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Payables

This chapter contains the following topics:

Introduction to Payables

Expense Distributions

Entering Memos

Printing an Edit List

Memo Adjustments

Memo Report

Posting Vouchers

Import

Data Import

Introduction to Payables

Payables are entries requiring payment. There are one-time-only payables and payables that recur periodically (like a monthly payment). For each payable to be paid, a voucher is created. There is a voucher number, which identifies each single payment.

Although the dictionary says that a Voucher is as much a physical document as a receipt or a check, Passport does not use the word in this sense. A voucher in this module is exclusively an internal record in the computer, and there is no physical document corresponding to it. Passport uses the terms voucher and payable interchangeably.

The Payables selection lets you enter or change various kinds of vouchers. If a voucher has already been entered (but not yet posted) for the information you specify, that voucher appears and is available for changes or deletion. Once the vouchers have been verified as correct (with the edit list), you can post them to the various A/P files or tables.

The types of vouchers that can be entered in this function are:

Following is a description of these different types:

Regular Voucher

Regular vouchers are entered for invoices, and vendor credit and debit memos. Entering a positive invoice amount credits (increases) accounts payable. When entering a voucher for a vendor’s invoice or entering a vendor’s debit memo, enter a positive invoice amount. The total of the distributions entered for the voucher must equal the invoice amount.

When entering a vendor credit you may also assign memo records to the payable. The use of this feature is determined by the A/P Control information field Use memo tracking.

Vendor memo records can be entered or assigned to payable distributions and later posted to vendor history. With tracking the history of memo distributions, PBS provides more complete vendor reporting by enabling you to identify the actual “purchase-from” vendor for specific purchases that are being “paid to” another vendor such as a credit card company or employee expense reimbursement account.

Credit memo

You must enter a negative invoice amount in order to record a vendor’s credit memo. Entering a negative invoice amount debits (decreases) accounts payable.

When entering the credit memo, set the due days and discount days to zero.

For the G/L distributions, distribute the amount to the same account that was used earlier when the original payable, for which this entry is a credit memo, was entered, or distribute the amount to a returned purchases account. Consult with your accountant as to the exact account to use, which may vary depending on the nature of the credit memo.

Enter the distribution amount as a negative number. If multiple G/L distributions were used for the original payable, then you have to determine the amounts distributed to each account.

Cancellation Voucher

A cancellation voucher enables you to cancel a previous voucher that has already been posted to A/P Open Items, but has not been paid yet (no check printed).

Once a cancellation voucher is posted, neither the previous voucher (now canceled), nor the cancellation voucher itself is recorded in that vendor’s history.

To enter a cancellation voucher, you must know the vendor number, number of the voucher to cancel, invoice number, original invoice amount, distribution date, and expense distribution (the G/L expense account where the expense was distributed) of the voucher you want to cancel.

This information can be found on the Payables Register that shows the voucher you want to cancel. You can also get this information from the Aged Open Item Report, the Vendor History Report (if history is kept), and the Payables Distributions to G/L Report (unless the distributions have already been purged from the A/P Distribution to G/L records).

When you enter a cancellation voucher, do not enter an invoice amount opposite in sign to the voucher you are canceling. The program automatically reverses the invoice amount of the cancellation voucher.

During the posting of vouchers to A/P Open Items, the program searches for a voucher with the invoice number and invoice amount that matches those on the cancellation voucher. If a match is found, the program deletes the voucher from A/P Open Items and then posts the distributions for the cancellation voucher to A/P Distributions to G/L with the sign of the distribution amounts reversed.

For the cancellation voucher’s distributions to cancel the original voucher’s distributions, the distribution dates of both vouchers must be identical.

If two or more cancellation vouchers exist that are identical to each other, posting of the cancellation vouchers is not allowed until you change or delete one of them. If you have duplicate vouchers in A/P Open Items and want to cancel each of them, do so in separate posting runs.

Partially paid vouchers

Vouchers that have been partially paid cannot be canceled using a cancellation voucher.

In order to cancel the balance of a partially paid voucher, do the following:

Marking the voucher as manually paid credits the cash account and debits the vendor’s accounts payable account. This reduces the accounts payable account correctly. A negative non-A/P check debits cash and credits the expense distribution accounts. Thus, the debit and credit to the cash account wash and the net result is to reduce the account’s payable account and to reduce the expense accounts.

There are other methods you can use to cancel a partially paid voucher. For example, you may enter a negative regular voucher for the balance to cancel and then select both the original voucher and the negative voucher for payment and then cut a check for $0.00. However, this technique requires the use of a computer check.

Adjustment to Distribution Voucher

This type of voucher enables you to redistribute expenses for a voucher that has been posted to A/P Open Items. After posting a voucher, if the expense distributions are wrong, you can enter an adjustment to voucher distributions to reverse the old distributions and enter new ones.

This feature allows you to make adjusting journal entries through A/P as soon as you discover an error, rather than waiting until you have interfaced the A/P distributions with the General Ledger module.

When entering such a voucher, enter only the vendor number and distribution date from the voucher you are adjusting. You cannot enter information for the rest of the fields.

After entering these fields, enter distributions opposite in sign and for the same amount as those you want to reverse, then enter the correct distributions.

The total of all distributions must equal zero before you can exit, so that General Ledger is in balance.

Non-A/P Check Voucher

A non-A/P check voucher enables you to record the purchase of goods or services where payment was made at the same time that the invoice was written. The invoice was prepaid, or paid in advance. The invoice is no longer payable at the time it is entered into the A/P module.

The A/P account is not changed by a non-A/P check voucher. For a voucher with a positive invoice amount, the cash account entered on the transaction entry screen is credited (decreased), the discount account is credited (increased), and the expense accounts are debited (increased).

A negative non-A/P check voucher can be entered to delete the distributions for a non-A/P check voucher that was incorrectly entered.

The expense distributions for non-A/P check vouchers are dated with the check date.

You can use a $0 non-A/P check voucher to record a voided manual check. See the Invoice amt field, later in this chapter.

