSV
file, which you can then import into the non-Sage Accpac program.
Lesson 9: Recognize Revenue and Close Projects

In this lesson, you will use the Create Revenue Recognition Worksheet
form to generate entries to recognize revenue for both Custom Comfort
projects.
You will also use the Revenue Recognition Worksheet form to review the
revenue recognition entries, and to post them. You will also learn about
closing projects.
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Sage Accpac ERP
Both Custom Comfort projects use the completed project accounting

method. This means that both projects must be marked Completed before
Project and Job Costing will clear the billings and work in progress
accounts or recognize revenue for the projects.
Because you have already marked the projects Complete (in Lesson 7),
you can recognize revenue for these projects, as described in the next
section. The Completed status signals to Project and Job Costing to
change the project status to Closed when you post the entries, and to
create entries to clear the billings and work in progress accounts.
For information on the timing of revenue for different accounting methods,
the formulas Project and Job Costing uses to calculate revenue, and the
general ledger entries it creates to recognize revenue, see Appendix E,
Calculating Billings and Revenue, in the Project and Job Costing User
Guide.
Recognize revenue for projects that use the Completed Project

accounting method.
Post revenue recognition entries using the Revenue Recognition

Worksheet form.
Read the section Recognizing Revenue in Chapter 2 in the Project

and Job Costing User Guide for an overview of how the program
recognizes revenue for different project types and accounting
methods.
Do Lessons 2 through 7 before doing this lesson.
Check that the PJC invoice batch (created in Lesson 7) is posted in

Accounts Receivable. Post it if it is unposted. (Revenue Recognition will
not close the projects if there are any unposted invoice batches in
Accounts Receivable.)
Recognizing Revenue
Before you start
Change the session date to August 15, 2010, using the date format
your system recognizes.
Workbook
961
Project and Job

Costing
Project and Job Costing removes amounts from the work in progress
account and the billings account only when the customer assumes the
rights and responsibilities of ownership, the timing of which depends on
the projects accounting method.
To recognize revenue:
1. Choose Create Revenue Recognition Worksheet from the Revenue
Recognition subfolder, in the PJC Periodic Processing folder.
2. Accept the New entry in the Worksheet Number field to let Project and
Job Costing assign the next revenue recognition sequence number to
the worksheet.
3. In the Description field, type Recognize revenue for Custom
Comfort as the description for this revenue recognition run.
4. Identify the period for which to recognize revenue:
Cutoff By and Cutoff Date. Accept Transaction Date and August
15, 2010 in these fields.
Depending on your choice in the Cutoff By field, the program displays
a Year/Period field or a Cutoff Date field.
The program uses the cutoff date (or year and period) to determine
which costs and charges to include in calculating completion
percentages for the project or category (depending on the accounting
method used).
Worksheet Date. Accept August 15, 2010 as the transaction date for
the revenue recognition entries.
The program displays 2010-08 as the year and period to which to post
the revenue recognition entries. (You can click the Zoom button next
to the Year/Period field, then enter a different posting date in the form
that appears, if you wanted to override the posting date.)
5. In the Select By field, select Contract, Project, Category to restrict
revenue recognition to the Custom Comfort contract and its projects
and categories. Then, in the range fields that appear when you make
this selection, enter information as follows:
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Sage Accpac ERP
For the first range, enter 220-1500-10 in both fields.
For the second range, accept the blank entry (the start of the
range) and the ZZZ entry, to recognize revenue for all projects
in the contract.
For the third range, accept the blank entry (the start of the range)
and the ZZZ entry, to recognize revenue for all the cost
categories.
Project and Job Costing lets you select the projects for which to
recognize revenue in a number of ways. You can recognize revenue for
a single contract, a range of contracts, or for all contracts. You could
also limit revenue recognition to particular projects, categories,
account sets, project types, and accounting methods, or (if you select
None) all contracts, projects, and categories.
6. In the Then By field, accept the None entry to include all the contracts,
projects, and categories not restricted by the Select By field.
You can use this field to further restrict the projects for which to
recognize revenue by specifying Account Set, Project Type, or
Accounting Method. (If you made a different selection in the Select By
field, you could also select Contract, Project, Category in the Then By
field.)
You can include
additional criteria
The fields in the Include section let you specify additional criteria for
the revenue recognition run, such as whether to:
Close projects that you did not close previously when posting the
final revenue recognition worksheet for a completed project.
Recognize revenue for contracts or projects that are on hold.
Recognize revenue for fixed price projects that use the project
percentage complete accounting method, even if no cost
transactions were posted for them during the period.
7. Click Generate to create a worksheet that contains revenue recognition

entries for the Custom Comfort contract and its projects and
categories.
Project and Job Costing displays a message telling you whether it
created the revenue recognition worksheet successfully.
8. Click Close.
Review and Post the Revenue Recognition Worksheet

You use the Revenue Recognition Worksheet form to review revenue
recognition entries before posting them.
Workbook
963
Project and Job

Costing
To review and post the revenue recognition entries:

1. Choose Revenue Recognition Worksheet from the Revenue Recognition
folder.
2. In the Worksheet Number field, select the worksheet you created in
the previous section. (This should be REVREC0001. You can check the
number by clicking the Finder, then selecting the last worksheet in the
list.)
The program displays the following worksheet:
To review the general ledger entry details:

a. Select the first line on the grid (for the fixed price project, 1001),
then click the Details button. The program displays the G/L Entry
Details form, as follows:
b. Click Close to return to the worksheet, and review the details for
lines 2 and 3, in turn.
c. Click Close to close the G/L Entry Details form.
3. When you have finished reviewing the entries, click Post.
964
Sage Accpac ERP
The program displays the following message:
5. Click Yes to mark the displayed project Closed, until the program has
finished closing projects.
You can complete a project at any time, even if total costs
and billings do not match the estimated costs and revenue for the
project. (If you close a project that has outstanding retainage
payable or retainage receivable, however, you will have to reopen
the project to post retainage invoices, later.)
Note:
6. When a message appears telling you that posting is complete, click

Close.
7. Click Close to close the Revenue Recognition Worksheet form.
A projects accounting method determines when Project and Job

Costing recognizes revenue for the project. For example, projects that
use the completed project accounting method must have a project
status of Completed to recognize revenue.
The accounting method also determines when project costs are cleared
from the work in progress account and the billings account.
When you post a revenue recognition worksheet, Project and Job

Costing closes projects that have a Completed status. However, it does
not close projects that have unposted invoice batches in Accounts
Receivable.
Workbook
965
Project and Job

Costing
4. Select Confirm All Completed Projects Before Closing to approve the

closure of each project individually. Project and Job Costing displays
the following message next:
The cutoff date determines which costs and charges to include when
calculating the percent complete for a project or category.
You can recognize revenue for a single contract or a range of

contracts, and you can limit revenue recognition to particular projects,
categories, account sets, project types, and accounting methods.
You review, edit, and post revenue recognition worksheets using the
Revenue Recognition Worksheet form.
Where To Now?
Now that you have used some of the major forms in Project and Job
Costing, you can process transactions for your own data.
You can also use the sample data to try other Project and Job Costing
features without affecting your own data.
For more information and instructions on processing transactions, refer to
Chapter 5 in the Project and Job Costing User Guide. See Chapter 6,
Periodic Processing, in the User Guide for information about recognizing
revenue, processing billings, and any other steps that are part of your
period-end procedures.
For detailed information about how Project and Job Costing calculates
billings and revenue, see Appendix E, Calculating Billings and Revenue,
in the Project and Job Costing User Guide.
If you have not yet set up your own Project and Job Costing system,
follow the instructions in Chapter 3 in the Project and Job Costing Getting
Started guide.
When you are using Project and Job Costing forms, remember to take
advantage of online Help (by pressing the F1 key) to find out about the
field or form you are using, and to display information about other aspects
of the program.
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Sage Accpac ERP
Chapter 10
Canadian Payroll
Workbook
10i
Canadian
Payroll
Before You Begin ......................................................................... 10-1

Lesson 1: Enter Timecards ............................................................... 10-2
Add a New Timecard .................................................................. 10-3
Enter Hours for an Hourly Rate Earning .............................................. 10-5
Enter a Bonus Timecard .............................................................. 10-7
Enter a Special Earning ............................................................... 10-8
To Edit Entries ........................................................................ 10-9
Lesson 2: Enter and Post a Manual Cheque ............................................ 10-10
Enter Data from a Handwritten Cheque ............................................. 10-11
Enter the Cheque Details ............................................................ 10-12
To Edit Entries ....................................................................... 10-13
Process the Manual Cheques ......................................................... 10-14
Post the Manual Cheques ............................................................ 10-15
You Have Learned That .............................................................. 10-16
Lesson 3: Calculate Payroll ............................................................. 10-16
A Normal Payroll Run ................................................................ 10-17
A Special Payroll Run ................................................................ 10-19
Lesson 4: Verify and Correct Payroll .................................................... 10-20
Lesson 5: Print Cheques and Post ...................................................... 10-21
Where To Now? .......................................................................... 10-23
Chapter 10
Canadian Payroll
This chapter takes you through a cycle of payroll processing using a set of
sample data.
The lessons will familiarize you with Payroll before you use it with your
own data, and will teach you how to use Sage Accpac tools such as Help,
Finder, menus, and buttons.
Canadian
Payroll
Enter timecards
Enter a manual cheque
Calculate payroll
Verify calculation and correct errors
Print cheques and post
Print reports
you can do Lesson 1 by itself, to practice entering timecards, or do
Lessons 1, 3, 4, and 5 to run through a complete pay cycle.
are most useful to you. You can skip lessons that cover tasks you do not
usually perform. You can wait and do certain lessons when you have a
problem using the function, or when you are ready to do the tasks and
want to practice first.
Before You Begin

