LESSON 10 Accounts Payable Setup

Transcription

1 LESSON 10 Learning Objectives In this lesson you will: 1. activate the module 2. access the A/P Transactions Visual Process Flow 3. set up the Options 4. enter account sets 5. enter distribution codes 6. enter distribution sets 7. enter terms 8. print setup reports Session Date Enter 01/31/2017 as the session date. The module manages the payables side of your business. In it, you can maintain vendor information, enter or import payable transactions, and print cheques. The module also enables you to print a number of reports to keep track of a company s payables information. The module can be integrated with the General Ledger module or used on its own. NOTE If you have not completed the General Ledger unit before beginning Lesson 10, please refer to Preface C: Using the Text in Modules for instructions on the exercises that must be completed before proceeding. Activating You must activate the module before you can use it for Omni Electrical Supplies Ltd. As you learned in the previous chapter, the G/L Subledger Services, Bank Services, and Tax Services must be activated before you can activate the module. Exercise 10-1 Activating the Module Double click on the Data Activation icon in the Administrative Services folder 2. Click in the check box to indicate that you have backed up your company database (assuming you have made a recent backup) M10_HEAN3973_01_SE_C10.indd 294

2 LESSON TEN 295 Exercise 10-1, continued 3. Click Proceed to confirm that you are ready to proceed with data activation 4. Click in the box beside 6.2A 5. Click Next 6. Click on the Activate button 7. Click Close to exit the Data Activation window after activation has completed A/P Transactions Visual Process Flow In Lesson 1 of this textbook, you learned that one of the features in Sage 300 ERP is the Visual Process Flows. After activating the module, the A/P Transactions Process Flow is added to the Visual Process Flows folder. Refer to page 25 in Lesson 1 for more information on the Visual Process Flows available in Sage 300 ERP and how to use them. Exercise 10-2 Accessing the A/P Transactions Visual Process Flow 1. Click on the Visual Process Flows folder 2. Double click on the A/P Transactions icon 3. The following window will be displayed: Figure 10-1 From the A/P Transactions Process Flow window, you can click on the Enter Vendor Invoices icon to open the A/P Invoice Entry window, click on the Make Payments icon to open the A/P Payment Entry window, or click on the Vendor Records icon to open the A/P Vendor window. From the Transaction Reports icon and the Analytical Reports icon you can print the various reports listed, and from the Inquiries icon you can access the various inquiry windows. Clicking on the Transaction Reports icon, the Analytical Reports icon, or the Inquiries icon will close the respective list. M10_HEAN3973_01_SE_C10.indd 295

3 296 PART TWO Exercise 10-2, continued You will continue with this exercise by opening some of the windows from the A/P Transactions Visual Process Flow. 4. Click on the Enter Vendor Invoices icon to display the A/P Invoice Entry window 5. Click Close to exit the window 6. Click on the Make Payments icon to access the A/P Payment Entry window 7. Click Close to exit the window 8. Click on Batch List under the Transaction Reports icon to display the A/P Batch Listing Report window 9. Click Close to exit the report As you learn to access the various windows while working in the Sage 300 ERP Accounts Payable module using the menus, keep in mind that you can open various windows using the A/P Transactions Visual Process Workflow. Options Once the module has been activated, you select the Options form to define how the module will operate. You can access this form at any time to modify the selections; however, you can only save the Options selected if no other window is open. If your module is not performing a function you want, look in the Options form; there may be an option that you forgot to turn on or off. TIP Many of the options in the Options form are already set with default information. You can select or deselect the required options. Exercise 10-3 Defining the Options 1. Double click on the Options icon in the A/P Setup folder 2. The following window will be displayed: Figure 10-2 M10_HEAN3973_01_SE_C10.indd 296

4 LESSON TEN The Options Form 297 You enter information about your Payables Ledger and the different options you wish to use in the module in the A/P Options form. There are four tabs of information to address. Company Tab The first tab of the Options form is the Company tab. The information displayed here comes from the company profile information, which you entered when you initially set up the company. The address information can be modified only in the company profile in Common Services. However, the contact name and telephone and fax numbers can be modified here; changes made in these fields will affect only the module and will not change the information in the company profile. Exercise 10-3, continued 3. Click on the Processing tab 4. The following window will be displayed: Figure 10-3 Processing Tab Currency Options Functional Currency Displays the functional currency that was selected in the company profile. Once the functional currency has been selected for a company, it cannot be changed. M10_HEAN3973_01_SE_C10.indd 297

