Accpac - Guide - Manual For AP Getting Started PDF

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SAGE ACCPAC
Sage Accpac ERP
Accounts Payable 5.4

Getting Started
Sage Accpac International, Inc. Confidential

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2006 Sage Accpac International, Inc. All rights reserved.
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trademarks or trademarks of Sage Accpac International, Inc., or its affiliated entities. All other
trademarks are the property of their respective owners.
Sage Accpac International, Inc.

Publisher
No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed,

or otherwise duplicated on any medium without written consent of Sage Accpac International, Inc.
Use of the software programs described herein and this documentation is subject to the Sage
Software License Agreement enclosed in the software package.
Sage Accpac International, Inc. Confidential

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Contents
Chapter 1: Introducing Accounts Payable

Accounts Payable Features ..................................................... 11
Integrating with Other Programs ................................................ 19
How to Use This Manual ...................................................... 110
The User Guide ............................................................... 111
Converting From ACCPAC Plus ............................................... 111
The Workbook ............................................................... 112
Where To Now? .............................................................. 112
Chapter 2: What You Need to Know Before Setting Up

Accounts Payable
Choosing Accounts Payable Options ............................................ 22
Company Information ...................................................... 22
Processing Options ......................................................... 23
Transactions Options ...................................................... 212
Numbering Options ....................................................... 218
Retainage Options ........................................................ 219
G/L Integration Options ....................................................... 222
General Ledger Batch Types ............................................... 223
Create G/L Transactions During Posting or On Request ....................... 224
Creating G/L Transactions By Adding to an Existing Batch or
Creating a New Batch.................................................. 224
Revaluation Transactions Create Reversing Entries in the General Ledger ...... 225
Choosing Consolidation Options for General Ledger Transactions ............. 226
Selecting References and Descriptions for General Ledger Transactions ........ 227
Getting Started iii
Sage Software Confidential

Changing Your General Ledger Integration Options .......................... 228

Reporting General Ledger Data .............................................228
Designing Accounts Payable Coding Schemes ................................... 229
Sorting Order of Codes.....................................................230
Entering Accounts Payable Setup Information ................................... 231
Setting Up Account Sets ....................................................232
Setting Up 1099/CPRS Codes ............................................... 235
Setting Up Distribution Codes ..............................................236
Setting Up Distribution Sets ................................................ 237
Setting Up Terms ..........................................................239
Setting Up Payment Codes ................................................. 241
Setting Up E-mail Messages ................................................ 241
Setting Up Payment Selection Codes ........................................ 242
Setting Up Optional Fields ................................................. 243
Setting Up Vendor Records .................................................... 248
Defining Vendor Groups ...................................................249
Adding Vendors .......................................................... 252
Adding Remit-To Locations ................................................ 261
Adding Recurring Payables ................................................ 263
Importing and Exporting Accounts Payable Records..............................266
Entering Current and Historical Transactions ....................................268
Entering Current-Year Data ................................................ 269
Previous-Year Statistics .................................................... 270
Customizing Checks, Payment Advices, Letters, and Label Formats ................271
Setting Up Multicurrency Accounting in Accounts Payable........................271
Where To Now? ...............................................................273
Chapter 3: Setting Up Your Accounts Payable

System
Before You Begin ............................................................... 31
Using Accounts Payable with an Internet Browser ................................. 32
Overview of Accounts Payable Setup ............................................ 32
iv Sage Accpac Accounts Payable

While You Work ............................................................... 34

Guideposts to Accounts Payable Information ................................. 34
Setting Up an Accounts Payable System ......................................... 36
Step 1: Gather Data from Your Present Payables System ....................... 36
Step 2: Add Payable Accounts to Your Chart of Accounts ..................... 38
Step 3: Add Tax, Bank, Currency, and Security Information ................... 39
Step 4: Select Accounts Payable Options ..................................... 39
Step 5: Add Accounts Payable Records ..................................... 327
Step 6: Add Vendor Records ............................................... 347
Step 7: Add Remit-To Locations (Optional) ................................. 363
Step 8: Add Recurring Payable Records ..................................... 367
Step 9: Add Opening Balances and Current-Year Transactions ................ 379
Step 10: Add Vendor and Vendor Group Statistics (Optional) ................. 385
Step 11: Create Payment Selection Codes to Process Payments Automatically .. 389
Step 12: Design Checks, Payment Advices, Labels, and Letters ................ 393
Where To Now? .............................................................. 395
Appendix A: Setup Checklist

Sample Setup Checklist.........................................................A2
Index
Getting Started v

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Accounts Payable
Introducing
Chapter 1
Introducing Accounts Payable
This chapter introduces you to Accounts Payable. It describes
important features of the program, discusses how Accounts Payable
integrates with other applications, and suggests how to use the
Accounts Payable manuals to learn about the system.
Accounts Payable Features

Accounts Payable handles all your payables record-keeping and
reporting needs, regardless of the size and complexity of your
business.
You can use the Accounts Payable program to set up and maintain
your vendor accounts, enter or import transactions from various
sources, and print checks. You can track account and transaction
details on screen displays and printed reports. Accounts Payable
produces the reports you need to avoid late payment charges, secure
vendor discounts, and match cash requirements to cash resources.
You can use Accounts Payable by itself or as part of an integrated

system with Sage Accpac General Ledger and Financial Reporter.
You can also transfer Accounts Payable account data to and from
spreadsheet and database programs.
Use Accounts You can access your Accounts Payable data using the Sage Accpac
Payable through a
desktop or through your Internet browser. All Accounts Payable
browser or from the
Sage Accpac data entry forms are designed to enable users at remote locations to
desktop enter and view transaction data using a browser.
The rest of this section describes some of the tasks you can
accomplish using Accounts Payable.
Getting Started 11

Tailor Accounts Payable to Your Business
Set up any number of general ledger control account sets to

assign to vendors.
Define distribution codes to represent General Ledger accounts

and speed data entry.
Define distribution sets consisting of groups of General Ledger

accounts to which you frequently distribute vendor transactions.
Optionally assign a distribution set to each vendor.
Define as many payment terms as you need.
Specify whether to include or exclude tax amounts in

discount bases.
Calculate due dates and discount dates from the invoice

date, end of next month, day of next month, and days from
day of next month.
Define multiple payment schedules. Each payment can have

a unique due date and discount date.
Define and use unlimited optional fields to store additional

information you want to keep with transactions, vendor records,
and remit-to locations (payment addresses).
Choose the year and period by which to accumulate vendor and

group statistics. Retain the statistics for as long as you want, or
choose not to keep statistics.
Determine the default tax calculation method for invoices and

recurring payables. You can choose manual entry, or you can
have the program calculate all taxes for you or distribute a
manually entered total tax amount to invoice details. (You can
change the type of tax calculation for individual invoices.)
Print checks, payment advices, letters, and labels using the

supplied formats or change them to suit your needs.
Delete groups of inactive vendor accounts quickly and easily.
12 Sage Accpac Accounts Payable

Accounts Payable
Introducing
Keep 1099 and Contract Payment Reporting System (CPRS)

information for vendors that are subject to 1099/CPRS reporting.
Produce Comprehensive Management Reports
Accounts Payable provides numerous sorting and selection options

on a full range of reports, journals, and lists, including:
Aged Payables and Overdue Payables. Reports outstanding

or overdue transactions, aged by due date or by document date
selected and sorted as you choose. Report options include
detail by date, detail by document, or summary report, and
whether to include the vendors contact person, phone number,
credit limit, transactions on hold, and applied details.
Reports use the default aging periods specified for the ledger,
unless you specify different aging periods at print time.
Aged Cash Requirements. Reports outstanding transactions,

aged by due date or by document date, for analyzing payables.
Report options include detail by date, detail by document,
summary report, whether to take discounts, and whether to
include the vendors contact person, phone number, credit limit,
transactions on hold, and applied details.
Aged Retainage, Overdue Retainage, and Future Retainage.

Reports outstanding, overdue, and future retainage by due date.
Report options include detail by document date, detail by
document number, detail by retainage due date, or summary
report, and whether to print amounts in the vendor currency or
the functional currency.
Reports use the default aging periods specified for the ledger,
unless you specify different aging periods at print time.
Vendor Transactions. Provides a complete listing of

transactions, including applied details, if you wish. You can
report documents by document date, document number, or
fiscal year and period. You can select types of transactions,
additional vendor information, and the report order.
Getting Started 13

Vendor List And Statistics. Provides a summary of information in

vendor records, including addresses, vendor options, statistics,
and comments.
Batch Status. Provides a record of the types and statuses of all

batches currently in your system, and of posted and deleted
batches that have not been cleared.
G/L Transactions. Lists all transactions generated by Accounts

Payable for posting to Sage Accpac General Ledger or another
general ledger. You can create and list a separate G/L transaction
batch each time you post invoices, payments, adjustments, or
revaluations.
Manage Your Vendor Records
Define an unlimited number of vendor groups for gathering

statistics and reporting purposes. Each vendor is assigned to a
group.
Define an unlimited number of remit-to locations (payment

addresses) for each vendor.
Accumulate vendor statistics by periods you specify. Retain the

statistics for as long as you want.
Enter an unlimited number of vendor comments, each up to

2,500 characters in length, with expiration and follow-up dates.
Set records such as vendors or payment terms to an inactive

status if you want to stop using them on a daily basis, but wish
to retain them in the system for historical and reporting
purposes.
Adapt Transaction Processing to Your Needs
Maintain as many open batches of invoice, payment, and

adjustment transactions as you need. This lets you group
transactions by operator, time period, type of entry, or any other
method you find useful.

Accounts Payable
Introducing
Use retainage accounting for processing vendor invoices, debit

notes, and credit notes.
Distribute invoices to as many general ledger expense or asset

accounts as you require.
Adjust open invoices during payment entry.
View pending payments to avoid entering duplicate checks.
Enter prepayments for specific invoices, purchase orders, or

sales orders at the same time that you enter the invoice.
Calculate tax for vendor invoices automatically or enter taxes

manually. Tax can be included in the invoice amount.
Enter transactions directly or import them from other accounting

systems or applications.
Generate invoices automatically for standard payables such as

rent, equipment leases, or standing orders, and use reminders to
alert you to process the payables when they come due. (You can
process the transactions directly from the Reminder List, or use
the Create Recurring Payable Batch form later.)
Allow or restrict editing of system-generated check batches,

statistics, and batches retrieved and imported from other
programs.
Create batches of currency revaluation transactions that reflect

gains and losses from changes in exchange rates.
Define the prefixes Accounts Payable assigns to prepayments,

adjustments, and invoices created for recurring payables.
Set Payment Controls at Both the Vendor and Invoice Level
Place holds on individual vendor accounts.
Set maximum payment amounts for invoices.
Getting Started 15

Force or withhold payment of individual transactions. Control

the maximum payment amount and change the discount
amount as required.
Establish standard payment selection criteria for creating check

batches.
Create vendor exclusion lists for payment batch creation.
Control Check Processing at All Phases
Generate and print system checks, with or without payment

advices, for current payables and forced transactions that you
select for payment.
Process checks to prepay invoices that you have not yet received.
Identify invoices by invoice number, purchase order number, or
sales order number.
Automatically apply prepayments when posting payments and

invoices.
Print checks individually as you enter them, or in batches.
Generate separate checks for each invoice, or create summary

checks by vendor.
Process miscellaneous checks for vendors that are not defined in

your Accounts Payable ledger.
Reinstate invoices by reversing posted checks.
Choose the language for printing written amounts on checks.

Accounts Payable can print the check amount in English, French,
and Spanish, and can use other language files written by third-
party developers.
Specify the next check number to assign to each bank account

(through Bank Services).

Accounts Payable
Introducing
Produce Complete Audit Trails
Keep details of fully paid transactions for as long as you choose,

and print a history report.
Print a journal of the entries posted in each posting run, listing

key pieces of information you can use to track each detail.
Print the Aged Overdue Payables, Aged Payables, and Vendor

Transactions reports for a complete listing of transactions that
have not yet been deleted.
Optionally require printing of batch listings before posting.
Specify the information you want as the references and

descriptions for transactions sent to the general ledger.
Print reports of all checks issued by Sage Accpac (using Bank

Services).
Track all tax amounts included in invoice amounts or separately

expensed (using Tax Services).
Delete history of fully paid transactions for selected vendors or

vendor groups, and delete posted and printed journals for
selected posting sequences.
Protect the Integrity of Your Accounts Payable Data
You cannot delete vendor accounts with outstanding

transactions, and you cannot delete accounts that have non-zero
balances.
You cannot post transactions with duplicate document numbers

to the same vendor.
You cannot post an overpayment for a given invoice.
When adding entries, you must use valid codes for vendors,
vendor groups, account sets, terms, distribution codes,
distribution sets, tax groups, and bank accounts.
Getting Started 17

You must complete specific tasks before proceeding with

year-end processing.
Ensure Date Sensitivity at All Times
Enter run dates and cutoff dates for aging reports to ensure that
more recent transactions are not reported. Specify aging periods
at the time of printing.
Control the activation date of prepayments (so they do not affect

vendor balances).
Keep all fiscal periods in balance (Accounts Payable posts all

details of transactions to the same fiscal period that you choose
during transaction entry).
Quickly Review Your Data, Using Screen Displays
Review current and historical transactions, as well as detailed

statistics, for each vendor account.
Review the payment history for individual invoices during

payment entry.
Review all invoices paid by a particular check.
Perform on-screen aging.
Display a summary of each batch in the system.
Drill down from General Ledger to view original transactions

posted in Accounts Payable, and from Accounts Payable to
originating entries in Purchase Orders.
Perform Multicurrency Accounting
Sage Accpac multicurrency accounting allows you to enter, post, and

report transactions in all the currencies you use in your business,
including the euro.

Accounts Payable
Introducing
Integrating with Other Programs
You can also transfer multicurrency transactions from other Sage

Accpac applications to Accounts Payable, and import them from
non-Sage Accpac applications.
Accounts Payable lets you:
Accept the exchange rate associated with a rate type and date, or
override the rate for individual invoices or payments.
Apply cash to invoices in any currency.
View account balances and print key analysis reports in both the
functional currency (the home currency of a given set of data)
and source currencies (the currency in which a transaction was
entered).
Calculate unrealized gains and losses for open transactions that

were entered in other currencies as exchange rates change. You
can select the currencies, rate types, vendor records, and account
sets for which to revalue transactions.
Recognize exchange gains and losses at the time of invoice

settlement.
Print Aged Payables and Vendor Transactions reports that

reflect the results of currency revaluation.
Integrating with Other Programs

Accounts Payable can be used by itself (with System Manager
installed) or as part of an integrated system with other Sage Accpac
accounting applications. You can also transfer Accounts Payable
data to and from spreadsheet and database programs using the
import and export facilities.
You can integrate Accounts Payable with the following Sage Accpac
applications:
General Ledger and Financial Reporter. Accounts Payable can

create general ledger batches directly in General Ledger or create
Getting Started 19

How to Use This Manual
batches that are ready to import to General Ledger at a remote

location.
You can choose to create general ledger batches automatically

during posting or create the batches yourself when you are
ready, and you can post transactions to the General Ledger in
consolidated form or with full details. You can specify what you
want to include as the reference and description for each
transaction sent to the general ledger. You can select General
Ledger account numbers from the Finder in Accounts Payable.
Inventory Control. Accounts Payable maintains all vendor

information for Inventory Control. If you want to generate
invoices from inventory receipts, you must also use the Purchase
Orders application.
Purchase Orders. Accounts Payable maintains vendor

information, terms codes, tax groups, remit-to locations and
1099/CPRS information for Purchase Orders. The Purchase
Orders system creates invoices, credit notes, and debit notes in
Accounts Payable.
Project and Job Costing. Accounts Payable lets you enter job-
related invoices, debit notes, credit notes, and payments that will
update contracts that you manage using Sage Accpac Project and
Job Costing.
How to Use This Manual

This Getting Started manual explains how to set up your data and
provides lessons for learning to use Accounts Payable.
To install Sage Accpac and set up your printer, follow the

instructions in the System Manager Administrator Guide.
In addition to Chapter 1, the Getting Started manual contains the

following chapters:

Accounts Payable
Introducing
The User Guide
Chapter 2, What You Need to Know Before Setting Up Accounts

Payable, tells you how to create an accounts payable system that
takes full advantage of the programs features and meets your
companys current and future needs.
Chapter 3, Setting Up Your Accounts Payable System, guides you

through setting up Accounts Payable to meet the unique needs of
your company, and transferring your current accounts payable data
to your new system.
Appendix A, Setup Checklist, describes and shows the setup

checklist, and explains how to print it.
The Index contains an alphabetical listing of topics in this manual,

with corresponding page-number references.
The User Guide

The Accounts Payable documentation includes this Getting Started
manual and the User Guide.
The Accounts Payable User Guide contains an overview of Accounts

Payable processing and details daily and periodic processing and
maintenance procedures. It also shows reports printed from the
sample data.
The appendixes in the Accounts Payable User Guide describe the

import and export features and provide other technical information
for interested users.
Turn to the User Guide once you have finished setting up your
Accounts Payable system according to the instructions in this
manual.
Converting From ACCPAC Plus

If you are upgrading from ACCPAC Plus Accounts Payable, read the
guide Converting From ACCPAC Plus Accounting before you attempt
Getting Started 111

The Workbook
to convert your data for Sage Accpac ERP. The Converting From
ACCPAC Plus Accounting guide contains general information about
conversion as well as the steps you must follow to convert your data
to Sage Accpac Accounts Payable.
The Workbook
The Sage Accpac Workbook that comes with the System Manager
provides lessons to teach you how to enter invoices and payment
transactions and print checks using Accounts Payable.
Where To Now?
If you have just purchased System Manager and Accounts Payable,
install the applications on your computer, following the instructions
in the System Manager Administrator Guide. If you have already
installed System Manager, install Accounts Payable, following the
instructions in the System Manager Administrator Guide.
If Accounts Payable is already installed on your system, we suggest

you read Chapter 2, What You Need to Know Before Setting Up
Accounts Payable, in this manual, and try the exercises in the
Workbook before you begin using Accounts Payable with your own
data.
When you are ready to create your own Accounts Payable system,
follow the instructions in Chapter 3, Setting Up Your Accounts
Payable System, in this manual.
Converting from If you are converting your data from ACCPAC Plus Accounts
ACCPAC Plus A/P?
Payable to Sage Accpac ERP, follow the instructions in the
Converting from ACCPAC Plus Accounting manual.

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Chapter 2
What You Need to Know Before
Setting Up
Before
Setting Up Accounts Payable
Choosing Accounts Payable Options............................................. 22
Company Information ...................................................... 22
Processing Options ......................................................... 23
Using Multicurrency Accounting ........................................ 23
Force Listing of Batches ................................................. 24
Editing Imported and External Batches ................................... 25
Keeping History ....................................................... 25
Using Retainage Accounting ............................................ 25
Keeping Vendor and Group Statistics .................................... 27
Defining Aging Periods ................................................ 210
Aging Unapplied Credit Notes, Debit Notes, and Prepayments ............ 211
Default Number of Days to Keep Comments ............................. 211
Transactions Options ...................................................... 212
Setting Defaults for Tax Calculation ..................................... 213
Use 1099/CPRS Reporting .............................................. 213
Allow Edit of 1099/CPRS Amounts ...................................... 214
Default 1099/CRPS Amount ............................................ 214
Default Transaction Type .............................................. 214
Default Order of Open Documents ...................................... 214
Default Bank Code .................................................... 216
Default Payment Code ................................................. 216
Check for Duplicate Checks ............................................ 216
Include Pending Transactions .......................................... 217
Allow Adjustments in Payment Batches ................................. 217
Allow Edit of System Generated Batches................................. 217
Allow Remit-To Information To Be Changed ............................. 218
Getting Started 2i

Numbering Options ....................................................... 218

Retainage Options ......................................................... 219
Specifying Retainage Defaults for Vendor Records (Optional) .............. 219
Specifying Retainage Defaults for Invoice Entry and Retainage Processing .. 220
G/L Integration Options........................................................ 222
General Ledger Batch Types ................................................ 223
Create G/L Transactions During Posting or On Request ....................... 224
Creating a New Batch .................................................. 224
Revaluation Transactions Create Reversing Entries in the General Ledger ....... 225
Choosing Consolidation Options for General Ledger Transactions ............. 226
Selecting References and Descriptions for General Ledger Transactions ......... 227
Changing Your General Ledger Integration Options .......................... 228
Reporting General Ledger Data ............................................. 228
Designing Accounts Payable Coding Schemes.................................... 229
Sorting Order of Codes..................................................... 230
Entering Accounts Payable Setup Information ................................... 231
Setting Up Account Sets .................................................... 232
Setting Up 1099/CPRS Codes ............................................... 235
Setting Up Distribution Codes .............................................. 236
Entering and Posting Transactions with Distribution Codes ................ 237
Creating Distribution Codes ............................................ 237
Setting Up Distribution Sets ................................................ 237
Creating Distribution Sets .............................................. 238
Setting Up Terms .......................................................... 239
Setting Up Payment Codes ................................................. 241
Setting Up E-mail Messages ................................................ 241
Variables for E-mail Messages........................................... 241
Setting Up Payment Selection Codes ........................................ 242
Using Payment Selection Codes ......................................... 243
Setting Up Optional Fields ................................................. 243
Optional Field Settings ................................................. 247
2ii Sage Accpac Accounts Payable

Setting Up Vendor Records .................................................... 248

Defining Vendor Groups .................................................. 249
Assigning Optional Fields to Vendor Groups ............................ 251
Setting Up
Adding Vendors .......................................................... 252
Before
Assigning Vendor Numbers ............................................ 255
Assigning a Group Code ............................................... 256
Placing a Vendor Account on Hold or Setting to Inactive .................. 256
Entering Short Names ................................................. 257
Selecting Processing and Invoicing Options .............................. 257
Entering Tax Information .............................................. 258
Subject to 1099/CPRS Reporting ........................................ 258
Using Vendor Statistics ................................................ 259
Entering Retainage Information for Vendors ............................. 260
Assigning Optional Fields to Vendor Records ............................ 260
Processing Vendor Comments .......................................... 261
Adding Remit-To Locations ................................................ 261
Assigning Optional Fields to Remit-to Locations ......................... 262
Adding Recurring Payables ................................................ 263
Importing and Exporting Accounts Payable Records ............................. 266
Entering Current and Historical Transactions .................................... 268
Entering Current-Year Data ................................................ 269
Entering Outstanding Invoice Balances in Vendor Accounts ............... 269
Entering Current-Year Transactions ..................................... 269
Previous-Year Statistics .................................................... 270
Customizing Checks, Payment Advices, Letters, and Label Formats ............... 271
Setting Up Multicurrency Accounting in Accounts Payable ....................... 271
Where To Now? .............................................................. 273
Getting Started 2iii

Chapter 2
Setting Up
What You Need to Know Before
Before
This chapter explains the options you can select and the data you
need to add during setup.
Read this chapter Read this chapter before setting up Accounts Payable. It will help
before setting up
you create a system that meets your companys current and future
Accounts Payable
needs.
After reading this chapter, follow the instructions in Chapter 3,

Setting Up Your Accounts Payable System. For information about
running your Accounts Payable system to process daily transactions,
see the User Guide.
Before you can begin Accounts Payable setup, you must:
1. Install the Sage Accpac System Manager, including Bank

Services and Tax Services.
2. Install General Ledger, if you use it, and then install Accounts
Payable.
3. Create a system database and a company database.
4. Choose company-wide options in Common Services.
5. Activate Bank and Tax Services.
6. Add information about the bank accounts, taxes, currencies, and

credit cards you use in your accounts payable system. If you are
using General Ledger, set it up before Accounts Payable.
7. Activate Accounts Payable.
Getting Started 21

Choosing Accounts Payable Options
For information on using the Sage Accpac Setup Wizard to perform

these steps, see the System Manager Quick Start Guide.