You must install Payroll and the sample data before commencing the
tutorial.
The tutorial lessons use data from a fictional company that sells office
furniture and supplies. The name of the company that uses Canadian
Payroll is Sample Company Ltd.
Note: Sage Accpac ERP comes with two sample databases. Sample
Company Ltd. is a Canadian company that uses Canadian Payroll,

and Sample Company Inc. is a US company that uses US Payroll.
Workbook
101
Canadian Payroll
Read Chapter 2, What You Need to Know Before Using Payroll, in the
Sage Accpac Canadian Payroll User Guide, for a review of the concepts
behind the tasks that are discussed in these lessons.
lessons.
Print out this

chapter for easy
reference
Lesson 1: Enter Timecards

Enter hours, sales,
or counts that vary
between periods
You normally use timecards when you need to enter hours, sales, or piece
counts that vary from pay period to pay period, or when you need to flag
earnings for special consideration regarding employment insurability.
You also enter timecards to record banked time earned and enter
vacation, sick, and banked time taken, and to enter one-time
earnings/deduction and tax amounts. The pay and tax information you
enter on timecards overrides the information in the employee record.
In this lesson, you will use the detailed Payroll timecard to learn how to
enter timecards. The Payroll program uses the detailed Payroll timecard
(not the Employee timecard) to calculate payroll.
Enter hours worked for the current pay period on a new timecard.
Enter a timecard for a one-time bonus paycheque and look at the

override feature for cost center posting.
102
Read the Entering Timecards section of Chapter 2, What You Need

to Know Before Using Payroll, in the Canadian Payroll User Guide to
learn how Payroll handles timecards.
Read the Detailed Payroll Timecards section of Chapter 6,

Processing Payroll, in the Canadian Payroll User Guide to learn how
data entry fields affect processing.
Sage Accpac ERP
Add a New Timecard

1. From the Payroll Transactions folder, choose Payroll Timecards, and
then open the Timecards form.
Canadian
Payroll
Information that
applies to the
timecard as a
whole.
Use the Earnings/
Deductions tab to
enter hours, and
pieces, or override
percents or
amounts.
Use the Taxes tab
to override certain
tax information for
a timecard.
The Segments
button opens a
form for cost
center overrides.
Figure 10.1 Use the Timecards form to add the entries for Lesson 1.
You can rearrange the columns in which you enter earning/deduction

and tax information. You can change the order of the columns by
clicking and dragging the column headings. You can resize column
widths by clicking and dragging the vertical lines between columns.
Workbook
103
Canadian Payroll
You can hide columns by right-clicking any column heading and

choosing the Hide option.
The Finder
2. In the Employee field, click the Finder or press F5 to display a list of

the employees in the sample company. Use the Down Arrow key on
your keyboard to move down to Employee 200200 and press Enter to
select the employee.
The Finder is available at every field with the magnifying glass button
next to it. Use it to look up codes or entries, or to save keystrokes.
3. In the Timecard field, type 1, and press the Tab key to move on.
You can use any numbers to identify timecards.
Non-reuseable timecards are deleted after a payroll run, so you

can use the same numbers each time.
You can use as many timecards as you need for each payroll run.
4. Leave the Reuse Timecard box unchecked.

You can select Reuse Timecard if you want to save the timecard for
future use in payroll runs.
You can make reusable timecards inactive if you do not want to use
them for a payroll run.
5. Choose June 30, 2010, for the Period End Date.
The period end date is important information required when processing
non-reusable timecards.
To be processed during a payroll calculation, a timecards period

end date must be the same as the pay period end date that you
enter in the Calculate Payroll form.
To be eligible for entry on a timecard, an earning/deductions start

date must be the same as or earlier than the period end date. The
end date must be the same as or later than the period end date.
The period end date is also used to determine whether vacation,

sick, and banked time carry-over dates have been reached.
You cannot choose a period end date if you are entering a reusable
timecard. Calculate Payroll always processes all active reusable
timecards for employees in the selected frequencies and ranges.
6. For the Description, type June 30 Payroll.
7. Skip the Times Late field.
8. Ensure the Active check box is selected, and that the Print a Separate
Cheque and the Overtime Override check boxes are cleared.
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Sage Accpac ERP
9. Move into the Earnings/Deductions data entry grid area for the next
part of the lesson.
Canadian
Payroll
Figure 10.2 The Timecards form ready for the first earning/deductions line.
Enter Hours for an Hourly Rate Earning

There are two ways you can enter earnings/deductions:
Line by line in the entry grid of the Payroll Timecards form. Each line
scrolls to the right as you complete a cell and press the Tab key.
Or, by pressing the F9 key while in the entry grid, and using the Detail
Earnings/Deductions form to enter information for a single line, one
at a time.
In this part of the lesson, use the entry grid method to enter the hours
from the employees timecards.
1. Click the Earnings/Deductions column heading to display the valid
earnings and deductions codes for the current employee.
2. Double-click HOURLY to enter the number of hours worked in this pay
period, and tab through the Description and Type fields to the Date.
Workbook
105
Canadian Payroll
3. Click the Calendar button beside the Date field (you may have to
double-click the cell in the grid), and select June 25, 2010 for the
date.
4. Tab through the Start Time and Stop Time fields, and type 40. in the
Hours field to specify 40 hours for the pay period.
If you tab to the Days Worked field near the end of the detail line, you
can see that the program has calculated 5 days work for a 40-hour
entry.
5. Click the Add button to add the completed employee timecard.
You are now going to add a few more details to record three days work
in the next week.
6. Press the Insert key on your keyboard to start a new detail line, and
click the Earnings/Deductions column heading again to select the
Finder.
7. Select HOURLY again, tab to Date field, and enter the date 06/28/10.
(Your system may be set up to use a different date format, such as
DD/MM/YYYY, or YYYY/MM/DD.)
This is the date of the first of three daily timecards you will enter for
the employee.
8. Tab through the Hours column. It should show that this employee
worked 8 hours on Monday (the 8 default hours are displayed from the
employees record).
Note that you can enter the particular start and finish times for each
working day, or you can enter the number of hours.
9. Tab through the remaining fields on the first line. The distribution
accounts and workers compensation group and code for this
earning/deduction appear. Information related to the employee is
displayed, such as the employees overtime schedule, shift schedule,
shift, and pooled tips.
If you tab through all the fields, the system puts you into the next line
of the table, ready for another entry. You can also press the Insert
key to get to the next line in the grid.
10. Enter two more lines from the remaining daily timecards:
Date
06/29/10
06/30/10
Hours
9
12
11. On the last line, go to the Shift Schedule field, and use the Finder to
choose the WHSE shift schedule, and then choose 3 in the Shift field.
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Sage Accpac ERP
Sample Company is taking inventory on June 30, and everyone is

helping out.
The system determines from the employees overtime schedule
whether hours entered includes any overtime and, if so, the overtime
dollars or hours earned.
This employee is assigned to the OTPAY overtime schedule, so they

will automatically be paid at a rate of 1.5 times the regular hourly
rate for the hours worked over 8 in each one-day period.
WHSE shift number 3 receives a shift differential of an additional

$0.50 per hour for all the hours worked.
12. Press Tab to move to the Save button. Click the Save button, press the
space bar, or press Alt-S to record the details entered.
Enter a Bonus Timecard

Now youll enter a timecard for paying a special bonus. You must already
have set up the earning and assigned the earning to each employee
expected to receive the bonus.
In the sample data, the earning set up as a bonus has a frequency of 22
pay periods per year. There are no 22-pp-per-year employees in the
sample data, so the bonus earning is not included in payroll calculation
unless you explicitly include it when you run Calculate Payroll. You'll learn
how to do this in Lesson 3.
New icon
1. Open the Payroll Timecards form if you havent already done so. At
the Employee Timecard field, choose the New icon to clear all fields.
2. In the Employee field, click the Next button to choose employee
number 100020. Or press F5 or click the Finder button to display a
list of the employees in the sample company, and choose the
employee.
3. In the Timecard field, enter 1 for the Timecard number.
Workbook
107
Canadian
Payroll
Note that for the selected earning/deduction, you can change

distribution accounts, override the default segments set up for posting,
and change the overtime schedule, shift schedule, shift, and workers
compensation group and code. You can edit the Pooled Tips column
only if the earning was Reported Tips.
Canadian Payroll
Since you want to print a separate cheque, the simplest procedure is

to create a new timecard rather than include the earning on an
existing timecard.
4. Ensure the Reuse Timecard check box is cleared, and enter 06/30/10
as the Period End Date.
5. Enter AttendanceBonus in the Description field.
6. Accept the default that appears in the Times Late filed.
7. Make sure that the Active check box is selected.
8. You want to print a separate cheque for the bonus payment, so select
the Print a Separate Cheque check box. (If you wanted to include
special pay on a regular payroll cheque, you would leave check box
cleared instead.)
9. Press Tab to move into the Earnings/Deductions data entry area.
Enter a Special Earning

1. At the Earning/Deduction field, click the Finder or press F5 to display a
list of earnings/deductions assigned to the employee. Use the Down
Arrow key to move down to earning/deduction BONUS and press
Enter to select it.
2. Tab through the columns into the Rate/Amt/Pct column.
Because the earning calculation method is Flat, the system accepts a
dollar amount in the Rate/Amt/Pct column.
3. Enter 400 to pay the employee a $400 bonus and tab through the
remaining fields.
distribution accounts, override the default segments set up for cost
center segment replacement, and change the workers compensation
group and code.
Taxes tab
108
4. Now, before you save your work, select the Taxes tab to view the
taxes data entry grid area.
Sage Accpac ERP
On the Taxes tab, you can enter any tax (including 0.00) to override
for the pay period the tax amount that would otherwise be calculated
when you process the timecard.
5. Select the Earnings/Deductions tab to return to the Earnings/
Deductions data entry area.
If you want, you can change the cost center to which an
earning/deduction will be posted.
You can override the G/L accounts, or segments of the G/L accounts,
either by overriding the account numbers in the earning/deduction
entry grid directly, or by using the Cost Center Override form.
To post the earning/deduction to a different cost center, change the

code(s) in the Cost Center Override form. For example, to post this
earning to Division 2 rather than Division 1, enter the 200 as the
Segment Code (for Division 2).
Since the default cost center is correct, do not change it in this lesson.
7. Choose the Close button or press Alt-C to close the Cost Center
Override form.
8. Click the Add button or press Alt-A to record the earning/deduction.
9. Click the Close button or press Alt-C to close the Payroll Timecards
form.
To Edit Entries
You can print the Timecards report from the File menu in the Timecards
form or from the Payroll Transaction Reports folder to verify the data you
have entered for each timecard. If you see an error before you process
timecards, you can edit any of the entries you have made.
You use timecards to pay employees for work that varies from one pay
period to the next (hours worked or sales completed, for example).
Workbook
109
Canadian
Payroll
6. To open the Cost Center Override form, highlight the entry in the grid,
and click the Segments button or press Alt-G.
Canadian Payroll
You also use timecards to cut special cheques or to add special pay to
an employees regular pay cheque.
The system uses the pay period end date to determine whether the
timecard or its earning/deduction entries are eligible for inclusion in
payroll calculation.
On the Timecards form, you enter information in the following areas:
Earnings/Deductions tab. For entering earnings/deductions.
Taxes tab. For overriding tax withholding amounts.
Segments button. Opens a form where you can override the

default replacement segments for an earning/deduction.
Print the Timecards report to verify your entries before processing by

choosing Print from the File menu in the Timecards form or by
choosing Timecards from the Payroll Transaction Reports folder.
You can rearrange, resize, or hide data entry columns in the Timecards
form to suit the way you work.
Lesson 2: Enter and Post a Manual Cheque

