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Table of Contents
Overview
Introduction ............................................................................................ 3
Getting Started ........................................................................................ 4
Before You Start ................................................................................................ 4
Using This Documentation ............................................................................. 5
Using Online Help ........................................................................................... 6
Accounts Payable Setup Checklist ................................................................ 6

Understanding Accounts Payable ....................................................... 8

Introduction ...................................................................................................... 8
Setting Up Vendor Records ............................................................................ 8
Setting up Checking Accounts ..................................................................... 16
Changing the Check Format ......................................................................... 17
Entering Invoices ............................................................................................ 17
Using Bank Reconciliation ............................................................................ 17

Setup and Maintenance

Starting Accounts Payable .................................................................. 21
Introduction .................................................................................................... 21
Starting the Program ..................................................................................... 22
Logging On ..................................................................................................... 22
Selecting a Company ..................................................................................... 24

Setting Up Accounts Payable ............................................................. 25

Introduction .................................................................................................... 25
Changing Setup Information ........................................................................ 25
Company Default Accounts ......................................................................... 28
Deleting a Company ...................................................................................... 29
Deleting an Application ................................................................................ 29

Vendors .................................................................................................. 30
Introduction .................................................................................................... 30
Adding Vendors ............................................................................................. 30
One-Time Vendors ......................................................................................... 47

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Changing Vendor Information .................................................................... 48

Vendor Payment Terms ...................................................................... 50

Checking Accounts .............................................................................. 58
Introduction .................................................................................................... 58
Entering Checking Accounts ........................................................................ 59
Changing Checking Account Information ................................................. 60
Deleting Checking Accounts ........................................................................ 61
Maintaining Balances .................................................................................... 61
Entering Beginning Bank Balances .............................................................. 62

Entering Beginning Balances .............................................................. 64

Introduction .................................................................................................... 64
Detail Method ................................................................................................. 64
Balance Forward Method ............................................................................. 65
Entering Debit Balances ................................................................................ 66

Linking with General Ledger ............................................................. 67

Introduction .................................................................................................... 67
How Does Linking Work? ............................................................................ 67
Setting up the Link ........................................................................................ 68
Entering Default Accounts ........................................................................... 70
General Ledger Link Settings ....................................................................... 73
Fiscal Calendars ............................................................................................. 75
Sessions ........................................................................................................... 77
Transaction Examples ................................................................................... 77
Tracking Inventory and Account Activity ................................................. 83

Changing the Check Form .................................................................. 86

Introduction .................................................................................................... 86
Editing Settings .............................................................................................. 87
Editing the Form ............................................................................................ 89

Changing the System Date .................................................................. 98

Using a Past Date ........................................................................................... 98
Using a Future Date ....................................................................................... 98

Accessing Visual FoxPro ..................................................................... 99

Entering Database Commands .................................................................... 99

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Quitting Accounts Payable ............................................................... 101

Transferring to Another Pro Series Application ...................................... 101
Exiting to Windows ..................................................................................... 101
Backing Up Your Data ................................................................................. 102

Transactions
Payables ............................................................................................... 105
Introduction .................................................................................................. 105
Entering Payables ......................................................................................... 106
Entering a Debit Memo ............................................................................... 130
Entering Refunds ......................................................................................... 131
Inter-Company Redistributions ................................................................. 132

Changing or Voiding Payables ......................................................... 136

Editing the Header ....................................................................................... 137
Editing the Distribution Lines .................................................................... 139
Voiding Payables ......................................................................................... 142

Invoicing Purchase Order Receipts ................................................. 144

Introduction .................................................................................................. 144
Entering Header Information ..................................................................... 145
Selecting Items to Pay .................................................................................. 149
Invoicing Multicurrency Receipts ............................................................. 152
Distributing the Invoice .............................................................................. 155

Recurring Payables ............................................................................. 156

Introduction .................................................................................................. 156
Setting up a Recurring Payable .................................................................. 157
Deleting Recurring Payables ...................................................................... 165
Generating Recurring Payables ................................................................. 166

Approving for Payment .................................................................... 168

Approving Invoices for Payment .............................................................. 173

Manual Checks and Non-Check Payments .................................... 177

Introduction .................................................................................................. 177
Entering a Manual Payment Invoice ......................................................... 178
Paying Invoices with a Manual Payment ................................................. 180

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Applying Debits ................................................................................. 186