Once you activate Accounts Payable, your first task is to use
Accounts Payables Options form and G/L Integration form to
choose the options you want to use with your Accounts Payable
system.
The options you choose determine how your Accounts Payable

system operates and the types of data that are stored and displayed.
You can also use the forms after setup to review your entries and
change most of them, if necessary.
This section explains the purposes and effects of the Accounts

Payable options, presenting topics in their order of appearance on
each form. The options are briefly mentioned again in sections that
discuss records and operations that are affected by the options you
choose.
When you are ready to create your system, follow the instructions in
Chapter 3, Setting Up Your Accounts Payable System.
Company Information
You keep and update most company address and contact
information using the Company Profile form in Common Services.
However, you can store the name of a contact person or position for
your accounts payable department, and enter the telephone and fax
numbers you use in your Accounts Payable system on the Company
tab on the A/P Options form.
This tab also displays the name and address entered for the company
in Common Services. To change the company name and address, use
the Company Profile form in Common Services.

Processing Options
Use the Processing tab on the A/P Options form to choose whether
your Accounts Payable system:
Setting Up
Before
Uses multicurrency accounting.
Keeps statistics, and whether Accounts Payable accumulates

statistics by fiscal or calendar year.
Allows you to edit statistics.
Includes tax in statistics.
Allows you to edit imported and external batches.
Requires you to print batch listings before posting.
Keeps a history of all posted transactions.
Uses retainage accounting.
You also use the Processing tab to:
Define the aging periods that Accounts Payable uses to group

overdue transactions or balances on vendor analytical reports.
Choose how to age credit notes, debit notes, and prepayments

that do not apply to specific invoice numbers or other
documents.
You can also set the default length of time to keep comments in
vendor records.
Using Multicurrency Accounting
Multicurrency Accounts Payable can process and report transactions in all the
ledgers
currencies used by your company and its vendors if you select the
Multicurrency option on the Processing tab on the A/P Options form.
Getting Started 23

Select Before you can select the Multicurrency option in Accounts Payable,
multicurrency
you must select the Multicurrency option for the company in
accounting in
Common Services Common Services.
You can select the Multicurrency option at any time, but once you
select and save the option, you cannot change Accounts Payable
back to a single-currency ledger.
Mixing You can use Accounts Payable with all Sage Accpac applications,
multicurrency and
even if some applications use multicurrency accounting and others
single-currency
applications do not. For example, you can post transactions from a multicurrency
Accounts Payable system to a single-currency Sage Accpac General
Ledger.
See Setting Up Multicurrency Accounting in Accounts Payable,

near the end of this chapter for a summary of the steps to set up a
multicurrency ledger. This manual discusses the multicurrency
implications of creating records or processing transactions in the
same sections as it discusses a single-currency system.
Force Listing of Batches
To strengthen your audit trail, select the Force Listing Of Batches

option. This option requires that you print listings of all invoice,
payment, and adjustment batches before you post them, and
provides an important set of reports for your audit trail.
If you use the option, you cannot post batches until you print listings
for them, and you must also print new listings of batches you edit.
If you do not use You can print batch listings whether or not you use the Force Listing
the option
Of Batches option. You can also print posting journals that provide
complete information about the contents of all posted Accounts
Payable batches.
You can change your choice for this option at any time.

Editing Imported and External Batches
You can prevent users from deleting or making changes in

transaction batches you created for Accounts Payable in other Sage
Setting Up
Before
Accpac applications (such as Purchase Orders) or in non-Sage
Accpac programs, such as spreadsheets.
Allow Edit Of If you do not want to restrict editing of external batches, use the
External Batches
Allow Edit Of External Batches option. External batches are batches
option
that you create in other Sage Accpac programs and send to Accounts
Payable (for example, invoice batches that you generate in Purchase
Orders).
Allow Edit Of To permit editing of batches you import from non-Sage Accpac
Imported Batches
programs, use the Allow Edit Of Imported Batches option. Selecting
option
these options lets you edit external or imported invoice, receipt, and
adjustment batches in Accounts Payable before posting the batches.
Not selecting the options increases your auditing and supervisory
control by reducing the possibility of errors.
Keeping History
The Keep History option allows your company database to store

details of all posted invoices, payments and adjustments until you
choose to clear history.
Transaction details are then available in the invoice, adjustment, and

payment entry and batch list forms. With this option turned on, you
can also drill down from your Sage Accpac General Ledger to view
transaction details in Accounts Payable.
This option can be turned on or off at anytime, handy if your

database is becoming too large. If you turn off this option, your
system stops recording transactions, but previously recorded
transactions remain intact.
Using Retainage Accounting
Accounts Payable lets you account for retainage, or a holdback.

Retainage (or a holdback) occurs when you delay payment of a
Getting Started 25

percentage of a document total in one of the following

circumstances:
Your contract with the vendor stipulates that certain conditions

are to be fulfilled before a final payment is due.
Retainage is a statutory requirement (for example, under a

Builders Lien Act).
To use retainage accounting in Accounts Payable, you must select

the Retainage Accounting option on the Processing tab of the
A/P Options form.
When you select the Retainage Accounting option, the Retainage tab
appears, letting you specify default retainage settings for vendors
and document processing. (For more information about choosing
default retainage settings, see Retainage Options, later in this
chapter.)
Turning off the You can turn off the Retainage Accounting option, later, only if there
Retainage
are no unposted batches that include retainage and no outstanding
Accounting option
retainage amounts.
Preparing your If you select the Retainage Accounting option, you must also specify
system for
a retainage control account for each account set in your Accounts
retainage
accounting Payable system.
For an overview on setting up account sets, see Setting Up Account

Sets, elsewhere in this chapter. For step-by-step information on
adding account sets, see the section Add Account Sets, in
Chapter 3 of this guide.
Also, you select options that determine how Accounts Payable

processes retainage.
Specify default You should also use the Retainage tab that appears to set options for
retainage settings
processing original and retainage documents in Accounts Payable,
for vendors
and to specify default settings for each vendor, including the
retainage percentage, retention period, and retainage terms.

When you add a new vendor, Accounts Payable displays in the new
vendor record the default settings you specified in the A/P Options
form, but you can change them for individual vendors. When you
Setting Up
enter an invoice, credit note, or debit note for a vendor, Accounts
Before
Payable uses the settings from the vendor record as defaults.
For an overview on setting up vendors, see the section Setting Up

Vendor Records, elsewhere in this chapter. For step-by-step
information on adding vendor records, see Step 6: Add Vendor
Records, in Chapter 3 of this guide.
Keeping Vendor and Group Statistics
Accounts Payable can keep statistics from transactions posted for

your vendors and vendor groups. You can retain and review
Accounts Payable statistics by period and year, as far back as the
oldest year for which you keep transaction details. Accounts Payable
lets you choose the type of year and period by which to accumulate
statistics.
Vendor statistics For each vendor, Accounts Payable stores the total amount and
number of invoices, payments, discounts taken, discounts lost, credit
notes, debit notes, adjustments, and total paid invoices. The data is
reported by the period you specify, for as long as you keep
transaction details.
Period based on Statistics are accumulated into the year and period derived from the
document date
document date. Even if you change the year and period to which
you post the transaction, the statistics still go to the period specified
by the full document date.
Vendor activity Activity statistics kept for each vendor include the amount and date
of the vendors highest balance and largest invoice in the current
and previous years, as well as the amount and date of the last
invoice, payment, credit note, debit note, adjustment, and discount
posted to the account.
Each vendor record also shows the total amount of the invoices paid
in the current year, the number of checks, the average payment, and
Getting Started 27

the total and average number of days it took to pay the invoices.
Activity statistics for the previous year are cleared at year end.
Vendor groups The same types of statistics are kept for vendor groups. Use the
Vendor Groups form to review the statistics.
Options for For vendor and vendor group statistics, you can choose:
maintaining
statistics Whether to allow editing of statistics.
Whether to include tax amounts in totals.
The periods for which to display and report statistics.
Allow Edit Of You can choose whether to allow editing of the statistics you elect to
Statistics
keep, using the Allow Edit Of Statistics option on the Processing tab
on the A/P Options form.
Updating statistics Normally, you do not need to change statistics because they are
updated automatically and accurately by Accounts Payable each
time you post batches. However, if you set up your Accounts
Payable system partway through a fiscal year, you may want to use
the option to edit statistics so that you can enter figures for previous
periods of the current year or for previous years.
From time to time, you may also want to edit a particular statistic
because unusual circumstances have exaggerated the amount. For
example, if a single invoice remained unpaid for a long period on an
otherwise satisfactory account, you could adjust the total number of
days to pay or the total number of paid invoices to correct the
average so that it more accurately reflects your companys paying
habits for the vendor.
Keeping statistics If you edit a vendors statistics, you should make the same changes
in balance in
to the statistics for the vendor group to which the vendor belongs.
vendor groups
Print the Vendor Group Statistics and Vendor Statistics reports for
the records you change to verify that the totals still balance.

Changing your You can change your choices for these options at any time. You may
choices
want to turn on an option when you are setting up your system,
then turn it off to prevent errors caused by accidental editing.
Setting Up
Include Tax In
Before
If your company pays taxes on its purchases, you can include tax
Statistics
amounts in the statistical totals by using the Include Tax In Statistics
option.
Change the You can change your choice for the Include Tax In Statistics option
Include Tax In
any time, but you should make changes only at the end of a
Statistics option
reporting period. If you change before the end of a period, statistics
for the period may include taxes in some amounts, but not in others,
so that you cannot make meaningful comparisons within a period or
with other periods.
Accumulate By You can choose the periods by which statistics are totaled and
and Period Type
reported: by seven-day periods, weekly, biweekly, four-week
periods, monthly, bimonthly (two months at a time), quarterly,
semiannually, or the periods in your companys fiscal calendar.
You can also specify the dates to include in each period by choosing
whether to use calendar dates or fiscal dates. If you keep statistics by
calendar year, the first period begins with January 1. If you keep
dates by fiscal year, the first period begins on the first date in your
companys fiscal year.
Use the Accumulate By and Period Type options on the Processing

tab on the A/P Options form to indicate how you want to group
statistics.
Change the You can change the type of year and period by which Accounts
method of
Payable reports all three types of statistics, but such changes distort
reporting statistics
the figures in past periods.
For example, if you update statistics quarterly for nine months, then
change to monthly updating, the totals for the first three quarters
become the totals for the first three months. The result is overstated
totals in each of the first three months, and zeros in the following six
months.
Getting Started 29

Begin with quarterly reporting, posting these totals in the first three
quarters:
Periods 1 2 3 4
Totals 500 300 600 0
Switch to monthly reporting. The totals from the first three quarters
become the totals for the first three months, causing incorrect figures
for the first nine months:
Periods 1 2 3 4 5 6
Totals 500 300 600 0 0 0
Periods 7 8 9 10 11 12
Totals 0 0 0 0 0 0
If you need to change the type of year or period by which Accounts

Payable reports statistics, you should either do so after running Year
End, or edit the statistics for the earlier periods in the year to correct
distortions.
Defining Aging Periods
Accounts Payable sorts outstanding transactions and balances for the

Aged Cash Requirements, Aged Retainage, and Overdue Payables
reports into five periods: a current (not due) period and four
overdue (or future, for the future retainage report) periods. You
specify the length of each aging period for the Accounts Payable
system on the A/P Options form.
You can also specify different aging periods for reports at printing
time. At that time, you can also choose whether to age transactions
by their due dates or their document dates for each type of report.
For more information, see Analytical Reports in Chapter 2 of the

User Guide.

Aging Unapplied Credit Notes, Debit Notes, and Prepayments
When you have credit notes, debit notes, and prepayments that do
not apply to specific invoice numbers or other documents, you can
Setting Up
Before
specify whether to report the amounts in the aging periods that
contain their document dates, or you can group them all in the
current (not due) period.
You choose these options on the Processing on the A/P Options

form. You can change your choices for the options at any time.
The options have no effect on credit notes, debit notes, and

prepayments that are applied to specific document numbers.
Applied amounts are always included in the same aging periods as
the documents to which they apply.
Default Number of Days to Keep Comments
The Vendor Groups and Vendors forms allow you to enter

comments of up to 2,500 characters with vendor records. For
example, you might enter a comment stating why you have placed a
vendor payment on hold.
To make sure that comments are kept current, you can assign the
number of days you want to retain each one. When you select the
Vendor Comments option on the Clear History form, comments that
have been kept for the specified number of days are deleted, saving
you from having to delete each comment individually from the
vendor records.
To specify the number of days to keep the comments, use the Default
Number Of Days To Keep Comments option on the Processing tab
on the A/P Options form. Note that you can change the number of
days to keep comments on individual vendor records.
Getting Started 211

Transactions Options
Use the Transactions tab of the Options form to specify how the
Invoice Entry and Payment Entry forms operate. You can:
Choose whether to keep information for 1099 (US) or CPRS

(CDN) reporting.
Choose whether you can edit 1099 or CPRS payment amounts.
Choose whether you can edit imported batches.
Choose a default method for entering tax amounts, tax bases,

and tax reporting amounts on invoices and in recurring payable
records.
Indicate the order for the list of open (unpaid or unapplied)

documents that appears when you are applying payments.
Specify a method of payment (cash, check, or credit card) to use

as the default for payment batches.
Specify a default transaction type and bank code for payment

batches.
Choose whether to display an error or a warning message, or no

message, if you enter a duplicate check number.
Specify the level of control you want to maintain over payment

(check) batches, including whether to:
Allow adjustment entries in payment batches.
Allow editing and deleting of check batches generated by

Accounts Payable.
Allow remit-to information to be changed.
Each of these options is described in more detail in the following

sections.

Setting Defaults for Tax Calculation

Default entry When you create an invoice in Accounts Payable, you can enter taxes
methods for the
manually or you can let the program calculate taxes for you. The
Setting Up
tax amount and
Before
tax base Default Tax Amount, Default Tax Base, and Default Tax Reporting
fields let you select the method to be used as the default for invoice
entry and recurring payables.
The Tax Reporting field appears when you assign to a document a

tax group that uses a different currency than the vendor. It is used to
show the amount of tax in the tax reporting currency that appears on
invoices.
You choose separate entry methods for each type of default amount
from the following alternatives:
Enter. Selecting Enter lets you enter amounts manually on invoices,

and lets you change most tax fields. However, the program does not
calculate any tax amounts unless you use the Calculate Tax button.
You must ensure that the sum of the detail taxes equals the total tax
for each tax authority, or you cannot add the invoice or the record.
Calculate. When you select Calculate, the program automatically

calculates detail and total taxes (amounts and bases) according to
information entered in Tax Services. You cannot change any tax
fields, except Tax Class, Tax Included, and the tax group.
Distribute. Selecting Distribute lets you enter total amounts on the

Taxes tab. However, you cannot change detail tax amounts; you
must use the Distribute Taxes button to allocate amounts to details.
You can always change the Tax Class, Tax Included, and the tax
group fields, regardless of your selection in the Tax Amount, Tax
Base, and Tax Reporting fields.
Use 1099/CPRS Reporting
This option determines whether Accounts Payable tracks 1099/CPRS

payment amounts. Choose this option if your company reports any
payments to vendors that are subject to 1099/CPRS reporting. To
Getting Started 213

activate this feature for vendors subject to 1099/CPRS reporting,

select this option on the Taxes tab on the Vendors form.
If you choose this option and select the Subject To 1099/CPRS

Reporting option on the Vendors form, the program maintains
calendar year-to-date information for the vendor record. Even if
your company does not print 1099 or CPRS forms, you can still select
this option to accumulate 1099/CPRS amounts paid to vendors on
any period basis you wish.
Allow Edit of 1099/CPRS Amounts
If you select the option Use 1099/CPRS Reporting, you can also
choose Allow Edit Of 1099/CPRS Amounts. This allows you to edit
an amount if it was entered incorrectly, or enter a zero amount for a
service provided by a 1099/CPRS-designated vendor that is not
subject to 1099/CPRS reporting.
Default 1099/CRPS Amount
Select this option if you want to you use document totals as default
amounts subject to 1099/CPRS reporting on invoices, debit notes,
and credit notes.
Default Transaction Type
Select a default transaction type for Payment Entry. You can choose
Payment, Prepayment, Apply Document, or Miscellaneous Payment.
Default Order of Open Documents
You can control the order in which open documents (such as

invoices that are not yet paid, or credit notes that have not been
applied) appear in selection lists when you are applying payments in
the Payment Entry form. This option lets you display the documents
in the order that is easiest for you to use.
Accounts Payable displays open documents by document number

unless you choose another order. To change the order at any time,

use the Default Order Of Open Documents option on the

Transactions tab of the A/P Options form.
You can choose to display open documents for each vendor account
Setting Up
Before
by:
Document Number. This choice lists open documents, such as

invoices, credit notes, and debit notes, by their document
numbers, beginning with the lowest document number for each
transaction type.
If you use this option, you should consider prefixing vendor

invoices, credit notes and debit notes so Accounts Payable lists
documents in the order you prefer.
The following prefixes would list invoices first, followed by

interest invoices, credit notes, debit notes, and payments:
IN (invoice)
IT (interest invoice)
NCR (credit note)
NDR (debit note)
PY (payment)
Purchase Order Number. This choice groups open (unpaid or

unapplied) documents (invoices, credit notes, and debit notes)
by their purchase order numbers. Documents issued from the
lowest purchase order number are displayed first.
Due Date. This choice lists open invoices, credit notes, and debit
notes by their due dates, beginning with the document with the
oldest (earliest) due date.
Order Number. This choice groups open documents by their

sales order numbers. Documents entered with the lowest order
numbers are listed first.
Document Date. This choice lists open documents by the

document dates entered with them, beginning with the oldest
date.
Getting Started 215

Balance Due. This choice lists open documents by their

outstanding balances, beginning with the smallest amount.
Default Bank Code
Each batch of checks is assigned to one bank code, which determines

the bank accounts on which checks are drawn, the currency of the
checks, and the check forms on which check information is printed.
The bank code you selected on the Transactions tab appears as the
default bank code when you create a new payment batch or
automatically generate a check batch. You should choose the bank
on which you most often write checks.
Default Payment Code
Payment codes are used to identify the types of payments you

process, such as cash, checks, credit cards.
You define payment codes using the Payment Codes form in the
Setup folder. If you assign the payment codes to your vendors
according to the method you most commonly use to pay them, they
appear when you use the vendor number on the Payment Entry
form.
This option lets you specify a payment code to be used as the default
for vendors for which no default payment code is specified in the
vendor record.
Check for Duplicate Checks
Use this option on the Transactions tab to specify whether Accounts

Payable displays a warning or an error message, or no message
when you attempt to process a check that uses the same number as
an existing check for the same bank.

Include Pending Transactions
The Include Pending Transactions option lets you choose whether to

include transactions from open (unposted) batches when Accounts
Setting Up
Before
Payable calculates pending amounts for Payment Entry.
You can include unposted payments, unposted payments and

adjustments, or all transactions, or you can choose to include none of
them. Accounts Payable uses Payments and Adjustments as the
default setting.
Allow Adjustments in Payment Batches
This option lets you enter adjustments in Accounts Payable payment

batches during payment entry, rather than having to enter them
separately using the Adjustment Entry form.
You might use this option, for example, when the amount of a check
you are entering to pay an invoice differs slightly from the invoice
total. You can quickly write off the difference when you enter the
payment.
You can choose the batch to which you want to add the adjustment
or create a new adjustment batch from Payment Entry, and you can
edit it later, if necessary, using the Adjustment Entry form.
Allow Edit of System Generated Batches
Accounts Payable lets you edit system-generated check entries if you

select the Allow Edit Of System Generated Batches option. You
should use this editing feature on an exception basis.
If you do not choose the option, you ensure that the amount of each
posted check matches the pre-check register you printed. When the
option is not selected, you cannot edit or delete checks, or delete the
check batch.
This option applies to system-generated batches only.
Getting Started 217

Allow Remit-To Information To Be Changed
Select this option if you want to allow changes to remit-to location

information on the Payment Entry form.
Numbering Options
Use the Numbering tab of the Options form to specify how Accounts
Payable identifies transactions and batches that you create. You can:
Enter the document prefixes to be used with payments,

prepayments, adjustments, and recurring payables. Accounts
Payable uses the prefixes and a sequence number to identify
payments, prepayments, adjustments, and recurring payables.
Enter the next number to assign to each type of transaction.
Specify the length of each document number.
View the next batch numbers and the next posting sequence
numbers that Accounts Payable will assign.
Accounts Payable assigns a unique number to each document added

to a batch. The number is a combination of a prefix you enter on the
A/P Options form to identify the transaction type, and a number that
is assigned sequentially by Accounts Payable, starting with the
number you specify.
You can use up to six characters for each prefix. The prefixes let you
easily identify transactions in Accounts Payable forms and on
reports.
You can also specify the length of each document number, using a
maximum length of 22 characters, including prefixes.
Changing the next If you want to change the next number to assign to a lower number,
document number
change the prefix for the document type as well. You cannot use the
same document number and prefix more than once in Accounts
Payable.