If you are using positive pay for the cash account entered, posting payables creates a positive pay file. You should send the positive pay file to your bank before your bank receives the check.

Immediate Check

An immediate check voucher is used to enter a non-A/P payable, but also have a check printed immediately. You may enter voucher and check information, then cut the check immediately. This is useful for a COD delivery.

An immediate check voucher is similar to the non-check voucher in that payment is made at the same time that the invoice was written. Therefore, the invoice is no longer payable at the time it is entered into A/P. The A/P account is not changed by an immediate check voucher.

There are three fields in the Control Information menu that apply to the immediate check voucher. Ensure that the Allow immediate printing field in Control Information is selected. You are also required to enter a default cash account in the Default immediate cash acct field in Control Information. When an immediate check voucher is processed, this account is used. There is also a default printer setup in Control Information that is optional when printing immediate checks. If you leave this blank, you are asked to specify a printer before the check is printed.

If you are using positive pay for the cash account entered, posting payables creates a positive pay file. You should send the positive pay file to your bank before your bank receives the check.

Retainage Now Due

If Job Cost is interfaced and retainage payable is used, the retainage now due voucher enables you to record invoices for retainage now due. If Job Cost is not interfaced, this voucher type is not displayed. It allows you to indicate that the retainage portion of a previously entered invoice has now become due for payment.

The posting of the original invoice (with retainage), resulted in an A/P Open Item for that invoice amount, less the retainage amount. The retainage amount at that time was not an accounts payable; instead, it was a retainage payable.

When this retainage amount finally becomes due, a retainage now due voucher is used to transfer the amount from the retainage payable account to the accounts payable account. At this time, the retainage becomes an A/P Open Item.

In order to match the original invoice with its retainage portion which is now due, you should use the original invoice number on the retainage now due voucher.

No distributions are entered for retainage now due vouchers. The posting program automatically creates the distributions, using the account numbers in A/P and Job Cost Control information.

Entering Vouchers

Select

Enter from the Payables menu.

If you are using Batch controls, a screen appears at this point for you to select the appropriate batch. Refer to the Using Batch Controls in the System User documentation.

Two screens are required for each voucher: one for the voucher itself, and one for distributing the expenses to the appropriate accounts.

Graphical Mode

The first screen appears as follows:

From this menu selection, you can work with both new and existing vouchers. In the screen above, no payables have been entered.

If there are vouchers ready to import, you will see the message Click here to import vouchers as seen below:

Clicking on this opens the import program. For what happens after you click on this link, see the Importing Vouchers section.

You may also run the import using the Import menu from the Payables menu.

Payables List Box

The list box displays up to 6 unposted payables at a time. You may sort the payables by voucher number or invoice number, both in ascending or descending order. Only column names in red may be sorted. Click on the column name or the arrow to the right of the column name to change the sort or use the View options.

To locate a voucher, start typing the voucher number or invoice number, depending on which sort field is selected. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate a voucher. The <F1> and <SF1> function the same as the up/down arrow keys.

Vouchers that display in the list box are available for changes or deletion. The fields for the selected voucher display in the lower part of the screen.

When a voucher is found, you may select the <Enter> key or Edit button to start editing.

Payables Buttons

You may select a button for editing, deleting or adding a new payable:

Menu Selections

At the top left of the screen menu selections are available. Most of these are the same from screen to screen. The selections that are unique to this screen are explained here:

From the Options menu selection you may also enter Entering Memos and Memo Adjustments. You may select to Viewing Vendor Invoices, View vendor open items and Posting Vouchers. You may also edit or review Pay-to Addresses.

From the Print menu you may print the payables edit list, Aged open items, Cash disbursements projection, Cash requirements, Open payables by date, Purchase journal, Purchases/Discounts, Vendor history and Memos.

Date Controls

If you are using date controls, the entry period (from Date control fields in A/P Control information) displays at the upper right corner of the tab. The entry of the distribution date field is checked by date controls.

Character Mode

In character mode this is the first screen.

Character mode has field numbers and Field number to change. From here you may select <F1> or <SF1> to select existing vouchers or entry a new voucher.

For an existing voucher, you can change any field except the Type and Vendor. If you want to change those fields, delete the entire voucher and then re-enter it.

Voucher

This is the unique voucher number for this payable.

To add a new voucher, select the New button. This assigns the next number in sequence, but not until you have finished entering the voucher. In the interim, * To be assigned * displays. You cannot assign an arbitrary number to a new voucher; you can only accept the next number available. The Last voucher number  field in Control information shows the last voucher number used. The next voucher number will be one more than that.

Type

Enter the type of voucher:

See the introduction to this chapter for an explanation of the different types.

For the first voucher of a session, the type defaults to Regular. Thereafter, each entry’s type becomes the default for the next entry.

Sub-type

This field can only be entered if this is a Retainage due voucher type. Enter one of the following:

These voucher sub-types work as described above for voucher types, except that now they refer to the retainage amount now due.

Vendor

Options 

Enter the vendor number for this voucher, or use one of the options:

Looking up the vendor by name

Options 

When blank is entered for vendor number, the cursor moves to the vendor name field. Enter the vendor name, or just the leading characters. Upper / lower case is significant. Entries made under a personal rather than corporate name are searched for by surname. You may also use one of the options:

Temporary Vendors

Vendors who are not permanently entered in Vendors are referred to as temporary vendors. Temporary vendors can be paid using regular vouchers, non-A/P check vouchers and immediate check vouchers only.

Vendors that are already on file in Vendors can be selected for this field whether they are permanent or temporary.

Vendors that are not already on file can be added on-the-fly, but only as temporary vendors. To create a temporary vendor, enter a vendor number that starts with an asterisk (*). The following data entry window appears:

In character mode the following screen appears:

The fields in this window mean the same, and are entered in the same way, as the corresponding fields in the Vendors (Enter) selection. That description is not repeated here.

