Accounts Payable 9.

1
Contents
Introduction .......................................................................................................... 7
Overview of Procure to Pay ................................................................................ 9
Before We Begin ............................................................................................. 9
Fiscal Date Patterns ................................................................................. 9
Company Period and Fiscal Year ........................................................... 11
Review of Order Activity Rules and Statuses................................................ 13
Entering a Purchase Order ........................................................................... 14
Entering Receipts by PO ............................................................................... 19
Approving and Posting Receipts ................................................................... 22
Matching Voucher to Open Receipt .............................................................. 24
Approving and Posting the Voucher.............................................................. 26
Payment Cycle .............................................................................................. 28
Accounts Payable System Setup ..................................................................... 29
Accounts Payable Constants ........................................................................ 29
Next Numbers ............................................................................................... 37
Standard Method .................................................................................... 38
Company/Fiscal Year Method ................................................................ 39
Factor/Special Payee Setup .......................................................................... 43
User Defined Codes ...................................................................................... 45
Document Types ..................................................................................... 45
Payment Instrument ................................................................................ 47
Special Handling Codes ......................................................................... 48
Pay Statuses ........................................................................................... 49
Address Book Setup ......................................................................................... 53
Address Book ................................................................................................ 53
Supplier Master ............................................................................................. 61
Payment Terms .................................................................................................. 67
Standard Payment Terms ............................................................................. 67
Advanced Payment Terms ............................................................................ 70
Workday Calendars ................................................................................ 71
Due Date Rules....................................................................................... 74
Advanced Payment Terms ..................................................................... 82
Accounts Payable 9.1
Accounts Payable 9.1 Master 021213.docm

Introduction

Klee Associates, Inc.

Multi-Tiered Discounts Update ................................................................ 86

Installment Payments .............................................................................. 86
Manual Vouchers................................................................................................ 89
Overview ........................................................................................................ 89
Speed Voucher Entry..................................................................................... 90
Standard Voucher Entry ................................................................................ 92
Revising Unposted Vouchers ........................................................................ 96
Copying Vouchers ....................................................................................... 101
Deleting Unposted Vouchers ....................................................................... 103
Vouchers with Discounts ............................................................................. 105
Vouchers with Split Payments ..................................................................... 107
Vouchers with Installment Payments ........................................................... 109
Creating Debit Memos ................................................................................. 111
Adding Attachments to Vouchers ................................................................ 113
Approving and Posting Vouchers ................................................................ 114
Correcting Posting Errors ............................................................................ 117
Changing a Posted Voucher ........................................................................ 119
Voiding a Posted Voucher ........................................................................... 123
Entering Vouchers with Taxes ........................................................................ 127
Tax Setup Overview .................................................................................... 127
Types of Taxes ............................................................................................ 127
Tax Explanation Code "E" ..................................................................... 128
Tax Explanation Code "S" ..................................................................... 128
Tax Explanation Code "U" ..................................................................... 129
Tax Explanation Code "V" ..................................................................... 130
Tax Explanation Code "V+" ................................................................... 131
Other Tax Explanation Codes ............................................................... 131
Tax Authorities ............................................................................................. 132
Tax Rate/Areas ............................................................................................ 134
Use Tax Setup ............................................................................................. 138
Tax Rules ..................................................................................................... 141
Tax Table F0018 .......................................................................................... 144
Posting to the Tax Table ....................................................................... 144
Purging the Tax Table ........................................................................... 147
Supplier Master Setup ................................................................................. 148
Creating Vouchers with Taxes ..................................................................... 149
Working with Tax Explanation Codes on Pay Items .................................... 151

Accounts Payable 9.1

Klee Associates, Inc.

Introduction

Revising a Voucher with Taxes ................................................................... 158

Creating a Voucher to Pay Taxes ............................................................... 163
Use Tax Payable Method ..................................................................... 163
Report Method ...................................................................................... 165
Creating a Voucher for the Tax Authority ............................................. 169
Multi-Currency Voucher Processing.............................................................. 173
Setup ........................................................................................................... 173
Automatic Accounting Instructions ....................................................... 173
Exchange Rate Table ........................................................................... 177
Entering Multi-Currency Vouchers .............................................................. 180
Address Book........................................................................................ 180
Creating a Voucher ............................................................................... 182
Posting the Vouchers .................................................................................. 187
Calculating Unrealized Gains and Losses .................................................. 188
Supplier Ledger Review .............................................................................. 192
Other Voucher Entry Methods ........................................................................ 193
Voucher Logging ......................................................................................... 194
Creating Logged Vouchers ................................................................... 194
Voucher JE Redistribution .................................................................... 198
Recurring Vouchers..................................................................................... 201
Creating Recurring Vouchers ............................................................... 201
Recurring Voucher Report .................................................................... 204
Recycling Recurring Vouchers ............................................................. 206
Revising Recurring Vouchers ............................................................... 209
Prepayment Vouchers ................................................................................. 212
Multi Voucher Single Supplier .................................................................. 215
Multi Voucher Multi Supplier .................................................................... 217
Multi Company Single Supplier ................................................................ 220
Other Voucher Match Processes ................................................................... 223
Voiding a Matched Voucher ........................................................................ 223
Reversing Receipts ..................................................................................... 226
Entering Receipts by Item ........................................................................... 229
Matching Voucher to Open Receipt ............................................................ 233
Two-Way Matching...................................................................................... 235
Evaluated Receipts ..................................................................................... 240
Setup..................................................................................................... 240
Payee Control Processing .............................................................................. 253

Accounts Payable 9.1

Introduction

Klee Associates, Inc.

