1. Penny - Accounts Payables Penny has been in the office about four years and she is in charge of Accounts Payable. Although Penny is a confident woman and terrific coworker, she is usually holding her breath because she is unsure about whether all the amounts paid are accurate. Plus all the extra discounts, is so difficult to keep track of it all! Penny started working as Order Entry, and moved all the way up to AP. She now overviews most transactions, and spends a fair amount of time during the week trying to create a compelling vendor report, or helping Pam with Overtime.
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6. Need an efficient way to submit a list of invoices to be paid - for approval
PO Entry This is the original PO Entry (43) when the order was placed with the vendor Notice that the unit price agreed here transfers to the receipt and later to the invoice entry automatically With this feature in place, AP clerks don’t have to go back and forth between paper invoices and making sure everything matches. It is done one time and done right!
Objective The invoices due to be paid can be pulled automatically. During the creation of a payment batch, a pre-check register can be printed for approval prior to printing the checks Focus The AP ‘Create a payment batch’ process Pre-check register Check Run
A/P Control Payments You can use the Control Payments form to set payment limits or to hold payments on individual invoices Control can be set for an individual document or an entire range
AP Create Payment Batch You can print the Pre‐Check Register and review it before you generate the payment batch. The Pre‐Check Register lists the details and totals of checks that the program will produce, using the criteria you specified Click the Register button on the Create Payment Batch form after specifying payment selection criteria After reviewing the Pre‐Check Register, you may decide not to pay certain transactions, or you may want to force payment on certain transactions or to pay only a portion of a transaction If you use the Control Payments form to add payment restrictions, reprint the Pre‐Check Register to check their effects
Here is an example of the Pre-Check Register
Create Payment Batch When you are satisfied with the transactions listed for payment on the Pre‐Check Register, you can use the Create Payment Batch form to create the payment batch Click on the Generate button to do so
Here is the system generated payment batch Click on Print/Post
You have the ability to print the payment batch listing after you create the batch and before you print checks. You can edit payments and delete transactions before you print checks. Once you print checks, you cannot edit the transactions, but you can delete them.
Click on Yes to proceed
Click on Yes to proceed with automatic posting With this process in place, you can not only decide which payments need to be made but it gives you a report that the AP clerk can present to the manager for approval Based on cash flow availability and approval, changes can be done to the list of checks and payments to be made
Objective Built in vendor features help managing comprehensive vendor relationship easy. Timely information can improve cost of doing business Focus Vendor Master Vendor Activity PO Purchase History
AP Vendor Master In the Vendor Master you can specify the rules of engagement including the credit limit the vendor has extended, the document delivery method – to email or fax the PO’s and other documents
AP Vendor Master To avoid duplicate payments on invoices, you can issue system generated warnings and decide which type of message to show
AP Vendor Master Under the Activity tab, you can review the key statistics for the vendor This includes information on the highest balance carried, total number of invoices and number of payments
AP Vendor Activity The Vendor Activity screen provides an instant aging report for the vendor Not only that, in the next tabs you can even see the corresponding transactions and payments made to the vendor This gives you all the information at your fingertips while talking to the vendor – let’s say if you need a credit extension
Another area where you can lookup vendor history is the PO Purchase History screen From the PO screen, click on the history button The PO Purchase History can be researched by Vendor or Item number With this lookup you can inquire on pending orders or review previous incomplete orders while contacting the vendor regarding a new PO
Objective AP Vendor management tracks 1099/CPRS payments to vendors who are subject to reporting. You can print the data on official 1099 or CPRS forms. Focus AP Vendor Master AP 1099/CPRS Codes AP Print 1099/CPRS Amounts
AP Vendor management tracks 1099/CPRS payments to vendors who are subject to reporting. You can print the data on official 1099 or CPRS forms at the end of each calendar year, after you have entered all transactions for the calendar year.
To accumulate 1099 and CPRS data and print this report, you must select the Use 1099/CPRS Reporting option on the Options form. A 1099 or CPRS form is printed for a vendor if the Subject To 1099/CPRS Reporting option is selected in the vendor record. Sage Accpac Accounts Payable comes with sample 1099 (AP1099.rpt) and T5018 (APCPRS.rpt) formats, designed for laser printers. If the forms change, you can change the report formats.
The 1099 Electronic Filing form lets you create an electronic file to submit 1099 forms electronically to the IRS.
Objective Salesperson commission calculation can be predefined so that it is done automatically and accurately each time Focus Customer Master – commission set up OE Screen – automatic calculation/commission split
Customer Master For each customer you can define the percentage of commission split between the different salespeople
Order Entry At the time of Order Entry, the predefined Sales Split ensures that commission is calculated automatically and accurately each time This makes the job of an AP clerk easier by not maintaining this manually or in a spreadsheet separately
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