Be aware that in order to fit all the fields on one window, some of the Vendor fields have been omitted. These are mostly fields that would not be used for a temporary vendor anyway. They are left blank or zero in the record. Specifically:

If these defaults require correction in a particular instance, modify the entry as needed via Vendors (Enter).

A temporary vendor created by this window remains on file in Vendors even if the payable itself is canceled before completion.

For the most part a temporary vendor is processed like any other vendor. It appears on vendor history reports and the A/P Distribution to G/L report. However:

In the Vendors chapter you may read more about Temporary vendors.

Cancellation

For a cancellation voucher, enter the number of the voucher to cancel. This must be on file as a posted but unpaid voucher.

Terms:

This field appears automatically upon selection of a vendor.

Gets 1099:

This field appears automatically upon selection of a vendor.

1099 type 

Select the Enter key to use the default or specify the type of miscellaneous 1099 for this vendor.

Options 

The following is a list of the 1099-Miscellaneous types:

If the 1099 year ending date in A/P 1099 year ending date is more than one year after the invoice date you will see the following prompt.

Check date greater than 1 year after 1099 yr. OK to continue?

This means that the invoice date entered is at least 1 year greater than the 1099 year ending date in Control information. This probably indicates that you have not run Close year for 1099’s and if you continue this 1099 transaction, print and post you update the 1099 fields for the vendor. The 1099 year ending date in Control information is used by various functions to update the right 1099 amount field in Vendors. If this date is set incorrectly, incorrect 1099 amounts are accumulated. See the Year-end chapter for more information.

P.O. #

Enter the purchase order number that authorized the purchase from the vendor. This field is optional, but you should not omit it for purchase orders processed by the Purchase Order module.

It is recognized that even if you interface to P/O you may be paying on a hand-written purchase order that never went through the P/O module. A purchase order number is accepted (after a warning) even if that number is not on file in P/O. However, if it is on file it cannot be for a different vendor than you have entered in the Vendor field.

Recvr #’s

These fields only appear if you are interfaced to Purchase Orders. Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order.

You cannot enter a receiver that is for a different purchase order than the one specified in the Vendor field.

Since a purchase order may have been received in installments, you may enter as many as four receiver numbers, with the first blank terminating data entry.

You may enter receiver numbers without a purchase order number, but only for goods received without a purchase order.

P/O considers that a receiving is uninvoiced until you have entered all of its receiver numbers here. It will not (normally) let a purchase order be purged until all its receivings have been invoiced. However, it is recognized that you sometimes have to pay a bill even though you cannot locate the proper paperwork, so an override capability (Clear uninvoiced receivings) is provided. This also handles the case where more than four receivings were required for a single purchase order.

These requirements mean that you cannot put two purchase orders into the same voucher. The reverse is not true however. It is legitimate to pay the same purchase order partly on one voucher and partly on another (if each voucher is for a different receiving).

Distrib. date

Enter the date that is assigned to all distributions for this voucher, including accounts payable, cash discount, and expenses distributions. For instance, if you are processing a vendor’s invoice for a previous fiscal year and you want the distributions dated within the current fiscal year, enter a distribution date that falls within the appropriate period, regardless of the document’s actual date.

For a non-A/P check voucher, the check date (entered later) is automatically used as the distribution date.

For an immediate check voucher, today's date displays and cannot be changed.

Otherwise, enter a date.

Options 

You have the following option:

For an adjustment voucher, the remaining fields on this screen are not entered. The distribution screen appears to make the adjustment.

You may be warned or stopped against entering a date that is outside the allowed date range. For more information, see the Date control section of the Control information chapter.

Invoice #

Enter the vendor’s invoice number. This field is required. If this is a retainage due voucher, enter the original invoice number used on the voucher.

If this invoice number has already been used for this vendor, you see a warning message showing the dollar amount and whether it is already in Vendor History (means already posted) or Payables (means not yet posted). This protects you against paying the same invoice twice.

If this is a cancellation voucher, enter the same invoice number as you did on the original voucher.

Invoice date

The invoice date and the vendor’s terms (recorded in the Vendors) are used to automatically calculate the due date and the discount cut-off date for this voucher.

This field cannot be entered for an Adjustment to Distribution Voucher type transaction.

Options 

You have the following option:

Invoice amt

Enter the invoice amount. For a vendor’s invoice or debit memo, enter the amount as a positive number. For a vendor’s credit memo, enter the amount as a negative number.

Options 

If the voucher is for retainage now due, and Vendor History is being used, and an invoice with a non-zero retainage amount is found there for the invoice number and vendor number entered, you may use this option:

If you are interfaced with Purchase Order and you entered a purchase order number and at least one receiver number, you may use this option to enter an amount equal to the totals of the receivers entered:

The nines in the above option is variable and represents the receiver totals. If you enter an amount that is not equal to the receiver totals, you will get the warning message “Invoice amount is not equal to the receiver totals.”.

A negative amount is only valid for a credit memo.

A zero amount is valid only for a non-A/P check voucher. This feature is intended for a manual check, which you have had to void. Entering such a check here with a zero amount will cause the check to appear on the monthly Check Register.

Non disc amt

Enter the part of the invoice amount that is not eligible for a discount.

For regular and immediate check vouchers, $0.00 displays when you press <Enter>.

Reference

This reference can be useful in these ways:

Enter the desired reference.

Due days or Due day

This is either the number of days before payment is due, or the day of the month when payment is due (whichever method was defined in the vendor Terms). If you wish to change the default value for this vendor, for this payment only, you may enter that value here.

Options 

Whatever you enter here, if anything, is used only to calculate a default value for the Due date field. If you leave this field blank you can still enter any desired value in the Due date field.

The vendor’s default value does not appear on the screen until <F2> is pressed, but can be changed afterwards from Field number to change?.

Due date

Enter the due date.

Options 

You have the following option:

Discount days or Discount day

Enter the number of days within which, or the day of the month before which, payment must be made in order to take advantage of the vendor’s early payment discount (whichever method was defined in Terms).

Note that although the vendor has a default value for this field, that value is not available to you as an option. The software uses this default only when you press <F2> from Field #10.This is because the vendor’s standard for discounting is no longer relevant to this payable once you have modified his standard due date.