5 298 PART TWO Processing Options Force Listing of All Batches Allow Edit of Imported Batches Allow Edit of External Batches Retainage Accounting Forces all batches of invoices, payments, and adjustments to be printed before they can be posted. With this option selected, an edited batch must have its batch listing reprinted before it can be posted. Select this option to edit batches imported from other programs. Do not select it if you want the batches to be the same in the module as they are in the program that they were imported from. Select this option to edit batches generated for from other Sage 300 ERP modules. For example, if you select this option, you could edit batches sent from the Purchase Orders module to. Do not select this option if you want the batches to be the same in the module as they are in the Sage 300 ERP subledger that created them. Select this option if you require retainage accounting. Retainage accounting is the amount of an invoice that is temporarily withheld from contract payments to ensure that the contractor carries out the terms of the agreement. Aging Periods From/To Select the aging periods that will use to categorize outstanding or overdue transactions for the Overdue Payables and Aged Cash Requirements reports. Vendor and Group Statistics Keep Statistics Allow Edit of Statistics Include Tax in Statistics Accumulate By Period Type Select this option if you want to store vendor and vendor group statistics. Allows you to enter or revise statistics entered for vendors and vendor groups. As you post new transactions to vendor accounts, the statistics accumulate automatically. Allows you to determine whether vendor statistics are viewed with the tax included or excluded in the amount. Statistics can be accumulated by Calendar Year or Fiscal Year for reporting purposes. If you select Calendar Year, statistics will begin to accumulate on January 1st. If you select Fiscal Year, statistics will begin to accumulate on the first day of your company s fiscal year. This option allows you to select the length of time to accumulate and report statistics. The choices are weekly, seven days, bi-weekly, four weeks, monthly, bi-monthly, quarterly, semi-annually, and fiscal period. Age Unapplied Credit Notes and Debit Notes Select how will assign unapplied credit notes and debit notes. Unapplied means that they have not been applied to a specific invoice or other document. They can be aged as follows: As Current By Date Unapplied Credit Notes and Debit Notes are kept in the current aging category. Unapplied Credit Notes and Debit Notes are aged according to their dates. M10_HEAN3973_01_SE_C10.indd 298

6 LESSON TEN 299 Age Unapplied Prepayments Select how will assign unapplied prepayments. They can be aged as follows: As Current Unapplied prepayments are kept in the current aging category. By Date Unapplied prepayments are aged according to their dates. Default Number Indicates how many days vendor comments are kept in the vendor records. of Days to Keep Vendor comments can be cleared through the Clear History option if they Vendor Comments have been kept for the number of days specified in this field, or they can be individually cleared on the Comments tab in the vendor profile. The number entered here is used by the system to determine the expiration date of the comment. Exercise 10-3, continued 5. Press [TAB ] to access the Processing Options 6. Press [TAB ] to leave the Force Listing of All Batches option turned off TIP This option has been turned off so that you do not have to print your batches before posting. However, you can turn this option on to force yourself to print your batch listings to the screen to check them for accuracy before posting. 7. Press [TAB ] to leave the Allow Edit of Imported Batches option turned off 8. Press [TAB ] to leave the Allow Edit of External Batches option turned off 9. Press [TAB ] to leave the Retainage Accounting option turned off 10. Press [TAB ] through all of the aging categories and accept the defaults 11. Press [TAB ] to leave the Keep Statistics option turned on 12. Press [TAB ] to leave the Allow Edit of Statistics option turned off 13. Click in the box beside Include Tax in Statistics to turn this option off (when you view vendor and vendor group statistics, you want to view them with the tax excluded) TIP You will receive a warning indicating that this option can cause incorrect reporting of statistics and this option should only be changed at year end. If you change this option in the middle of the year, you should edit statistics to correct the totals for each period. When you change this option, the statistics are not changed for past periods. 14. Click Close to exit the warning 15. Accept As Current for the aging period of unapplied credit notes and debit notes 16. Accept As Current for the aging period of unapplied prepayments 17. Press [TAB ] to accept 30 as the default number of days to keep vendor comments 18. Click on the Transactions tab M10_HEAN3973_01_SE_C10.indd 299

7 300 PART TWO Exercise 10-3, continued 19. The following window will be displayed: Figure 10-4 Transactions Tab Invoice Options Default Posting Date Use this option to select the default posting date that is displayed on the Invoice Entry form. The posting date is the date that a document is posted to the General Ledger. You can select from document date, batch date, or session date. This is useful when you want to post an invoice to a different year or period from the document date. Default Tax Amount Select the default method of entering tax amounts on all documents. You can select: Enter To allow the user to enter the tax manually. Calculate Distribute To have the system calculate the tax amount using the taxes defined for the vendor and item selected. The taxes cannot be changed manually. To allow taxes to be entered manually and then have the system distribute the tax to each individual detail line when the Distribute Taxes button is selected. The taxes cannot be changed manually for individual detail lines. M10_HEAN3973_01_SE_C10.indd 300