If you pay an employee with a cheque written outside of Sage Accpac, you
use the Manual Cheques form to enter the payroll data contained on the
cheque into Sage Accpac Payroll.
Enter, process, and post a manual cheque.
1010
Read the Processing Manual Cheques section of Chapter 2, What

You Need to Know Before Using Payroll, in the Canadian Payroll User
Guide to learn how Payroll handles after-the-fact payroll.
Read the Entering Manual Cheques section of Chapter 6, Processing

Payroll, in the Canadian Payroll User Guide to learn how to enter and
process manual cheques.
Sage Accpac ERP
1. From the Payroll Transactions folder, choose the Manual Cheques icon.
After you enter the manual cheque information and complete the
lesson, the form should look similar to the following image.
Information that
applies to the manual
cheque.
Use the Taxes tab to
enter taxes from the
cheque.
Canadian
Payroll
Enter earnings,
deductions, benefits,
and so forth from
the manual cheque.
The Segments button
opens a window for
cost center overrides.
Figure 10.3 Use the Manual Cheques form to add the entries for Lesson 2
(shown above).
Enter Data from a Handwritten Cheque

Employee number 201210 quit suddenly and requested his pay on the
spot. You wrote him a manual cheque and jotted the following information
on your copy of the stub:
5LFKDUG-DQJ
KUV#
KUV#

)RU
5HJ3D\
27
*URVV
6DYLQJV
&33
,1&7D[
%&,7D[
(,
1628
1HW3D\
Figure 10.4 The manual cheque information you enter in Lesson 2.
Now you will enter the manual cheque information into Payroll.
Workbook
1011
Canadian Payroll
1. At the Employee field, click the Finder or press F5 to display a list of

employees. Double-click Employee 201210, or use the Down Arrow
key to move to Employee 201210, and then press Enter to select him.
2. If you wanted to print the cheque, you would select the Print Cheque
check box. Since this cheque was handwritten and has already been
given to the employee, leave this check box cleared.
3. Enter 1628 (as indicated on the stub in Figure 10.4) in the Cheque
Number field.
4. Enter PRBANK at Bank and PRCHK at Cheque Stock.
5. Enter the pay period start and end dates (06/17/10 to 06/30/10) and
the cheque date (06/30/10) from the stub in Figure 10.4.
6. Enter a description of the manual cheque, Last p/r cheque, to appear
on reports and press Tab until youre on the first line in the
earnings/deductions data entry grid.
Enter the Cheque Details

As with timecards, two methods are available for entering cheque details:
Line by line in the entry grid of the Payroll Manual Cheques form. Each
line scrolls to the right as you complete a cell and press the Tab key.
Or, by pressing the F9 key while in the entry grid, using the Detail
at a time.
In this part of the lesson, use the entry grid format to enter the details of
the cheque.
1. At the Earning/Deduction field, use the Finder to select HOURLY.
2. Move to the Date column and enter 06/30/2010.
Press the Tab key to move to the Hours column. Enter 80, the number
of regular hours.
3. Press Tab to move to the Extended Amount column. The system
displays the employees regular pay (80 hours at $12.00 per hour) of
$960.00.
Now you enter some overtime pay.
1012
Sage Accpac ERP
4. Press the Insert key to start another line. Enter HOURLY in the
Earning/Deduction column.
5. Tab to the Type column. To open a drop-down list of the choices for
Type, double-click the field, and click the drop-down list arrow. Select
Overtime from the drop-down list.
7. Tab to the Hours column and type 5, to enter the employees overtime
hours.
9. Press the Insert key to start another line. Enter SAVE in the
10. Tab to the extended amount column. The savings plan deduction of
$20.00 should appear.
Taxes tab
11. Click the Taxes tab and enter the withholding amounts from the
manual cheque in Figure 10.4 for CPP, INCTAX, BCITAX, and EIR1.
You can verify your manual cheque entries with the running totals
displayed at the bottom half of the Payroll Manual Cheques form.
12. Click the Add button or press Alt-A to record the earnings/deductions
and taxes.
To Edit Entries
You can print the Manual Cheques report from the File menu in the
Manual Cheques form or from the Payroll Transaction Reports folder, to
verify the data you have entered for each cheque. If you see an error
before you process cheques, you can edit any of the entries you have
made.
Workbook
1013
Canadian
Payroll
8. Tab to the Rate/Amt/Pct column and type 18 for the employees

overtime rate (time and a half, or $18.00 per hour). The extended
amount of $90.00 is displayed.
Canadian Payroll
Process the Manual Cheques

You process manual cheques to complete the data set for each manual
cheque that you enter. Processing creates the employer liabilities and
expenses for all taxes that apply to the employees pay, whether or not
the taxes appear on the cheque. Finally, processing manual cheques
creates updated employee data such as hours and taxable wage bases.
You can process manual cheques immediately by choosing the Process
button on the Manual Cheques form. Or you can do so later by clicking
the Process Manual Cheques icon on the Payroll desktop.
1. Since you have only one cheque to process, click the Process button
on the Manual Cheques form.
The Process Manual Cheques form appears:
Figure 10.5 Processing a manual cheque using the Process button. You can
also process manual cheque using the Process Manual Cheque icon on the
Payroll desktop.
2. Accept the default 06/30/2010 for the pay period end date. The
system processes all manual cheques that have the pay period end
date you enter here.
3. In the Pay Period field, you can enter any number to further define the
pay period.
4. Click the Process button to continue.
A progress bar appears, followed by a confirmation message indicating
that processing is complete.
1014
Sage Accpac ERP
5. Click Close; then close the Process Manual Cheques form, and return
to the desktop.
If the system encounters errors during processing, it generates a Payroll
Processing Exceptions Report. For example, this can happen if you enter a
G/L account on the manual cheque that is Inactive, or if you enter a cost
center override that results in an invalid G/L account.
If the system informs you that exceptions were noted during processing,
be sure to print the report and, if necessary, correct the problems.
Post the Manual Cheques

After you process the manual cheque, you must then post it.
This section discusses posting after-the-fact (ATF) manual cheques that
you produced outside of Sage Accpac, such as the one you just processed.
Recall that you did not select the Print Cheque option when you entered
the manual cheque. To post a manual cheque that does not need to be
printed, use the Post Manual (ATF) Cheques form, as described in the
following procedure.
(To print and post manual cheques for which you did select the Print
Cheque option, use the Payroll Cheques form. Lesson 5, Print Cheques
and Post, later in this chapter, discusses posting manual cheques that
also need to be printed.)
1. From the Payroll Transactions folder, click the Post Manual (ATF)
Cheques icon.
The following dialog box appears:
2. Enter 06/30/2010 for the Period End Date. The system posts all
manual cheques with pay period end dates through the period end
date you enter here.
Workbook
1015
Canadian
Payroll
To verify that the manual cheque data was processed correctly, you can
print the Pre-Cheque Payroll Register from the Payroll Transaction Reports
folder. (Although you may have already written the manual cheques, the
Pre-Cheque Payroll Register provides pre-posted manual cheque data. If
you discover errors, you can reprocess corrected manual cheques.)
Canadian Payroll
4. When posting is complete, close the message box, and then click the
Close button to return to the desktop.
5. To verify the posted manual cheque data, you can print the Payroll
Register from the Payroll Transaction Reports folder.
You can maintain payroll data in Sage Accpac that is based on cheques
produced outside the system, which you enter after the fact.
Maintaining manual cheque data is a three-step operation, consisting

of entering the cheques, processing the cheques to create updates to
all the supporting data for a cheque, such as employer tax liabilities,
and posting the cheques, to write the updates to your permanent
records.
On the Manual Cheques form, you enter information in the following

areas:
Taxes tab. For overriding tax withholding amounts from the

cheque.

From the File menu in Manual Cheques or from the Payroll Transaction
Reports folder, print the Manual Cheques Report to verify your entries
before processing.
The Pre-Cheque Payroll Register provides the processed manual

cheque data for your verification.
The Payroll Register shows you the posted payroll data generated by
manual cheques.
Lesson 3: Calculate Payroll

You use the Calculate Payroll icon to calculate and produce the data for
printing paycheques, ROEs, T4s, and Relev 1s, and for preparing other
information you provide to employees and taxing authorities.
The system calculates payroll based on the employee pay and tax
information you set up in the Employees form and on the timecards that
you enter to override employee information for a particular pay period.
1016
Sage Accpac ERP
Run Calculate Payroll as part of a normal pay cycle.
Run Calculate Payroll for a special payment, such as a run of bonus

cheques.