Discount days cannot be greater than the due days already entered.

Discount date

Enter the discount date, or use:

Discount pct
Discount amt

These fields are set automatically by the vendor defaults when you enter the vendor number.

Otherwise, enter the discount as either as a percentage in the first field of this pair, or as an amount in the second.

The discount percent is always positive. The discount amount is negative if (and only if) the invoice amount is negative.

Discount acct

If the Discount pct and Discount amt fields are blank, this field may not be entered.

Options 

Otherwise, enter the number of the account for this discount. This must be a valid account from Valid G/L accounts.

Check #

This field appears on the screen only for a non-A/P check or immediate check voucher. For an immediate check, this displays as * To be assigned *.

Otherwise, enter the number of the check used to pay this invoice.

Check date

This field appears on the screen only for a non-A/P check or immediate check voucher.

Enter the date. The distribution date is automatically set to this check date.

Options 

You have the following option:

Cash account

This field appears on the screen only for a non-A/P check or immediate check voucher in the Type field.

Options 

Enter the number of the cash account for this check, or use one of the options:

Assign memo 

This field can only be entered if the A/P Control information Date control field is set to selective. By selective it means you may select not enter a check mark to enter the distributions only or enter a check mark to assign memo records.

If you are using positive pay and the cash account you select is set up for positive pay, then a message will display letting you know that you must post your payables before the positive pay file is generated.

Make any needed changes. For an existing entry, you may use one of the options:

Select Save or when you are finished making changes to this screen.

For immediate check vouchers

Immediate checks are printed after entering the first screen but before entering the distributions.

If the default printer in Default immediate printer corresponds to a printer in Company information, that printer is used. Otherwise, a message appears saying the printer is invalid. Press <F7> to change the printer. You will also be prompted with the question “OK to print check?. Select Y to print the check and N to cancel.

If the printer has been set up properly, an Immediate Check Printing screen appears, with the check amount, check date and printer filled in. Accept the check number, or type in the correct number, then press <Enter>. (The check date equals the current date and cannot be changed.)

You may be asked to next select a Form ID if you have designed your own check and if you selected to use Form Check format to use in Control information. Type the Form ID or select <F1> for the next form ID and Form type or <SF1> for the previous form ID and Form type. If you enter the Form ID, then you will be asked to enter the form type. See the Check and Remittance Forms chapter for more information.

You will also be asked to print an alignment. Print an alignment as needed.

The check is then printed and a message appears to that effect.

Then the prompt “Is check just printed OK?” displays. If you select Y then you must enter the distributions to complete the process.

If you answer N to the prompt “Is check just printed OK?”, the check is voided and will print on the check register as a voided check. There are a series of other prompts that allow you to re-print the check.

Then you are the prompted “Print another check?”. If you select Y then you may reprint the check.

If you select N then the message “The immediate check was not printed” displays. You are returned to the payables screen. From the payables screen you may select the <Enter> key you are prompted to print the immediate check. If you select the <Esc> key it cancels the immediate check.

Distribution screen

No distributions are entered for retainage now due vouchers. The posting program automatically creates the distributions, using the account numbers from A/P and Job Cost Control information.

Otherwise, the distribution screen is presented either automatically or at your request.

Any change to distributions?

Answer Y to view the distribution screen, or N to proceed to another payable entry. You are asked this question only if this is an existing entry and you have made no change to the payable amount (Field #7). If this is a new entry or if you have changed the amount, the second screen is presented automatically (except in the case of retainage now due vouchers).

Expense Distributions

Before proceeding to details of the distribution screen, considerations relating to two other modules will be described: P/O and I/C.

If Using Purchase Order

If there is a purchase order for this voucher, as soon as the distribution screen is displayed you are asked whether you wish to transfer distributions from the purchase order.

You can ignore the original intent of the purchase order and distribute the expenses yourself, or you can accept the distributions already present on the purchase order.

Distribution entries transferred in this manner may be changed or deleted, in the same way as the entries you make yourself.

Distributions are consolidated by account number before being transferred, so an entry on the screen does not necessarily represent a distinct line item of the purchase order. The amount will be equal the to the total of the receivers.

There is no guarantee that after the transfer the amount remaining to distribute will be zero, since you may have accepted delivery at a higher or lower price than you expected. Transferred distributions, like manually-entered ones, must be fully distributed before you can leave the screen.

If you enter a receiver number for goods received without a purchase order, the transfer feature is not available. P/O accommodates such emergency receivings but does not distribute their expenses.

If Using Inventory Control

If this payable is an invoice for a receiving previously posted in I/C, then you must distribute the payable to the account, which is listed in the I/C Control information as the B/S liability account.

In order to understand why the B/S liability account is used as the expense account for the payable, we must first consider what occurs when receivings are posted in I/C.

Receivings transactions in I/C always debit the item’s inventory account and credit the B/S liability account which is contained in the I/C Control information.

Later, when the invoice for the receivings is sent to you by the vendor, and you enter it into A/P, the net effect is to debit inventory and credit accounts payable if the expense distribution is the same account which was originally credited at the time of the receiving in
I/C (i.e. the B/S liability account).

At the time of receiving:

At the time of voucher entry:

The net effect is:

The B/S liability account may be a clearing account. It can also be a liability account called Unmatched receivings. You should consult with your accountant to determine the exact account to use.

The examples in this chapter assume that you are not using the I/C module.

Distribution without Job Cost

The format of this screen varies depending upon whether or not you are interfaced to Job Cost. Distribution without Job Cost is described first.

After entering an invoice, the vendors distribution account and full invoice amount will default. In add or edit mode, existing distribution will display in the list box.

Distributions List Box

The list box may be sorted by ascending or descending account number order. Click on the column name or the arrow to the right of the column name to change the sort or use the View options. Only column names in red may be sorted.

This is the character version of the screen:

Organization of the distribution window

If this is a new voucher, when first accessed the list box has no entries. It is divided into three columns, for account number, account description, and distribution amount. Each such sub-field is described separately below.