8 LESSON TEN 301 TIP You can change the default tax amount method at the time of invoice entry. Default Tax Base Use 1099/CPRS Reporting Allow Edit of 1099/ CPRS Amounts Default 1099/ CPRS Amount Default Detail Tax Class to 1 Select the default method for entering the tax base on all documents. The choices are the same as for the Default Tax Amount. Select this option if you keep information for 1099 (U.S.) or CPRS (Canadian) reporting. Select this option if you have selected the 1099/CPRS Reporting option and want to be able to edit the statistics manually. Select this option if you have selected the 1099/CPRS Reporting option and you want to use the document total as the default 1099/CPRS amounts on invoices, credit notes, and debit notes. Select this option if you want to use 1 as the default tax class for new invoice details. If this option is not selected, the vendor tax class will be used. Payment Options Default Transaction Type Default Order of Open Documents Default Bank Code Default Payment Code Check for Duplicate Checks Select the transaction type that will be used most often when entering transactions. You can select payment, prepayment, apply document, or miscellaneous payment. Select the default order in which outstanding transactions are displayed when you are applying payments. This option can be changed during the time of payment entry. Enter the bank code to be used as the default when payment batches are created. This bank code must be set up in Bank Services before it can be selected. Enter the payment code that will be used as the default for vendors who do not have a payment code entered in their vendor record. Use this option to specify whether a warning, an error message, or no message will be displayed when you process a cheque number that already exists for the same bank. Default Posting Date Use this option to select the default posting date that is displayed on the Payment Entry form. The posting date is the date that a document is posted to the General Ledger. You can select from document date, batch date, or session date. This is useful when you want to post a payment to a different year or period from the document date. Include Pending Transactions Allow Adjustments in Payment Batches Use this option to determine if transactions from unposted batches will be included in the pending amounts for payment entry. You can determine which types of transactions to include by selecting none, payments only, payments and adjustments, or all transactions. Select this option to enter adjustments in a payment batch rather than entering the adjustment in the Adjustment Entry window. You would use this option if you are entering a payment and the amount differs from the invoice total. You can quickly create the adjustment while entering the payment. Allow Edit of Select to edit or delete payment batches that were generated through the System Generated Create Payment batch icon. The batches can be selected for editing or Batches deleting through the Payment Batch List window. Allow Remit-To Select this option to allow changes to remit-to information to be made on Information to the Payment Entry form. be Changed M10_HEAN3973_01_SE_C10.indd 301

9 302 PART TWO Exercise 10-3, continued 20. Press [TAB ] to access the Invoice Options 21. Press [TAB ] to accept Document Date for the Default Posting Date 22. Press [TAB ] to accept Calculate for the Default Tax Amount 23. Press [TAB ] to accept Calculate for the Default Tax Base 24. Press [TAB ] to leave the 1099/CPRS Reporting option turned off 25. Click on the box beside Default Detail Tax Class to Click on the drop-down list beside Default Transaction Type to view the choices available 27. Select Payment 28. Click on the drop-down list beside Default Order of Open Documents to view the choices available 29. Select Document Number 30. Type TDCHQ in the Default Bank Code field and press [TAB ] 31. Accept CHECK in the Default Bank Code field and press [TAB ] 32. Click on the drop-down list beside Check for Duplicate Checks to view the choices available 33. Select Warning and press [TAB ] 34. Click on the drop-down list beside the Sort Checks By option to view the choices available 35. Select Transaction Entry Number 36. Press [TAB ] to accept Document Date for the Default Posting Date 37. Accept Payments and Adjustments in the Include Pending Transactions field 38. Leave the Allow Adjustments in Payment Batches option turned off 39. Leave the Allow Edit of System Generated Batches option turned off 40. Leave the Allow Remit-To Information to be Changed option turned on 41. Click on the Numbering tab 42. The following window will be displayed: Figure 10-5 M10_HEAN3973_01_SE_C10.indd 302

10 LESSON TEN 303 Document Numbers Enter the following information for recurring payables, payments, prepayments, and adjustments: Length Prefix Next Number Next Batch and Posting Sequence Numbers Enter a length of the document number up to 22 characters, consisting of the prefix and number. The document length will determine how many zeros will be added to the document number. Enter a code of up to six characters as the prefix to represent the document. A default is defined for each document type. Type a number that will be given to the next document number. The next batch number and posting sequence number is displayed for all batches. Exercise 10-3, continued 43. Type 10 as the length for all document numbers 44. Accept the default prefixes for all documents 45. Accept 1 as the next prepayment number for all documents 46. Click Save to accept the changes made in the A/P Options form 47. Click Close to exit the A/P Options window Modifying the Options Form After you have selected the options in the Options form, you may go back at any time and change the information. Changes made will affect only new transactions and not existing transactions. To save changes made in the Options form, you cannot have any other Accounts Payable windows open. If you do, you will receive the following error message: Figure 10-6 To correct this error, close all other windows and save the changes in the Accounts Payable Options form. M10_HEAN3973_01_SE_C10.indd 303

11 304 PART TWO Records You must set up a number of records before you can begin entering your vendors. In Accounts Payable you must define at least one account set, one term, and one vendor group, and a bank code must be set up in Bank Services. As you are entering these records, you will notice that they have two fields in common: Last Maintained Inactive automatically updates this field with the current Windows system date when a record is added or modified. If the record is inactive, it cannot be assigned to a vendor profile. Use Inactive when you want to delete a record and do not want it added to any vendor records. Account Sets Account sets determine the General Ledger accounts that will be used when you process Accounts Payable transactions. Account sets are added to vendor groups and, in turn, added to vendor records within the Vendor Group. The account set can be changed for individual vendor records. When transactions are processed for a vendor, the account set assigned to the vendor determines the G/L accounts used. Exercise 10-4 Entering Account Sets 1. Double click on the Account Sets icon in the A/P Setup folder 2. The following window will be displayed: Figure 10-7 M10_HEAN3973_01_SE_C10.indd 304