Read the Calculating Payroll section of Chapter 2, What You Need to
Know Before Using Payroll, in the Canadian Payroll User Guide for an
overview of the function.
Read the Calculating Payroll section of Chapter 6, Processing

Payroll, in the Canadian Payroll User Guide to learn how Calculate
Payroll handles employee records and timecards.
A Normal Payroll Run

1. From the Payroll Transactions folder, click the Calculate Payroll icon.
The Calculate Payroll form appears.
Figure 10.6 Use the Calculate Payroll form to process timecards and
calculate automatic (no-timecard) payrolls.
The Payroll Run Date is the date you run this function. The default that
appears in this field is the session date entered in the Open Company
form when you started Sage Accpac.
When you calculate payroll, the system processes only those timecards
that have the same pay period end date as the one entered in the Pay
Period End Date field.
2. Enter 06/30/2010 as the run date, end date, and cheque date.
Workbook
1017
Canadian
Payroll
Canadian Payroll
3. Tab through the Selection List field for this lesson.

You can designate employees for payroll calculation by choosing an
employee list, which is created in the Employee Selection form in the
Payroll Employees folder.
The payroll system will calculate payroll for all employees on the list
who also fall in the selected pay frequencies, who are in the From-To
range of employees on the Selection tab of the Calculate Payroll form,
and who are in the selected classes (if any) on the Selection tab of the
Calculate Payroll form.
You can use selection lists to process payroll for particular locations or
departments.
4. In the Pay Period field, you can enter any number for optional tracking
of the pay period (such as the week number).
5. Ensure All Cheques appears in the Process field.
6. On the Frequency tab, select the check box for Monthly.
This selection will process several salaried, monthly employees in the
sample data who dont use timecards since their pay doesnt depend
on the number of hours worked.
Notice that selecting monthly employees for calculation automatically
selects monthly earnings/deductions.
7. Choose the Selection tab to view the prompts for entering a range of
employees and ranges of classes to refine the selection of employees.
The Selection tab of the Calculate Payroll form allows you to further
define the range of employees for whom payroll will be calculated.
8. Choose the Start Dates tab.
The Start Dates tab lets you enter beginning dates for the pay periods
covered in the payroll run. Start dates appear on the printed payroll
cheques.
9. Click Process to start calculating the monthly earnings/deductions
assigned to all monthly employees.
When the calculation is complete, you may be prompted to view
exceptions that occurred during processing. In the sample data, some
earnings/deductions with frequencies other than monthly are assigned
to monthly employees. These unselected frequencies may show up as
exceptions. You can view or print the report if you wish.
10. Click Close to exit the Calculate Payroll form.
1018
Sage Accpac ERP
A Special Payroll Run

Now you will process the bonus you entered in Lesson 1.
1. Open the Calculate Payroll form if you havent already done so.
2. Enter 06/30/2010 as the run date, end date, and cheque date.
3. Ensure All Cheques appears in the Process field.
4. On the Frequency tab, select the Weekly check box under the Pay
Employees In These Frequencies section.
Figure 10.7 The Calculate Payroll form with 22-per-Year earnings/deductions

only selected for Weekly employees
This procedure ensures that the weekly employees normal (Weekly)

earnings/deductions will not be processed, and that the bonus (with a
frequency of 22 per Year) will be processed.
6. To process only Marilyns bonus, click the Selection tab and enter
100020 in the Include Employees From and To fields.
7. Click Process.
8. Choose Merge from the message dialog box that appears.
9. When processing is complete, view or print the exceptions if you wish,
and then click Close.
You can print the Pre-Cheque Payroll Register to verify that the payroll
was calculated correctly.
Workbook
1019
Canadian
Payroll
5. Under the Include Earnings/Deductions With These Frequencies

section, clear the Wkly (Weekly) check box and select the 22perY (Per
Year) check box, as shown in the following image.
Canadian Payroll
Calculate Payroll uses information from the employee record and

supplements or overrides it with information from timecards, when any
timecards exist.
You can select employees to process by frequency, by number, by

selection list, and by class code. You can process earnings/deductions
of any or all allowable frequencies.
Calculate Payroll processes only timecards with the same pay period
end date as the pay period end date you enter on the Calculate Payroll
form.
You can print the Pre-Cheque Payroll Register to verify payroll

calculation.
Lesson 4: Verify and Correct Payroll

Sage Accpac Payroll allows you to add or correct timecards or manual
cheques after calculating or processing payroll, and to run Calculate
Payroll or Process Manual Cheques multiple times to correct errors you
discover in a payroll run.
Print the PreCheque Payroll
Register
The Pre-Cheque Payroll Register is your verification tool for payroll

calculation and processing manual cheques. Print the report before you
print and post system-generated cheques or post manual cheques.
Printing and reviewing the Pre-Cheque Payroll Register immediately after
calculating payroll allows you to catch any payroll mistakes as early as
possible.
Correcting errors
after calculating
payroll
If you discover errors in your payroll data after calculating payroll, and
you have not yet printed and approved paycheques, you can use the
Timecards function to correct the errors and Calculate Payroll to reprocess
employees. (If the payroll errors arose from entering the wrong selection
criteria on the Calculate Payroll form, you may only need to run Calculate
Payroll.)
You can correct the data for selected employees, recalculate payroll for
those employees only, and merge the recalculated data with the current
unposted activity. Alternatively, you can erase the existing activity for the
period and recalculate payroll for all employees.
Payroll data errors

can result from
errors in employee
records
1020
You may need to recalculate payroll because of errors in your employees

pay and tax information. If you discover this type of error after calculating
payroll, you can correct the employee pay and tax information on the
Employees form and then recalculate payroll.
Sage Accpac ERP
Lesson 5: Print Cheques and Post
Correcting errors
after processing
manual cheques
If you discover an error after processing manual cheques, you can use the
Manual Cheques form to correct the manual cheques and then reprocess
them. The results of the second manual cheque processing replace the
results of the first.
You can process manual cheques multiple times within a pay period. If
you enter and process additional manual cheque data for an employee
after posting an earlier manual cheque for the employee, however, the
results of the second processing are added to the results of the first.
Lesson 5: Print Cheques and Post
If you opted to create G/L batches automatically during payroll posting,

approving the printed cheques generates batches of payroll transactions
for posting to the general ledger.
If you chose to generate G/L batches on request instead, the Payroll
Cheques function creates a holding file of transactions from which you can
create batches using the Create G/L Batch function on the Periodic
Processing folder.
You can also use the Payroll Cheques function to print and post manual
cheques entered through the Manual Cheques form. To enable the printing
of manual cheques, you mark the Print Cheque box on the Manual
Cheques form.
If you do not mark the Print Cheque box in Manual Cheques, the system
assumes you have written the manual cheques by hand and entered the
manual cheque data after the fact. You post After the Fact (ATF) manual
cheques using the Post Manual (ATF) Cheques function, discussed in
Lesson 2.
Print payroll cheques.
Verify the cheque run.
Read the Printing Payroll Cheques section of Chapter 2, What You

Need to Know Before Using Payroll, in the Canadian Payroll User
Guide to learn how Payroll prints cheques and posts payroll data.
Workbook
1021
Canadian
Payroll
You use the Payroll Cheques function to print payroll cheques and advices
for all employees included in payroll calculation and to update your payroll
records with the results of payroll calculation.
Canadian Payroll
Read the Printing and Posting Payroll Cheques section of Chapter 6,

Processing Payroll, in the Canadian Payroll User Guide to learn how
to use the Payroll Cheques function.
Do Lessons 1 and 3 to prepare Payroll for printing cheques.
1. From the Payroll Transactions folder, click the Payroll Cheques icon.
The Payroll Cheques form appears.
Figure 10.8 Use the Payroll Cheques form to print and post the cheques you
created in Lessons 1 and 3.
2. Enter the pay period end date of 6/30/2010.

The system searches for any unprinted/unposted cheques with pay
period end dates earlier than or equal to the pay period end date you
enter.
If no cheques are found to print and post, the system displays a
message. When there are cheques to print and post, you proceed to
the next field.
3. Enter PRBANK in the Bank field.
4. For the level of detail to print on the cheque, select the default,
Earnings/Deductions in Full Detail.
The available choices for the Level Of Detail field are:
Earnings/Deductions in Full Detail. This option prints a separate

line on the cheque stub for each entry of an earning/deduction on a
timecard during the pay period covered by the cheque.
Earnings/Deductions Summarized by Type and Rate. This option

summarizes multiple earning/deduction entries of the same type
(cash, noncash, reported tips, salary, and so forth) and at the
same rate ($10 per hour, for example) in a single line on the
cheque stub.
5. Tab through the message lines and select Employee Number in the
Sort By field.
1022
Sage Accpac ERP
Where To Now?

On the next (and last) online form, you select the cheque form to use
for printing cheques, and you can review the list of payees.
7. Choose PRCHK for the Check Stock code.
8. The cheque form for printing should be CPCHECK1.RPT (normally
found under the Sage Accpac program directory, in folder \CP5xx\ENG,
where 5xx is the Canadian Payroll version number).
Canadian
Payroll
Other information on the online form is correct for this cheque run.
9. Click the Print button to start printing cheques.
10. When printing is complete, you are prompted to approve the cheque
run. Click Yes.
As the last step in the process, the system posts the printed cheque
information.
You use the Payroll Cheques function to print system-generated

paycheques and to post the results to your payroll database.
You can select the level of detail to show on the cheque at print time.
Where To Now?
Now that you have worked with Payrolls most frequently used functions
and have an understanding of the payroll processing cycle, you are ready
to begin using your own data with Payroll.
Workbook
1023
Canadian Payroll
You will find overview information on Payroll processing in Chapter 2,

What You Need to Know Before Using Payroll, in the Canadian Payroll
User Guide. Use Chapter 6, Processing Payroll, and Chapter 7, Periodic
Processing, in the Canadian Payroll User Guide for further guidance in
processing payroll and doing end-of-period payroll processing.
you are using, and to display information about other aspects of Payroll.
1024
Sage Accpac ERP
Chapter 11
US Payroll
Workbook
11i
US Payroll
Before You Begin ......................................................................... 11-1