The amount remaining to distribute displays continuously at the bottom of the window. This may be zero or negative. Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero. The full invoice amount also displays.

Each row in the list box represents a single distribution. There is no limit to the number of distributions, but only ten are visible at any one time and they are listed in account number order. The list box includes rows that have scrolled off the top or bottom boundary as well as those currently visible.

Distribution entry is not required to be in account number sequence order. After saving a distribution it displays in account number order in the list box.

To change an existing entry, select it with the up and down arrow keys and select the Enter key or Edit button.

Enter the information for distributions as follows:

Account

Options 

The account number must already exist in Valid G/L accounts and may not duplicate the account number of any other distribution in this entry. Enter the account number, or use one of the options:

Distribution amt

Enter the amount of the distribution. It may be positive or negative, but not zero.

Distribution with Job Cost

When Job Cost is used, you can distribute the invoice amount to specific job accounts and/or to expense (non-job) accounts.

Graphical Mode

The job cost distribution screen is:

Existing distributions will display in the list box.

The amount remaining to distribute displays continuously at the bottom of the window. This may be zero or negative. Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero.

Character Mode

In character based mode, the following screen appears:

Distributions are entered one at a time using the conventional numbered fields.

Fields #1 through 4 are displayed first. When the job number is entered, the remaining fields appear.

For a new entry, each distribution as it is entered is added to a table at the bottom of the window. Only the three most recent distributions are visible at one time.

For an existing entry, the distributions already on file are not displayed until requested individually.

The amount remaining to distribute displays continuously at the bottom of the window. This may be zero or negative. Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero.

Organization of the job cost distribution window

Enter the information for distributions as follows:

Transfer distributions from the purchase order?

This question only appears if: (1) you interface to P/O, (2) this is a new voucher rather than an existing voucher, and (3) you have not yet made your first distribution entry for this voucher. Answer Y to transfer the distributions, or N to not do so.

Job number

Enter the job number to which all or part of the invoice amount is distributed. The job must be an active job in the J/C module. Once a job is selected, its description and job status displays.

Job number is optional; if this expense is not to be distributed to a job, leave the field blank. The cursor will move directly to the Account field.

Options 

For a new entry, you may use one of the options:

Options 

For an existing entry, you may use one of the options:

Options 

For either a new or an existing entry, you may use the option:

Cost item

If this distribution is not for a job, this field is skipped.

The cost item must be on file for the job. It must be a direct cost, and it cannot be for a labor cost. Once the cost item number is entered, its description and that of the sub-job and change order (if any) displays.

Each J/C cost item contains a vendor number, but this is optional and in any case is only a default. You are not warned if you purchase the item from some other vendor.

Options 

Enter the cost item number. This field must be entered in segments. You may also use one of the options:

Account

Options 

Enter the account number for this distribution, which must already be present in Valid G/L accounts. If this distribution is for a job, you may use the option:

Amount

Options 

Enter the amount of the distribution, or use one of the following options:

If you have selected to use retainage in the Job Cost Control information, this amount includes the retainage amount.

A negative amount is accepted, but a zero amount is only accepted for the purpose of deleting an existing distribution when processing an existing voucher.

Quantity

This field appears only for job distributions. If there is a unit connected with the cost item, such as BDFT (board feet) or SQYD (square yards), you can enter the quantity of these units for this distribution. If there is no unit connected with the cost item, this field is skipped.

Reference

This field appears only for job distributions. Enter any reference or comment you want to make for this distribution. This reference is passed to the Job Cost module, and does not remain in the Accounts Payable module.

Retainage

This field cannot be entered if the Job number field is blank, or if you have answered N to use retainage payable in J/C Control information, or if this voucher is a non-A/P check voucher or an adjustment to distribution voucher.

Otherwise, enter the retainage amount for the distribution. This cannot be greater than the full amount of the distribution.

Options 

Make any needed changes, or use the option:

Click on <Save> or <Save/new> when there are no further changes; the distribution you have just entered will be added to the list box appearing at the top of the window.

Memo Distributions

Vendor memo records can be entered or assigned to payable distributions and later posted to vendor history. With tracking the history of memo distributions PBS provides more complete vendor reporting by enabling you to identify the actual purchase-from vendor for specific purchases that are being paid to another vendor such as a credit card company or employee expense reimbursement account.

When memo records are used, as determined by the A/P Control information Use memo tracking field, you may include purchase-from vendor invoices as part of the distribution entry.

The memo distribution screen looks like the following:

The upper list box contains any existing memo distributions. The lower list box shows the distributed memos.

In character mode the memo distribution screens appears like this:

Organization of the memo distribution window

Memo distributions are entered either one at a time using the conventional numbered fields or you may apply previous entered memos.

For a new entry, each distribution as it is entered is added to a table at the bottom of the window. Only the three most recent distributions are visible at one time.

The amount remaining to distribute displays continuously at the bottom of the window. This may be zero or negative. Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero.

For an existing entry, the distributions already on file are not displayed until requested individually.

Enter the information for distributions as follows:

Transfer distributions from the purchase order?

This question only appears if: (1) you interface to P/O, (2) this is a new voucher rather than an existing voucher, (3) you have not yet made your first distribution entry for this voucher and (4) you entered a purchase order number and receiver number on the payables header screen. Answer Y to transfer the distributions, or N to not do so.

Purchase from vendor

Options 

Enter the purchase-from vendor number for this invoice, or use one of the options:

The entry for this field can be the same as the pay-to vendor, but should only be the same if you are using the memo to track sales tax.

Invoice number

If you entered a vendor number in the purchase-from vendor field, then an entry is required for this field.

Enter the purchase-from vendor’s invoice number or use one of the options.

If this invoice number has already been used for this vendor, you see a warning message showing the dollar amount and whether it is already in Vendor History (means already posted) or Payables (means not yet posted). This protects you against paying the same invoice twice.

Purchase date

Enter the date on the purchase-from vendor’s invoice or the date you made the purchase.