12 LESSON TEN 305 Account Set Code Description Inactive General Ledger Accounts Enter a unique code of up to six characters used to identify the account set. Type a description of up to 60 characters to describe the account set. If this option is selected, the account set cannot be assigned to vendor records. If a vendor is assigned to an inactive account set, no changes can be made to the vendor record until it is assigned to an active account set. Enter General Ledger account numbers for the Payables Control, Purchase Discounts, and Prepayment Accounts. Exercise 10-4, continued NOTE Omni Electrical Supplies purchases items from Canadian and American vendors. Two divisions of Omni the electrical and machinery divisions purchase from these vendors. You will have to set up account sets for each vendor type and for each division. Therefore, you will need to set up four account sets. 3. Minimize the A/P Account Sets window 4. Make the following changes/additions to the General Ledger accounts in the General Ledger module: a) Change the description of Account 3000 to - Canadian b) Add Account U.S. (CR, Balance Sheet, Account Payable) c) Add Account Prepayments - Canadian (CR, Balance Sheet, Other Current Assets) d) Add Account Prepayments - U.S. (CR, Balance Sheet, Other Current Assets) 5. The following General Ledger accounts will be used in this exercise: Payables Control: Canadian U.S. Purchase Discounts: Purchase Discounts (Electrical Division) Purchase Discounts (Machinery Division) Prepayment: 1103 Prepayments - Canadian 1105 Prepayments - U.S. 6. Click on the A/P Account Sets icon on the taskbar 7. Type ECAN in the Account Set Code field and press [TAB] 8. Type Canadian Vendors - Electrical Division and press [TAB] 9. Press [TAB] to bypass the Inactive field 10. Type 3000 as the Payables Control account and press [TAB] 11. Type as the Purchase Discounts account and press [TAB] 12. Type 1103 as the Prepayment account and press [TAB] 13. Click Add 14. Click on the New icon beside the Account Set Code field 15. Continue to add the following account sets: Account Set Code: EUS U.S. Vendors - Electrical Division Inactive: No Payables Control Account: 3050 Purchase Discounts Account: Prepayment Account: 1105 M10_HEAN3973_01_SE_C10.indd 305

13 306 PART TWO Exercise 10-4, continued Account Set Code: MCAN Canadian Vendors - Machinery Division Inactive: No Payables Control Account: 3000 Purchase Discounts Account: Prepayment Account: 1103 Account Set Code: MUS U.S. Vendors - Machinery Division Inactive: No Payables Control Account: 3050 Purchase Discounts Account: Prepayment Account: Click Close to exit the A/P Account Sets window Distribution Codes Distribution codes are used to identify the General Ledger accounts that are to be used when invoice and adjustment batches are posted. Creating distribution codes is optional; however, codes are generally easier to remember than the General Ledger accounts they represent. If distribution codes are not used, General Ledger accounts can be entered manually at the time of invoice or adjustment entry. However, this will make the transaction entry time longer and prone to input errors. Exercise 10-5 Entering Distribution Codes 1. Double click on the Distribution Codes icon in the A/P Setup folder 2. The following window will be displayed: Figure 10-8 M10_HEAN3973_01_SE_C10.indd 306

14 LESSON TEN 307 Distribution Code Description Inactive G/L Account Discountable Enter a unique code of up to six characters to identify the distribution code. Type in a description of up to 60 characters to describe the distribution code. If this option is selected, the distribution code cannot be assigned to vendor records. If a vendor is assigned to an inactive distribution code, no changes can be made to the vendor record until it is assigned to an active distribution code. Enter the General Ledger account that the distribution code will represent. This option allows you to determine if the distribution code is to be excluded from any discount. If this option is turned on, the discountable status appears as the default for the detail. Exercise 10-5, continued 3. Type OFF100 in the Distribution Code field and press [TAB] 4. Type Office Expense - Electrical Division and press [TAB] 5. Press [TAB] to bypass the Inactive box 6. Type as the Account number and press [TAB] 7. Press [TAB] to leave the Discountable option selected 8. Click Add 9. Click on the New icon beside the Distribution Code field 10. Make the following additions/changes to the General Ledger accounts in the General Ledger module: a. Change the description of Account 1200 to Inventory - Electrical Division b. Add Account Inventory - Machinery Division (Balance Sheet, Inventory) c. Add Account Advertising Expense - Electrical Division (Income Statement, Fixed Charges) d. Add Account Advertising Expense - Machinery Division (Income Statement, Fixed Charges) 11. Add the following distribution codes : Distribution Code: OFF200 Office Expense - Machinery Division General Ledger Account: Discountable: Yes Distribution Code: TEL100 Telephone Expense - Electrical Division General Ledger Account: Discountable: Yes Distribution Code: TEL200 Telephone Expense - Machinery Division General Ledger Account: Discountable: Yes Distribution Code: INVELC Inventory - Electrical Division General Ledger Account: 1200 Discountable: Yes Distribution Code: INVMCH Inventory - Machinery Division General Ledger Account: 1210 Discountable: Yes M10_HEAN3973_01_SE_C10.indd 307