Setup............................................................................................................ 253
Changing Data ............................................................................................. 255
Review and Approval of Changes ............................................................... 256
Payee Control Approval Report ................................................................... 260
Purging the Control File ............................................................................... 261
Manual Payment Processing .......................................................................... 263
Payment with Voucher Match ...................................................................... 264
Multi-Currency Manual Payments................................................................ 269
Revising Unposted Payments...................................................................... 272
Voiding Unposted Payments ....................................................................... 275
Speed Payment Entry .................................................................................. 278
Set up the Bank Account information .................................................... 281
Printing the Payment and Posting ......................................................... 284
Payment without Voucher Match ................................................................. 287
Printing the Payment and Posting ......................................................... 292
Void Payment and Voucher ......................................................................... 293
Automatic Payment Processing ..................................................................... 299
Setup............................................................................................................ 300
Bank Account Information ..................................................................... 300
Business Unit Information ..................................................................... 302
Payment Instrument Defaults ................................................................ 304
Payment Sequence ............................................................................... 309
Company Information ............................................................................ 311
Bank Account Cross-Reference ............................................................ 312
Multiple Vendor Bank Account Types ................................................... 316
Withholding............................................................................................ 318
Speed Status Change.................................................................................. 319
Pay Status Changes.............................................................................. 319
Payment Instrument Change for Wire Transfers .................................. 323
Special Handling Codes ........................................................................ 324
Summary of Available Status Changes................................................. 326
Withholding .................................................................................................. 326
Calculating Withholding ......................................................................... 327
Cash Requirements Report ......................................................................... 331
Creating Payment Control Groups............................................................... 335
Work with Payment Groups ......................................................................... 348
Data Browser......................................................................................... 363

Accounts Payable 9.1

Klee Associates, Inc.

Introduction

Updating Multi-Tiered Discounts ................................................................. 365

Alternate Currency Payments ..................................................................... 368
Supplier Ledger Inquiry .................................................................................. 381
Reviewing Open and Paid Vouchers .......................................................... 381
Draft Processing .............................................................................................. 387
Setup ........................................................................................................... 387
Creating Drafts ............................................................................................ 388
Paying Drafts ............................................................................................... 390
Closing Drafts .............................................................................................. 396
Posting Drafts .............................................................................................. 397
Positive Pay ...................................................................................................... 401
Setup ........................................................................................................... 401
Generate Positive Pay Text File .................................................................. 401
Text File Processor ..................................................................................... 404
A/P to A/R Netting ............................................................................................ 407
Setup ........................................................................................................... 407
AAI ........................................................................................................ 407
Address Book........................................................................................ 408
Customer Master .................................................................................. 409
Netting Eligibility ................................................................................... 410
Creating a DEMO A/R Invoice .............................................................. 412
The Netting Process .................................................................................... 414
Definitions ............................................................................................. 414
Netting Processing ................................................................................ 415
Customer and Supplier Ledger Results ................................................ 422
Reviewing Transfer, Source/Resulting Documents .............................. 423
Source, Transfer, and Resulting Documents .............................................. 425
Deleting/Voiding Netting Transactions ........................................................ 425
Netting Matched Vouchers Workaround ..................................................... 429
Chart of Accounts ................................................................................. 429
Accounts Payable ................................................................................. 430
Accounts Receivable ............................................................................ 432
Alternate Netting Form Menu ...................................................................... 433
Reports ............................................................................................................. 435
Integrity Reports .......................................................................................... 435
Correcting Errors .................................................................................. 436
Creating "As Of" Reports............................................................................. 438

Accounts Payable 9.1

Introduction

Klee Associates, Inc.

Date File Generation ............................................................................. 438

Running "As Of" Reports ....................................................................... 439
Other Reports .............................................................................................. 446
1099 Processing ............................................................................................... 459
Setup............................................................................................................ 459
Update Approver/Cat Code 7 ...................................................................... 463
Running the 1099 Process .......................................................................... 465
W-9 Exception Report ........................................................................... 465
A/P Workfile........................................................................................... 470
Write Media ........................................................................................... 471
1099 Reconciliation ..................................................................................... 474
Automatic Accounting Instructions ............................................................... 475
General Usage ............................................................................................. 475
Hierarchy ............................................................................................... 475
G/L Offset (Class Code) ........................................................................ 475
Accounts Payable Specific AAIs .................................................................. 477
Advanced and Technical Operations ............................................................. 479
Pay When Paid Processing ......................................................................... 479
Batch Voucher Processing .......................................................................... 487
Store and Forward Vouchers ....................................................................... 488
Downloading the Tables ........................................................................ 490
Creating Vouchers................................................................................. 491
Uploading Vouchers to the Server ........................................................ 492
Voucher Processing .............................................................................. 493
Update Transaction Control Records .................................................... 493
Posting Vouchers .................................................................................. 494
Purging Processed Records ................................................................. 494
Data Browser......................................................................................... 495
Appendices ....................................................................................................... 497

Accounts Payable 9.1