Letting Accounts If you do not enter prefixes and document numbers, Accounts
Payable assign
prefixes and Payable automatically assigns 1 as the first document number and
document uses the following prefixes for each document type, as listed here:
numbers
Setting Up
Before
Document Type Prefix
Recurring Payable RP
Payment PY
Prepayment PP
Adjustment AD
Note: Check number sequences and the next check number are set
in Bank Services. Invoices use the numbers assigned by the vendor.
Retainage Options
You must select the When you select the Retainage Accounting option on the Processing
Retainage
tab of the A/P Options form, the Retainage tab appears. Selecting the
Accounting option
before you can set Retainage Accounting option is described in the section Using
other retainage Retainage Accounting, earlier in this chapter. (Chapter 2 in the User
options Guide contains overview information on processing original and
retainage documents.)
The Retainage tab contains a number of default retainage options

that can save you time when you add vendors to your Accounts
Payable system or process retainage in Accounts Payable.
Specifying Retainage Defaults for Vendor Records (Optional)
The retainage tab lets you specify the following default retainage
settings for new vendor records:
The default Default Retainage Percentage. The default retainage

retainage
percentage you enter on the Retainage tab appears on all new
percentage
vendor records. The retainage percentage from the vendor
record appears on original documents you enter for the vendor.
The retainage percentage determines the portion of a document
total that you can withhold until the retainage due date.
Getting Started 219

The default Default Retention Period. You also specify the number of days
retention period
from an original document date that you can withhold a
retained amount. The program determines the default retainage
due date by adding the days in the default retention period to
the original document date.
You can always change the retainage settings for particular

vendors in the vendor record and, if necessary, on documents
you enter or edit in Invoice Entry.
Specifying Retainage Defaults for Invoice Entry and Retainage

Processing
Accounts Payable uses the following settings as defaults when

processing original and retainage documents:
Multicurrency Default Retainage Exchange Rate. If you use multicurrency,

you also choose the type of exchange rate to use when you
process outstanding retainage. The Default Retainage Exchange
Rate field lets you select whether to use the current exchange
rate or the exchange rate used on the original document as the
default.
Report Tax. Generally, when you post invoices, Accounts

Payable posts tax amounts to a tax account (either tax
recoverable or tax expense) or to another general ledger account,
and it updates the tax tracking reports.
For retainage, when the tax is reported can differ. Some tax
authorities expect you to report tax when you post a retainage
document; others let you report tax when you post an original
document to which retainage applies.
The Report Tax option lets you specify when to report tax on
retainage. You can make one of the following selections for this
option:
At Time Of Original Document. If you select this option, the

program calculates and reports tax on retainage when you
post an original document that includes retainage.

You can then use the Base Retainage Amount On field to

specify whether to base retainage on amounts before tax or
after tax.
Setting Up
As Per Tax Authority. If you select this option, the program
Before
calculates tax when you post an original document, but
reports the tax as required by each tax authority.
Reporting requirements for tax authorities are specified by

the Report Tax On Retainage Document option, in Tax
Services. The tax authority can specify No Reporting, At
Time Of Retainage Document, or At Time Of Original
Document.
If the tax authority reports tax At Time Of Original

Document, the tax on retainage is calculated immediately
and the tax tracking reports are updated when you post
original documents.
If the tax authority reports tax At Time Of Retainage

Document, the tax on retainage is calculated when you post
the original document, but it is not reported until you post
the retainage document.
When you specify As Per Tax Authority, retainage amounts

are based on amounts before tax for all tax authorities and
vendors.
Specify whether Base Retainage Amount On. Use this field to specify whether
the retainage
retainage is calculated on the document total before or after tax
amount is based
on tax is calculated.
Numbering Document Type/Length/Prefix/Next Number. Use the

retainage
numbering grid to specify the numbering for retainage
documents
documents that you generate using the Create Retainage Batch
form. Specify the next number, length, and prefix to assign to
retainage invoices, retainage credit notes, and retainage debit
notes that you process to clear outstanding retainage amounts.
Getting Started 221

G/L Integration Options
Specifying when to The Retainage tab also contains two options that let you control
create retainage
the timing of retainage processing:
documents
Number Of Days In Advance To Create Retainage Documents.
This option lets you specify the number of days before retainage
is due to generate retainage documents using the Create
Retainage Batch form.
For example, if you enter 5, you can create the retainage invoice
five days before the retainage is due.
Scheduling Schedule To Use For Automatic Creation Of Retainage

automatic Documents. If you plan use the Reminder List to process
retainage
processing
retainage, you need to enter the schedule code for the frequency
with which you want to process outstanding retainage.
Zoom If the schedule does not yet exist in Common Services, you can
button
click the Zoom button beside the field, then create the schedule
using the Schedules form that appears. You can also click the
Zoom button to view the information for an existing schedule.
For information on using schedules and the Reminder List, see

the System Manager User Guide.
Last invoiced date In the Last Invoiced field, the program displays the date that you
last ran Create Retainage Batch from the Reminder List.
Changing You can edit the options on the Retainage tab at any time, but your
retainage options
changes affect only vendor records and transactions that you add
after making the changes.

Use G/L Integration The G/L Integration form, available in the A/P Setup folder, provides
to select options
several options for producing general ledger transactions in the form
for G/L transactions
and at the time that best suits your requirements.

Assign data to The G/L Integration form also lets you assign a wide range of
General Ledger
Accounts Payable information to the entry description, detail
fields
reference, detail description, and detail comment used in general
Setting Up
transactions.
Before
You use the Integration tab of the G/L Integration form to:
Choosing when to Specify when to create general ledger transaction batches. You
produce general
can create them automatically when you post Accounts Payable
ledger transactions
batches or you can use the Create G/L Batch form to create
general ledger batches at any time you choose.
Choose whether to create a new batch each time you generate

general ledger transactions, or add transactions to existing
transaction batches already created by Accounts Payable. (This
option applies only if you use Sage Accpac General Ledger with
Accounts Payable.) You can also choose to post new batches
automatically when you create general ledger transactions.
Choose whether to create detailed general ledger transactions

(one for each invoice, payment, and adjustment) or to
consolidate them during posting of Accounts Payable batches, as
described under the heading, Choosing Consolidation Options
for General Ledger Transactions, later in this section.
Note that you cannot drill down from consolidated transactions

to source documents such as the original invoice entry.
The Integration tab also displays the last accounts payable posting
sequence numbers for which general ledger transactions have been
generated. The next accounts payable posting sequence numbers are
displayed on the Numbering tab on the A/P Options form.
General Ledger Batch Types

If you use Sage Accpac General Ledger, Accounts Payable creates
batches of Payables transactions right in General Ledger, where you
can edit and post them.
Getting Started 223

If you use another general ledger system, or if your Sage Accpac

General Ledger system is at another location, Accounts Payable
creates a single batch which you can import into the other general
ledger, or print, then enter manually.
Types of General If you use Sage Accpac General Ledger, Accounts Payable creates
Ledger batches
separate batches of general ledger transactions from posted invoice
batches, payment batches, and adjustment batches. If you use
multicurrency accounting, Accounts Payable also creates a separate
general ledger batch each time you revalue Accounts Payable
transactions.
Accounts Payable provides several options for producing general

ledger transactions in the form and at the time that best suits your
requirements.
Create G/L Transactions During Posting or On Request

If you want to automatically create general ledger transactions each
time you post Accounts Payable transactions, choose During Posting
for the Create G/L Transactions option.
To create general ledger batches only when you want to, select On
Request Using Create G/L Batch Icon for the Create G/L Transactions
option. If you use this option, you can also print the G/L
Transactions report, provided that you print it before you run Create
G/L Batch. When you create the general ledger batch, the
transactions are deleted from Accounts Payable.
If you use the Create G/L Batch form, you must create the
transactions before using the Year End form to do year-end
processing.

Creating a New Batch
If you use Sage Accpac General Ledger with Accounts Payable, you
specify whether to add general ledger transactions to existing

general ledger batches when you create general ledger transactions,

or to create or create and automatically post a new general
ledger batch each time you create them.
Setting Up
Before
Accounts Payable creates four different types of general ledger
batches, one each for:
Posted invoice transactions.
Posted payment transactions.
Posted adjustment transactions.
Posted revaluation transactions, if you use multicurrency

accounting.
Using the Adding To produce only one general ledger batch of each type, select the
To An Existing
Adding To An Existing Batch option.
Batch option
Alternatively, you can let Accounts Payable create a new general
ledger batch each time you post or revalue transactions by selecting
one of the following options:
Creating a new Creating A New Batch. If you do choose this option, Accounts
batch each time
Payable creates a new batch when you post or revalue
transactions. You must then post the batch in General Ledger.
Creating and Creating And Posting A New Batch. If you select this option,
automatically
Accounts Payable automatically creates the general ledger batch
posting
and posts it for you in General Ledger.
Revaluation Transactions Create Reversing Entries in the General

Ledger
If you are using a non-Sage Accpac General Ledger, it is very
important to know that unrealized gain or loss transactions created by
the Accounts Payable Revaluation form create automatically
reversing entries for the general ledger.
Getting Started 225

Reversing entries in an export file are identical to other general

ledger entries, except that the Auto Reversal flag is set to 1. For
details of the export file structure that Accounts Payable creates if
you do not have Sage Accpac General Ledger, see Appendix B in the
User Guide.
If you have Sage Accpac General Ledger and view the Accounts
Payable revaluation batch using the G/L Journal Entry form, notice
that the Auto Reversal check box is selected for each revaluation
entry. This means that General Ledger creates a separate entry to
reverse each revaluation entry on the first day of the fiscal period
following the period of the revaluation transaction.
Choosing Consolidation Options for General Ledger Transactions

You can create consolidated batches of General Ledger transactions
that combine several details into a single detail, or you can create
unconsolidated batches that include all the details posted to each
general ledger account.
Drilldown Note: If you consolidate transactions, you cannot drill down from
General Ledger to source documents (invoices, for example) in
Accounts Payable. Do not consolidate transactions if you want to use
drilldown.
Consolidating To consolidate transactions, use the Consolidate G/L Batches option.

general ledger
This option lets you combine details posted with the same account
transactions during
posting number and fiscal period into single details for each general ledger
account. You can also choose to combine consolidate) the details by
account number, fiscal period, and source code.
Consolidation reduces the amount of information in the general

ledger batch and results in a shorter G/L Transactions report. The
option also consolidates the information in the Reference and
Description fields for each transaction, as described under Selecting
References and Descriptions for General Ledger Transactions, later
in this section.

Use the Consolidate G/L Batches option if you do not need a record
of all details posted to every General Ledger account from Accounts
Payable transactions.
Setting Up
Creating detailed
Before
If you require detailed general ledger transaction information for
general ledger
your Accounts Payable records or want to drill down to transactions
transactions
from General Ledger, do not choose to consolidate general ledger
transactions. This choice creates a single detail in a general ledger
batch for all amounts you post to a general ledger account.
The choice provides complete information in your general ledger

transaction batch, but can result in a long G/L Transactions report
and a large General Ledger batch. However, you can consolidate the
batch when you post it in Sage Accpac General Ledger.
Selecting References and Descriptions for General Ledger

Transactions
Transactions tab The Transactions tab on the G/L Integration form lets you specify the
type of information to use in the transaction description, detail
reference, detail description, and detail comment fields for general
ledger transactions. This information also appears on Accounts
Payables posting journals and on General Ledgers Journal Entry
form and reports.
You can assign one or more pieces of information (segments) to each

field, provided that the combined length of the segments and
separators does not exceed 60 characters. Fields exceeding this limit
are truncated when you post general ledger transactions.
The segments you can select depend on the type of transaction to

which you are assigning information and whether the information is
for the transaction header or the details. This ensures that the
information passed to General Ledger is relevant for each type of
transaction. For example, you can assign the check description or
remit-to information from miscellaneous checks to any of the
General Ledger fields.
Getting Started 227

When you create general ledger transactions, if no data exists in the

source transaction field, the field is blank in the general ledger
transaction. For example, if you assigned the original transaction
description to the G/L Entry Description field, but there is no
description for a particular entry, the field is blank in the
G/L transaction.
Unconsolidated If you do not consolidate general ledger transactions, information for

transactions
all the G/L fields is passed to General Ledger, as specified on the
G/L Integration setup form.
Consolidated If you consolidate general ledger transactions, only the information

transactions
for the G/L Entry Description field is passed to General Ledger. The
detail reference, description, and comment are lost in consolidation.
For transactions consolidated in Accounts Payable, the consolidation

information is used in all the G/L fields (for example, CONSOL. BY
AP ON 5/31/2010).
Changing Your General Ledger Integration Options

You can change any of your choices on the Integration tab at any
time. You should be aware that your new choices apply only to
general ledger transactions posted after the change, and do not affect
existing general ledger batches.
Warning! If you use the Create G/L Batch form to produce general ledger
batches and want to change to producing them during posting, be
sure that you first run Create G/L Batch to create any outstanding
transactions. If you make the change without creating the
outstanding transactions, they are omitted from your general ledger
batches, and are not posted to your general ledger.
Reporting General Ledger Data

Reporting general You can print the G/L Transactions report, a listing of the general
ledger data
ledger transactions created by Accounts Payable, whether you post
batches in General Ledger or not.

Designing Accounts Payable Coding Schemes
When you clear posting journals with the Clear History form, the
general ledger transactions that were created with the cleared
journals no longer appear on the G/L Transactions report. For more
Setting Up
information about the G/L Transactions report, see Chapter 7,
Before
Reports, in the User Guide.

This section describes the various codes you need to define in your
Accounts Payable system, and offers some guidelines for designing
your coding schemes.
Before you can use Accounts Payable, you must add codes to
identify the account sets, distribution codes, vendors, and other
records you plan to add to your system. You should take the time to
design sensible coding schemes for each type of code you require,
before you start assigning codes to records.
If you already have a system for most of these codes, you may be
able to continue with the same system. Check the following list to
see whether each code type allows for the number and types of
characters you use in your current system:
Maximum # of
Record Type Code Name Characters
Account set Account set code 6 digits or letters
1099/CPRS code 1099/CPRS code 6 digits or letters
Distribution code Distribution code 6 digits or letters
Distribution set Distribution set 6 digits or letters
Terms Terms code 6 digits or letters
Vendor group Vendor group code 3 digits or letters
Vendor Vendor number 12 digits or letters
Payment selection Payment selection code 6 digits or letters
Remit-to location Remit-to location code 6 digits or letters
If you are designing new codes, you should assign codes that make it
easy to identify each record type and that list records in the order
you want them to appear on reports and in Finder forms.
Getting Started 229

Each code is a unique set of letters, symbols, and digits. For example,
each of the following could be a valid vendor number:
123
123A
AB1234
A1
A01
To simplify codes, we recommend that you:
Use the same number of characters in all codes of the same

record type.
Where permitted, define codes of at least three characters to

allow for future expansion.
Use a numbering system that is significant for your business,

such as representing a geographical region or division or vertical
market.
If possible, use only numbers (not letters or symbols), for

consistency of sorting.
Sorting Order of Codes

Accounts Payable sorts codes on screens and reports in a specific
order, which you should take into consideration when designing
codes.
Accounts Payable reads codes from left to right, and generally uses
the database sequence to put them in order.
For Pervasive SQL, the database order is usually a binary sequence,

like this:
[Blank] ! " # $ % & ' ( ) * + , - . / 0 1 2 3 4 5 6 7 8 9 : ; < = > ? @ A B C D E

FGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghi
jklmnopqrstuvwxyz{|}~

Entering Accounts Payable Setup Information
Accounts Payable would sort the codes listed in the introduction to

this discussion into the following order:
123
Setting Up
Before
123A
A-01
A01
A1
AB 1234
AB1234
For SQL Server, you can set up the database as a binary sequence or
in a dictionary sequence (where upper and lowercase letters are
intermixed). Codes containing fewer than the maximum number of
permitted characters are left justified in Accounts Payable Finders
and forms, and on reports.

Before you can add your vendor records to Accounts Payable, you
must set up other records to assign to your vendors. This section
describes the records you need, and explains the options you can
select when setting up each type of record.
You select icons from the Setup form to set up the following records:
Account sets
1099/CPRS codes
Distribution codes
Distribution sets
Terms
Payment Codes
Payment Selection codes
Optional fields (optional)
Getting Started 231

Setting Up Account Sets

Account sets are groups of general ledger accounts to which you
post Accounts Payable transactions. You assign an account set to
each vendor record to identify the general ledger control accounts to
which you post the vendors transactions.
You can use one account set for all your vendors, or you can have as
many as you need to categorize vendor transactions by the accounts
to which they are posted in your general ledger. For example, you
may want to use separate account sets to designate different types of
payables or vendors in different geographical areas.
You use the Account Sets form in the Setup folder to add account
sets. You must define at least one account set before you can add
vendors to Accounts Payable.
Multicurrency If you use multicurrency accounting, you must add at least one
ledgers
account set for each currency used by your vendors. The account set
you assign to a vendor must use the currency of the vendor.
Contents of To add an account set, you enter a unique code of up to six

account sets
characters for the set, and a description.
You then enter account numbers for the general ledger payables
control, purchases discounts, and prepayments accounts. In
multicurrency ledgers, you also assign exchange gain and loss
accounts to account sets that do not use the functional currency.
You can use an account number more than once in an account set.
You enter account numbers for the following general ledger

accounts:
Payables Control account. A liability account that contains the

total amount payable to all vendors assigned to the control
account set. The account is credited when invoices or debit notes
are posted, and debited when payments or credit notes are
posted.

The word control in the account name means that the account
contains subledger totals, whereas the information stored by the
Accounts Payable program contains details at the transaction-
Setting Up
distribution level.
Before
If all transactions are processed correctly, the total of all payable
balances in the Accounts Payable system balances with the totals
in the payable control accounts in your general ledger.
Purchase Discounts account. An income statement account that

is credited with discounts taken for early invoice payment.
Prepayment Liability account. An asset account to which

prepayments are debited. The account is credited when
prepayments are applied to invoices or refunded.
Retainage account. If you use retainage accounting, a liability

account that accumulates outstanding retainage amounts until
you clear the amounts by processing retainage invoices,
retainage debit notes, and retainage credit notes.
If you have a single-currency ledger, the currency code of the

account set matches your functional currency, and you cannot
change it.
Identifying If you use multicurrency accounting, you must assign a currency

the account
code to each account set to identify the currency used by the vendors
sets
currency you plan to assign to the set. Once you add an account set, you
cannot change its currency.
Multicurrency Multicurrency account sets include the same accounts as single-

general ledger
currency account sets, and include additional accounts to which you
accounts
post gains and losses that result when you revalue Accounts Payable
transactions at new exchange rates.
The general ledger accounts you assign to multicurrency account

sets depend on the type of currency information you require in your
general ledger.
Getting Started 233

For example, you might use a separate Payables Control account for
each currency, but use the same discount account for all the account
sets.
If you use the same account number for all the unrealized and
realized exchange gains and losses accounts, the balance in that
account in your general ledger represents the net exchange gain or
loss on all payables transactions.
Assigning account If you use Sage Accpac General Ledger with Accounts Payable, you
numbers from
should assign General Ledger accounts that can accept the
Sage Accpac
General Ledger currencies used with the account sets in Accounts Payable.
See the General Ledger Getting Started manual for more information.
You assign the following general ledger accounts to multicurrency

account sets to record exchange gains and losses:
Unrealized Exchange Gain and Unrealized Exchange Loss

accounts. The income statement accounts to which you post
the amount by which a multicurrency transaction increases or
decreases, respectively, in its functional-equivalent value when
you revalue it at a new exchange rate.
A gain occurs when a transaction benefits you; a loss occurs

when the transaction benefits the vendor.
The gain or loss is unrealized because the transaction is not

completed (that is, you have not paid it) and the exchange rate
for the transaction can continue to change until it is fully paid.
Realized Exchange Gain and Realized Exchange Loss

accounts. The income statement accounts to which you post the
amount by which a completed multicurrency transaction
changed in value in the functional currency due to a difference
between the original exchange rate and the rate at which it was
paid.
The gain or loss occurred when the transaction was completed

because you paid less or more money in your functional
currency than you expected.

The gain or loss is realized because the transaction is settled.
Rounding account. The income statement account to which

you post differences that arise from rounding in multicurrency
Setting Up
Before
transactions.
Assigning account After defining account sets, you assign them to vendor records,
sets to vendor
using the Vendor Groups form and the Vendors form. These forms
records
are described in the section, Setting Up Vendor Records, later in
this chapter.
Setting Up 1099/CPRS Codes

1099/CPRS expense class codes identify different categories of
1099/CPRS payments and establish how you print 1099/CPRS forms
for different vendors.
You must assign a 1099/CPRS code in the Vendors form to each

vendor you mark as subject to 1099/CPRS reporting.
Most 1099/CPRS Accounts Payable sets up most 1099/CPRS codes when you activate
codes are set up
a new database. You should have to add or edit codes only if the
by Accounts
Payable existing code structure changes. 1099/CPRS codes can be up to six
characters long but, in practice, they do not exceed two digits.
The codes created by Accounts Payable are:
1099/CPRS Code Description

1 Rents
2 Royalties
3 Other Income
4 Federal Income Tax Withheld
5 Fishing Boat Proceeds
6 Medical/Health Care Payments
7 Non-employee Compensation
8 Substitute Payments
10 Crop Insurance Proceeds
11 State Income Tax Withheld
Getting Started 235

If you want to stop assigning a code to vendors, you can set it to

Inactive.
1099/CPRS vendor amounts are not accumulated by code. Accounts

Payable accumulates a total invoice amount for each vendor and
uses the 1099/CPRS code only to indicate where that amount is
printed. (In other words, you can only assign one code to a vendor
record. If you need two codes for a vendor you would have to create
two vendor records.)
Setting Up Distribution Codes

Distribution codes provide a quick and easy way to specify a single
general ledger account when you distribute purchases, because you
can make them shorter and easier to remember than the
general ledger account numbers.
For example, the following distribution codes are easier to use than
the general ledger account numbers they represent:
Distribution Code Description G/L Account

OFFEXP Office supplies 6500-100-20
SHPEXP Shop supplies 6620-200-20
RENT Office rent 6560-100
INV Inventory 1300-100
GST GST input tax CR 2435
The codes are easier to remember than account codes and, if you
forget them, present a shorter Finder list during data entry.
Once you define distribution codes, you can group them in

distribution sets, to provide sets of default distributions for
assignment to vendors.
You can also Accounts Payable lets you distribute transactions by distribution set
create sets of
(a group of distribution codes), by distribution code, or by general
distribution codes
ledger account number. You select a default distribution method for
each vendor in the vendor records.