Printing Checks .................................................................................. 189
Introduction .................................................................................................. 189
Printing the Checks ..................................................................................... 190
Reprinting Checks ....................................................................................... 197
Recovering Checks ...................................................................................... 198

Prepayments ....................................................................................... 202

Introduction .................................................................................................. 202
Printing a Prepayment Check .................................................................... 203
Entering an Invoice after a Prepayment ................................................... 206

Voiding Checks .................................................................................. 207

Closing Unbilled Purchase Order Receipts .................................... 210
Reconciling Bank Accounts .............................................................. 214
Introduction .................................................................................................. 214
Updating the Bank Reconciliation ............................................................. 215
Entering Manual Deposits and Charges .................................................. 232
Entering Bank Transfers ............................................................................. 234
Finalizing the Reconciliation ...................................................................... 236
Purging Bank Reconciliation ...................................................................... 237

Releasing Information to General Ledger ...................................... 238

Introduction .................................................................................................. 238
Out-of-Balance Postings .............................................................................. 239
Receiving Link Information into General Ledger ................................... 240

Revaluation ......................................................................................... 241

Introduction .................................................................................................. 241
Running the Revaluation ............................................................................ 243

Closing the Period or Year ................................................................ 245

Introduction .................................................................................................. 245
Pre-Closing Checklist .................................................................................. 246
Period and Year Closing ............................................................................. 250

Closing the 1099 Year ........................................................................ 252

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1099 Forms ........................................................................................... 253

Introduction .................................................................................................. 253
Writing to a Disk File ................................................................................... 254
Printing 1099 Forms ..................................................................................... 259
Modifying 1099 Forms ................................................................................ 263

Reports
Selecting the Output Destination ..................................................... 269
Introduction .................................................................................................. 269
Option Grids ................................................................................................. 269
Displaying Reports ...................................................................................... 271
Printing or Exporting Reports .................................................................... 274
Setting up a Continuous-Forms Printer .................................................... 287

Customizing Reports ......................................................................... 289

Overview ....................................................................................................... 289
Creating Custom Reports ........................................................................... 290
The Visual FoxPro Report Designer .......................................................... 298

Inquiries ............................................................................................... 302

Introduction .................................................................................................. 302
Displaying Inquiries .................................................................................... 302
Printing Inquiries ......................................................................................... 304

Accounts Payable Sample Reports .................................................. 307

Aged Payables (Forecast) ............................................................................ 308
Aged Payables (Past Due) ........................................................................... 310
Approved to Pay .......................................................................................... 312
Bank Reconciliation ..................................................................................... 314
Cash Requirements ...................................................................................... 316
Check Register .............................................................................................. 318
Credit Card Transactions ............................................................................ 320
Discount Report ........................................................................................... 322
Distribution by Value .................................................................................. 324
Inter-Company Transactions ...................................................................... 326
Invoice Register ............................................................................................ 328
Master AP Journal ........................................................................................ 330
Multiple VAT Detail Report ....................................................................... 332

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PO Cost Variances ....................................................................................... 334

AP-PO Audit Trail ....................................................................................... 336
Recurring Payables ...................................................................................... 338
Revaluation Projection Report ................................................................... 340
Remit-to Address ......................................................................................... 342
Selected AP Journal ..................................................................................... 344
Unbilled Receipts ......................................................................................... 346
VAT Distribution ......................................................................................... 348
Vendor File ................................................................................................... 350

Labels and Inquiries

The Business Status Report ............................................................... 355
Introduction .................................................................................................. 355
Current Tab ................................................................................................... 356
Daily Report Tab .......................................................................................... 364
Statistics Tab ................................................................................................. 366
Manual Forecast Tab ................................................................................... 368

Labels ................................................................................................... 369

Introduction .................................................................................................. 369
Choosing the Label Size .............................................................................. 370
Labels as Entered ......................................................................................... 373
Labels for One Record ................................................................................. 374
Selected Labels ............................................................................................. 376
Labels for All Records ................................................................................. 379
Modifying the Label Form .......................................................................... 382

Vendor Inquiries ................................................................................ 385

Introduction .................................................................................................. 385
History Inquiry ............................................................................................ 386
Payables Inquiry .......................................................................................... 388
Checks and Payments Inquiry ................................................................... 389
Orders Inquiry .............................................................................................. 390
Receipts Inquiry ........................................................................................... 391

Index

xiv ACCPAC Pro Series 7.3