15 308 PART TWO Exercise 10-5, continued Distribution Code: OFFEQP Office Equipment General Ledger Account: 1520 Discountable: Yes Distribution Code: MANEQP Manufacturing Equipment General Ledger Account: 1500 Discountable: Yes Distribution Code: ADV100 Advertising Expense - Electrical Division General Ledger Account: Discountable: Yes Distribution Code: ADV200 Advertising Expense - Machinery Division General Ledger Account: Discountable: Yes Distribution Code: INS100 Insurance Expense - Electrical Division General Ledger Account: Discountable: Yes Distribution Code: INS200 Insurance Expense - Machinery Division General Ledger Account: Discountable: Yes 12. Click Close to exit the A/P Distribution Codes window Distribution Sets Distribution sets are groups of distribution codes that represent groups of General Ledger accounts used when entering transactions. Creating distribution sets is optional. If you regularly distribute invoices from vendors to more than one General Ledger account, you may want to create distribution sets that contain all of the distribution codes required for specific invoices. During invoice entry, you can select a distribution set and its distribution codes will automatically be displayed. Depending on how the distribution set is defined, the amounts for each distribution code may already be displayed. The amounts for each distribution code can be changed during invoice entry. Exercise 10-6 Entering Distribution Sets 1. Double click on the Distribution Sets icon in the A/P Setup folder M10_HEAN3973_01_SE_C10.indd 308

16 LESSON TEN 309 Exercise 10-6, continued 2. The following window will be displayed: Figure 10-9 Distribution Set Description Inactive Distribution Method Spread Evenly Fixed Percentage Manual Fixed Amount Distribution Code Distribution Percent Enter a unique code of up to six characters to identify the distribution set. Type in a description of up to 60 characters to describe the distribution set. If this option is selected, the distribution set cannot be assigned to vendor records. If a vendor is assigned to an inactive distribution set, no changes can be made to the vendor record until it is assigned to an active distribution set. Select how the amount of the invoice is to be distributed between the distribution codes in the distribution set. You have four options: You can distribute the invoice evenly among the distribution codes. If necessary, you can then edit the amounts distributed at the time of invoice entry. You can specify the percentage of the invoice that is to be distributed to each distribution code. A Distribution Percent column will be available to fill in the percentage. If necessary, you can then edit the amounts distributed at the time of invoice entry. This method does not allocate an amount; it displays the distribution codes and allows you to enter the amounts for each distribution code. This method allows you to specify a specific amount that will be allocated to each distribution code in the distribution set. If necessary, you can then edit the amounts distributed at the time of invoice entry. Type the distribution codes or use the finder to select the distribution codes to include in the distribution set. The General Ledger account number and description will be displayed for verification. This column is available only if you selected Fixed Percentage as the distribution method. Enter the percentage of the total invoice that will be distributed to each distribution code. The total percentage distributed must equal 100 percent. M10_HEAN3973_01_SE_C10.indd 309

17 310 PART TWO Distribution Amount This column is available only if you selected Fixed Amount as the distribution method. Enter the fixed amount that will be distributed to each distribution code. Exercise 10-6, continued NOTE For Omni Electrical Supplies, you are going to set up distribution sets for the telephone bills for each division. Each telephone bill contains both telephone and advertising expense charges. 3. Type TEL100 as the distribution set code and press [TAB] 4. Type Telephone Bill - Electrical Division and press [TAB] 5. Press [TAB] to bypass the Inactive box 6. Click on the drop-down list beside Distribution Method 7. Select Fixed Percentage (note that the Distribution Percent column is now available in the detail line) 8. Click on the first line in the table 9. Type TEL100 as the first distribution code in the distribution set and press [TAB] Notice that the General Ledger account number and description represented by the distribution code are displayed. 10. Type 70 as the distribution percent and press [TAB ] 11. Type ADV100 as the second distribution code in the set and press [TAB ] 12. Type 30 as the distribution percent 13. Click Add to save the distribution set 14. The distribution table should be completed as shown: Figure Click on the New icon beside the Distribution Set field 16. Add the following distribution set: Distribution Set: TEL200 Telephone Bill - Machinery Division Inactive: No Distribution Method: Distribution Codes: Spread Evenly TEL200 ADV The distribution table should be completed as shown: Figure Click Add to save the distribution set 19. Click Close to exit the A/P Distribution Sets window M10_HEAN3973_01_SE_C10.indd 310

18 LESSON TEN 311 Terms uses terms to calculate due dates and discount dates of transactions. At least one term must be defined before you can enter vendor groups. When entering vendor groups, you assign a terms code in the vendor group profile, which, in turn, is added to vendor records within the group. Term codes can be changed within individual vendor records or during transaction entry. Exercise 10-7 Entering Terms 1. Double click on the Terms icon in the A/P Setup folder 2. The following window will be displayed: Figure Terms Codes Form Terms Code Description Inactive Calculate Base for Discount with Tax Multiple Payment Schedule Enter a unique code of up to six characters to identify the term. Use a code that you will easily remember. Type in a description of up to 60 characters to describe the term. If this option is selected, the terms code cannot be assigned to vendor records. If a vendor is assigned to an inactive terms code, no changes can be made to the vendor record until it is assigned to an active terms code. Use this option to determine whether available discounts are calculated with tax included or excluded. The default is Included, which indicates that the tax will be included in discounts taken. Select this option if the terms code allows installment payments. Once this option has been selected and the terms code has been saved, it cannot be changed. M10_HEAN3973_01_SE_C10.indd 311