Entering and Posting Transactions with Distribution Codes
When you use distribution codes in invoice and adjustment entry,

Accounts Payable displays the corresponding account number (and
Setting Up
Before
description) in the transaction entry form. When you post invoice
and adjustment batches, Accounts Payable creates general ledger
transactions for the accounts represented by the distribution codes,
and lists the codes and account numbers on the posting journals.
Creating Distribution Codes
You use the Distribution Codes form to add distribution codes. For
each record you enter a unique code, up to six characters, a
description (name) for the code, and the general ledger account
number that the code represents.
You also specify a Discountable status for the distribution code, so

that when you use the code in an invoice, credit note, or debit note
detail, the status appears as the default for the detail.
Distribution codes You can define as many distribution codes as you need to represent
are optional
the various general ledger accounts to which you distribute
purchases. You do not have to define distribution codes if you plan
to distribute transactions by general ledger account number.
Setting Up Distribution Sets

A distribution set is a group of distribution codes that represents a
standard group of distributions you would make when entering
vendor transactions. Distribution sets are used to speed data entry.
You must define distribution codes before you can define

distribution sets.
Getting Started 237

The following distribution set contains two codes that distribute a

supplies purchase to two general ledger accounts using a fixed
percentage:
Dist. Code Description G/L Account %

OFFEXP Office supplies 6500-100-20 30
SHPEXP Shop supplies 6620-200-20 70
For each vendor account, you choose whether to distribute

transactions for the vendor by general ledger account numbers,
distribution codes, or distribution sets, and you enter the default set,
code or account number. (You can override the default during data
entry.)
You do not have to You do not have to create distribution sets, as Accounts Payable lets
use distribution sets
you distribute transactions by distribution code or by general ledger
account number.
Creating Distribution Sets
You use the Distribution Sets form to add distribution sets. For each
record you enter a unique code, up to six characters, a description
(name) for the code, the method for distributing the amounts, and
the list of distribution codes in the set.
You can define as many distribution sets as you need to represent

the various combinations of general ledger accounts to which you
post invoice data.
Distribution Method. You can choose Manual, Spread Evenly, Fixed

Amount, or Fixed Percentage for the distribution methods.
If you select Manual, you must enter the amounts to be

distributed to each distribution code on the invoice.
If you select Spread Evenly, the program divides the invoice

amount evenly among the codes.
If you select Fixed Percentage, you enter the percentage of the

invoice total that should be distributed to each code. You can use

negative percentages and percentages greater than 100 percent,

providing the total is 100 percent.
If you select Fixed Amount, the program creates distribution
Setting Up
Before
lines on the invoice using the amounts specified for each
distribution code.
No matter which method you choose, you can change the

distribution amounts when you enter or edit invoices and
adjustments.
Distribution Code. Select the distribution codes that form the set.
Accounts Payable inserts the description and general ledger account
of each code. If you chose to distribute by percent, you also have to
enter the percentage of the distribution that should be allocated to
each code.
Distribution Percent. If you chose the Fixed Percentage distribution

method, enter the percentage of the total invoice that should be
allocated to each distribution code. You can override the percentage
during invoice entry.
Setting Up Terms
Accounts Payable automatically keeps all the payment terms by
which your company determines invoice due dates. The terms are
assigned to each of your vendors, but can be changed on individual
invoices.
Accounts Payable uses the terms on each invoice to calculate due

dates and discount dates.
Installment Terms can be as simple as a due date and discount date and rate, or
payments
they can include payment schedules to allow for several installment
payments.
Setting up You can use the Multiple Payment Schedule option to set up a terms
installment terms
code that allows installment payments. You can define installment
Getting Started 239

periods that vary in length and use different methods to calculate

due dates and discounts. You can also set up as many installment
periods for a terms code as you need.
Calculating If you pay tax on purchases, you can specify whether to include tax
discounts before or
in the document total that Accounts Payable uses to calculate
after tax
discount amounts.
Defining terms You must define at least one set of terms before you can add vendor
records. For each set of terms, use the Terms form in the Setup folder
to enter a unique code of up to six characters, and a description.
The due date type and the discount type can be a time interval (a
specific number of days, or a number of days from a specific day of
the month) or a fixed date (the end of the next month, or a specific
day of the next month).
Using standard If your vendor uses standard due dates (such as the 1st or 15th of the
due dates
month), you can create a terms code table to calculate a due date for
each of up to four ranges of days on which invoices were issued.
For example, your table could specify that invoices entered between
the 1st and 15th of each month are due on the 30th of the month, and
that invoices entered between the 15th and the end of the month are
due on the 15th of the next month.
When you use due date tables, you can either define discount
periods in the same way as for other terms options, or you can enter
a table of standard discount periods.
For more information about using terms codes to calculate discounts,

see Calculating Discounts in Chapter 2 of the User Guide.
Assigning terms You assign a terms code to each vendor record to set the default
codes to vendor
terms that appear when you enter new vendor invoices. You can
records
choose different terms for the vendor during transaction entry
without changing the standard terms assigned in the vendor record.

Setting Up Payment Codes

You can enter all types of payments in Accounts Payable, including
cash, checks, credit cards, and the other ways you pay your vendors.
Setting Up
Before
You create a record to identify each type of payment you make.
During payment entry, you simply enter the relevant code, and
Accounts Payable automatically adds the information about the type
of payment. You may also want to batch payments by payment code.
Adding payment Use the Payment Codes form to define payment codes. For each type
codes
of payment your company makes, enter a unique code, up to six
characters, a description (such as the name of a credit card), and the
type of payment: cash, check, credit card, or other.
Setting Up E-mail Messages

You use the E-mail Messages form to create standard messages to
send with e-mailed letters.
Tailor messages for You can use variables (field names) from your company database to
individual
include vendor- or company-specific information on the messages.
customers
(See the next section, "Variables for E-mail Messages," for a list of the
variables you can use with letters.)
You identify each e-mail message with a unique 16-character

Message ID code. When you select Vendor as the Delivery Method
on the Letters/Labels form, you can select message codes for the
message you want to send with e-mailed letters.
Variables for E-mail Messages
If you use variable names from your company database in the

subject line or in the body of e-mail messages that you set up for use
with letters, the program substitutes (or merges) vendor- or
company-specific information in the e-mailed messages.
Getting Started 241

You can use the following variables for messages that you send with
e-mailed letters:
$VENDOR_ID
$VENDOR_NAME
$VENDOR_CONTACT
$COMPANY_PHONE
$COMPANY_FAX
$COMPANY_CONTACT
$COMPANY_NAME
Setting Up Payment Selection Codes

When you create an automatic payment batch with Accounts
Payable, you must tell the program how you want it to select
vendors and invoices for payment. The way you do this is with a
payment selection code.
Payment selection codes are identified by codes of up to six

characters (letters and digits). The rest of the selection record defines
the criteria for selecting or excluding vendor invoices for
payment.
Payment selection codes define the following elements:
The bank on which the checks are drawn.
How you select invoices (by due date, discount date, or due date
and discount date).
Whether you pay all documents or forced documents only.
The range of vendor groups.
The range of vendors.
The range of account sets.
The range of payment codes (for vendors that use a check-type

payment code).

The range of check amounts (for example, so you could pay all
the small outstanding amounts first).
A method to apply partial payments to job-related invoices.
Setting Up
Before
Whether to select vendors by a specified optional field (if you
use optional fields).
Vendors you want to exclude from the payment selection.
Optional information that you want to include with payment

batches (if you use optional fields).
Multicurrency The bank currency (multicurrency ledgers only).

ledgers
The vendor currency (multicurrency ledgers only).
Using Payment Selection Codes
You create payment selection codes using the Payment Selection

Codes form.
You cannot use the Create Payment Batch form to generate checks
unless you have defined at least one payment selection code.
You can change the payment selection criteria after you enter the
payment selection code in the Create Payment Batch form. If your
payment selection needs are fairly simple (for example, if you use
only one bank and have a small number of vendors), you may define
only one code and modify it if you are generating a special check
run.
Setting Up Optional Fields

This form appears in the A/P Setup folder if you use Transaction
Analysis and Optional Fields Creator, a separately licensed package
that you can purchase and use with any edition of Accounts Payable.
Getting Started 243

Use optional fields Optional fields let you customize your Accounts Payable system by
to customize
letting you store an unlimited amount of additional information
Accounts Payable
with transactions, and with vendor and remit-to location records.
Because you can select records by optional field on a number of

reports, optional fields also provide an additional means of
analyzing vendors and transactions in Accounts Payable.
G/L can keep If you use exactly the same optional fields in Accounts Payable and
optional data sent
General Ledger, General Ledger retains the optional field
from Accounts
Payable information used in transactions that you send from Accounts
Payable.
First, you must set You can use an unlimited number of optional fields in Accounts
up optional fields
Payable. However, you must first define optional fields for your
for your Sage
Accpac system Sage Accpac system using the Optional Fields form in Common
Services. (For more information about setting up optional fields in
Common Services, see the System Manager Administrator Guide.)
Define the optional Once you have set up optional fields for your Sage Accpac system,
fields you want to
you use the A/P Optional Fields form in the A/P Setup folder to
use in Accounts
Payable define optional fields for use with the following Accounts Payable
records and transactions:
Vendors and vendor groups.
Remit-to locations.
Invoices.
Invoice details.
Payments.
Adjustments.
Revaluation transactions.

For each optional field you plan to use in Accounts Payable, you
specify:
The type of optional field you are entering, indicating whether
Setting Up
Before
the optional field is to be used with specific Accounts Payable
setup records (vendors or remit-to locations) or transactions
(invoice headers or details, adjustments, payments, or
revaluations).
You can set up an unlimited number of optional fields for each

type, providing the optional fields are set up in Common
Services for use in your system.
The optional field code for each optional field you are defining.
Note that if you want to retain optional field information from
Accounts Payable transactions when you create batches for
General Ledger, you must use the same optional fields for
transactions in Accounts Payable as you use in General Ledger.
Whether or not the optional field has a default value. If you want
to set a default value for the optional field, you must set the
Value Set field to Yes.
The Value Set field alerts the data entry clerk that a seemingly
blank optional field actually has an entry. (By looking at the
Value field, you cannot tell whether it has a blank default
value or no value at all.)
The default entry to use for the optional field. If the optional
field you select requires validation, you must select a value that
is defined for the optional field in Common Services. However,
if the optional field allows blanks, you can leave the default
entry blank.
If the optional field does not use validation, you can:
Select a value that is defined for the optional field in

Common Services.
Leave the field blank.
Getting Started 245

Enter a combination of alphanumeric or special characters

and spaces. The entry must be consistent with the type of
field (text, number, date, amount, and so on) and must not
exceed the number of characters specified for the optional
field. In a Yes/No field, you can enter only Yes or No. In an
Integer field you can enter any integer with an absolute
value less than 2,147,483,647.
Whether you must fill in the optional field during data entry
before you can save the record or transaction. If an optional field
is required and has a default value, you can accept the value that
appears or assign a different one, and then save the record.
If the optional field is required, but does not have a default

value, you must fill in the field before you can proceed.
If you make an optional field a required field, the Auto Insert

field changes to Yes. Normally, you want required fields to
appear automatically in the records or transactions in for they
are defined.
Whether the program displays the optional field and its default
entry on the form for the type of optional field when you set up
new records or enter transactions.
For example, if you define Transit Number as an optional field

for invoices and you select Yes in the Auto Insert field, the
Transit Number field appears automatically in Invoice Entry.
Settings that determine whether General Ledger accounts and

Project and Job Costing can be updated with optional field
information from posted transactions, as described in the next
section, Optional Field Settings.
Assigning optional After defining optional fields, you can assign them to particular
fields to particular
vendor, vendor group, and remit-to location records, as described in
A/P records
the section, Setting Up Vendor Records, later in this chapter.

A/P assigns Accounts Payable assigns the optional fields you define for payables
optional fields
transactions when you generate transactions using the following
when you create
transactions forms:
Setting Up
automatically

Before
Create Recurring Payable Batch (invoice optional fields)
Create Payment Batch (payment optional fields)
Create Retainage Batch (invoice optional fields)
Optional Field Settings
You can and should restrict the flow of information that is

passed to General Ledger when you post transactions that use
optional fields. The Optional Fields setup form lets you specify
groups of accounts for which values for an optional field can be
passed to General Ledger. (The optional fields used in a transaction
must also match the transaction details optional fields used for an
account in order to be passed to General Ledger.)
If you use Sage Accpac Project and Job Costing, you can also specify
whether optional field information for job-related transactions is
passed to Project and Job Costing, if the optional fields match those
used for external cost transactions in that program.
Important Note that while all account groups are initially selected for new
optional fields, you need to consider carefully the purpose of the
optional field you are defining. You should send values to General
Ledger only for optional fields that require financial analysis, and
only to accounts where they are required. For example, you might
want to send optional fields that contain vendor numbers or sales
territories only to revenue accounts.
You do not need to send optional field information for analysis that
is performed only in Accounts Payable. If you routinely send all the
optional fields you use in Accounts Payable transactions, your
General Ledger may become unwieldy, and you may also slow
down processing considerably.
Getting Started 247

Setting Up Vendor Records

Accounts Payable allows you to keep very detailed records about
your vendors, and provides several options you can use to
customize the records to match your business requirements.
Use this section to find out how vendor records are set up and used
in Accounts Payable, and to determine which options let you process
vendor information and transactions to suit your companys
procedures.
Preparing to add Before you can add vendor records to Accounts Payable, you must
vendor records
set up account sets, 1099/CPRS codes, distribution codes,
distribution sets, payment codes, and payment terms.
In addition, if you use Sage Accpac Transaction Analysis and

Optional Field Creator (a separately licensed package), you must
also set up in Common Services the optional fields that you want to
assign to Accounts Payable records.
If you need more information about any of these tasks, see the
section on setting up for each type of record, earlier in this chapter.
You take the following steps to set up vendor records in Accounts

Payable:
1. Define the groups by which you want to group vendors for

reporting purposes.
Vendor groups also determine a number of default settings that

appear when you add new vendor records (but which can be
overridden for individual vendors).
2. Add vendor records.
These steps are described in more detail in the following sections.

Defining Vendor Groups

You use vendor groups to classify your vendor records into groups
that share similar characteristics. You must define your vendor
Setting Up
Before
groups before you can add vendor records.
Vendor groups provide the following features. They let you:
Set default entries to speed up the task of adding vendor

records.
Select accounts for payment. (The vendor group is one of the

selection criteria.)
Select vendors on reports. (Vendor transactions, aged payables,

aged cash requirements, letters, and labels can all be printed for
a range of vendor groups.)
You can add as many vendor groups as you want, but you must add
at least one group.
Adding vendor You use the Vendor Groups form to define the vendor groups you
groups
need.
To define a vendor group, you must:
Assign a unique code, up to six characters, to identify each

group.
For information about selecting vendor group codes, see the

section, Designing Accounts Payable Coding Schemes, earlier
in this chapter.
Select the account set, terms code, bank code, and payment code
you want to use as the default selections for the vendor records
you plan to add to the group.
Specify the default method for distributing transactions to

general ledger accounts. You can distribute invoices by
distribution set, distribution code, or general ledger account.
You can also suppress the default distribution line on documents
by selecting None as the Distribute By method for vendors.
Getting Started 249

If you select Distribution Set, Distribution Code, or G/L Account

as the method, you must also specify a default code for the
method. For example, if you select G/L Account, you must
specify the default general ledger account to which you want
distributions made.
Select None as the If you use Sage Accpac Project and Job Costing, we recommend
Distribute By
that you select None as the Distribute By method for vendors
method for job-
related vendors from whom you frequently purchase goods or services. (Because
you cannot mix job-related details with other details on an
invoice, the program does not let you choose the Job Related
option when a detail that is not job-related appears on an
invoice. If you choose None, you do not have to delete the
default detail each time you want to enter a job-related invoice.)
Multicurrency Specify the default rate type for vendors in this group (if you
have a multicurrency ledger and chose a non-functional
currency account set).
Choose whether to check for duplicate invoices with the same

vendor and amount and/or same vendor and date.
Choose whether to generate separate payments for each invoice,

or pay several invoices with a single check.
Set default entries for vendor optional fields.
Select the default tax group for vendors in this vendor group.
You must also enter a tax class for each tax authority in the
group, and indicate whether tax is usually included in the
invoice details.
Specify whether the vendors in this group are subject to

1099/CPRS reporting and, if so, specify the appropriate
1099/CPRS code. (You can override this choice for individual
vendors.)
Vendor group Accounts Payable keeps statistics for vendor groups, and displays
statistics
them on the Statistics tab on the Vendor Groups form. You can

display the statistics by the type of year and period you specified in
the A/P Options form for vendor statistics.
For each group, Accounts Payable lists the amount and number of
Setting Up
Before
invoices, payments, discounts taken, discounts lost, credit notes,
debit notes, adjustments, and total paid invoices. Accounts Payable
also calculates and displays the total days to pay, and the average
days to pay for the group.
You can edit the statistics in a vendor group if you select the Allow
Edit Of (vendor) Statistics option in the A/P Options form.
For more information about vendor group statistics, see Keeping

Vendor and Group Statistics, earlier in this chapter.
Accumulating tax The totals kept for invoices, credit notes, and debit notes can include
amounts
or exclude any tax amounts that were posted with the documents,
depending on the choice you enter for the Include Tax In Statistics
option in the A/P Options form.
Assigning Optional Fields to Vendor Groups
If you use optional fields, you can assign to each vendor group the
optional fields and values you want to use as defaults for new
vendors that use the group code.
Any optional vendor fields that you set up for automatic insertion
appear automatically, along with their default entries, on the
Optional Fields tab of the Vendor Groups form.
You can accept the optional fields that are displayed as defaults, or
you can delete them. You can also assign any additional optional
fields that are defined in Accounts Payable for vendors and vendor
groups.
You can also accept or change any entries that appear as defaults. If
the optional field is validated, you must select a value that is defined
for the optional field in Common Services.
Getting Started 251

If an optional field is a required field, it must have a value before

you can save the record. (Check the Value Set column to see whether
a blank value has been set for an optional field for which the Value
field appears blank. If the Value Set field displays Yes, the Value
field contains a value, and you can save the record.)
You can add an unlimited number of optional fields to vendor group

records, providing that you first set them up:
For your Sage Accpac system, in Common Services.
For Accounts Payable vendors and vendor groups using the A/P
Optional Fields form.
Adding Vendors
Adding vendor records to Accounts Payable involves transferring
your existing vendor information to Sage Accpac and selecting
options that let you process payables more effectively.
General You use the Vendors form to enter most of your vendor information
information about
to Accounts Payable. This form lets you enter information such as:
your vendors
The vendor number (the code you use to identify the account), as
described under Assigning Vendor Numbers, later in this
section.
Whether the account is on hold or inactive. (See Placing a

Vendor Account on Hold or Setting to Inactive, later in this
section.)
The vendor group, which categorizes the record and assigns

default processing, tax, and optional field entries.
An optional short name, (an abbreviation or acronym that

represents the vendor). For more information, see Entering
Short Names, later in this section.
The vendors name, address, and phone numbers.
The date on which you started to do business with the vendor.

The vendors email addresses and Web site URL.
Additional information your company wants to include in the

optional fields you created for your vendor records.
Setting Up
Before
For more information about optional fields, see Setting Up
Optional Fields, earlier in this chapter.
Comments you want to store with the vendor record or want to

print on correspondence with the vendor, display during
transaction entry, or keep for other purposes. For more
information, see Processing Vendor Comments, later in this
section.
Processing options You also use the Vendors form to identify the ways in which you
in the Vendors
process transactions for each vendor, specifying the following
form
information.
The account set, which determines the general ledger accounts to

which the vendors transactions are distributed. Each set
includes accounts for payables control, purchase discounts, and
prepayments.
Multicurrency If you use multicurrency accounting, the account set determines

ledgers
the vendor currency. A multicurrency account set also includes
unrealized and realized exchange gain and loss accounts.
See Setting Up Account Sets, earlier in this chapter.
The default payment code that Accounts Payable displays in the

Payment Entry form. You specify the most frequent payment
method you use for this vendor.
If you do not assign a payment code, Payment Entry displays the

default payment code specified for your Accounts Payable
system on the A/P Options form when you create payments for
the vendor.
The default payment terms that Accounts Payable uses to

calculate the due date, discount period, and discount amount for
vendor invoices.
Getting Started 253

See Setting Up Terms, earlier in this chapter.
The bank code and credit limit associated with the vendor.
The vendor bank code is the bank account on which you usually
write checks to pay the vendor. (See the Tax and Bank Services
User Guide.)
The method for distributing invoice amounts to General Ledger

accounts.
You may distribute amounts by distribution code, distribution

sets, or by general ledger account code.
See Setting Up Distribution Codes and Setting Up

Distribution Sets, earlier in this chapter.
Multicurrency The rate type that Accounts Payable uses to calculate the
ledgers
exchange rate between the functional currency and the vendor
currency.
Retainage percentage, retention period, and retainage terms, if

you use retainage accounting in your Accounts Payable system.
Accounts Payable uses these settings as defaults when you enter
an invoice, credit note, or debit note for the vendor.
When you add a new vendor record, Accounts Payable displays

the settings you specified in the A/P Options form as defaults,
but you can change them.
How you check for duplicate vendor invoices.
A delivery method for sending letters to the vendor.
Whether you pay each invoice with a separate check or cover

several invoices with a single payment.
Tax information for vendor invoices, and whether the vendor is

The tax group for the vendor determines the taxing authorities
and tax class for each authority to which you would pay tax on

an invoice. This information tells Accounts Payable how to

calculate tax amounts on the vendors invoices. For more
information, see Entering Tax Information, later in this section.
Setting Up
Before
For information on tax groups, tax authorities, and tax classes,
see the Tax and Bank Services User Guide.
Entering vendor In addition to the information you can enter for each vendor on the
statistics
Vendors form, Accounts Payable automatically adds the statistics it
collects from all vendor transactions to each vendor record.
If you select the Allow Edit Of (vendor) Statistics option on the

A/P Options form, you can enter statistical figures when you are
setting up a new Accounts Payable system, and revise them as
needed. For more information, see Using Vendor Statistics, later in
this section.
Keeping additional If you need to keep more than one remit-to address for a vendor,
remit-to addresses
you can also define as many additional addresses as you need, using
for a vendor
the Remit-To Locations form, as described in the section, Adding
Remit-To Locations, later in this chapter.
Importing vendor You can also import vendor records into Accounts Payable from
records
non-Sage Accpac programs, instead of adding them with the
Vendors form. For information about importing records, see
Appendix B, Importing and Exporting, in the User Guide.
Assigning Vendor Numbers
You use the Vendors form to add vendor records. For each new
record, you must assign a unique vendor number, up to
12 characters, including letters, numbers, and symbols.
If your current system for assigning vendor numbers makes sense in

Sage Accpac, you may want to transfer your present system.
However, you should probably take the time now to evaluate your
current system, because the best time to switch systems is when you
already have to recreate all your vendor records.
Getting Started 255

If you do not have a logical method of assigning vendor numbers,

you should develop a system before you add any vendor records to
Accounts Payable.
Your numbering system should let you organize the records as you
require, such as alphabetically, by region, and for reporting
purposes. The system should also allow for expansion as your
business grows.
For information about developing Accounts Payable coding systems,

such as vendor numbers, see the section, Designing Accounts
Payable Coding Schemes, earlier in this chapter.
Assigning a Group Code
Vendor groups let you categorize vendors on reports and provide

default entries for processing, taxes, and optional fields. The vendor
group includes the Account Set, which determines the vendor
currency.
Placing a Vendor Account on Hold or Setting to Inactive
You can place a vendor account on hold. When an account is on

hold, Accounts Payable warns you when you start to enter an
invoice for the vendor, so that you can choose whether to continue
entering the invoice.
If a vendor is on hold, you cannot make payments or prepayments,

or otherwise decrease the balance in the vendor account, using the
Create Payment Batch form. However, you can use the Payment
Entry form to make payments. The system warns you that the
vendor is on hold.
You can set a vendor account to inactive only if:
You have no balance owing to the vendor.
You have no unposted documents for the vendor.
Once you set an account to inactive, you can no longer enter

transactions, but you can view the vendors account history.