Lesson 1: Enter Timecards ............................................................... 11-2
Add a New Timecard .................................................................. 11-3
Enter Hours for an Hourly Rate Earning .............................................. 11-5
Enter a Bonus Timecard .............................................................. 11-7
Enter a Special Earning ............................................................... 11-8
To Edit Entries ........................................................................ 11-9
Lesson 2: Enter and Post a Manual Check .............................................. 11-10
Enter Data from a Handwritten Check ............................................... 11-11
Enter the Check Details .............................................................. 11-12
To Edit Entries ....................................................................... 11-13
Process the Manual Checks .......................................................... 11-13
Post the Manual Checks .............................................................. 11-15
Lesson 3: Calculate Payroll ............................................................. 11-16
A Normal Payroll Run ................................................................ 11-17
A Special Payroll Run ................................................................ 11-18
Lesson 4: Verify and Correct Payroll .................................................... 11-20
Lesson 5: Print Checks and Post ........................................................ 11-21
Where To Now? .......................................................................... 11-23
Chapter 11
US Payroll
This chapter takes you through a cycle of payroll processing using a set of
sample data.
The lessons will familiarize you with Payroll before you use it with your
own data, and will teach you how to use Sage Accpac tools such as Help,
Finder, menus, and buttons.
Enter timecards
Enter a manual check
Calculate payroll
Verify calculation and correct errors
Print checks and post
Print reports
you can do Lesson 1 by itself, to practice entering timecards, or do
Lessons 1, 3, 4, and 5 to run through a complete pay cycle.
are most useful to you. You can skip lessons that cover tasks you do not
usually perform. You can wait and do certain lessons when you have a
problem using the function, or when you are ready to do the tasks and
want to practice first.
Before You Begin

You must install Payroll and the sample data for Sample Company Inc.
(the sample company that uses US Payroll) before commencing the
tutorial.
Note: Sage Accpac ERP comes with two sample databases. Sample
Company Ltd. is a Canadian company that uses Canadian Payroll,

and Sample Company Inc. is a US company that uses US Payroll.
Workbook
111
US Payroll
US Payroll
Read Chapter 2, What You Need to Know Before Using Payroll, in the
Sage Accpac US Payroll User Guide, for a review of the concepts behind
the tasks that are discussed in these lessons.
Print out this
chapter for easy
reference
lessons.

You will normally use timecards when you need to enter hours, sales, or
piece counts that vary from pay period to pay period.
You also enter timecards to record compensatory time earned or vacation,
sick, and compensatory time taken, and to enter one-time
earnings/deduction and tax amounts. The pay and tax information you
enter on timecards overrides the information in the employee record.
In this lesson, you will use the detailed Payroll timecard to learn how to
enter timecards. The Payroll program uses the detailed Payroll timecard
(not the Employee timecard) to calculate payroll.
Enter hours worked for the current pay period on a reusable timecard.
Enter a timecard for a one-time bonus paycheck and look at the

override feature for cost center posting.
112
Read the Entering Timecards section of Chapter 2, What You Need

to Know Before Using Payroll, in the User Guide to learn how Payroll
handles timecards.
Read the Detailed Payroll Timecards section of Chapter 6,

Processing Payroll, in the User Guide to learn how data entry fields
affect processing.
Sage Accpac ERP
Add a New Timecard

1. From the Payroll Transactions folder, choose Payroll Timecards, and
then open the Timecards form.
The Payroll Timecards form appears:

Information that
applies to the
timecard as a
whole.
US Payroll
Use the Earnings/

Deductions tab to
enter hours, and
pieces, or override
percents or
amounts.
Use the Taxes tab
to override certain
tax information for
a timecard.
The Segments
button opens a
form for cost
center overrides.
Figure 11.1 Use the Timecards form to add the entries for Lesson 1.
You can rearrange the columns in which you enter earning/deduction

and tax information. Change the order of the columns by clicking and
dragging the column headings. Resize column widths by clicking and
dragging the vertical lines between columns. Hide columns by
right-clicking any column heading and choosing Hide from the shortcut
menu.
The Finder
2. In the Employee field, click the Finder or press F5 to display a list of

the employees in the sample company. Use the Down Arrow key on
your keyboard to move down to Employee 100070 and press Enter to
select the employee.
The Finder is available at every field with the magnifying glass button
next to it. Use it to look up codes or entries, or to save keystrokes.
Workbook
113
US Payroll
3. In the Timecard field, type 1, and press the Tab key to move on.
You can use any numbers to identify timecards.

Non-reusable timecards are deleted after a payroll run, so you can
use the same numbers each time.
You can use as many timecards as you need for each payroll run
4. Leave the Reuse Timecard check box cleared.

You can select Reuse Timecard if you want to save the timecard for
future use in payroll runs.
You can make reusable timecards inactive if you do not want to use
them for a payroll run.
5. Choose June 30, 2010, for the Period End Date.
The period end date is important information required when processing
non-reusable timecards.
To be processed during a payroll calculation, a timecards period

end date must be the same as the pay period end date that you
enter in the Calculate Payroll form.
To be eligible for entry on a timecard, an earning/deductions start

date must be the same as or earlier than the period end date. The
end date must be the same as or later than the period end date.
The period end date is also used to determine whether vacation,

sick, and compensatory time carry-over dates have been reached.
You cannot choose a period end date if you are entering a reusable
timecard. Calculate Payroll always processes all active reusable
timecards for employees in the selected frequencies and ranges.
6. For the Description, type June 30 Payroll.
7. Skip the Times Late field.
8. Ensure the Active check box is selected, and that the Print a Separate
Check and the Overtime Override check boxes are cleared.
9. Move into the Earnings/Deductions data entry grid area for the next
part of the lesson.
114
Sage Accpac ERP
Figure 11.2 The Timecards form ready for the earning/deductions

line.
There are two ways you can enter earnings and deductions:
Line by line in the entry grid of the Payroll Timecards form. Each line
scrolls to the right as you complete a cell and press the Tab key.
at a time.
In this part of the lesson, use the entry grid method to enter the hours
from the employees timecards.
1. Click the Earnings/Deductions column heading to display the valid
earnings and deductions codes for the current employee.
2. Double-click HOURLY to enter the number of hours worked in this pay
period, and tab through the Description and Type fields to the Date.
Workbook
115
US Payroll
Enter Hours for an Hourly Rate Earning
US Payroll
3. Click the Calendar button beside the Date field (you may have to
double-click the cell in the grid), and select June 25, 2010 for the
date.
4. Tab through the Start Time and Stop Time fields, and type 40. in the
Hours field to specify 40 hours for the pay period.
If you tab to the Days Worked field near the end of the detail line, you
can see that the program has calculated 5 days work for a 40-hour
entry.
5. Click the Add button to add the completed employee timecard.
You are now going to add a few more details to record three days work
in the next week.
6. Press the Insert key on your keyboard to start a new detail line, and
click the Earnings/Deductions column heading again to select the
Finder.
7. Select HOURLY again, tab to Date field, and enter the date 06/28/10.
(Your system may be set to use a different date format, such as
DD/MM/YYYY, or YYYY/MM/DD.)
This is the date of the first of three daily timecards you will enter for
the employee.
8. Tab to the Hours column and specify that this employee worked 8
hours on Monday.
Note that you can enter the particular start and finish times for each
working day, or you can enter the number of hours.
9. Tab through the remaining fields on the first line. The distribution
accounts and workers compensation group and code for this
earning/deduction appear. Information related to the employee is
displayed, such as the employees overtime schedule, shift schedule,
shift, and pooled tips.
If you tab through all the fields, the system puts you into the next line
of the table, ready for another entry. You can also press the Insert
key to get to the next line in the grid.
10. Enter two more lines from the remaining daily timecards:
Date
06/29/10
06/30/10
Hours
9
12
11. On the last line, go to the Shift Schedule field, and use the Finder to
choose the WHSE shift schedule, and then choose 3 in the Shift field.
116
Sage Accpac ERP
Sample Company is taking inventory on June 30, and everyone is

helping out.
The system determines from the employees overtime schedule
whether hours entered includes any overtime and, if so, the overtime
dollars or hours earned.
This employee is assigned to the OTPAY overtime schedule, so they

will automatically be paid at a rate of 1.5 times the regular hourly
rate for the hours worked over 8 in each one-day period.
WHSE shift number 3 receives a shift differential of an additional

$0.50 per hour for all the hours worked.

distribution accounts, override the default segments set up for posting,
and change the overtime schedule, shift schedule, shift, and workers
compensation group and code.
Enter a Bonus Timecard

Now youll enter a timecard for paying a special bonus. You must already
have set up the earning and assigned the earning to each employee
expected to receive the bonus.
In the sample data, the earning set up as a bonus has a quarterly
frequency. There are no quarterly employees in the sample data, so the
bonus earning is not included in payroll calculation unless you explicitly
include it when you run Calculate Payroll. Youll learn how to do this in
Lesson 3.
New icon
1. Open the Payroll Timecards form if you havent already done so. At the
Employee Timecard field, choose the New icon to clear all fields.
2. In the Employee field, click the Next button to choose employee
number 100020. Or press F5 or click the Finder button to display a
list of the employees in the sample company, and choose the
employee.
3. In the Timecard field, enter 1 for the Timecard number.
Since you want to print a separate check, the simplest procedure is to
create a new timecard rather than include the earning on an existing,
reusable timecard.
Workbook
117
US Payroll
12. Press Tab to move to the Save button. Click the Save button, press the
space bar, or press Alt-S to record the details entered.
US Payroll
4. Ensure the Reuse Timecard check box is cleared, and enter 06/30/10
as the Period End Date.
5. Enter AttendanceBonus in the Description field.
6. Accept the default that appears in the Times Late field.
7. Ensure the Active check box is selected.
8.
You want to print a separate check for the bonus payment, so select
the Print a Separate Check check box. (If you wanted to include
special pay on a regular payroll check, you would leave check box
cleared instead.)
9. Press Tab to move into the Earnings/Deductions data entry area.
Enter a Special Earning

1. At the Earning/Deduction field, click the Finder or press F5 to display a
list of earnings/deductions assigned to the employee. Use the Down
Arrow key to move to BONUS and press Enter.
2. Tab through the columns into the Rate/Amt/Pct column.
Because the earning calculation method is Flat, the system accepts a
dollar amount in the Rate/Amt/Pct column.
3. Enter 400 to pay the employee a $400 bonus and tab through the
remaining fields.
Note that for the selected earning/deduction, you can also change
distribution accounts, override the default segments set up for cost
center segment replacement, and change the workers compensation
group and code.
Taxes tab
4. Now, before you save your work, choose the Taxes tab to view the
taxes data entry area.
On the Taxes tab, you can enter any tax (including 0.00) to override
for the pay period the tax amount that would otherwise be calculated
when you process the timecard.
118
Sage Accpac ERP
5. Select the Earnings/Deductions tab to return to the Earnings/