19 312 PART TWO Due Date Type Discount Type Terms Table Select the method that your vendors use to calculate invoice due dates. Select the method that your vendors use to calculate the last day a discount for early payment is available. Figure Payment Number Percent Due No. of Days Discount Percent No. of Days If multiple payments are used, each payment is numbered sequentially. This is the percentage due for each payment. The total of all payments must equal 100 percent. If you have selected the multiple payments schedule, you must enter payments until the percent due equals 100 percent. This is the number of days you have before the payment is due. Enter the percentage of the discount if it is available for the term. Enter the number of days that the discount is available. Exercise 10-7, continued Term: Due in 30 days, discount of 2% available if paid within 10 days 3. Type 210 as the terms code and press [TAB ] 4. Type 2% 10, Net 30 as the description and press [TAB ] 5. Press [TAB ] to bypass the Inactive box 6. Click on the drop-down list beside the Calculate Base for Discount with Tax field 7. Click on Excluded and press [TAB ] 8. Press [TAB ] to bypass the Multiple Payment Schedule option 9. Click on the drop-down list beside the Due Date Type field to view the choices available 10. Select Days From Invoice Date and press [TAB] 11. Click on the drop-down list beside the Discount Type field to view the choices available 12. Select Days From Invoice Date 13. Click on the first line in the terms table 14. Type 30 in the first No. of Days column, which represents the number of days before the payment is due, and press [TAB ] 15. Type 2 in the Discount Percent column and press [TAB ] 16. Type 10 in the second No. of Days column, which represents the number of days that the discount is available 17. The completed terms table should appear as follows: Figure Click Add to save the term 19. Click on the New icon beside the Terms Code field 20. Add the following terms: M10_HEAN3973_01_SE_C10.indd 312

20 LESSON TEN 313 Exercise 10-7, continued Term: Due in 30 days, no discount available Terms Code: 30 Net 30 Inactive: No Calculate Base for Discount With Tax: Excluded Multiple Payment Schedule: No Due Date Type: Days From Invoice Date Discount Type: Not applicable as no discount applies to this term (any type can be selected) 21. The completed terms table should appear as follows: Figure Term: Due on the 15th day of the next month, no discount available Terms Code: 15 Due on the 15th of next month Inactive: No Calculate Base for Discount with Tax: Excluded Multiple Payment Schedule: No Due Date Type: Day of next month Discount Type: Not applicable as no discount applies to this term (any type can be selected) 22. The completed terms table should appear as follows: Figure M10_HEAN3973_01_SE_C10.indd 313 7/8/15 12:32 PM

21 314 PART TWO Exercise 10-7, continued Term: Multiple installments due at the end of each month for four months, no discount Terms Code: Inactive: Calculate Base for Discount with Tax: Multiple Payment Schedule: Due Date Type: Discount Type: INSTAL Monthly installments No Excluded Yes End of next month Not applicable as no discount applies to this term (any type can be selected) 23. The completed multiple payments table should appear as follows: Figure Click Close to exit the A/P Terms window Payment Codes Payment codes allow you to specify the payment method used during payment entry. A payment code of CHECK is predefined by the system. Exercise 10-8 Entering Payment Codes 1. Double click on the Payment Codes icon in the A/P Setup folder 2. The following window will be displayed: Figure M10_HEAN3973_01_SE_C10.indd 314

22 LESSON TEN 315 Payment Code Description Inactive Payment Type Enter a unique code of up to 12 characters to identify the payment code. Type a description of up to 60 characters to describe the payment code. Select this option if you want to delete the payment code and do not want to use it in any future transactions. Unposted transactions using an inactive payment code must have an active payment code assigned to them before posting. Select the type of payment. The choices are cash, check, credit card, or other. Exercise 10-8, continued 3. Enter the following payment codes : Payment Code Description Payment Type Cash Cash Cash Visa Visa Credit Card 4. Click Close to exit the A/P Payment Codes window G/L Integration In earlier versions of Sage 300 ERP, the G/L Options were listed on the A/P Options form. They have since been removed from the A/P Options form and placed on their own form. Using the G/L Integration form, you can indicate how the transactions created in are to be prepared and sent to the General Ledger module. Exercise 10-9 Modifying G/L Integration Information 1. Double click on the G/L Integration icon in the A/P Setup folder M10_HEAN3973_01_SE_C10.indd 315

23 316 PART TWO Exercise 10-9, continued 2. The following window will be displayed: Figure Integration Tab G/L Transactions The posting sequence for each type of transaction batch for which General Generated Through Ledger transactions have been created is listed in this box. This information is used to determine whether all outstanding General Ledger batches have been created when you are using the On Request Using Create G/L Batch icon. G/L Source Codes Create G/L Transactions Use this table if you want to change the default source codes for any of the transaction types. The source codes are used to identify transactions in the General Ledger module. Allows you to specify when you would like the module to create General Ledger transactions and send them to the General Ledger module. There are two options: During Posting Select this option to create General Ledger transactions and send them to the General Ledger module as soon as batches are posted. On Request Using Select this option to create General Ledger batches and send them to the Create G/L General Ledger module only after the Create G/L Batch icon has been Batch Icon processed. Create G/L Transactions By Adding to an Existing Batch G/L transactions will be added to an existing batch. M10_HEAN3973_01_SE_C10.indd 316