Entering Short Names
You can enter a code or short name of up to ten characters for each
of your vendors. Short names are a means by which you can list
Setting Up
Before
vendors in alphabetical order (or any other order) on reports, and
still include the full vendor name in the vendor record, because
Accounts Payable can sort records by short name first.
To illustrate, assume you have the following four vendors. When

listed alphabetically, the names appear in this order:
A. Craig & Son

Bashaw Bulldozing
Mr. Stephen Kershaw

The Garden Restaurant
If you want, you can print vendor reports by short name. If you
assign a short name that is the first seven letters of the name by
which you want to list the accounts, they appear in this order:
Vendor Name Short Name

Bashaw Bulldozing BASHAW
A. Craig & Son CRAIG
The Garden Restaurant GARDEN
Mr. Stephen Kershaw KERSHAW
You might then want to use them for a purpose that is unrelated to
vendor names.
You may have designed your vendor numbers so that they list
vendors in alphabetical order or in another order that meets your
requirements. In that case, you might choose not to use short names
at all.
Selecting Processing and Invoicing Options
You choose the processing options you want to use with each vendor
on the Processing tab on the Vendors form:
Account Set.
Getting Started 257

Payment Terms.
Bank Code.
Payment Code.
Check Language.
Credit Limit.
Delivery Method.
Whether you pay each invoice separately.
Rate Type for converting source currencies to their functional-

currency equivalents (multicurrency ledgers).
Entering Tax Information
Whether you are charged taxes on purchases or are tax exempt, you
enter all the necessary tax information in the vendor record.
Accounts Payable can then automatically calculate all the applicable
taxes so you can verify the invoices you receive from vendors.
To specify tax information in the Vendors form, you first select the
tax group that includes the taxing authorities and tables that apply to
your purchases in the vendors geographical area. (You set up tax
groups in the Tax Services forms in Common Services.)
You then select the taxing authorities that tax your purchases
(collected by the vendor) and the tax class that indicates the type of
purchase that is taxed by each authority.
If you have a tax-exemption number or a registration number, such

as for the Canadian Goods and Services Tax (GST), you also enter it
here.
Subject to 1099/CPRS Reporting
Specify whether the vendor is subject to 1099/CPRS reporting and, if

so, specify the appropriate 1099/CPRS code.

Using Vendor Statistics
Accounts Payable keeps statistics for vendors, and displays them in

the Vendors form. You can view the statistics by the type of year
Setting Up
Before
(fiscal or calendar) and length of period you specified on the
A/P Options form for vendor statistics.
For each vendor, the application displays the amount and number of
invoices, payments, discounts taken and lost, credit notes, debit
notes, adjustments, and total paid invoices. The application also
calculates and displays the total days to pay and average days to pay
for the vendor.
Activity statistics Accounts Payable keeps track of any outstanding balances on the
vendors account, the year-to-date amounts and the dates of the
highest balance and largest invoice in the current and previous
years, and the last invoice, payment, credit note, debit note,
adjustment, and discount posted to the vendors account.
Finally, Accounts Payable calculates and displays the total invoices

paid, number of checks, total days to pay, and average days to pay
for the account.
Editing statistics You can edit the statistics in a vendor record if you select the Allow
Edit Of Statistics option in the A/P Options form. For more
information about accumulating vendor statistics, see
Accumulating Vendor and Group Statistics, earlier in this chapter.
Reporting tax The totals kept for invoices, credit notes, and debit notes can include
amounts in
or exclude tax amounts posted with the document, depending on
statistics
your choice for the Include Tax In Statistics option in the A/P
Options form.
You can also see, but not change, the outstanding balance, open
document count, current prepayment amount, and number of
prepayments for the account.
Getting Started 259

Entering Retainage Information for Vendors

Default retainage If you use retainage accounting in your Accounts Payable system,
settings for vendors
you should also specify default settings for each vendor, including
the retainage percentage, retention period, and retainage terms.
When you add a new vendor, Accounts Payable displays on the

Invoicing tab of the new vendor record the default retainage
percentage, retention period, and retainage terms you specified on
the A/P Options form, but you can change these settings for
individual vendors.
When you enter an invoice, credit note, or debit note for a vendor,
Accounts Payable uses the settings from the vendor record as
defaults.
Assigning Optional Fields to Vendor Records
If you use Transaction Analysis and Optional Fields Creator, you can
assign optional fields to store additional information you want to
keep with vendor records.
You use the Optional Fields tab on the Vendors form to assign
optional fields to particular vendors.
Optional fields that are marked for automatic insertion in vendor

records appear on the tab, along with their default values. You can
accept the optional fields that are displayed as defaults, or you can
delete them.
You can also assign any additional optional fields that are defined in
Accounts Payable for vendors and vendor groups.
The program assigns default values to the optional fields, as follows:
For optional fields that match those used by the vendor group,
values from the vendor group record appear as defaults.
If no default entry is specified for an optional field in the vendor

group record, the program uses the value specified in the
optional fields record.

You can accept or change the default entries. However, if the

optional field is validated, you must use a value that is defined for
the optional field in Common Services.
Setting Up
Before
Processing Vendor Comments
Accounts Payable lets you enter any number of comments in vendor

records, using up to 2,500 characters for each comment. The
Comments tab displays a list of the comments entered for the vendor
in order of the date they were entered.
When you enter a comment, you can also enter a follow-up date
when you want to check on the comment, as well as an expiration
date when you want to delete the comment. Once the expiration date
is reached, Accounts Payable automatically deletes the comment
when you use the Clear History form to clear comments for the
vendor number.
Adding Remit-To Locations

Remit-to locations are the addresses to which vendors want you to
send payments. (For example, the remit-to address may be different
from the mailing address if the address in the vendor record is just
for ordering.) You use the Remit-To Locations form to add remit-to
addresses for your vendors.
Primary remit-to If you mark a remit-to location as the primary remit-to location (an
location
option in the Remit-To Locations form), Accounts Payable uses this
location as the default address on invoices and on vendor checks.
Accounts Payable can keep an almost unlimited number of remit-to

addresses for your vendors, and you can choose the location to use
when you are entering invoices and payments.
For each remit-to location, you can:
Specify whether it is the primary location.
Set the location to active or inactive.
Getting Started 261

Specify the check language.
Enter a remit-to address.
Provide default entries for the vendor optional fields. If you use
the remit-to location, these entries override the optional field
entries provided by the vendor record.
Specifying remit-to If you selected the option Allow Remit-To Information To Be

locations
Changed (on the Options form), you can change the remit-to address
when you enter an invoice for the vendor. (To edit the information,
you click the Zoom button beside the Remit-To Location field on the
Invoice Entry form. You can then choose a remit-to location using
the Finder, or enter an alternative address for the current invoice.)
When you add a remit-to location in the Remit-To Locations form,

you assign a code that identifies the location. You then use the code
to select the location during invoice or payment entry.
Customizing remit- Remit-to locations have the same optional fields as vendor records.
to address
See Adding Optional Fields to Vendor and Vendor Group
information
Records, earlier in this chapter, for details.
You use the Vendor tab on the A/P Options form to add extra fields
to the Optional Fields tab on the Remit-To Locations form.
Deleting or setting Note that you cannot delete a remit-to location record, or set it
inactive
inactive, if the remit-to location is used in any unposted documents.
Assigning Optional Fields to Remit-to Locations
If you use Transaction Analysis and Optional Fields Creator, you can
assign an unlimited number of optional fields to store additional
information you want to keep with remit-to locations.
You must first set up optional fields for remit-to locations using the
Optional Fields setup form before you can assign them to particular
remit-to location records.

If you define and use the same optional fields for vendors and remit-
to locations as you use for invoices, the program can assign optional
field entries from the remit-to location record on invoices, debit
Setting Up
notes, and credit notes when you specify a particular remit-to
Before
location in Invoice Entry.
Automatically Any remit-to location optional fields that you marked for automatic
inserted optional
insertion on the Optional Fields setup form appear, along with their
fields and values
default entries, on the Optional Fields tab when you add a new
remit-to location.
You can accept the default optional fields, or you can delete them.
You can also assign any other optional fields that are defined remit-
to locations in Accounts Payable.
The default entry The program displays the default entry from the optional field
comes from the
record. You can accept or change the default value. However, if the
optional field
record optional field is validated, you must select a value that is defined for
the optional field in Common Services
Adding Recurring Payables

If you have vendors to whom you make standard payments at
regular intervals, such as for rent, equipment leases, or standing
orders, you can define records for the payments and vendors using
the Recurring Payables setup form.
Note that when you delete a vendor record, all recurring payables
for the vendor are also deleted.
When you are ready to produce invoices for the payables, you use
the Create Recurring Payable Batch form to create the invoice batch
automatically.
Specifying invoice You specify when to invoice recurring payables and how to assign
frequency
the invoice date by assigning to the recurring payable a schedule
that you have set up in Common Services.
Getting Started 263

Reminders to If the schedule is set up with a reminder, the payable appears

produce recurring
automatically on your Reminder List when it is due for processing.
payable invoices
You can set up payables to recur indefinitely or only until a specific
date.
Specifying limits To limit the number of times you invoice a recurring payable, you
for the payable
can enter an expiration date for the payable. No invoices would be
created for the payable after its expiration date.
You can also specify a maximum amount for a payable. When you
have reached the maximum amount, Accounts Payable creates no
further invoices for the recurring payable.
Assigning payment You enter a terms code for each recurring payable, according to the
terms to recurring
terms your vendor offers. The code determines the due date for
payable
recurring payable invoices, as well as the discount percentage and
period. You can change any of this information on the invoice.
Adding general You can distribute each detail of a recurring payable to a different
ledger information
distribution code or general ledger payable account.
Using optional If you defined optional fields for invoices, the fields appear in the
invoice fields
recurring payable record as well as on the Invoice Entry form. If the
optional invoice fields use optional tables, you must enter valid
codes in recurring payable records.
Entering remit-to You can assign a remit-to location for invoices.

information
You can also enter an order number and a purchase order number
with each recurring payable.
Accounts Payable also lets you enter a comment (using up to

250 characters) with each recurring payable detail.
Last Invoiced date The record for each recurring payable shows the last date on which
an invoice was created for it. This date is changed by Accounts
Payable each time you use the Create Recurring Payable Batch form
to create an invoice for the payable.

Entering taxes Accounts Payable lets you enter detail and total taxes manually in
recurring payable records, if you want, or you can let the program
calculate taxes for you when you create a recurring payable batch.
Setting Up
Before
If you want to have the program calculate taxes for you, you can
choose to have Accounts Payable either:
Calculate all tax amounts.
Distribute manually entered total taxes to individual detail lines.
Accounts Payable displays the estimated taxes on the Tax/Totals tab

of the Recurring Payables form. (If tax rates change, however, the
calculated tax amounts will be different when you create the
invoices.)
For information about creating and processing invoices for recurring

payables, see the Invoicing Recurring Payables section in
Chapter 2 of the User Guide.
Using optional If you use optional fields, an Optional Fields tab appears.
fields
When you first add a recurring payable record, the tab displays any
optional fields that you set up for automatic insertion on invoices,
and assigns default entries, as follows:
If you assigned to the vendor the same optional fields you

defined for invoices, the program displays the optional field
entries from the vendor record.
If you assigned to the remit-to location the same optional fields

you defined for invoices, the program displays the entries from
the remit-to location record.
If you assigned the same optional fields to the vendor record and
the remit-to location record, the program displays the values
from the remit-to location record.
If an optional field that is defined for invoices is not assigned

either to the vendor or the remit-to location, the program
displays the default value specified for the invoice optional field.
Getting Started 265

Importing and Exporting Accounts Payable Records
You can delete or change the optional invoice fields used with a
recurring payable, or add any that you have set up for use with
invoices.
Optional detail Any invoice details optional fields that you set up for automatic
fields
insertion are assigned to recurring payable detail.
Optional fields An Optional Fields indicator (a field or a checkbox, depending

indicator
whether you are using the detail-entry grid or the Detail Accounts/
Taxes form) shows whether a selected detail uses optional fields.
Note that the program sets this indicator you cannot select or
clear it. If you delete all the optional fields associated with the detail,
the program resets the Optional Fields indicator.
Zoom To check or to change the optional fields that are used for the detail,
select the detail, then click the Zoom button beside the field, or press
Shift+F9. The Optional Fields form appears, where you can add or
delete optional fields for the detail. You can add any optional fields
that are defined for invoice details.
You can change the value for an optional field, as follows:
If the optional field is validated, you must specify a value that

you have defined for the optional field in Common Services. You
can leave the value blank only if the optional field allows blanks.
If the optional field is not validated, you can either select a value
that you defined for the optional field in Common Services, or
you can enter any value that is consistent with the type of
optional field and does not exceed the length specified for the
field.

If you are using another computerized accounts payable system, you
may be able to transfer vendor records directly into Sage Accpac
Accounts Payable by importing them.

You can also export records from another Sage Accpac Accounts
Payable database, edit them in a spreadsheet or other program to
change codes, amounts, and other information, then import them
Setting Up
into the new Accounts Payable system you are setting up.
Before
Accounts Payable records you can import and export include:
Account Sets.
1099/CPRS Codes (although these are set up by Accounts

Payable).
Distribution Codes.
Distribution Sets.
Remit-to Locations.
Recurring Payables.
Terms Codes.
Vendor Groups.
Vendors.
Payment Selection Codes.
You could, for example, export vendor records to a spreadsheet to

analyze their statistics. You could also export all vendor records with
the same account set to a spreadsheet, change their tax group, then
import them back into Accounts Payable.
You can also import and export transaction batches, as described in

the section, Importing and Exporting Batches, in Chapter 2 of the
User Guide.
Accounts Payable can create export files in several formats,

including Microsoft Excel 2000 and Excel 5.0, Microsoft Access,
Comma Separated Values, dBase 5.0, and ODBC formats. You select
the format to use when you export the data.
Getting Started 267

Entering Current and Historical Transactions
You can also create files to be imported by Accounts Payable in any

of the above programs or formats.
For information about importing and exporting Accounts Payable

records, see Appendix B in the User Guide and the chapter on
importing and exporting in the System Manager User Guide.

Accounts Payable can display statistical information for vendor
accounts and vendor groups for the current year and for all the
previous years for which you retain the data. You add the historical
information you need during setup. Accounts Payable then
automatically updates the statistical information every time you post
transactions.
Adding prior and To set up your Accounts Payable system properly, you must follow
current-year data these steps:
1. Enter and post the outstanding invoice balances in your vendor

accounts at the beginning of the fiscal or calendar year
depending on your method for collecting vendor statistics.
For example, if you have two partially paid invoices from

vendor 1000, enter the unpaid portion of each invoice.
The dates for these transactions should be the dates of the

original invoices.
2. If you want to have prior-year statistics in the vendor records,

edit the statistics after posting the opening invoice amounts.
3. Enter and post all invoices you received since the beginning of
the year up to your last Accounts Payable posting to the General
Ledger.
4. Enter and post all payments you made since the beginning of the
year up to your last Accounts Payable posting to the General
Ledger.

5. Delete all general ledger batches created from posting historical

transactions. If you post these to your general ledger, you will
duplicate posted transactions.
Setting Up
Before
Once you have completed these steps you can proceed to enter new
invoice and payment transactions.
Entering Current-Year Data

When you first set up your Accounts Payable system, you must
establish the opening balances in your vendor accounts and enter
any transactions that are outstanding at the time.
The information in this section outlines the steps you take to enter
figures for the current year-to-date. For step-by-step instructions, see
Step 9: Add Opening Balances and Current-Year Transactions, in
Chapter 3, Setting Up Your Accounts Payable System.
Entering Outstanding Invoice Balances in Vendor Accounts
You create the opening balances in your vendor accounts by entering

them as invoices using the Invoice Entry form, then posting them.
The opening balance invoice should use the first date of the current
fiscal year as the transaction (document) date. You can also import
the figures from a spreadsheet or other non-Sage Accpac program.
Entering Current-Year Transactions
When you set up an Accounts Payable system partway through a

fiscal year, you must enter the transaction data for the current year-
to-date. To add the data, enter it directly into Accounts Payable
batches, or import it, then post it using one of the following methods.
Post all the current-year transactions, one at a time, period by

period.
This provides full detail for current-year transactions.
Getting Started 269

Post all the transactions for the current period, and the net
changes in each vendors invoice and payment totals for each of
the earlier periods in the current year.
This provides full detail for current-period transactions, and

creates accurate balances for previous periods in the current
year.
Post the net changes in each vendors invoice and payment totals
for each of the periods in the current year.
This produces accurate balances for each account in each period

of the current year, but does not provide transaction detail for
the audit trail reports.
Post the net change between the opening and current balances
for each vendor account.
This is the quickest method of entering the data, but it does not
provide transaction detail for audit trail reports.
Previous-Year Statistics
If you need to add purchases history for previous years to a new
Accounts Payable system, you can add it quickly or import it, using
the Vendors and Vendor Groups forms.
You enter statistics by the periods and years you specified for the
options to keep the data.
Entering vendor For each vendor and vendor group, you can enter the amount and
statistics for
number of invoices, payments, discounts taken, discounts lost, credit
previous years
notes, debit notes, adjustments, and paid invoices.
You can also enter the:
Amount and date of the high and low balance this year and last
year, and the largest invoice for each year.
Amount and date of the last invoice, payment, credit note, debit
note, adjustment, and discount.

Customizing Checks, Payment Advices, Letters, and Label Formats
Total number of invoices paid, number of checks, and total days

to pay.
You can review the figures in the Vendors and Vendor Groups
Setting Up
Before
forms, and you can print them using the Statistics option in the
Setup reports for each type of data.
If you do not need historical data right away, you do not have to add
it when you set up an Accounts Payable system. The application
updates the figures automatically each time you post transactions.
Customizing Checks, Payment Advices, Letters, and

Label Formats
The Sage Accpac Accounts Payable package includes sample checks
and payment advices, letters, labels, and forms that you may be able
to use as is, or adapt for the forms you currently use.
You select the checks you want to use when you set up bank
accounts in Bank Services.
The readme file, FORMS.WRI (in the ACCPAC\DOCS\APxxAENG

folder, on the computer on which you installed Sage Accpac),
provides a description of the fields and parameters you can use
when customizing your reports.
You should set up and test the forms you want to use before you
begin entering transactions.
Setting Up Multicurrency Accounting in Accounts

Payable
Accounts Payable lets you process invoices and payments in any
currencies your vendors use. This section summarizes the steps you
take to set up a multicurrency Accounts Payable system.
Getting Started 271

Setting Up Multicurrency Accounting in Accounts Payable
To create a multicurrency Accounts Payable system, you:

Choose the 1. Turn on the Multicurrency option for the company, select a
Multicurrency
functional currency and default rate type in the Company
option in Common
Services Profile form in Common Services.
2. Choose the Euro option, if you use the euro as your reporting
currency.
Add currencies 3. Use the Common Services Currency forms to add any currency
and exchange
codes you need for Accounts Payable, and enter rates for the
rates in Common
Services currencies you use.
When you install Sage Accpac, you also install a large set of
currency codes that use standard international abbreviations.
You probably do not need to define new codes unless you do not
use the international codes.
Turn on 4. Use Accounts Payables Options form to select the

multicurrency
Multicurrency option for your Accounts Payable system.
accounting in A/P
Add an account 5. Use the Account Sets form to add at least one account set for
set for each
each currency you want to use in Accounts Payable. In each
currency
account set, enter the currency code and the numbers of your
exchange gain and loss general ledger accounts.
Enter multicurrency 6. When you create vendor groups and vendor records, select the
information for
account set and the rate type for each record.
vendor groups and
vendors
The vendors account set determines the vendors currency. The
vendor group account set is only a default when adding vendor
records. You can override it.
Invoices are always issued in the vendor currency, although

payment can be in any currency.
7. If you post transactions to add year-to-date figures, enter them

in the appropriate currencies.
8. If you enter statistics for previous years and periods, you must
enter amounts in both the functional and vendor currencies.

Where To Now?
Accounts Payable cannot calculate equivalent amounts from

statistics you enter yourself.
When you post transactions during and after setup, Accounts
Setting Up
Before
Payable calculates statistical totals in both the functional
currency and the vendor's currency, using the exchange rate
posted with each transaction.
For information on processing multicurrency transactions, see

Processing Multicurrency Transactions in Chapter 2 of the User
Guide.
For information on using the euro in ACCPAC Advantage Series, see

the chapter on entering currency information in the System Manager
User Guide.
Where To Now?
You are now ready to set up your own Sage Accpac Accounts
Payable system, following the steps in Chapter 3, Setting Up Your
Accounts Payable System.
You may also want to practice processing Accounts Payable

transactions using the lessons in the Sage Accpac Workbook that comes
with the System Manager.
If you are unfamiliar with the operation of the System Manager, you
should read the System Manager User Guide.
Getting Started 273

Chapter 3
Setting Up Your
Accounts Payable System
Accounts Payable
Before You Begin .............................................................. 31
Using Accounts Payable with an Internet Browser 32
Setting Up
................................
Overview of Accounts Payable Setup ............................................ 32
While You Work ............................................................... 34
Guideposts to Accounts Payable Information ................................. 34
Using Finders .......................................................... 35
Using Help ............................................................ 35
Finding Additional Information ......................................... 35
Finding Multicurrency Information ...................................... 35
Protecting Your Work .................................................. 36
Setting Up an Accounts Payable System.......................................... 36
Step 1: Gather Data From Your Present Payables System ...................... 36
Step 2: Add Payable Accounts to Your Chart of Accounts...................... 38
Step 3: Add Tax, Bank, Currency, and Security Information .................... 39
Step 4: Select Accounts Payable Options ..................................... 39
Select G/L Integration Options .......................................... 321
Step 5: Add Accounts Payable Records ..................................... 327
Add Account Sets ..................................................... 328
Add 1099/CPRS Codes ................................................. 331
Add Distribution Codes................................................ 332
Add Distribution Sets .................................................. 334
Add Payment Terms................................................... 336
Add Payment Codes ................................................... 341
Add E-mail Messages (Optional) ........................................ 342
Add Optional Fields (Optional) ......................................... 343
Modify Accounts Payable Records ...................................... 347
Getting Started 3i

Step 6: Add Vendor Records ............................................... 347

Add Vendor Groups ................................................... 348
Modify Vendor Groups ................................................ 354
Add Vendors .......................................................... 354
Modify Vendor Records ................................................ 363
Step 7: Add Remit-To Locations (Optional) .................................. 363
Modify Remit-To Locations ............................................. 366
Step 8: Add Recurring Payable Records ..................................... 367
Step 9: Add Opening Balances and Current-Year Transactions................. 379
Step 10: Add Vendor and Vendor Group Statistics (Optional) ................. 385
Step 11: Create Payment Selection Codes to Process Payments Automatically ... 389
Step 12: Design Checks, Payment Advices, Labels, and Letters................. 393
Where To Now? ............................................................... 395
3ii Sage Accpac Accounts Payable

Chapter 3
Setting Up Your
Accounts Payable System
Accounts Payable
This chapter contains instructions for creating an Accounts Payable
system suited to your business. It also describes how to transfer your
Setting Up
existing payables records to Sage Accpac Accounts Payable after you
have set up the system.
The purpose of this chapter is to get you up and running quickly.