Deductions data entry area.
If desired, you can change the cost center to which an
earning/deduction will be posted.
You can override the G/L accounts, or segments of the G/L accounts,
either by overriding the account numbers in the earning/deduction
entry grid directly, or by using the Cost Center Override form.
6. To open the Cost Center Override form, highlight the entry in the grid,
then click the Segments button or press Alt-G.
To post the earning/deduction to a different cost center, you can

change the code(s) in the Cost Center Override form. For example, to
post this earning to Division 2 rather than Division 1, enter the 200 as
the Segment Code (for Division 2).
7. Choose the Close button or press Alt-C to close the Cost Center
Override form.
8. Click the Add button or press Alt-A to record the earning/deduction.
9. Click the Close button or press Alt-C to close the Payroll Timecards
form.
To Edit Entries
You can print the Timecards report from the File menu on the Timecards
form or from the Payroll Transaction Reports folder, to verify the data you
have entered for each timecard. If you see an error before you process
timecards, you can edit any of the entries you have made.
You use timecards to pay employees for work that varies from one pay
period to the next (hours worked or sales completed, for example).
You can also use timecards to cut special checks or to add special pay
to an employees regular pay check.
Workbook
119
US Payroll
Since the default cost center is correct, do not change it in this lesson.
US Payroll
The system uses the pay period end date to determine whether the
timecard or its earning/deduction entries are eligible for inclusion in
payroll calculation.
On the Timecards form, you enter information in the following areas:
Taxes tab. For overriding tax withholding amounts.

Print the Timecards report to verify your entries before processing by

choosing Print from the File menu in the Timecards form or by
choosing Timecards from the Payroll Transaction Reports folder.
You can rearrange, resize, or hide the data entry columns, to suit the
way you work.
Lesson 2: Enter and Post a Manual Check

If you pay an employee with a check written outside of Sage Accpac, you
use the Manual Checks form to enter the payroll data contained on the
check into Sage Accpac Payroll.
Enter, process and post a manual check.
Read the Processing Manual Checks section of Chapter 2, What You

Need to Know Before Using Payroll, in the US Payroll User Guide to
learn how Payroll handles after the fact payroll.
Read the Entering Manual Checks section of Chapter 6, Processing

Payroll, in the US Payroll User Guide to learn how to enter and
process manual checks.
1. From the Payroll Transactions folder, open the Manual Checks form.
After you enter the manual check information and complete the
lesson, the form should look similar to the following image.
1110
Sage Accpac ERP
Information that
applies to the manual
check.
Use the Taxes tab to
enter taxes from the
check.
Enter earnings,
deductions, benefits,
and so forth from the
manual check.
The Segments button
opens a form for cost
center overrides.
Figure 11.3 Use the Manual Checks form to add the entries for Lesson 2
(shown above).
Employee number 201210 quit suddenly and requested his pay on the
spot. You wrote him a manual check and jotted the following information
on your copy of the stub.

5LFKDUG-DQJ
KUV#
KUV#
)RU
5HJ3D\
27
*URVV
N
6,7
),7
0HG
66
1628
1HW3D\
Figure 11.4 The manual check information you enter in Lesson 2.
Now you will enter the manual check information into Payroll.
1. At the Employee field, click the Finder or press F5 to display a list of
employees. Double-click Employee 201210, or use the Down Arrow
key to move to Employee 201210, and then press Enter to select him.
2. If you wanted to print the check, you would select the Print Check
check box. Since this check was handwritten and has already been
given to the employee, leave this check box cleared.
Workbook
1111
US Payroll
Enter Data from a Handwritten Check
US Payroll
3. Enter 1628 (as indicated on the stub in Figure 11.4) in the Check
Number field.
4. Enter PRBANK at Bank and PRCHK at Check Stock.
5. Enter the pay period start and end dates (06/17/2010 to 06/30/2010)
and the check date (06/30/2010) from the stub in Figure 11.4.
6. Enter a description of the manual check, Last payroll ck, to appear
on reports and press Tab until youre on the first line in the
earnings/deductions data entry grid.
Enter the Check Details

As with timecards, two methods are available for entering details:
Line by line in the entry grid of the Payroll Manual Checks form. Each
line scrolls to the right as you complete a cell and press the Tab key.
at a time.
In this part of the lesson, use the entry grid method to enter the details of
the check.
1. At the Earning/Deduction field, use the Finder to select HOURLY.
3. Press the Tab key to move to the Hours column. Enter 80, the number
of regular hours.
4. Press Tab to move to the Extended Amount column. The system
displays the employees regular pay (80 hours at $12.00 per hour) of
$960.00.
Now you enter some overtime pay.
5. Press the Insert key to start another line. Enter HOURLY in the
6. Tab to the Type column. To open a drop-down list of the choices for
Type, double-click the field, and click the drop-down list arrow. Select
Overtime from the drop-down list.
1112
Sage Accpac ERP

8. Tab to the Hours column and type 5, to enter the employees overtime
hours.
9. Tab to the Rate/Amt/Pct column and type 18 for the employees
overtime rate (time and a half, or $18.00 per hour). The extended
amount of $90.00 is displayed.
10. Press the Insert key to start another line. Enter 401k in the
11. Tab to the Pieces/Base column and type 1050, the gross pay
displayed below the earnings/deductions box. This is the base for the
401(k) deduction. The extended amount of $52.50 is displayed.
Taxes tab
12. Click the Taxes tab and enter withholding amounts from the manual
check in Figure 11.4 for CASIT, USFIT, USMED, and USSS.
US Payroll
You can verify your manual check entries with the running totals
displayed on the online form.
13. Click the Add button or press Alt-A to record the earnings/deductions
and taxes.
To Edit Entries
You can print the Manual Checks report from the File menu on the Manual
Checks form or from the Payroll Transaction Reports folder, to verify the
data you have entered for each check. If you see an error before you
process checks, you can edit any of the entries you have made.
Process the Manual Checks

You process manual checks to complete the data set for each manual
check that you enter. Processing manual checks creates the employer
liabilities and expenses, when applicable, for the deductions and benefits
that you enter on the check. Processing creates the employer liabilities
and expenses for all taxes that apply to the employees pay, whether or
not the taxes appear on the check. Finally, processing manual checks
creates updated employee data such as hours and taxable wage bases.
Workbook
1113
US Payroll
You can process manual checks immediately by choosing the Process

button on the Manual Checks form or you can use the Process Manual
Checks icon on the Payroll desktop at any time.
1. Since you have only one check to process, click the Process button on
the Manual Checks form.
The Payroll Process Manual Checks form appears:
Figure 11.5 Processing a manual check with the Process button. You can also
process manual checks using the Process Manual Checks icon on the Payroll
desktop.
2. Accept the default 06/30/2010 for the pay period end date. The
system processes all manual checks that have the pay period end date
you enter here.
3. In the Pay Period field, you can enter any number to further define the
pay period.
4. Click the Process button to continue.
A progress bar appears, followed by a confirmation message indicating
that processing is complete.
5. Click Close; then close the Process Manual Checks form and return to
the desktop.
If the system encounters errors during processing, it generates a Payroll
Processing Exceptions Report. For example, you may have entered a G/L
account on the manual check that has been set to Inactive or you may
have entered a cost center override that results in an invalid G/L account.
1114
Sage Accpac ERP
If the system informs you that exceptions were noted during processing,
be sure to print the report and, if necessary, correct the exceptions.
To verify that the manual check data was processed correctly, you can
print the Pre-Check Payroll Register from the Payroll Transaction Reports
folder. (Although you may have already written the manual checks, the
Pre-Check Payroll Register provides pre-posted manual check data. If you
discover errors, you can reprocess corrected manual checks.)
Post the Manual Checks

After you process the manual check, you must post it.
This section discusses posting after-the-fact (ATF) manual checks that
you produced outside of Sage Accpac, such as the one you just processed.
Recall that you did not select the Print Check option when you entered the
manual check. To post a manual check that does not need to be printed,
use the Post Manual (ATF) Checks form, as described in the following
procedure.
1. From the Payroll Transaction folder, click the Post Manual (ATF)
Checks icon.
2. Enter 06/30/2010 as the Period End Date. The system posts all
manual checks with pay period end dates through the period end date
you enter here.
4. When posting is complete, choose the Close button to return to the
desktop.
5. To verify the posted manual check data, you can print the Payroll
Register from the Payroll Transaction Reports folder.
Workbook
1115
US Payroll
(To print and post manual checks for which you did select the Print Check
option, use the Payroll Checks form. Lesson 5, Print Checks and Post,
later in this chapter, discusses posting manual checks that also need to be
printed.)
US Payroll
You can maintain payroll data in Sage Accpac that is based on checks
produced outside the system, which you enter after the fact.
Maintaining manual check data is a three-step operation, consisting of

entering the checks, processing the checks to create updates to all the
supporting data for a check, such as employer tax liabilities, and
posting the checks, to write the updates to your permanent records.
On the Manual Checks form, you enter information in the following

areas:
Taxes tab. For overriding tax withholding amounts from the

check.

From the File menu in Manual Checks or from the Payroll Transaction
Reports folder, print the Manual Checks report to verify your entries
before processing.
The Pre-Check Payroll Register provides the processed manual check

data for your verification.
The Payroll Register shows you the posted payroll data generated by
manual checks.