24 LESSON TEN 317 Creating a New Batch Creating and Posting a New Batch Consolidate G/L Batches Do Not Consolidate Consolidate by Posting Sequence, Account, and Fiscal Period Consolidate by Posting Sequence, Account, Fiscal Period, and Source A new batch will be created for each General Ledger transaction. A new batch will be created for each General Ledger transaction and posted immediately in the General Ledger. Determines how the transaction details are sent to the General Ledger. There are three options: Every detail of each transaction is posted in the General Ledger. All transactions with the same posting sequence, account number, and fiscal period are combined into one transaction. All transactions with the same posting sequence, account number, fiscal period, and source code are combined into one transaction. Exercise 10-9, continued 3. Select the following options on the G/L Integration Tab: Create G/L Transactions: During Posting Create G/L Transactions By: Creating a New Batch Consolidate G/L Batches: Do Not Consolidate 4. Click on the Transactions tab 5. The following window will be displayed: Figure M10_HEAN3973_01_SE_C10.indd 317

25 318 PART TWO Transactions Tab On the transactions tab, you are able to select a field from that will be sent to the G/L Entry Description, G/L Detail Reference, G/L Detail Description, and comment fields in the General Ledger module for each different type of transaction. In previous versions of Sage 300 ERP, you were only able to select one reference and one description that would be sent to the General Ledger for all types of transactions. Exercise 10-9, continued 6. Double click on the word Description under the G/L Entry Description column for the Invoice Transaction Type 7. The following window will be displayed: Figure G/L Integration Detail Window Transaction Type G/L Transaction Field Example Segment Separator Choose segments from list Segments currently used Select the transaction type for which you want to enter information. Invoice is currently selected because you double clicked on it from the previous window. Select from all of the transactions. Enter the General Ledger field for which you want to select information. The default information that will be sent to the General Ledger for the transaction type and G/L transaction field selected will be displayed. Enter the segment separator that will be used if you enter more than one field to be sent to the General Ledger for the transaction type and transaction field displayed. The fields that can be selected and sent to the General Ledger are displayed in this box. As you select fields to send to the General Ledger, they will be displayed in this box. The default segment for each transaction type and G/L transaction field will be displayed. As you modify the segments, they will be displayed in this box. M10_HEAN3973_01_SE_C10.indd 318

26 LESSON TEN 319 Exercise 10-9, continued 8. Review the information that will be sent to the General Ledger for each transaction type and field by selecting the transaction type and then each transaction field available to see the information in the Segments currently used box. This box will indicate the default information that will be sent to the General Ledger 9. Accept the defaults 10. Click Close to exit the G/L Integration Detail window 11. Click Save to save the changes made on the G/L Integration window 12. Click Close to exit the G/L Integration window Optional Fields Before you can use optional fields in, you must define them in Common Services. Once you define the optional fields in Common Services, you can assign the optional fields to vendors and vendor groups, remit-to locations, invoices, invoice details, payments, and adjustments. Exercise Double click on the Optional Fields icon in the A/P Setup folder 2. The following window will be displayed: Figure M10_HEAN3973_01_SE_C10.indd 319

27 320 PART TWO Optional Field Optional Field Description Value Set Default Value Value Description Required Auto Insert Enter an optional field that exists in Common Services. This value is displayed from the optional field information entered in Common Services. If you set this field to yes, it indicates that the optional field has a set of values that must be selected from. Select a default value that the program will display as the default value for this field. If the value set is set to yes, the default value must be entered for the optional field in Common Services. When you specify a value that is defined in Common Services, the program will display the description of the value. Use this option to make the optional field required in all fields and requests where it is added. Select Yes if you want the default value of the optional field to be displayed when you set up new records or new transactions. This option must be turned on if you have set the required option to Yes. Exercise 10-10, continued 3. Click on the drop-down list beside the Optional Fields For field and view the options available 4. Select Vendors and Vendor Groups 5. Click on the finder in the Optional Field column 6. Double click on the Region optional field and press [TAB ] 7. Double click in the Value Set column to turn this option to Yes 8. Click Add to save the Optional Field 9. Click Close to exit the A/P Optional Fields window Printing Setup Reports The reports entered in this lesson can be printed from the A/P Setup Reports folder. Exercise Printing Setup Reports Options Report 1. Double click on the Options icon in the A/P Setup Reports folder 2. Click Print 3. View the report 4. Click on the Next Page icon to view the next page of the report 5. Close the report and Click Close to exit the A/P Options Report window Account Sets 6. Double click on the Account Sets icon in the A/P Setup Reports folder M10_HEAN3973_01_SE_C10.indd 320