The instructions assume you have read Chapter 2, What You Need
to Know Before Setting Up Accounts Payable, and know which
options you want to use in your Accounts Payable system.
Using the Setup If you are using the Setup wizard to create a new Sage Accpac
wizard
database, refer to the instructions in the System Manager Quick Start
Guide, then return to this chapter to complete Accounts Payable
setup. The Setup wizard activates Accounts Payable and allows you
to choose Accounts Payable options.
Converting from If you plan to convert from the DOS version of Sage Accpac
ACCPAC Plus
Accounts Payable, first read the instructions in the Converting from
Sage Accpac Plus Accounting manual before following the steps in this
chapter.
Before You Begin

Install and set up Before taking the steps in this chapter, you must install the Sage
the Sage Accpac
Accpac System Manager, create system and company databases,
System Manager
first choose some company-wide options in Common Services, and
install and activate Bank and Tax Services.
Getting Started 31

Using Accounts Payable with an Internet Browser
If you use Sage Accpac General Ledger, you must also add the
general ledger accounts you need for the account sets you want to
use in Accounts Payable.
Install and activate Accounts Payable according to the instructions in

Using Accounts Payable with an Internet Browser

All Accounts Payable forms are designed to enable users at remote
locations to enter and view data using an Internet browser.
If you are using Accounts Payable through a browser, you navigate

the program in much the same way as you would from the Sage
Accpac desktop.
To find out how to set up your system for use on the Web and how
to sign on to Sage Accpac through your browser, see the System
Manager Administrator Guide.
Overview of Accounts Payable Setup

Once you have activated the Accounts Payable program for your
company database, you are ready to set up the Accounts Payable
ledger.
The following flowchart lists the steps for setting up a Sage Accpac
Accounts Payable system. The step numbers identify the sets of
instructions in this chapter that explain the tasks more fully.

Overview of Accounts Payable Setup
Step 1: Gather data from your present payables system
Step 2: Add accounts payable accounts to your

chart of accounts
Step 3: Add tax, bank, currency, security information, and optional

fields (if used) for Accounts Payable in Common Services
Accounts Payable
Setting Up
Step 4: Select Accounts Payable options
Step 5: Add Accounts Payable records to assign to vendors
Step 6: Add vendor records
Send payments to a different vendor address?
yes no
Step 7: Add remit-to locations
Step 8: Add recurring payable records
Step 9: Add opening balances and current year transactions
Getting Started 33

While You Work
Need statistics for prior years and periods?
yes no
Step 10: Add vendor and

vendor group statistics
Step 11: Create payment selection codes
Customize checks and other forms from Accounts Payable?
yes
Step 12: Design checks, payment advices, labels and letters
While You Work

Use the setup You can simplify the setup process by using the Setup Checklist,
checklist as a
checking of each step as you complete it. Appendix A, Setup
guide
Checklist, in this guide, contains a sample checklist and tells you
how to print it.
Review What You When you need background information before selecting an option,
Need to Know...
consult Chapter 2, What You Need to Know Before Setting Up
Accounts Payable, in this manual.
Skip steps that do not apply to the way you use Accounts Payable.
Guideposts to Accounts Payable Information

This section describes the icons used throughout this chapter to
identify information or suggestions that help make setup easier and
protect your work.

While You Work
Using Finders
Use the When you see a Finder icon beside a field in a Sage Accpac form,
Finder
you can use it to display a list of possible entries for the field. Click
the Finder button or press the F5 key.
To select from a Finder list, click a record, then double-click or press

Enter to choose it.
The Finder also lets you search for records automatically, or by
Accounts Payable
specifying selection criteria (matching records based on the contents
Setting Up
of particular fields). For instructions on using the various features of
the Finder, press F1 when it appears.
Using Help
Press the F1 If you have questions or encounter error messages as you work in
key
Sage Accpac applications, press the F1 key or choose Help from the
menu to display information about the form, fields, or message on
your screen.
To get help on a specific topic, click Contents on the Help menu and
choose a topic from the list, or click the Index tab, type a description
of the topic, then choose from the list.
Finding Additional Information
Further The Information icon identifies other sections in the Accounts

information
Payable manuals that contain background information about the
setup tasks. You should read the suggested sections when you need
more information about the task you are trying to accomplish.
Finding Multicurrency Information

Multicurrency The multicurrency icon identifies information and instructions for
ledgers
setting up a multicurrency Accounts Payable ledger. If you do not
use multicurrency accounting, the icon lets you easily recognize
sections you should skip.
Getting Started 35

Setting Up an Accounts Payable System
Protecting Your Work

Check data Throughout this chapter, the microscope in the margin reminds you
and make
to check data integrity and make backups of your Sage Accpac data.
backups
Do not ignore this suggestion!
You should check integrity and back up your data:
When you have added records that would be time-consuming to

enter a second time.
Before you post batches or do other major tasks that change your
Accounts Payable data.
For most offices, this means a routine, daily integrity check and
backup of their accounting records.
For information about checking data integrity and making backups,

see the System Manager User Guide.
Setting Up an Accounts Payable System

This section guides you through the process of setting up Sage Accpac
Accounts Payable. The instructions in each step list the required and
optional information that you enter for your particular system.
For information on using a mouse or keyboard, see the appendix in

Step 1: Gather Data from Your Present Payables System

Once you have activated Accounts Payable for your company
database, you can begin to add the data from your companys
present payables system to Sage Accpac.

Ste
p1
Ga
the
r
Da Step 1: Gather Data from Your Present Payables System
ta
fro
m
Refer to First, gather all your current accounts payable records. These can be
Yo
existing
ur manual records or printed listings and reports from other accounting
records
Pre software, such as:
sen
A list of the general ledger accounts used in your accounts
t
payable system, including the payables control, purchases
Pa
discount, prepayment, and retainage control accounts.
ya
ble Multicurrency If you use multicurrency accounting, also list the numbers of the
ledgers
accounts you use for unrealized exchange gain, unrealized
Accounts Payable
exchange loss, realized exchange gain, and realized exchange
Setting Up
loss.
See These accounts are described in Setting Up Account Sets, in

page 2-32
Chapter 2 of this manual.
A list of your vendors and the data you keep for each vendor
account, including year-to-date and previous-year statistics.
Aged accounts payable listing as of the date you are transferring

the information, including full account details for invoices, credit
notes, and debit notes, if possible.
Lists of the other information you need to set up vendor records:
Account sets.
Distribution codes.
Distribution sets.
Payment terms.
Payment codes.
Vendor groups.
Remit-to locations.
Additional information you may want to track in optional

fields, if you use Transaction Analysis and Optional Field
Creator.
Getting Started 37

Step 2: Add Payable Accounts to Your Chart of Accounts
The above information is stored in separate records, each of

which is identified by a unique code. Decide on your coding
schemes before you start to set up your ledger.
Information on recurring payables (if any).
Samples of the preprinted or laser-printed forms for the checks,

payment advices, letters, and labels you send to your vendors.
Multicurrency If you use a multicurrency accounts payable ledger, a list of the

ledgers
source currencies in which you deal, and a list of current
exchange rates.
Use the Setup The checklist you printed and filled out while reading Chapter 2,
checklist
What You Need to Know Before Setting Up Accounts Payable.
Consider importing You may be able to enter much of the accounts payable data by
the data
reading it directly from files created by another program. In
Sage Accpac, this is called importing.
You can import data into Sage Accpac Accounts Payable for
vendors, vendor groups, account sets, distribution codes,
distribution sets, and terms codes. To see whether you can
import data, read Appendix B, Importing and Exporting, in
the User Guide.
Step 2: Add Payable Accounts to Your Chart of Accounts

S
t Add the accounts to your general ledger that you need for your
e accounts payable data, including:
p
2 Payables control
Purchase discounts
A Prepayment
d Retainage control (if you use retainage accounting)
d
Multicurrency If you are creating a multicurrency accounts payable ledger, also add
P ledgers
accounts for:
Unrealized exchange gain

Step 3: Add Tax, Bank, Currency, and Security Information
Unrealized exchange loss

Realized exchange gain
Realized exchange loss
ep Exchange rounding
dd Step 3: Add Tax, Bank, Currency, and Security Information

x,
nk, Tax and Bank Use the Bank Services and Tax Services folders in Common Services
Services
urr to enter the bank and tax information used in Accounts Payable. For
Accounts Payable
cy, information about these services, see the Tax and Bank Services User
Setting Up
d Guide.
cur
Multicurrency If you use currency codes or currencies not currently included in the
y ledgers
Common Services Currency forms, add the currencies you require,
for
and enter rates for each currency, following the instructions in the
ati
System Manager User Guide.
n
Security Use Administrative Services to assign passwords, create security
groups and assign user authorizations for Accounts Payable. See
Chapter 7 in the System Manager Administrator Guide for more
information.
e
4
Step 4: Select Accounts Payable Options
el After you install the Accounts Payable program and activate
t Accounts Payable for your company database, your first task is to
c select Accounts Payable processing options and enter general
o information about your payables ledger.
nt
You use the A/P Options form to enter information about Accounts
a Payable processing. You use the A/P Integration form to select options
a that determine how your Accounts Payable system works with
e General Ledger. Both forms are available from the A/P Setup folder.
p
You can change most of the settings on the A/P Options form and the
o
A/P Integration after setup, if necessary.
s
Getting Started 39

The A/P Options form contains the following tabs:
Company
Processing
Transactions
Numbering
Retainage (if you use retainage accounting)
Using Help Remember to press F1 any time you want more information or have
questions about the A/P Options form.
See For background reading about setup options, see Choosing

page 2-2
Accounts Payable Options, in Chapter 2 of this manual.
1. Choose the Options icon from the Setup folder to display the
first tab of the A/P Options form:
The Company tab

of the A/P Options
form
2. If you want, you can change the entries on the Company tab as
follows:
Contact Name. Type a name to identify a contact person or

position in the company that is responsible for the accounts
payable department, or use the field for your own purposes.
Telephone Number, Fax Number. Type the telephone and fax

numbers of the accounts payable department.

To change other information on this tab, use the Company

Profile form in the Common Services folder.
3. When finished, click the Processing tab.
The Processing tab

of the A/P Options
form
Accounts Payable
Setting Up
4. Complete the Processing tab as follows:
Currency Multicurrency. Select this option if you want to use more than
Options
one currency in your Accounts Payable system.
The option does not appear in Accounts Payable unless you

chose it on the Options tab of the Company Profile form in
Common Services.
You cannot turn off You can turn on the option at any time, but cannot turn it off
the Multicurrency
again once you have chosen it and saved the Accounts Payable
option
Options form.
Force Listing Of All Batches. Select this option if you want to

make sure that lists of all invoice, payment, and adjustment
batches are printed before the batches are posted.
When you use the option, you cannot post batches until you
print listings for them, and you must reprint the listings for any
batches you edit.
You can change your choice for this option at any time.
Allow Edit Of Imported Batches. This option lets you revise

transactions that you imported from non-Sage Accpac programs.
Getting Started 311

Allow Edit Of External Batches. If you want to be able to edit

batches that you create in Sage Accpac Purchase Orders (if you
use it) and send to Accounts Payable, select this option.
Do not use the option if you want to make sure that exported
batches are posted without changes.
Change entries in Do not use these options if you want to make sure that imported
the originating
and external batches are posted without changes. If you do not
program
use these options, you must correct batches containing errors in
their source applications and then re-import them into Accounts
Payable.
Required for Keep History. Select this option if you want your company
drilldown
database to store details of all posted accounts payable
transactions. This option can be turned on or off at anytime. If
you turn off this option, the system stops storing posted
transactions, but previously posted history remains intact.
You must select this option if you want to view historical details
in entry forms or drill down to Accounts Payable entries from
the General Ledger Transaction History form.
Use retainage Retainage Accounting. Select this option if you withhold

accounting
retainage, or holdbacks, from your vendor invoices.
When you select this option, Accounts Payable displays a

Retainage tab on the Options form, allowing you to select
retainage defaults.
See also For more information about retainage accounting, see the section
page 2-5
Using Retainage Accounting, in Chapter 2 of this guide.
Keep Statistics. Choose whether to keep vendor and vendor

group statistics. Keep Statistics is selected by default.
Vendor and Group Accounts Payable automatically accumulates statistics from the
Statistics
transactions you post to vendor accounts, and displays them in
the Vendors and Vendor Groups forms.

See For information about keeping statistics, see Keeping Vendor

page 2-7
and Group Statistics, in Chapter 2 of this manual.
Using the other options in this section, you can specify whether
to allow users to change statistics, whether to include taxes in
the totals kept, and the periods for keeping statistics.
Allow Edit Of Statistics. Select this option if you want to be able

to enter or revise year-to-date or previous-year totals for vendors
and vendor groups.
Accounts Payable
Setting Up
Use this option You may want to turn on the option while you are setting up
when setting up
your Accounts Payable system, particularly if you are creating
partway through
an accounting the system partway through an accounting year. You can then
year enter more complete payables records by adding the statistics
from your previous system.
Once your system is operating, you should turn off the option
because the program automatically updates the statistics when
you post invoice, adjustment, and payment batches.
Include Tax In Statistics. Use this option if you want to include

tax amounts in the invoice totals kept for each vendor and
vendor group. If you do not select this option, Accounts Payable
adds only before-tax totals to the statistics.
Accumulate By and Period Type. Use these options to indicate

whether to report statistics by fiscal year or calendar year, and to
specify the period type to use.
If you choose to accumulate by calendar year, the starting date

for statistics is January 1. If you choose to accumulate by fiscal
year, the starting date is the first day of your fiscal year, as
specified in the fiscal calendar in Common Services.
Use the Vendors and Vendor Groups forms to enter the statistics
when adding vendor records in Step 6.
Specifying default Aging Periods. Use these fields to set the default time periods
aging periods
into which Accounts Payable groups outstanding transactions
Getting Started 313

or balances for the Aged Payables, Aged Retainage, and Aged

Cash Requirements reports.
Age Unapplied Credit Notes and Debit Notes. Select the

method you use to assign unapplied credit notes and debit notes
(notes that are not yet assigned to a specific invoice) to aging
categories:
As Current. Includes unapplied credit notes and debit notes

in the current aging period. Accounts Payable does not use
the notes in calculating the outstanding balances.
By Date. Includes each unapplied credit and debit note in

the aging period containing its document date.
Age Unapplied Prepayments. Select the method you use to

assign prepayments to aging categories:
As Current. Includes prepayments in the current aging

period. Accounts Payable does not include the transactions
when calculating outstanding period balances.
By Date. Includes unapplied cash and prepayments in the

aging periods that contain their document dates.
Default Number Of Days To Keep Comments. Specify the

default number of days to keep any comments you enter in
vendor records.
5. When finished, click the Transactions tab.
The Transactions
tab of the
A/P Options form

6. Complete the Transactions tab as follows:
Select a default Default Tax Amount / Default Tax Base / Default Tax Reporting.
tax entry method
Select the tax entry methods for the tax amount, tax base, and
tax reporting amount, to be used as defaults during invoice
entry.
Accounts Payable uses the defaults for the tax amount and tax
base when you enter a new recurring payable record. You do not
specify a tax reporting amount for recurring payables. Accounts
Accounts Payable
Payable calculates the tax reporting amount on all invoices
Setting Up
created for recurring payables. However, you can change the tax
reporting amounts on the invoices.
You can select from the following options:
Enter. With this method, you must enter all tax amounts
yourself. The program does not make any calculations
automatically for you. However, you can always use the
Calculate button to calculate amounts for invoices using
information from Tax Services.
Calculate. With this method, the program makes all the tax
calculations for you, and you cannot enter tax amounts or
tax bases manually. However, you can still change tax
classes and, if the tax authority permits it, whether tax is
included in the price.
Distribute. With this method, you enter the total tax amount,
tax base, and tax reporting amount, but you cannot change
these amounts for details. You use the Distribute button to
allocate amounts to the invoice or recurring payable details.
Use 1099/CPRS Reporting. Select this option if you need to print

1099 forms or generate CPRS reports for vendors subject to
1099/CPRS reporting.
Allow Edit Of 1099/CPRS Amounts. Select this option if you have

vendors that supply additional goods or services that are not
Getting Started 315

Default 1099/CPRS Amount. Select this option to use document

totals as default 1099/CRPS amounts on invoices, credit notes,
and debit notes.
Payment Default Transaction Type. Accounts Payable lets you choose the
processing options
type of transaction type you use most frequently as the default
for Payment Entry. You can select: Payment, Prepayment, Apply
Document, or Miscellaneous Payment.
Default Order of Open Documents. Choose the order in which

to list documents (such as invoices, debit notes, and credit notes)
when you apply cash, checks, and other payments to vendor
accounts in the Payment Entry form.
You can choose to list open documents by:
Document Number. Begins with the lowest document

number for each transaction type.
PO Number. Lists documents by their purchase order

numbers, beginning with the lowest purchase order number
and earliest document.
Due Date. Lists by due date, beginning with the document

with the oldest (earliest) due date.
Order Number. Lists documents by their sales order

numbers, beginning with the lowest order number.
Document Date. Lists by the date entered with the

document, beginning with the oldest date.
Current Balance. Lists by outstanding balances, beginning

with the smallest balance.
Default Bank Code. Select the code for the bank account on
which you most often write checks.
You must use one of the bank codes defined in Bank Services.
For information about setting up bank accounts, see the Tax and
Bank Services User Guide.

Default Payment Code. Select the type of payment you process

most often.
When you enter payments, you have to enter the payment code
only when it is different from the type you specify here.
See also Initially, Accounts Payment has payment codes defined for cash,
page 3-41
check, and credit card. If you want to use another type, you
must first add it using the Payment Codes form, as described
under the Add Payment Codes heading in Step 5: Add
Accounts Payable
Accounts Payable Records, later in this chapter.
Setting Up
Check For Duplicate Checks. Specify whether to display a
warning or an error message, or no message, when you attempt
to process a check that uses the same number as an existing
check for the same bank.
Include Pending Transactions. Select whether transactions from

open (unposted) batches are included when Accounts Payable
calculates pending amounts for Payment Entry. You can include
unposted payments, unposted payments and adjustments, or all
transactions, or you can choose to include none of them.
Allow Adjustments in Payment Batch. Select this option if you

want to be able to enter adjustments or quickly write off small
amounts while entering payments, rather than having to enter
the transactions separately in the Adjustment Entry form.
Allow Edit Of System Generated Batches. Select this option if

you want to be able to edit or delete payment batches after you
have generated them. If the option is not selected, you cannot
edit or delete checks, or delete the check batch.
Note that if you edit check amounts, they will not match the pre-
check register you printed. Use this editing feature on an
exception basis only.
Allow Remit-To Information To Be Changed. Select this option if

you want to allow changes to remit-to location information on
the Payment Entry form.
Getting Started 317

7. Click the Numbering tab.
8. Complete the document numbering options as follows:
Define document Document Type, Length, Prefix and Next Number. You can use
numbers
up to 22 characters, including prefixes, for Accounts Payable
document numbers.
Type up to six characters for the prefix to be used for each type
of document, or accept the default prefix.
Accounts Payable automatically assigns 1 as the first document

number for each type. Type a different number to change the
numbering sequence. If you want to change the next number to
assign to a lower number, you should also change the prefix to
prevent Accounts Payable from assigning the same document
number twice. You cannot post two documents with identical
document numbers.
9. When finished, click the Retainage tab. (The Retainage tab

appears only if you selected the Retainage Accounting option on
the Processing tab.)

The Retainage tab

of the Options
form
Accounts Payable
Setting Up
You use the Retainage tab to specify default settings and
numbering options for transactions that include retainage and
for the automatic processing of outstanding retainage.
10. Complete the Retainage tab as follows:
Default Retainage Percentage (optional). Enter the percentage

of the document total to withhold on invoices, credit notes, and
debit notes. This percentage appears as the default when you
add new vendors, but you can change the retainage (or
holdback) percentage for particular vendors in the vendor
record.
Default Retention Period (optional). Enter the number of days

from the original document date that you can typically withhold
a retained amount. The program determines the default
retainage due date by adding the retention period to the original
document date.
Default Retainage Exchange Rate. If you use multicurrency,

specify whether to use the current exchange rate or the exchange
rate used for the original document as the default for retainage
documents.
Report Tax. Specify when to report tax on retainage. You can

select:
At Time Of Original Document to report tax on retainage

when you post original documents that include retainage.
Getting Started 319

(Use the Base Retainage Amount On field to specify whether

to base retainage on amounts before tax or after tax.)
As Per Tax Authority to report tax on retainage as specified

for each tax authority in Tax Services.
If the tax authority specifies that tax is reported when you

post original documents, Accounts Payable calculates the tax
amount and updates the tax tracking reports immediately
when you post original documents.
If the tax authority specifies that tax is reported when you

post retainage documents, Accounts Payable calculates the
tax amount when you post the original document, but it
does not update the tax tracking reports until you post the
retainage document.
If you select this option for Accounts Payable, retainage

amounts are based on amounts before tax for all tax
authorities and vendors.
Base Retainage Amount On. Select whether retainage is

calculated on the document total before tax or after tax is
calculated.
Document Type, Length, Prefix, and Next Number. Specify the

next number, length, and prefix to assign to retainage invoices,
credit notes, and debit notes that you process to clear
outstanding retainage amounts.
Number Of Days In Advance To Create Retainage Documents.

Enter the number of days before the retainage due date that you
can generate retainage documents using the Create Retainage
Batch form.
When you create a retainage batch, the program generates

documents only for retainage that is due or will become due
during the period encompassed by the specified number of days
in advance.