You use the Calculate Payroll icon to calculate and produce the data that
result in paychecks, 941s, W-2s, and other information that you provide
to employees and taxing authorities. The system calculates payroll based
upon the employee pay and tax information that you set up on the
Employees form and based on the timecards you enter to override
employee information for a particular pay period.
1116
Run Calculate Payroll as part of a normal pay cycle.
Run Calculate Payroll for a special payment, such as a run of bonus

checks.
Sage Accpac ERP
Read the Calculating Payroll section of Chapter 2, What You Need to

Know Before Using Payroll, in the US Payroll User Guide for an
overview of the function.
Read the Calculating Payroll section of Chapter 6, Processing

Payroll, in the US Payroll User Guide to learn how Calculate Payroll
handles employee records and timecards.
A Normal Payroll Run

1. From the Payroll Transactions folder, click the Calculate Payroll icon.
The Calculate Payroll form appears:
US Payroll
Figure 11.6 Use the Calculate Payroll form to process timecards and
calculate automatic (no-timecard) payrolls.
The Payroll Run Date is the date you run this function. The default run
date is the session date that you entered in the Open Company dialog
box when you started Sage Accpac ERP.
When you calculate payroll, the system processes only those timecards
that have the same pay period end date as the one entered in the
Payroll Run Date field.
2. Enter 06/30/2010 for the run date, end date, and check date.
3. Tab through the Selection List field for this lesson.
You can designate employees for payroll calculation by choosing an
employee list, which is created in the Employee Selection form in the
Payroll Employees folder.
Workbook
1117
US Payroll
The payroll system will calculate payroll for all employees on the list
who also fall in the selected pay frequencies, who are in the From-To
range of employees on the Selection tab of the Calculate Payroll form,
and who are in the selected classes (if any) on the Selection tab of the
Calculate Payroll form.
You can use selection lists to process payroll for particular locations or
departments.
4. In the Pay Period field, you can enter any number for optional tracking
of the pay period (such as the week number).
5. Ensure All Checks appears in the Process field.
6. On the Frequency tab, select the check box for Monthly.
This selection will process several salaried, monthly employees in the
sample data who dont use timecards since their pay doesnt depend
on the number of hours worked.
Notice that selecting monthly employees for calculation automatically
selects monthly earnings/deductions.
7. Choose the Selection tab to view the prompts for entering a range of
employees and ranges of classes to refine the selection of employees.
The Selection tab of the Calculate Payroll form allows you to further
define the range of employees for whom payroll will be calculated.
8. Choose the Start Dates tab.
The Start Dates tab lets you enter start dates for the pay periods
covered in the payroll run. The start dates print on the payroll checks.
Choose the Start Dates tab if you want to view that tab.
9. Click Process to start calculation of the monthly earnings/deductions
assigned to all monthly employees.
When the calculation is complete, you may be prompted to view
exceptions that occurred during processing. In the sample data, some
earnings/deductions with frequencies other than monthly are assigned
to monthly employees. These unselected frequencies may show up as
exceptions. You can view or print the report if you wish.
10. Click Close to exit payroll calculation.
A Special Payroll Run

Now you will process the bonus timecard you entered in Lesson 1.
1. Open the Calculate Payroll form if you havent already done so.
1118
Sage Accpac ERP
2. Enter 06/30/2010 as the run date, end date, and check date.
3. Ensure All Checks appears in the Process field.
4. On the Frequency tab, select the Weekly check box under the Pay
Employees In These Frequencies section.
5. Under the Include Earnings/Deductions With These Frequencies
section, clear the Wkly (Weekly) check box and select the 22perY (Per
Year) check box, as shown in the following image.
This procedure ensures that the weekly employees normal (Weekly)

earnings/deductions will not be processed, and that the bonus (with a
frequency of Quarterly) will be processed.
6. To process only Marilyns bonus, click the Selection tab and enter
100020 in the Include Employees From and To fields.
7. Click Process.
8. Choose Merge from the message that appears.
9. When processing is complete, view or print the exceptions if you wish,
and then click Close.
You can print the Pre-Check Payroll Register to verify that the payroll was
calculated correctly.
Calculate Payroll uses information from the employee record and

supplements or overrides it with information from timecards, when any
timecards exist.
Workbook
1119
US Payroll
Figure 11.7 The Calculate Payroll form with Quarterly earnings/deductions

only selected for Weekly employees.
US Payroll
You can select employees to process by frequency, by number, by

selection list, and by class code. You can process earnings/deductions
of any or all allowable frequencies.
Calculate Payroll processes only timecards with the same pay period
end date as the pay period end date you enter on the Calculate Payroll
form.
You can print the Pre-Check Payroll Register to verify payroll

calculation.
Lesson 4: Verify and Correct Payroll

Sage Accpac Payroll allows you to add or correct timecards or manual
checks after calculating payroll or processing, and to run Calculate Payroll
or Process Manual Checks multiple times to correct errors you discover in
a payroll run.
Print the PreCheck Payroll
Register
The Pre-Check Payroll Register is your verification tool for payroll

calculation and processing manual checks. Print the report before you
print and post system-generated checks or post manual checks. Printing
and reviewing the Pre-Check Payroll Register immediately after
calculating payroll allows you to catch any payroll mistakes as early as
possible.
Correcting errors
after calculating
payroll
If you discover errors in your payroll data after calculating payroll, and
you have not yet printed and approved paychecks, you can use the
Timecards function to correct the errors and Calculate Payroll to reprocess
employees. (If the payroll errors arose from entering the wrong selection
criteria in the Calculate Payroll form, you may need to run Calculate
Payroll only.)
You can correct the data for selected employees, recalculate payroll for
those employees only, and merge the recalculated data with the current
unposted activity. Alternatively, you can erase the existing activity for the
period and recalculate payroll for all employees.
Payroll data errors

can result from
errors in employee
records
You may need to recalculate payroll because of errors in your employees

pay and tax information. If you discover this type of error after calculating
payroll, you can correct the employee pay and tax information on the
Employees form and then recalculate payroll.
Correcting errors
after processing
manual checks
If you discover an error after processing manual checks, you can use the
Manual Checks form to correct the manual checks and then reprocess
them. The results of the second manual check processing replace the
results of the first.
You can process manual checks multiple times within a pay period. If you
enter and process additional manual check data for an employee after
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Sage Accpac ERP
Lesson 5: Print Checks and Post
posting an earlier manual check for the employee, however, the results of
the second processing are added to the results of the first.
Lesson 5: Print Checks and Post

You use the Payroll Checks function to print payroll checks and stubs for
all employees included in payroll calculation and to update your payroll
records with the results of payroll calculation.
If you opted to create G/L batches automatically during payroll posting,
approving the printed checks generates batches of payroll transactions for
posting to the general ledger.
If you chose to generate G/L batches on request instead, the Payroll
Checks function creates a holding file of transactions from which you can
create batches using the Create G/L Batch function on the Periodic
Processing folder.
If you clear the Print Check check box in Manual Checks, the system
assumes you have written the manual check by hand and entered the
manual check data after the fact. You post After the Fact (ATF) manual
checks using the Post Manual Checks function, discussed in Lesson 2.
Print payroll checks.
Verify the check run.
Read the Printing Payroll Checks section of Chapter 2, What You

Need to Know Before Using Payroll, in the US Payroll User Guide to
learn how Payroll prints checks and posts payroll data.
Read the Printing and Posting Payroll Checks section of Chapter 6,

Processing Payroll, in the US Payroll User Guide to learn how to use
the Payroll Checks function.
Do Lessons 1 and 3 to prepare Payroll for printing checks.
Workbook
1121
US Payroll
You can also use the Payroll Checks function to print and post manual
checks entered through the Manual Checks form. To enable the printing of
manual checks, select the Print Check check box on the Manual Checks
form.
US Payroll
1. From the Payroll Transactions folder, click the Payroll Checks icon.
The Payroll Checks form appears:
Figure 11.8 Use the Payroll Checks form to print and post the checks you
created in Lessons 1 and 3.
2. Enter the pay period end date of 6/30/2010.

The system searches for any unprinted/unposted checks with pay
period end dates earlier than or equal to the pay period end date you
enter.
If no checks are found to print and post, the system displays a
message.
If there are checks, you can proceed to the next field.
3. Enter PRBANK in the Bank field.
4. For the level of detail to print on the check, select the default,
Earnings/Deductions in Full Detail.
The available choices at the Level Of Detail field are:
Earnings/Deductions in Full Detail. This option prints a separate

line on the check stub for each entry of an earning/deduction on a
timecard during the pay period covered by the check.
Earnings/Deductions Summarized by Type and Rate. This option

summarizes multiple earning/deduction entries of the same type
(cash, noncash, reported tips, salary, and so forth) and at the
same rate ($10 per hour, for example) in a single line on the check
stub.
5. Tab through the message lines and select Employee Number in the
Sort By field.
In the next (and last) form that appears, you select the check form
and review the list of payees.
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Sage Accpac ERP
Where To Now?
7. Choose PRCHK for the Check Stock code.

8. The check form should be UPCHECK1.RPT (normally found in
C:\PROGRAM FILES\ACCPAC\UPXXX\ENG, where XXX is the U.S.
Payroll version number.)
Other information on the form is correct for this check run.
10. When printing is complete, you are prompted to approve the check
run. Click Yes.
As the last step in the process, the system posts the printed check
data to your permanent records.
You use the Payroll Checks function to print system-generated

paychecks and to post the results to your permanent books.
You can select the level of detail to show on the check at print time.
Where To Now?
Now that you have worked with Payrolls most frequently used functions
and have an understanding of the payroll processing cycle, you are ready
to begin using your own data with Payroll.
You will find overview information on Payroll processing in Chapter 2,
What You Need to Know Before Using Payroll, in the US Payroll User
Guide. Use Chapter 6, Processing Payroll, and Chapter 7, Periodic
Processing, in the US Payroll User Guide for further guidance in
processing payroll and doing end-of-period payroll processing.
Workbook
1123
US Payroll
9. Click the Print button to start printing checks.
US Payroll
you are using, and to display information about other aspects of Payroll.
1124
Sage Accpac ERP
Appendix A
Loading Sample Data
Before Using ...............................................................................
Creating Datasource Names and Target Databases .......................................
Creating Datasource Names ...........................................................
Creating System and Company Databases ............................................
Using the Database Load Utility ...........................................................
Running DBLOAD from the Windows/Start Menu ......................................
Running DBLOAD from the Sage Desktop .............................................
A1
A1
A2
A4
A6
A6
A9
Loading Sample
Data
Workbook
Ai
Appendix A
Loading Sample Data
This appendix explains how to create datasource names (DSNs), how to
create databases to use with the sample data, and how to load sample
data using the Database Load utility.
Note that no one else can use Sage Accpac while the Database Load utility
is in use.
Before Using
Pervasive.SQL
If you are using Pervasive.SQL:

1. Make sure the installer selected the option, Data Files for Database
Load in the Components screen during System Manager installation.
2. Back up the database directories, then delete the contents of the
original directories.
3. Create datasource names in the Pervasive.SQL Control Center. (See
Creating Datasource Names.)
4. Using Database Setup, create your target system and company
databases. (See Creating System and Company Databases.)
For other databases (MS SQL, Oracle, IBM DB2), you create DSNs, use
Database Setup to create your databases, and then load the sample data
using DB Load.
The following instructions refer to Pervasive.SQL databases.
Creating Datasource Names and Target Databases

Before you can load the sample data (a dataset) into a Pervasive.SQL
database, you must create DSNs for the target system and company
databases, and then create the databases in Database Setup.
Workbook
A1
Loading Sample
Data
5. Refresh sample data, using Database Load.
A DSN code and a Database ID must match. That is, if you

call the system DSN code SAMSYS, then the system Database ID
must also be SAMYSYS; if you call the company DSN code SAMLTD
(or SAMINC), then the database ID must be SAMLTD (or SAMINC).
Note:
For the tutorial, we recommend the following:

System code
SAMSYS. Use this code for both the DSN code and the Database ID
of the sample system database.
Single-currency
SAMINC. Use this code for both the DSN code and the Database ID
of the single-currency company database that you will use in the
tutorial.
Multicurrency
SAMLTD. Use this code for both the DSN code and the Database ID
of the multicurrency company database that you will use in the
tutorial.
Creating Datasource Names

The first step in setting up databases for use in the tutorial is to create
datasource names.
1. Click Start/Programs/Pervasive, then click Pervasive.SQL Control
Center.
2. Click New Database under the Common Tasks tab in the right-hand
pane.
New Database
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Sage ACCPAC ERP
The following screen appears:
3. Use the drop-down arrow to select the Server, then click Next.
The New Database dialog box appears:
5. Choose a location:
For the sample data that you are loading for use in the tutorials,
enter the path: C:\Program Files\Sage Accpac\Samdata\SAMINC
for a single-currency company or, for a multicurrency company,
enter C:\Program Files\Sage Accpac\Samdata\SAMLTD.
When you set up your own company, the path should be

C:\Program Files\Sage Accpac\Data\Your Company Name.
Workbook
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Loading Sample
Data
4. Enter a Database Name (SAMSYS for the system ID). (See the note on
page A-1 about choosing a DSN code.)
You can create the folder for your company using the Make New Folder
button, as illustrated below:
The folder name and the Database Name must be exactly the same.
6. Under DB Name Options:
a. Select the option, Bound.
b. Select the option, Create Dictionary Files.
c. Clear the option, Relational Integrity Enforced, as Sage Accpac
checks integrity itself.
7. Select the Create DSN option, and leave Normal as the Open Mode.
8. Click Finish.
9. Follow the above steps to create the company DSN (naming it either
SAMINC OR SAMLTD, as noted on page 1 of this appendix).
10. Close the Pervasive.SQL Control Center, then create system and
company databases, as explained next.
Creating System and Company Databases

The following instructions are for Pervasive.SQL databases.
1. Click Start/Programs/Sage Accpac, then click Database Setup.
The Sign-on dialog box appears:
Sign-on
information
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Sage ACCPAC ERP
The user ID displayed is ADMIN. You cannot enter another user ID,
since the only user authorized to manage system and company
databases is the system administrator.
2. In the Password field, enter the system administrators password, then
click OK.
The following screen appears:
3. Click New or press the Insert key.

The New Database dialog box appears, as illustrated next:
New Database
4. In the Database ID field, type the code exactly as the code you
entered as the DSN for this database.
For the tutorials in this guide, we use the following database IDs:
System
SAMSYS. Enter this ID for the sample system database.
Single-currency
SAMINC. Enter this ID for a single-currency company database.
Multicurrency
SAMLTD. Enter this ID for a multicurrency company database.

These IDs are used throughout the database and cannot be changed.
5. Select a database format from the drop-down list. The choices include:
IBM DB2.
Microsoft SQL Server.
Oracle.
Pervasive.SQL.
Workbook
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Loading Sample
Data
You should create a system database first, and then create a company
database that will use the system database.
Using the Database Load Utility
6. Select System as the Database Category, then click OK to fill in the

database profile for your type of database.
7. Be sure you created a DSN for the company database and another for
the system database, as described earlier.
8. Enter a description for the database, up to 60 characters. The default
displayed is the ID you entered in the previous dialog box.
9. In the Data Source field, click the arrow to select the data source you
created for this database in the Pervasive.SQL Control Center, or leave
the default, if it is the correct code. (It must be exactly the same ID as
the ID you entered for the system database, that is, SAMSYS.)
10. Select Enable Application Security. (optional)
11. Click OK.
12. You are returned to the Database Setup screen, where an entry
appears for the newly-registered database.
13. Repeat the above steps to create the company database, choosing the
DSN that you created for it (SAMINC or SAMLTD).
14. Close Database Setup.
You can now load the dataset into the target database.

Database Load loads a dataset of your choice into a Sage Accpac ERP
database. If there is data already in the database, it will be deleted.
The load utility procedure allows you to load both a system database and
a company database. (You need both.)
Running DBLOAD from the Windows/Start Menu

Take the following steps to load sample data into the target database.
1. Make sure that your target system and company databases have been
created and that you have backed up the sample database directories
as described on page A-1 of this appendix.
2. From the Windows Start menu, click Programs/Sage Accpac/Tools, and
then click Database Load.
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Sage ACCPAC ERP
3. Enter the Administrators password, then click OK.

The following screen opens, listing the Sage Accpac sample datasets
available for loading:
Datasets
If the list is empty, click the Set Directory button to choose the
directory holding the target datasets installed with the System
Manager.
You can click the Details button for further information about a
highlighted dataset.
4. Select a Dataset from the list, then click Next.
Databases
5. Highlight your target database, then click Next. (For the purposes of
the tutorial, we selected SAMSYS.)
Make sure you select the correct database. The Load Database
utility will delete all existing tables in the database you select, and will
replace an existing database.
Workbook
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Loading Sample
Data
A new form appears that lists the databases existing on your system
including those you created earlier and registered using Database
Setup, as shown below:
The following form appears, showing the data that you are loading. So
far, in our example, we have only chosen a system database.
Load Data
6. Click Next. You will be asked to load the next dataset.

After you have selected the datasets for this load, the Load Data form
reappears, displaying the databases ready to be loaded.
7. Click Finish.
If any target database already contains data, the following message
appears:
You will see messages that the data is being loaded. (The loading may
take some time, depending on the size of the database being loaded.)
The Load Data screen reappears, as shown below:
Note that because the dataset has been loaded, the list is empty.
8. Click Next to load more datasets into other databases, or click Cancel
to end this session.
The sample database is now ready to use in the tutorials in this manual.
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Sage ACCPAC ERP
Running DBLOAD from the Sage Desktop

1. With the Sage Desktop open, select Database Load from the
Administrative Services folder.
Database Load
The Database Load dialog box appears:
2. Select a database from the drop-down list in the Database field.
4. Choose a Dataset (SAMSYS, SAMINC, or SAMLTD) from the drop-down

list in the Dataset field.
5. Click the Load button, and then click Close.
6. Repeat for the next dataset.
You are now ready to use the sample database for the tutorials.
Workbook
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Loading Sample
Data
3. Type a path in the Datasets Directory field.

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Sage Accpac ERP

Sage Accpac ERP Version 5.5

2008 Sage Software, Inc. All rights reserved.

No part of this documentation may be copied, photocopied, reproduced, translated,

Chapter 2: General Ledger

Print the Posting Journal .............................................................

Chapter 3: Accounts Receivable

Sage Accpac ERP

Enter a Prepayment for Deposit ...................................................... 339

Chapter 4: Accounts Payable

Lesson 7: Generate, Print, and Post a Batch of Checks .................................

Chapter 5: Reconciling OFX Bank Statements

Chapter 6: Inventory Control

Sage Accpac ERP

You Have Learned That ............................................................... 637

Chapter 7: Order Entry

You Have Learned That ............................................................... 756

Chapter 8: Purchase Orders

Chapter 9: Project and Job Costing

Sage Accpac ERP

Lesson 1: Navigate the Contract Maintenance Form ...................................... 93

Chapter 10: Canadian Payroll

Lesson 2: Enter and Post a Manual Cheque ............................................ 1010

Chapter 11: US Payroll

Sage Accpac ERP

Appendix A: Loading Sample Data

Before You Begin

A single-currency company called Sample Company Inc., which

A multicurrency company called Sample Company Limited, with a

This chapter demonstrates how to sign on to a company using the Sage

Features of the Tutorial Lessons

Sage ACCPAC ERP

Many of the forms used in the lessons include multicurrency fields. To

Tools used in Sage

The Sample Data

The Sample Data

The Sample Data

Two sets of sample data are available:

SAMINC, Sample Company, Inc., is a single-currency company based

SAMLTD, Sample Company, Ltd., is a multicurrency company, based in

The sample company has four regions (Northern, Southern, Eastern,

Retained earnings and some overhead cost expense accounts are

Income and expenses you want to track by region are represented by

Bank Account, Operating

Retained Earnings, Division 100

Sales, Division 100, Region 10

Sage ACCPAC ERP

The first segment of the account number represents the company-wide

Starting Sage Accpac ERP

Sage Accpac desktop: our traditional Sage Accpac desktop, whose

You launch either desktop as you do other programs:

For more information on the Sage Desktop, see the section,

Starting Sage Accpac ERP

Starting Sage Accpac ERP

Introducing the Sage Desktop

There are three panes:

Starting the Sample Data with the Sage Accpac Desktop

Sage ACCPAC ERP

Opening Sage Accpac Programs and Forms

Starting Sage Accpac ERP

The Sage Accpac Desktop

Click the icon.

The Sage Accpac Desktop