Purchase order

Enter the purchase order number that authorized the purchase from the purchase-from vendor. This field is optional, but you should not omit it for purchase orders processed by the Purchase Order module.

It is recognized that even if you interface to P/O you may be paying on a hand-written purchase order that never went through the P/O module. A purchase order number is accepted (after a warning) even if that number is not on file in P/O. However, if it is on file it cannot be for a different vendor than you have entered in Field #1.

Receiver number

The entry of a receiver number is not allowed if the Purchase Order module is not installed.

Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order.

You cannot enter a receiver that is for a different purchase order than the one specified in Field #4.

You may enter receiver numbers without a purchase order number, but only for goods received without a purchase order.

With P/Os it is considered that a receiving is uninvoiced until you have entered its receiver number here. It will not (normally) let a purchase order be purged until all its receivings have been invoiced. However, it is recognized that you sometimes have to pay a bill even though you cannot locate the proper paperwork, so an override capability (Clear uninvoiced receivings) is provided in the Purchase Order module. This also handles the case if more than one receiving is required for a purchase order.

These requirements mean that you cannot put two purchase orders and receivers into the same memo. The reverse is not true however. It is legitimate to pay the same purchase order and receiver partly on one memo and partly on another (if each invoice is for a different receiving).

Reference

Enter the desired reference information.

Once a memo is assigned to a payable and posted. the reference will be stored in invoice history and will print on different reports.

Sales tax

Enter the state sales tax amount associate with this invoice. This field is used with the state field to track sales tax paid to the state.

State

Enter the state to which the sales tax in field 7 was paid.

Amount

Options 

Enter the amount of the invoice, or use one of the following options:

A negative amount is accepted. A zero amount is also accepted for the purpose of entering a sales tax only.

Distribution account

Options 

The account number must already exist in Valid G/L accounts. Enter the account number, or use one of the options:

Make any needed changes, or use the option:

Press <Enter> when there are no further changes; the memo you have just entered will be added to the file, and the cursor will be positioned at the first field for entry of the next memo.

Entering Memos

This selection lets you enter memo transactions. It can be accessed if you have checked (or entered Y) to the field Use memo tracking in the A/P Control information

When entering a payable, memo records can be assigned to payable distributions and later posted to vendor history. With tracking the history of memo distributions, PBS provides more complete vendor reporting by enabling you to identify the actual purchase-from vendor for specific purchases that are being paid to a different vendor such as a credit card company or employee expense reimbursement account.

Memos also provide a means of tracking sales tax per state. This may be useful for auditing purposes.

Select

Memos from the Payables menu selection.

Graphical Mode

The memo entry screen is:

From this screen you may enter, edit and view memos. If there are any existing memos they will display in the list box.

Memo List Box

The list box displays up to 6 memos at a time. You may sort the memos by purchase-from vendor number, invoice number or purchase date, all in ascending or descending order. Click on the column name or the arrow to the right of the column name to change the sort or use the View options. Only column names in red may be sorted.

To locate a memo, start typing a number or name, depending on which sort field is selected. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate an item. The <F1> and <SF1> keys are the same as the up/down arrow keys.

Memos that display in the list box are available for changes or deletion. The fields for the selected memo display in the lower part of the screen.

When an memo is found, you may select the <Enter> key or Edit button to start editing.

Memo Buttons

You may select a button for editing, deleting or adding a new memo:

Menu Selections

At the top left of the screen menu selections are available. Most of these are the similar from screen to screen. If a menu selection is grayed out you will not be able to access it. The selections that are unique to this screen are explained here:

From the Print menu you may print Memos (see Memo Report), Tax by state (see Tax By State Report) and Vendor history (see Vendor History Report).

Character Mode

In character mode the following screen displays:

Enter the information for memos as follows:

Purchase from vendor

Enter the vendor number for this voucher, or use the option:

Invoice number

Enter the purchase-from vendor’s invoice number. This field is required.

If this invoice number has already been used for this vendor, you see a warning message showing the dollar amount and whether it is already in Vendor History (means already posted) or Payables (means not yet posted). This protects you against paying the same invoice twice.

Purchase date

Enter the date on the purchase-from vendor's invoice or the date you made the purchase or use the option.

Options 

Purchase order

Enter the purchase order number that authorized the purchase from the purchase-from vendor. This field is optional, but you should not omit it for purchase orders processed by the Purchase Order module.

It is recognized that even if you interface to P/O you may be paying on a hand-written purchase order that never went through the P/O module. A purchase order number is accepted (after a warning) even if that number is not on file in P/O. However, if it is on file it cannot be for a different vendor than you have entered in the Invoice number field.

Receiver number

Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order.

You cannot enter a receiver that is for a different purchase order than the one specified in Field #4.

You may enter receiver numbers without a purchase order number, but only for goods received without a purchase order.

With P/Os it is considered that a receiving is uninvoiced until you have entered its receiver number here. It will not (normally) let a purchase order be purged until all its receivings have been invoiced. However, it is recognized that you sometimes have to pay a bill even though you cannot locate the proper paperwork, so an override capability (Clear uninvoiced receivings) is provided in the Purchase Order module. This also handles the case if more than one receiving is required for a purchase order.

These requirements mean that you cannot put two purchase orders into the same memo. The reverse is not true however. It is legitimate to pay the same purchase order partly on one invoice and partly on another (if each invoice is for a different receiving).

Reference

Once a memo is assigned to a payable and posted. the reference will be stored in invoice history and will print on different reports. Enter the desired reference.

Pay-to vendor

Options 

Enter the pay-to vendor number for this invoice, or use the option:

A pay-to vendor is the company to person to which you are going to enter a payable and write the check.

You may enter a pay-to vendor now or when you assign the memo to a payable distribution.

Sales tax

This field is optional.

Enter the state sales tax amount associate with this invoice. This field is used with the state field to track sales tax paid to the state.

State

This field is optional, but should be entered if you entered an amount in the Sales tax field.

Enter the state to which the sales tax in field 8 was paid.