28 LESSON TEN 321 Exercise 10-11, continued 7. Use the following fields to determine which account sets to print: Figure NOTE By leaving the fields the way they are, you will print from the beginning of the file (represented by a blank field) to the end of the file (represented by Zs). This report would include all account sets. By typing an account set code in the From field, you indicate the first of the account sets to print; by typing an account set in the To field, you indicate the last of the account sets to print. 8. Leave the fields as they are to print all of the account sets 9. Click Print 10. View the report 11. Close the report and Click Close to exit the A/P Account Sets Report window Distribution Codes 12. Double click on the Distribution Codes icon in the A/P Setup Reports folder 13. Click Print 14. View the report using the scroll bars 15. Close the report and Click Close to exit the A/P Distribution Codes Report window Distribution Sets 16. Double click on the Distribution Sets icon in the A/P Setup Reports folder 17. Click Print 18. View the report using the scroll bars 19. Close the report and Click Close to exit the A/P Distribution Sets Report window Terms 20. Double click on the Terms icon in the A/P Setup Reports folder 21. Click in the box beside Include Multiple Payment Schedules to turn this option on (you must select this option to see the multiple payments included in the terms) 22. Click Print 23. View the report 24. Close the report and Click Close to exit the A/P Terms Report window Payment Codes 25. Double click on the Payment Codes icon in the A/P Setup Reports folder 26. Click Print 27. View the report 28. Close the report and Click Close to exit the A/P Payment Codes Report window G/L Integration 29. Double click on the G/L Integration icon in the A/P Setup Reports folder M10_HEAN3973_01_SE_C10.indd 321

29 322 PART TWO Exercise 10-11, continued 30. Click Print 31. View the report 32. Close the report and Click Close to exit the A/P G/L Integration Report window Optional Fields 33. Double click on the Optional Fields icon in the A/P Setup Reports folder 34. Click Print 35. View the report 36. Close the report and Click Close to exit the A/P Optional Fields Report window Review Questions 1. If the module is not performing a function that you think it should, where would you go to see how the module is operating? 2. Describe the following fields found in the Options form: a) Force Listing of All Batches b) Allow Adjustments in Payment Batches c) Allow Edit of System Generated Batches d) Append G/L Transactions to Existing Batch 3. What is the purpose of optional fields? Where can optional fields be used in? 4. Can you modify and save corrections made in the Options form? Are there any restrictions? M10_HEAN3973_01_SE_C10.indd 322

30 LESSON TEN What is the purpose of account sets? List the General Ledger accounts that must be included in account sets. 6. What is the purpose of setting up distribution codes and distribution sets? Are they mandatory or optional? 7. What is the purpose of setting up terms? Describe how you would set up a code with multiple payments. Describe how you would set up a term that requires immediate payment. Challenge Exercise Introduction This challenge exercise will test your understanding of activating the module; setting up options; entering account sets, distribution codes, distribution sets, and terms; and printing setup reports. Instructions If you have completed the General Ledger module, continue with the data set created in Lesson 9. If you have not completed the challenge exercises for Lessons 1 9, please ask your instructor for the opening data files. These files are found on the Instructor s Resource CD-ROM. Use 01/31/2017 as the session date. Objectives Activate the module Set up the options Enter account sets Enter distribution codes Enter distribution sets Enter terms Print setup reports Hand In A/P Options report Account Sets report Distribution Codes report Distribution Sets report Terms report Exercises 1. Start the Sage 300 ERP program and select the yourname company database using 01/31/2017 as the session date. 2. Activate the module. M10_HEAN3973_01_SE_C10.indd 323

31 324 PART TWO 3. Enter the following information in the A/P Options form: a) Enter your name as the contact b) Keep Vendor and Vendor Group Statistics c) Invoice, payment, and adjustment batches do not have to be printed before posting d) The program should automatically calculate the tax on invoices e) Use the CIBC bank account as the default bank code f) Use CHECK as the default payment code g) Adjustments can be entered directly in payment batches h) System generated batches can be edited 4. Add an account set for items you purchase and charge to the consulting department and an account set for items you purchase and charge to the textbook department. Consulting Department Account Set Code: CNSLT Payables Control: 1300 Purchase Discounts: * Prepayment: 1110* Textbook Department Account Set Code: TXTBK Payables Control: 1300 Purchase Discounts: * Prepayment: 1110 * You will have to create these accounts in order to save the account set codes. 5. Add the following distribution codes: Distribution Code Description G/L Account OFF100 Office Expense - Consulting OFF200 Office Expense - Textbooks UTL100 Utilities Expense - Consulting UTL200 Utilities Expense - Textbooks TEL100 Telephone Expense - Consulting TEL200 Telephone Expense - Textbooks Add a telephone distribution set that includes both telephone distribution codes. The distribution method should be set up as a fixed percentage: 75 percent to the consulting department and 25 percent to the textbook department. 7. Add the following terms: a) Net 30 days b) 2% 10, Net 30 c) Multiple installments 50 percent due in 30 days and 50 percent due in 60 days 8. Modify the G/L Integration form to include the following criteria: a) Create G/L batches during posting b) Create G/L transactions by creating a new batch c) Do not consolidate G/L transactions M10_HEAN3973_01_SE_C10.indd 324