Schedule To Use For Automatic Creation Of Retainage

Documents (optional). Enter or use the Finder to select the code
for the schedule you want to use to process retainage from the
Reminder List.
Zoom If the schedule does not yet exist in Common Services, you can
button
click the Zoom button, and then create the schedule using the
Schedules form that opens. You can also click the Zoom button
after entering a schedule code to view information about the
Accounts Payable
schedule.
Setting Up
For information on using schedules and the Reminder List, see
Last Invoiced (display only). The Retainage tab displays the

date that you last ran Create Retainage Batch from the Reminder
List.
11. When you are finished with the last tab of the A/P Options form,
check your entries, then click Save.
12. To print a report of the options you selected for your Accounts
Payable system, click Print on the A/P Options File menu or
choose the Options icon from the Setup Reports folder.
13. Finally, click Close to close the A/P Options form.
For more For information about setting up your printer and printing Sage
information
Accpac reports, see the chapter on printing in the System Manager
User Guide.
Select G/L Integration Options
The G/L Integration form provides options that let you control how
your Accounts Payable system interacts with General Ledger, and
lets you specify the types of information to send with the
transactions you send to General Ledger from Accounts Payable.
1. From the A/P Options folder, choose the G/L Integration icon.
Getting Started 321

The G/L Options form appears, with the Integration tab

displayed as follows:
The Integration tab

of the G/L
Integration form
2. Complete the Integration tab as follows:
G/L Transactions Generated Through. These fields display the

posting sequence numbers for which you have created general
ledger transactions.
If you create the transactions during posting, the sequence

numbers are the same as the last posting sequence numbers you
see for each type of batch on the Numbering tab on the
A/P Options form.
If you use the Create G/L Batch icon to create general ledger
transactions, the sequence numbers identify the last posting
sequence of each batch type for which you have created the
transactions.
Multicurrency If you use multicurrency accounting, revaluation transactions

are created for the exchange gain and loss general ledger
accounts when you revalue your Accounts Payable ledger.
Create G/L Create G/L Tranactions. Use these settings to specify when to
Transactions
create general ledger transactions:

During Posting. Select this option to create general ledger

transactions automatically when you post batches of
Accounts Payable transactions.
On Request Using Create G/L Batch Icon. Select this option

to create general ledger transactions using the Create G/L
Batch form. (The option lets you print Accounts Payables
G/L Transactions report. You must print the report before
creating general ledger batches.)
Accounts Payable
Create G/L Transactions By. Select one of the following options
Setting Up
to specify how to create general ledger transactions:
Adding to an Existing Batch. Choose this option to add new

general ledger transactions to existing batches.
Use this option You may want to select this option if your general ledger
during setup
already contains the transactions you plan to post during
setup to enter opening vendor account balances and current
transactions. This choice reduces the number of general
ledger batches you need to delete after setup, making it
easier to ensure that you do not accidentally post general
ledger transactions twice.
Do not select this option if you want to create a new general

ledger batch each time you produce general ledger
transactions.
Creating a New Batch. Choose this option to produce a

new general ledger batch each time you create general
ledger transactions.
Creating and Posting a New Batch. Choose this option to

create and automatically post a new general ledger batch
when you create general ledger transactions.
Getting Started 323

Note: If you do not use Sage Accpac General Ledger, all

general ledger transactions are added to the same general
ledger batch, regardless of the type of transaction and your
choice for this option. When you are asked to whether to
add the transactions to the existing batch or overwrite the
batch, always choose to add to an existing batch.
Accounts Payable automatically creates separate general ledger

batches for invoices, payments, and adjustments, and for
revaluation transactions (if you use multicurrency accounting).
Consolidate G/L Batch. Use this option to specify whether to

combine transaction details for the same general ledger account
into single details, or to send unconsolidated Accounts Payable
transaction details to General Ledger. You can choose:
Do Not Consolidate. The General Ledger transaction batch

includes separate details for each invoice, credit note, debit
note, payment, or adjustment posted in Accounts Payable.
Use this option We recommend you select this option during setup, so that
during setup
the G/L Transactions report provides complete details of
all the transactions you enter to create opening vendor
account balances. You can then check the report against
source documents and your general ledger account balances,
to be sure you entered all transactions correctly.
You must select this option if you want to be able to drill

down from General Ledger to source documents in
Accounts Payable (if you keep history).
Consolidation If you consolidate transactions, you cannot drill down from

prevents drilldown
General Ledger transactions to source documents.
Consolidate By Posting Sequence, Account And Fiscal

Period. Accounts Payable combines all details with the
same posting sequence, account number, and fiscal period
into one detail.

Consolidate By Posting Sequence, Account, Fiscal Period

And Source. The program combines all details with the
same posting sequence, account number, fiscal period, and
source code into one detail.
3. Click the Transactions tab to assign to G/L transaction fields

information that is relevant for each transaction type.
The Transactions
tab
Accounts Payable
Setting Up
4. To assign information to a G/L transaction field:
a. Either double-click the field for the particular transaction

header or detail, or select the field, then click Open.
The G/L Integration Detail form appears with the transaction

type and the G/L transaction field you selected on the
Transactions tab.
The G/L Integration

Detail form
Once you have assigned
segments and a separator,
check the Example field to
see how the information will
appear on reports.
Getting Started 325

The G/L Integration Detail form lets you select specific

pieces of information from Accounts Payable transactions to
use in G/L transactions.
b. Specify information for the selected G/L transaction field, as

follows:
Segment separator i. Select a character to separate segments of information.

(The separator is used only if you assign more than one
segment. The default separator is a hyphen.)
Choose Segments ii. To assign one or more segments to the selected

From List
transaction field, select the segment(s) from the Choose
Segments From List, then click Include.
You can assign a maximum of five segments to a

G/L Transaction field, providing that the combination
does not exceed 60 characters. If the assigned
information exceeds this number of characters
(including separators), it is truncated when the
transaction is posted.
If you use Project and Job Costing, the names you chose
for contract levels also appear (for example, Contract,
Project, and Category).
Once the G/L Integration Detail form is open, you can assign
information to other Accounts Payable transaction types, as
follows:
i. Select the transaction type or transaction detail type

from the Transaction Type field.
The information displayed in the G/L Transaction Field

and the Choose Segments From List fields changes,
consistent with the selected transaction type.
G/L Transaction ii. Select the G/L transaction field to which you are
Field
assigning information.

Step 5: Add Accounts Payable Records
iii. In the Segment Separator field, select the symbol to use

between information segments.
iv. Assign segments to include from Accounts Payable

transactions, as described in the preceding instructions.
5. When you have finished defining reference and description

fields, click Save, and then click Close to return to the
Transactions tab.
Accounts Payable
6. When you are satisfied with your choices for G/L integration,
Setting Up
click Save, and then click Close.
St
ep
5: Step 5: Add Accounts Payable Records
A
This step shows you how to enter all the records you need to assign
d
to your vendor accounts when you add them, such as account sets,
d
1099/CPRS codes, distribution codes and sets, and payment terms.
A
cc In most cases, you must add these records before you can add
ou vendor records.
nt
s Everything you need to know or do before adding each type of
Pa record is listed at the beginning of each section.
ya
The icons you use to add setup records are all in the Accounts
bl
Payable Setup folder:
e
Re Account Sets
co 1099/CPRS Codes
rd Distribution Codes
s Distribution Sets
Terms
Optional fields (optional)
Getting Started 327

While adding these records, you notice that two fields are common
to all the Setup forms included in this step:
Last Maintained. This is an information field in which Accounts

Payable automatically inserts the date of the last change made to
the record. You do not fill in this field.
Inactive. Select this option if you do not want to assign the

records to any vendors.
You would not likely use this option when adding records.
Normally, you select it when you have decided to delete a record,
and want to ensure no further vendor accounts are assigned to it.
You can change your selection for the option at any time.
Remember to check data integrity (in the Administrative Services

folder) and back up your data regularly while setting up your ledger.
To change a You can change most of the data in your records if you need to.
record, see
Refer to the section, Modify Accounts Payable Records, at the end
page 3-47
of this step for information about how to change or delete records
and about any restrictions that may apply.
Using Help If you need information about the Accounts Payable folder you are
working with, or about any of the fields on the screen, press the
F1 key for help or the Help button. (The Help button appears on
error messages and warnings when the F1 button is inactive.)
Add Account Sets
Account sets identify the general ledger accounts to which you post
transactions entered for your vendors.
You must add at least one account set to Accounts Payable before
you can add vendor records.
Before adding an account set, you must:
Use valid G/L Be sure your general ledger contains the accounts you want to
account numbers
assign to account sets in Accounts Payable.

Decide on the account set codes you want to use. (Account set
codes identify the account sets.)
Find out the numbers to assign to each account set for these
general ledger accounts:
Payables control
Purchase discounts
Prepayment
Retainage
Accounts Payable
Setting Up
Multicurrency If you are creating a multicurrency ledger, you also need to
account sets
know the currency code for each account set that does not use
the functional currency, as well as account numbers for the
following accounts in each set:
Unrealized exchange gain

Unrealized exchange loss
Realized exchange gain
Realized exchange loss
Exchange rounding
See For more information, see Setting Up Account Sets, in Chapter 2.

page 2-32
To add an account set:
1. Choose the Account Sets icon from the Setup folder.
The Currency Code field

appears only in
multicurrency ledgers.
Additional account fields
appear if the account set
does not use the
functional currency.
Getting Started 329

2. Add the account sets you need, entering for each:
Account Set Code. Type a unique code, up to six characters, to

identify the account set.
Starting a To begin adding a new account set, you can type the code for the
new account
set, or you can click the New icon next to the Account Set Code
set
field.
Description. Type a description of the account set.
General Ledger Account. Type the general ledger account

numbers for the payables control, purchase discounts, and
prepayment accounts that make up the set. If you use retainage
accounting in Accounts Payable, you must also specify a
retainage control account.
Currency Currency Code. If you plan to assign this set to vendors who
code
determines do not use your functional currency, enter the appropriate
vendor currency code.
currency
Note that Accounts Payable assigns this currency to all vendors
that are assigned this account set.
Multicurrency If you are defining a multicurrency account set that does not use
account sets
the functional currency, you must also enter the currency code
and account numbers for the unrealized exchange gain,
unrealized exchange loss, realized exchange gain, and realized
exchange loss accounts.
Add the account 3. When finished, click the Add button.

set
4. Repeat steps 2 and 3 for each account set you want to add.
5. Click Print on the File menu, or choose Account Sets from the
Setup Reports folder to print a list of the account sets you have
added to verify that they are correct and complete. File the report.

Add 1099/CPRS Codes
1099 forms are used in the United States to report the amount of
purchases from your US vendors. The Contract Payment Reporting
System is a Canadian tax reporting system designed for reporting
payments to Canadian construction subcontractors.
The 1099/CPRS codes specify the boxes on the 1099 form into which
you enter the amount of these purchases. We recommend that
Canadian companies use code 3, Other Income, for vendors subject
Accounts Payable
to CPRS reporting.
Setting Up
Most 1099/CPRS codes have already been added to Accounts
Payable. Add a code only if the code you need is not listed in the
following table.
1099/CPRS Code Description

1 Rents
2 Royalties
3 Other Income
4 Federal Income Tax Withheld
5 Fishing Boat Proceeds
6 Medical/Health Care Payments
7 Non-employee Compensation
8 Substitute Payments
10 Crop Insurance Proceeds
11 State Income Tax withheld
16 State/Payers State Number
Before adding 1099/CPRS codes, you must:
Know the box number on the 1099/CPRS form you need to use.
Select the Use 1099/CPRS Reporting option from the

Transactions tab of the A/P Options form.
See See Setting Up 1099/CPRS Codes, in Chapter 2, for more

page 2-35
information.
Getting Started 331

To add a 1099/CPRS code:
1. Choose the 1099/CPRS Codes icon from the Setup folder to

display the 1099/CPRS Codes form:
2. Add the 1099/CPRS codes you need, entering for each:
1099/CPRS Code. Type the number of the box on the form that
contains the 1099/CPRS code.
Description. Type a description of the 1099/CPRS code.
Minimum To Report. Enter the lowest amount you are required

to report for each code. Only vendors with a total 1099 amount
equal to or greater than this amount are included in the
electronic 1099 file or on printed 1099-MISC forms.
Add the 1099/CPRS 3. When finished, click the Add button. Repeat steps 2 to 3 for each
code
code you want to add.
4. Click Print on the File menu or choose the 1099/CPRS Codes icon
in the Setup Reports folder to print a list of the codes you have
Add Distribution Codes
Distribution codes identify general ledger accounts to which you

post data from purchases transactions.
A distribution code is simply an easy-to-remember name for an

account number. For example, you might use code OFFSUP for
purchases of office supplies easier to remember than 6945-100-20.

You can group If you have three distribution codes that you always use for the same
distribution codes
vendors, you can group these codes into sets, and identify them with
into sets
a distribution set code. Distribution sets are covered in the next
section.
Before adding a distribution code, you must:
List the purchase distributions that you use.
Be sure your general ledger contains the accounts you need for
Accounts Payable
the distribution codes.
Setting Up
Decide on the coding scheme you want to use.
See For more information, see Setting Up Distribution Codes, in

page 2-36
Chapter 2.
To add a distribution code:
1. Choose the Distribution Codes icon from the Setup folder:
2. Add the distribution codes you need, entering for each:
Distribution Code. Type a code, up to six characters, to identify

the distribution code.
Description. Type a description of the distribution code.
General Ledger Account. Type the general ledger account

number that this code stands for.
Discountable. Specify a default discount status for a

distribution code. Your choice for the distribution code appears
as the default discount status when you use the distribution code
in an invoice, credit note, debit note, or recurring payable detail.
Getting Started 333

Add the 3. When finished, click the Add button. Repeat steps 2 and 3 for
distribution code
each distribution code you want to add.
4. Click Print on the File menu or choose the Distribution Codes icon
in the Setup Reports folder to print a list of the codes you have
Add Distribution Sets
Distribution sets are groups of distribution codes. This means that if

you typically distribute invoices from vendors to three different
accounts, you can define three distribution codes, then define one
distribution set that includes the three codes. You can then assign the
distribution set to vendor accounts.
You do not have to add distribution sets, but they provide you with
greater data entry efficiency than single distribution codes.
Before adding a distribution set, you must:
Add the distribution codes that comprise the set.
Decide on the codes to use for identifying distribution sets.
See page For more information, see Setting Up Distribution Sets, in

2-37
Chapter 2.
To add a distribution set:
1. Choose the Distribution Sets icon from the Setup folder.

2. Add the distribution sets you need, entering for each:
Distribution Set. Type a code, up to six characters, to identify the

distribution set.
Description. Type a description of the distribution set.
Distribution Method. Select the method by which you are going

to apportion the invoice amount among the accounts in the
distribution set. The setting you select determines the default
Accounts Payable
invoice distribution, which you can override at invoice entry.
Setting Up
You have the following choices:
Spread Evenly. This method divides the invoice amount

evenly among all the distribution codes in the distribution
set. You can then edit the result.
Fixed Percentage. This method lets you specify the

percentage of the total invoice amount to allocate to each
distribution code.
Fixed Amount. This method distributes a specific amount to

each distribution code in the distribution set. You must
specify a currency code to use this method, and you can
select the distribution code only for vendors that use this
currency. You can edit the result.
Manual. This method provides no amount allocation; it just

enters the distribution codes and lets you enter the amounts
of the distribution.
Distribution Code. Type or select the code that you want to add
to the distribution set. Once you enter the code, Accounts
Payable displays the code description and General Ledger
account number so you can verify it.
If you are adding to an existing list of codes, press the Insert key
to start a new line.
Getting Started 335

Distribution Percent. If you selected Fixed Percentage, enter the

percentage of the invoice total that should be distributed to this
code.
You can use negative percents and percents greater than 100%,
provided the total of all distributions adds up to 100%.
Add the 3. When finished, click the Add button. Repeat steps 2 to 3 for each
distribution set
distribution set you want to add.
code
4. Click Print from the File menu or choose the Distribution Sets
icon in the Setup Reports folder to print a list of the sets you
have added to verify that they are correct and complete. File the
report.
Add Payment Terms
Accounts Payable uses terms codes during invoice entry to calculate

the due dates of invoices. If you can claim discounts for early
payment of invoices, Accounts Payable also uses terms codes to
calculate discount periods and amounts on invoices.
You must add at least one terms record before you can enter
Accounts Payable invoices.
Before adding a terms record, you must know:
The terms code.
The method of calculating the invoice due dates for each term.
Discount periods and percents (if used).
Further For background information about payment terms, see Setting Up

information
Terms, in Chapter 2.

To add a terms record:
1. Choose the Terms icon from the Setup folder to display the
Terms form:
Accounts Payable
Setting Up
2. Add the terms records you need, entering for each:
Terms Code. Type a code to identify the terms, using up to six

characters, then type a description (name) for the terms code in
the adjacent field.
Calculate Base For Discount With Tax. Use this option to specify
whether to include tax amounts in the invoice totals on which
discount amounts are calculated.
Select:
Included if you receive a discount on taxes.
Excluded if you do not receive a discount on taxes or are

not charged taxes by your vendors.
Multiple Payment Schedule. You can select this option to create

a schedule of installments. Then choose the due date type
(described next) and enter the information for each payment as
shown in Example 5, in the section Examples of Payment
Terms.
Getting Started 337

Due Date Type. Select the method by which your vendor

calculates invoice due dates. You can select:
Days From Invoice Date if invoices are due by a specific

number of days from the invoice date.
Then type the number of days in the Number Of Days

column that appears. (See Examples 1 and 2, following
step 4.)
End Of Next Month if invoices are due on the last day of

the next month.
Day Of Next Month if invoices are due on a specific day in

the next month.
Then type the number (representing the due date) in the Day
of Month column, as shown in Example 3.
Days From Day Of Next Month if invoices are due a

standard number of days after a specific day in the next
month.
Then type the number of days and the number that

represents the day of the month, as in Example 4.
Due Date Table if your vendor uses standard due dates

for invoices with specific ranges of days.
Then complete the table that appears, as shown in

Example 6.
Using Help If you need help adding the information, press the F1 key to
display Help windows (or click Help on the menu) to find out
how to fill in a particular field or column.
Discount Type. Select the method your vendor uses to calculate

the last day on which you may take a discount for prompt
payment. You select from the options described above for Due
Date Type, and type discount percentages. (See example 2 at the
end of this step.)

If you do not receive discounts from your vendors, ignore the

discount fields and columns.
Add the terms 3. When finished adding a set of terms, click the Add button.
code
Repeat steps 2 to 3 for each set of terms you want to add.
4. Click Print on the File menu or choose the Terms icon in the
Setup Reports folder to print a list of the payment terms you
added, to verify that they are correct and complete. File the
report.
Accounts Payable
Setting Up
Examples of Payment Terms
Use the following examples as guides when entering your own

terms information.
Example 1 Terms are Net 30 (invoices are due in 30 days, no discount).

(Net 30)
1. In the Due Date Type field select Days From Invoice Date.
2. Type 30 in the Number Of Days column.
Example 2 Terms are 2%/10 net 30 (invoices are due in 30 days, 2% discount if
(2/10 Net 30)
paid in the first ten days).
1. In the Due Date Type and Discount Type fields select Days From
Invoice Date.
2. Type 30 in the first Number Of Days column.
3. Type 2 in the Discount Percent column.
4. Type 10 in the second Number Of Days column.
Example 3 Invoices are due on the 15th day of the month that follows the
(Due on the 15th) invoice date. (Invoices issued in June are due on July 15.)
1. In the Due Date Type field select Day Of Next Month.
2. Type 15 in the Day Of Month column.
Getting Started 339

Example 4 (Due in Invoices are due 30 days after the 15th day of the month that
the month after the follows the invoice date. (Invoices issued in June are due on
invoice date
August 14.)
1. In the Due Date Type field select Days from Day Of Next Month.
2. Type 30 in the first Number Of Days column.
3. Type 15 in the Day of Month column.
Example 5 Invoices are to be paid in four equal monthly installments, starting

(Multiple Payment at the end of the next month after the invoice date. (If the invoice
Schedule)
is issued in June, payments are due on July 31, August 31,
September 30, and October 31.)
1. Select Multiple Payment Schedule.
2. In the Due Date Type field, select End Of Next Month.
3. For Payment 1, enter 25 in the Percent Due column.
4. Press the Insert key to move to the next line.
5. Repeat steps 3 and 4 for payments 2, 3, and 4.
When you enter invoices for this type of terms schedule, you set the
due date for the first payment. For example, you can specify that the
first payment is not due for a year from the invoice date.
Example 6 Invoices are due on the date assigned for the range of days in
(Due Date Table) which an invoice was issued. (Invoices dated from the 1st to the
15th of June are due on July 1, while invoices dated from June 16 to
30 are due on July 15.)
1. In the Due Date Type field select Due Date Table.
2. Complete the table as shown:

Standard discounts If your vendor uses standard discount periods for invoices entered
within specified ranges of days, type the discount percentage for the
terms, then complete the Discount Date Table, as described above
for the Due Date Table.
Add Payment Codes
You use payment codes to identify the methods by which you pay
your vendors. Payment codes include cash, checks, credit cards, and
Accounts Payable
other payment methods (such as gift certificates).
Setting Up
Before adding payment codes to Accounts Payable, you must:
Decide on the codes to use for the different types of payments

you process.
Know the payment method for each payment code cash,

check, credit card, or other.
See also For more information, see Setting Up Payment Codes in

page 2-45
Chapter 2.
To add a payment code:
1. Choose Payment Codes from the Setup folder to display the

Payment Codes form.
Add the payment 2. Add the payment codes you need, entering for each type:
code
Payment Code. Type a code to identify the payment code,
using up to six characters.
Description. Type a description to identify the payment code,

such as the name of the credit card.
Getting Started 341

Payment Method. Select Cash, Check, Credit Card, or Other to

identify the payment method for the record.
3. When finished, click the Add button. Repeat the preceding steps
for each payment code you want to add.
4. Click Print on the File menu, or choose Payment Codes from the
Setup Reports folder, to print a list of the payment codes you
have added to verify that they are correct and complete. File the
report.
Add E-mail Messages (Optional)
The E-mail Messages form lets you create messages to send with
letters you e-mail to your vendors.
See also For a list of the variables you can use with e-mailed letters, see
page 2-41
the section,Variables for E-mail Messages in Chapter 2 of
this guide.
To create a message that you can use with e-mailed letters:
1. Choose E-mail Messages from the A/P Setup folder.
Field names from your

company database
identify vendor or
company information to
insert in the e-mail
message.