Amount

Options 

Enter the amount of the invoice.

A negative amount is accepted. A zero amount should only be used for the purpose of entering a sales tax only.

Make any needed changes.

Select the Save button when there are no further changes; the memo you have just entered will be added to the file, and the cursor will be positioned at the Purchase from vendor field for entry of the next memo.

Printing an Edit List

This selection lets you print an edit list of payables (vouchers) entered but not yet posted.

Select

Edit list from the Payables menu or Payables edit list from the Reports menu. You may also select Edit list from Payables (enter) Print menu.

You may view an example of the Payables Edit List in the Sample Reports appendix.

The Payables Edit List is identical to the format of the Payables Register.

Memo Adjustments

This selection lets you adjust certain fields for a memo transaction in Vendor History. It can be accessed if you have checked (or entered Y) to the field Use memo tracking in the A/P Control information.

Select

Memos adjustments from the Payables menu selection.

Graphical Mode

The memo adjustment screen is:

Existing memos display in the list box.

Memo Adjustment List Box

The list box displays up to 6 memos at a time. You may sort the memos by purchase-from vendor number, invoice number or purchase date, all in ascending or descending order. Click on the column name or the arrow to the right of the column name to change the sort or use the View options. Only column names in red may be sorted.

To locate a memo, start typing a number or name, depending on which sort field is selected. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate an item. The <F1> and <SF1> keys are the same as the up/down arrow keys.

Memos that display in the list box are available for editing or deletion. The fields for the selected memo display in the lower part of the screen.

When an memo is found, you may select the <Enter> key or Edit button to start editing.

Memo Adjustment Buttons

You may select a button for editing or deleting a memo:

The New and Save/New buttons are inactive on this screen.

Menu Selections

At the top left of the screen menu selections are available. Most of these are the similar from screen to screen. If a menu selection is grayed out you will not be able to access it. The selections that are unique to this screen are explained here:

From the Print menu you may print Memos (see Memo Report), Tax by state (see Tax By State Report) and Vendor history (see Vendor History Report).

Character Mode

In character mode, the memo adjustment entry screen appears:

You cannot enter new transactions. You can only adjust existing memo transactions in history.

Enter the following information for memo adjustments:

Purchase from vendor

This is a display only field. You cannot change the purchase from vendor number.

Invoice number

This is a display only field. You cannot change the invoice number.

Invoice date

Enter the date on the purchase-from vendor’s invoice or the date you made the purchase.

Purchase order

Enter the purchase order number that authorized the purchase from the purchase-from vendor. This field is optional, but you should not omit it for purchase orders processed by the Purchase Order module.

It is recognized that even if you interface to P/O you may be paying on a hand-written purchase order that never went through the P/O module. A purchase order number is accepted (after a warning) even if that number is not on file in P/O. However, if it is on file, it cannot be for a different purchase from vendor.

Receiver number

Enter a new receiver number.

Reference

Once a memo is assigned to a payable and posted. the reference will be stored in invoice history and will print on different reports. Enter the desired reference.

Sales tax

Enter the state sales tax amount associate with this invoice. This field is used with the state field to track sales tax paid to the state.

State

Enter the state to which the sales tax in field 8 was paid.

Amount

Options 

Enter the amount of the invoice.

A negative amount is accepted. A zero amount is also accepted for the purpose of entering a sales tax only.

Make any needed changes, or use the option:

Press <Enter> when there are no further changes; the memo you have just entered will be changed, and the cursor will be positioned at Field #1 for locating the next memo.

The fields that cannot be changed are the purchase-from vendor, invoice number, pay-to vendor and voucher number.

Memo Report

This selection lets you print memos that are unassigned, assigned, vouchered and posted. Here is the definition for each:

Unassigned

This is a memo that has not been assigned a pay-to vendor and has not been vouchered

Assigned

An assigned memo has been assigned a pay-to vendor but has not been vouchered

Vouchered

A vouchered memo is assigned a pay-to vendor and has been attached to a payable distribution.

Posted

A posted memo has been vouchered and posted in payables to history.

All types are grouped by purchase from vendor.

Select

Memos from the Reports menu.

Graphical Mode

The following screen displays:

Character Mode

This screen displays:

Enter the following fields:

Starting date

The starting and ending invoice dates enable you to specify a date range that will be included on the report.

Enter a date or use the option:

Ending date

All memos before or on this date will be included on the report.

Options 

Enter a date or use the option:

Starting vendor #
Ending vendor #

Options 

Enter the range of purchase from vendor numbers to be included on the report, or use one of the options:

Neither field is required to be a valid vendor number, but the range should enclose at least one vendor.

A/P account #

Enter the A/P account number for the purchase from vendor that you want to restrict the report to. This must be an existing entry in A/P accounts.

This field is required even if only one vendor has been entered in the Starting and Ending vendor # fields.

You may use one of the options:

Payment group

This field is required even if only one vendor has been entered in the Starting and Ending vendor # fields.

Options 

Enter the payment group of the purchase from vendors whose items are to be included in the report, or use the option:

Selection is on the basis of the vendor’s current payment group. If you have moved a vendor from one payment group to another, his items prior to the change will still be selected.

You may leave this field blank, in which case items will be printed only for those vendors who do not belong to any payment group.

Select memo types

This allows you to select the memo types that will be printed.

OK or Cancel

Make any needed changes, then select OK to print the Vendor Memo Report.

Posting Vouchers

Select

Post from the Payables menu. You may also select Post from the Payables (Enter) Print menu.

The Payables Register is printed.

You may view an example of the Payables Register in the Sample Reports appendix.

The vouchers are posted to:

If you are using Positive pay, if you are posting an immediate check or Non-A/P payable, then a positive pay file will be generated.

Posting Regular Vouchers

A regular voucher (type R) is posted as a new voucher to the A/P Open Items and the Vendor History. The purchases, period-to-date (PTD) and year-to-date (YTD) fields in Vendors are updated for the vendor by the amount of the invoice. The distributions are posted to A/P Distribution to G/L. The invoice amount is posted as a credit (or debit, if negative) to the accounts payable account (specified in the A/P Control information), and the expense distributions are posted as debits (or credits, if negative).

If Using Job Cost with Retainage Payable

The amount that is posted to A/P Open Items is the invoice amount (Field #4) less the retainage (Field #7). It is only the non-retainage amount that is shown on your Aged Open Items Report. Retained amounts are shown properly in Job Cost.

When a voucher that has retainage is posted to G/L, the retainage portion is posted as a credit to the retainage payable account and the non-retainage portion is posted as a credit to the accounts payable account.(Also see below for a description of posting retainage now due vouchers.)

Posting Non-A/P Check Vouchers

For a non-A/P check voucher (type N), the cash account specified in the transaction record is credited by the check amount, and the discount account associated with the voucher is credited by the amount of the discount. Expense and job distributions are posted as debits.

The purchase, discount, payment, period-to-date and year-to-date fields in Vendors are updated by the appropriate amounts for that vendor.

The accounts payable account and A/P Open Items are not affected by non-A/P check vouchers, but the check information is stored so that it appears on the next register that is printed from Prepare payments/Print checksand post.

If you are using positive pay, a positive pay file will be generated for non-A/P checks.

Posting Adjustment Vouchers

For an adjustment to distribution voucher (type A), the distributions are posted to A/P Distribution to G/L as they were entered.

The accounts payable account and A/P Open Items are not affected.

Posting Cancellation Vouchers

For a cancellation voucher (type C), the posting program searches for a voucher in A/P Open Items and Vendor History that matches the cancellation voucher’s invoice number, voucher number, and amount.

If a match is found, that voucher is deleted from A/P Open Items and Vendor History, the Vendors purchases year-to-date field is reduced by the amount of the invoice, and distributions for the cancellation voucher are posted (with their signs reversed) to A/P Distribution to G/L.

If no match is found, the cancellation voucher and its distributions are ignored.

Posting Retainage Now Due Vouchers

Skip this section if not using Job Cost.

For a retainage now due voucher (type D), there are three possibilities — the voucher may be entered as a regular voucher, a non-A/P check voucher, or a cancellation voucher.

Positive Pay

If you have immediate checks or Non-A/P payables and you are using positive pay, then the positive pay records will be created during the posting of payables.

See the Appendix Implement Positive Pay and Direct Deposit for more information on the features and setup of positive pay.

Import

This selection imports vouchers from an external accounting system. It will transfer records from an external ASCII file into the Passport Business Solutions Payables. Only regular transactions are imported.

After importing external vouchers, you may print the imported records using the Edit list selection on the Payables menu. You may also review and edit transactions using the Enter selection. When that is completed, then you may post the payables.

Setting up an external cross reference for the G/L account numbers is necessary before running this import. Comparing the external system account numbers to the PBS numbers , they can be the same or different, but regardless, they still have to entered into the Link File. See the External Cross Reference chapter in the System documentation.

Although this import is intended as an import vouchers exported from CounterPoint™, it could be used for importing vouchers from any system, as long as the data is formatted in the way expected by the program. For further information about the file and field formats, refer to the Interface to CounterPointTM (syn_int.pdf) documentation. A fixed length file format is required. Refer to the Passport Business Solutions Technical Data section.

The Import function is not checked by date control as defined in the A/P Control information.

The file name the program expects is IMPVCHxx.DAT with xx being the Company ID. It must be located in the top-level PBS folder.

Importing Vouchers

Select

Import from the Payables menu.

Also, you may select Enter from the Payables menu. If you see this message: Click here to import vouchers. Click on it.

In both cases a screen similar to the following displays:

Use terms from import record

Select import or enter I to use the terms from the import file or select vendor or enter V to use the terms from the PBS vendor record. The default is to use the import terms.

Use

Cross reference accounts are defined in the Account links menu selection found under CTL. This allows you to map accounts from an external system to the PBS accounts. This must be done before you run this selection.

You have two cross reference choices. Use the one the cross reference that is set up in Accounts links.

Select either 1st external cross reference or 2nd external cross reference.

In character mode, enter 1 for the first external cross reference or 2 for the second external cross reference.

OK or Cancel

Select Ok to continue the import or Cancel to exit the screen without importing the file.

In character mode enter Y to continue or N to return to the menu without importing.

When you select OK, this message displays:

Select Yes to continue or No to return to the menu without importing.

When you select Yes, then the import will proceed and a voucher import report is printed.

File Backup

As part of the import process, the file is moved to a folder path of (top-level PBS)\BACKUP\00 (assuming 00 is the PBS Company ID used). The data is imported from that file. The file is renamed when it is moved. The new name includes the date and time that it is imported. Here is an example: IMPVCH00-2013101611070643.DAT.

If the file has data with errors, it is also moved to the (top-level PBS)\BACKUP\00 folder.

If a file is more than 30 days old, it gets automatically deleted from the backup folder when you run the import on the 31st or more days. If you want to keep files that are more than 30 days old, you must move them to another folder.

Warnings and Errors

Warnings are not severe and in many cases they can be ignored. Errors are most important.

You may see this message: Errors found during import. Would you like to view the import now?

You can read the errors and warnings on the report.

Examples of errors are:

Vendor not on file

Distribution without valid voucher

After you print or view the report, if the report has errors, then this message displays: Errors found during import. Import file anyway?

If you select Yes, then the file imports.

If you select No, then you may create a new IMPVCHxx.DAT file or edit the existing IMPVCHxx.DAT file and import again.

If the report has warnings only, the above message does not display and the data is imported regardless. An example of a warning is:

Purchase order not on file

In either case, if you imported a file with errors or warnings, you may have to correct the data in Payables (Enter) before you can post. Running the edit list will also help you find the errors.

Data Import

Select

Data import from the Payables menu.

Data Import is licensed separately and may not be available on your system. For information on using data import see the Data Import Manager User documentation.

The data import function is not affected by date control as defined in the A/P Control information.

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