Step 5: Add Setup Records Optional Fields
2. Complete the fields on the form as follows:
Message ID. Enter a code to identify this message, using up to

16 characters.
Description. Enter a description for the message.
Last Maintained. This display-only field shows the last time you
modified this e-mail message.
Accounts Payable
Inactive. Select this field only when you want to make this
message unavailable to use with e-mailed letters.
Setting Up
E-mail Subject. Enter the subject line you want to use for the
e-mail message. Note that you can use field names, preceded by
a dollar sign (as illustrated in the example, above), to insert
vendor- or company-specific information in the subject line of
the e-mailed messages.
3. Enter the body of the e-mail message. Use field names preceded
by a dollar sign to identify variable information that you want to
include with the message.
4. Click Add or Save when you are satisfied with your message.
Add Optional Fields (Optional)
ep 5: The Optional Fields form is available in the A/P Setup folder only if
dd you use Sage Accpac Transaction Analysis and Optional Field
tup Creator.
ecords
Before adding A/P Before you can define optional fields for use in Accounts Payable,
optional fields
ption you must first set them up for system-wide use in Common Services.
For information on setting up system-wide optional fields, see the
elds System Manager User Guide.
To define optional fields for your Accounts Payable system:
1. Choose Optional Fields from the A/P Setup folder.
Getting Started 343

2. Complete the following fields for each optional field you plan to
use in Accounts Payable:
Optional Fields For. Select the type of record or transaction for

which you are defining the optional field. You can choose:
Vendors And Vendor Groups.
Remit-To Locations.
Invoices. (These optional fields are associated with

document headers. Optional fields for document details are
defined separately.)
Invoice Details.
Payments.
Adjustments.
Revaluation.
Optional Field and Description. Use the Finder to select the

optional field codes you want to use for each type.
You can define an unlimited number of optional fields for each

type, providing the optional fields are set up in Common
Services for use in your system.

Note: If you want to retain Accounts Payable optional field

information when you create batches for General Ledger,
you must use the same optional fields for transactions in
Accounts Payable as you use in General Ledger.
When you select an optional field code, the program displays the
description for the optional field.
Value Set. Double-click the Value Set column to indicate
Accounts Payable
whether the optional field has a default value.
Setting Up
You must set the Value Set field to Yes to specify a default
value for the optional field.
Default Value and Description. Enter or select the value that the
program displays as the default for the optional field.
If the optional field you selected requires validation, you must

select a value that is defined for the optional field in Common
Services. However, if the optional field allows blanks, you can
leave the default value field blank.
If the optional field does not use validation, you can do one of
the following:
Select a value that is defined for the optional field in

Common Services.
Leave the field blank.
Enter a combination of alphanumeric or special characters

and spaces. The entry must be consistent with the type of
field (text, number, date, amount, and so on) and must not
exceed the number of characters specified for the optional
field. In a Yes/No field, you can enter only Yes or No. In an
Integer field you can enter any integer with an absolute
value less than 2,147,483,647.
When you specify a value from Common Services, the program

displays the description for the value.
Getting Started 345

Required. Double-click this field to indicate whether the

optional field must be used in the records and transactions for
which it is created. During data entry, if the optional field is
required and does not have a default value, you must fill in the
field before you can proceed.
Auto Insert. Select Yes in this field if you want the program to
display the optional field and its default value on the form for
the type of optional field when you set up new records or enter
transactions.
Select No if you do not want the optional field to appear

automatically.
For example, if you define Transit Number as an optional field

for invoices and you select Yes in the Auto Insert field, the
Transit Number field appears automatically in Invoice Entry.
Specify additional 3. Click the Settings button.

settings for the
optional field A separate form appears that lists all the groups of accounts that
are affected when you post transactions of the type for which
you are defining the optional field. Use the form to select:
The account groups for which you want to pass values to

General Ledger when you post transactions that include the
optional field.
Whether optional field information for job-related

transactions is passed to Project and Job Costing, if the
optional fields match those used for external costs in that
program. (Note that this option appears only if you use Sage
Accpac Project and Job Costing.)
4. Click Add (or Save) to add the optional field.
You can now assign the optional fields to vendor, vendor group, and
remit-to location records, or use them in the types of transactions for
which they are defined.

Step 6: Add Vendor Records
Modify Accounts Payable Records
You can modify and delete the records you added in this step as
needed.
To modify a record, you select the code that identifies it (such as the
account set code or the distribution code), then make your changes
and save them.
You can change everything in most records except the identifying
Accounts Payable
code. If you want to delete a code that is assigned to a record or
Setting Up
transaction, you must first assign a different code to the vendor
record, and then delete the code.
Multicurrency If you use multicurrency accounting, you cannot change the

account sets
currency code assigned to an account set.
You cannot delete You can delete account sets, distribution codes, distribution sets,
codes assigned to
terms codes, and optional fields only if they are not assigned to
a vendor
vendor, vendor group, remit-to location records, or transactions.

This step guides you through the process of adding your vendor
records to Accounts Payable.
Use the Vendors folder icons to add two types of vendor records:
St
ep Vendor Groups
6: Vendors
A Check Remember to check data integrity (using Administrative Services)
d integrity
and back up your database regularly.
d
V Use Help Remember to use Help when you want quick information about
en Accounts Payable fields and forms.
d
Importing vendor You can import vendor records into Accounts Payable from another
or
records
Re Sage Accpac Accounts Payable database or from a non-Sage Accpac
co
rd
s
Getting Started 347

program. You can import everything in the records except vendor

activity statistics.
See Appendix B in the User Guide for information about importing

data.
Add Vendor Groups
Use vendor groups to classify your vendor records into groups that
share similar characteristics, such as currency, country, or type of
purchase.
You can use as many vendor groups as you want. However, you
must add at least one vendor group before you can add vendor
records.
Before adding a vendor group, you must:
Add records for the account sets, distribution codes, distribution

sets, bank codes, tax groups, terms codes, and optional fields
that you want to assign to vendor groups.
Decide on the vendor group codes and descriptions.
Multicurrency If you use multicurrency accounting, you must also know the rate
ledgers
type to use for the group, and you must assign an account set that
uses the same currency as vendors you plan to assign to the group.
Adding statistics If you want to enter statistics for vendor groups, first turn on the
Allow Edit Of Statistics option on the Processing tab of the A/P
Options form.
See page For more information, see Defining Vendor Groups in Chapter 2.
2-49
If editing, see You can change most of the entries you make in a vendor group
page 3-54 record if you need to. Refer to the section, Modify Vendor Groups,
at the end of these instructions for information about editing or
deleting vendor groups and about any restrictions that may apply.

To add a vendor group:
1. Choose the Vendor Groups icon from the Vendors folder to

display the Group tab, the first tab of the Vendor Groups form.
Accounts Payable
Setting Up
2. Fill in the Group tab as follows:
Group Code. Type the code that identifies the group, using up
to six characters. Then press the Tab key to move to the
description field, and type a description (name) for the vendor
group.
You must enter a description for each vendor group before you
can add the record.
Account Set / Terms Code / Bank Code / Payment Code. Type

the codes for the account set, payment terms, bank, and payment
code to use for the group, or select them from the Finders.
Multicurrency Rate Type. If you use multicurrency accounting, type or select

rate type
the rate type normally used to convert invoice amounts for the
groups vendors to your functional currency.
You do not see this field if you do not use the Multicurrency
option.
Getting Started 349

Generate Separate Payments for Each Invoice. Select this

option if you want Accounts Payable to generate separate checks
for each invoice when you automatically process payments. If
you do not select the option, Accounts Payable creates a single
payment for each vendor.
3. When you are ready, click the Invoicing tab.
The Invoicing tab

of the Vendor
Groups form
4. Complete the Invoicing tab as follows:
Distribute By. Choose the method by which you want to

distribute invoice amounts to General Ledger accounts for
invoices from this vendor group. Accounts Payable provides
three alternatives, which you can change for individual vendors
and on individual invoices.
Distribution Set. Select Distribution Set to use a group of

distribution codes that have been defined as a set, then
specify the distribution set you want to use. Accounts
Payable lists the distribution codes by default when you add
an invoice.
Distribution Code. Select Distribution Code to distribute to a

single general ledger account represented by a code.
G/L Account. Select G/L Account, then specify the account

number if you want to distribute to a particular account
number, but do not want to use a distribution code.

None. Select this option if you want to suppress the default

distribution line on the Invoice Entry and Recurring
Payables forms for most vendors in this vendor group. (This
setting is recommended if you use Sage Accpac Project and
Job Costing.)
Enter the code for the distribution set, distribution code, or G/L
account number (depending on what you chose for Distribute
By).
Accounts Payable
Duplicate Invoice Checking. Select how you want Accounts
Setting Up
Payable to check for duplicate vendor invoices. You can have the
program ignore, warn, or stop you from posting invoices that
might be duplicates according to two separate criteria:
The invoices are for the same vendor and amount.
The invoices are for the same vendor and date.
Tax Group. Select the tax group with the taxes that are applied
to the purchases you make with vendors in this group. The
taxing authorities in the group appear on the screen so you can
enter tax classes for each authority.
Tax groups are defined in Tax Services (in Common Services),

and include the taxing authorities and tax classes for each
authority.
Tax Class. Select your tax class with each tax authority. You can
change the classes for individual vendors and on invoices.
Tax Included. Specify whether this tax is typically included in

the total invoice amount or listed separately.
If you have a tax-exemption number or a registration number,

such as for the Canadian Goods and Services Tax (GST), you can
enter it in the vendor records.
Tax Reporting. If the vendors in this group are subject to tax

reporting, select 1099 or CPRS, depending on the jurisdiction
that applies.
Getting Started 351

This field appears only if you selected the Use 1099/CPRS

Reporting option on the A/P Options form.
1099/CPRS Code. Select the 1099/CPRS code that matches the

type of goods or services you purchase from this vendor group.
(This field appears only if the vendor group is subject to
1099/CPRS reporting.)
For payments to Canadian vendors subject to CPRS reporting,

we recommend that you choose code 3, Other Income.
5. If you use Sage Accpac Transaction Analysis and Optional Field

Creator and you want to assign optional fields to this vendor
group, click the Optional Fields tab.
Optional Fields tab

of the Vendor
Groups form
Optional fields that are set up for automatic insertion in vendor

group and vendor records automatically appear on this tab,
along with their default entries.
You can accept the optional fields that appear or you can delete
them, and you can accept or change any default entries that
appear:
To delete an optional field, select the line on the grid, then

press the Delete key.

To assign additional optional fields, select an existing line on

the grid, press the Insert key, and then complete the fields on
the new line, as follows:
Use the Optional Field. Use the Finder to select the optional field
Finder
codes you want to use with this vendor group.
When you select an optional field code, the program

displays the description for the optional field.
Accounts Payable
Value. Enter or select the value to display as the default in
Setting Up
new vendor records.
Note that the Value Set field alerts you whether an optional
field has an automatically inserted default value. If the field
looks empty, but has a blank value, the Value Set field
displays Yes. (You cannot tell whether an optional field has a
blank default value or no value just by looking at the
Value field.)
Add the record 6. When you finish entering information for the vendor group,
click Add to add the record. You should enter group statistics
after you have added vendors and posted current invoices to
vendor accounts.
7. Click Print on the File menu or choose the Vendor Groups icon
in the Setup Reports folder to print a list of the Vendor Group
records you added.
If you want to enter statistics for the vendor group, see Step 10:
Add Vendor and Vendor Group Statistics, in this chapter.
If you also added statistics, use the same menu choice or icon to
print the Vendor Group Statistics report. Check the reports to verify
that your vendor group records are correct and complete, and then
file them.
Getting Started 353

Modify Vendor Groups
You can change and delete vendor groups as needed, with these
restrictions:
To change the vendor group code, you must first set up a new
vendor group with the code you want to use, and then delete the
group using the code you no longer want.
You cannot delete a vendor group that is assigned to a vendor

record, unless you first assign a different vendor group to the
vendor.
You can edit group statistics only if you use the Allow Edit Of
Statistics option.
Add Vendors
Use the Vendors form to add records for your vendors to Accounts
Payable.
You must add vendor records before you can enter and process
transactions in Accounts Payable.
Before adding a vendor, you must:
Add the vendor group, account set, distribution codes,

distribution set, bank code, terms code, optional fields, and tax
group you want to assign to the vendor.
Decide on the vendor number and name.
Find out which codes identify the vendors:
Vendor Group
Tax Group
Multicurrency If you are creating a multicurrency Accounts Payable ledger, you

ledgers
must assign an account set that uses the vendors currency. You
must also know the rate type to use for vendors with different
source currencies.

Adding statistics If you want to enter statistics for vendors, select the Allow Edit Of
Statistics option on the Processing tab of the A/P Options form
before you continue.
See page For more information about vendor records, see Adding Vendors
2-52
in Chapter 2.
To add a vendor:
1. Choose the Vendors icon from the Vendors folder.
Accounts Payable
Setting Up
2. Complete the Address tab as follows:
Vendor Number. Type the code, up to 12 characters, to identify

the vendor account. Then press the Tab key to move to the
vendor name field, and type the vendors name.
You must enter a name for each vendor before you can add the
record.
Group Code. Type the code for the vendors group or choose it
from the Finder. Once you choose the group, Accounts Payable
supplies all the default entries associated with the vendor group
(mainly on subsequent tabs of the form).
Getting Started 355

On Hold. Select this option if the account is on hold.
Short Name. Type a code of up to ten characters, such as the

first ten characters of the vendors last name or company
name without the The to use when selecting vendors for
reports. You can also leave the field blank.
See For information about using short names, see the section,
page 2-57
Entering Short Names, in Chapter 2.
Address. Type the vendors address, telephone and fax

numbers, and the name of a contact person or position for the
vendor.
The address entered on this tab is automatically entered on

invoices and payments for the vendor.
Remit-to addresses You can add a separate remit-to location for any vendor, which
Accounts Payable uses automatically as the payment address.
See Step 7, Add Remit-to Locations, later in this chapter.
Start Date. Type the date when you first started using this
vendor.
E-mail. Enter the vendors e-mail address (such as an e-mail

address for sending orders).
Web Site. Enter the companys Web site address.
3. When finished, click the Contact tab, then enter the contacts
name, telephone number, fax number, and e-mail address. (This
information is optional.)
4. When finished, click the Processing tab.

The Processing tab

of the Vendors
form
Accounts Payable
Setting Up
5. Fill in the Processing tab as follows:
Account Set / Terms Code / Bank Code / Payment Code. The

codes you see in these fields are the codes that were assigned to
the vendor group you selected. You can change them on this tab.
Multicurrency If you use multicurrency accounting, you must select an account

account sets
set that uses the same currency as the vendor.
Check Language. Select the language in which you print

checks for this vendor.
Delivery Method. Specify the preferred method for sending

purchase orders and returns to vendors, if you use Sage Accpac
Purchase Orders, and for sending letters to vendors.
You can select choose:
Mail to print to your usual print destination for

conventional mailing.
E-mail to send purchase orders, returns, and letters to the

e-mail address specified for the vendor on the Address tab.
Contacts E-mail to send purchase orders, returns, and

letters to the e-mail address specified for the vendor contact
on the Contact tab.
Getting Started 357

Generate Separate Payments For Each Invoice. Select this

option if you want Accounts Payable to generate separate checks
for each invoice when you automatically process payments. If
you do not select the option, Accounts Payable creates a single
check to cover this vendors outstanding amount.
Credit Limit. Type the credit limit permitted by the vendor.
Multicurrency Rate Type. If you use multicurrency accounting, type or select

rate type
the rate type normally used to convert the vendors invoice
amounts to your functional currency.
6. Next, click the Invoicing tab.
The Invoicing tab

of the Vendors
form
7. Complete the fields on the Invoicing tab, as follows:
Distribute By. Choose the method by which you want to

distribute invoice amounts to general ledger accounts for
invoices from this vendor. You can change the method for
individual invoices.
Distribution Set. Select Distribution Set to use a group of

distribution codes that have been defined as a set, then
specify the distribution set you want to use.
Distribution Code. Select Distribution Code to distribute to a

single general ledger account represented by a code, and
then specify the distribution code you want to use.

G/L Account. Select G/L Account, then specify the account

number if you want to distribute to a particular account
number, but do not want to use a distribution code.
Duplicate Invoice Checking. Select how you want Accounts

Payable to check for duplicate vendor invoices from this vendor.
You can have the program ignore, warn, or stop you from
posting invoices that might be duplicates according to two
separate criteria:
Accounts Payable
The invoices are for the same vendor and amount.
Setting Up
The invoices are for the same vendor and date.
Tax Group. Select the code for the tax group to which you
belong when invoiced by this vendor. The taxing authorities in
the group appear on the screen so you can enter tax classes for
each authority.
Multicurrency If you use multicurrency accounting, you can only select a tax
tax groups
group that uses the same currency as the vendor. The Finder
displays the tax groups that use the vendors currency.
Tax Class. Select your tax class for each of the tax authorities in
the tax group.
Registration Number. Type your tax registration or exemption

numbers, if any.
Tax Included. Specify whether this tax is typically included in

the total invoice amount or listed separately.
Tax Reporting. If you have to print 1099 forms or CPRS reports

for this vendor, select 1099 or CPRS, accordingly. If the vendor is
not subject to tax reporting, select None.
This field appears only if you selected the Use 1099/CPRS

Reporting option on the A/P Options form.
Tax Number. Type the vendors 1099/CPRS tax number (you can
match this to the type of number in the Type field).
Getting Started 359

This field appears only if the vendor is subject to 1099/CPRS

reporting.
Type. Specify the type of tax number you entered (Unknown,

Social Security Number, Employer ID Number, GST Registration
number, Business Number or Social Insurance Number).
1099/CPRS Code. Select the 1099/CPRS code that matches the

type of goods or services you purchase from this vendor. (This
field appears only if the vendor is subject to 1099/CPRS
reporting.)
Retainage % (Percentage) / Retention Period / Retainage

Terms. Specify retainage settings to be used as defaults when
you enter an invoice, credit note, or debit note for the vendor.
Accounts Payable displays the settings you specified in the

A/P Options form as the default for a new vendor record, but
you can change the settings.
8. When ready, click the Optional Fields tab.
The Optional Fields

tab of the Vendors
form
Optional Fields Optional vendor fields that are marked for automatic insertion
appear on the tab, along with their default values.
You can accept the optional fields that are displayed as defaults,
or you can delete them. You can also assign any additional

optional fields that are defined in Accounts Payable for vendors

and vendor groups.
If the assigned group uses the same optional fields, the program
displays the entries from the vendor group record as defaults for
the vendor.
If no default entry is specified for an optional field in the vendor

group record, the program displays the entry used in the
optional field setup record.
Accounts Payable
Setting Up
You can accept or change the default entries. However, if the
optional field is validated, you can use only a value that is
defined for the optional field in Common Services.
Enter vendor 9. If you do not want to add any vendor comments, click the Add
comments
button to add the vendor record now.
10. If you want to add miscellaneous information to the vendor

record, click the Comments tab.
The Comments tab

of the Vendors
form
11. Fill in the Comments tab as follows:
Date Entered. Type or select the date you want to use, or use
the displayed (system) date.
Accounts Payable stores comments by entry date.
Getting Started 361

Add new To enter more than one comment for the same date, use the New
comments
button for each comment (otherwise, you will edit an existing
comment, rather than add new comments).
Select an Use the Finder or the Browse buttons to select from existing
existing
comments.
comment
Follow-up Date. Type or select the date on which you want to
check on the comment.
You can print comments on the Vendors report, and can select
vendors by a range of follow-up dates.
Expiration Date. Type or select the date used for marking the
comment for deletion.
You use the Clear History form to remove comments that have
reached their expiration dates. You can also delete comments
individually in the Vendors form using the Delete Comment
button.
Comment. Type the comment, using up to 2,500 characters.
Entering a If you are entering a long comment, double-click the comment

long comment
line, or select the line, then click the Comment Zoom button, to
open a separate Comment form that lets you view the entire
comment as you enter it.
Add the vendor 12. When finished, click Add to add the vendor to your records.
record
Repeat the preceding steps for each vendor you want to add.
Add vendor If you want to enter statistics for the vendor, see Step 10: Add
statistics and
Vendor and Vendor Group Statistics, later in this chapter. You
activity later
should enter all your vendor records and the current-year
transactions before entering vendor statistics.
13. Click Print on the File menu or choose the Vendors icon in the
Setup Reports folder to print a list of the records you added.

Step 7: Add Remit-To Locations
If you added vendor statistics, use the same menu choice or icon to
St print the Vendor Statistics report. Check the reports to verify that
ep your vendor records are correct and complete, and then file them.
7:
Check data When you finish adding your vendor records, you should check
A
integrity
d data integrity and make a backup copy of the data, to ensure that
d you do not have to add the records a second time.
Re
mi
Modify Vendor Records
Accounts Payable
-
Setting Up
To You can modify and delete vendor records, as needed, with these
Lo restrictions:
a
io To change the vendor number, you must first set up a new
ns vendor account with the number you want to use, then delete
the record you no longer want.
You can edit vendor statistics only if you use the Allow Edit Of
Statistics option.
You cannot set a vendor record inactive if it is used in any

unposted transactions.
You cannot delete a vendor record that is used in unposted or

outstanding transactions.
Multicurrency You can change the vendor group, account set, and tax group
ledgers
assigned to a vendor, but only to another vendor group, account
set, or tax group that uses the same currency.
Step 7: Add Remit-To Locations (Optional)

The Remit-To Location form lets you add addresses to which you
send your payment checks (if the address is different from the
address in the vendor record). You can add unlimited remit-to
locations for a vendor.
This step guides you through the process of adding a remit-to

location record.
Getting Started 363

Before adding a remit-to location, you must:
Add the vendor record.
Find out the remit-to locations to add for the vendor.
Decide on the code to use to identify the remit-to location.
See For more information, see Adding Remit-to Locations in

page 2-61
Chapter 2.
To revise a You can revise most of your entries whenever you need to. Refer to
location, see page
the section, Modify Remit-To Locations, at the end of this step for
3-66
information about changing or deleting remit-to locations and about
any restrictions that may apply.
Using Help Remember to press F1 to use Help when you want information
about fields and tabs in the Remit-To Locations form.
To add a remit-to location:
1. Choose the Remit-To Locations icon from the Vendors folder.
2. Type the vendor number in the Vendor Number field, or use the
Finder or the navigation buttons to select it.

3. Click the New button to open a new record for the vendor. The
Address tab, the first tab of the Remit-To Locations record,
appears as follows:
The vendor number you

entered earlier appears
here. Accept the entry, type
a different one, or use the
Finder to select the vendor
number for which you are
adding a remit-to location.
Accounts Payable
Setting Up
4. In the Remit-To Location field, type a unique code, up to six
characters, to identify the payment address. Press the Tab key to
move to the description field, and then type a description of the
location.
5. Fill out the Address tab as follows:
Primary Remit-To. Select Primary Remit-To if you want Accounts

Payable to use this location as the default address on invoices
you enter from this vendor and on the checks you print for the
vendor.
Address. Type the address, telephone and fax numbers, e-mail

address, and the name of a contact person or position at the
remit-to location.
Check Language. Choose the language in which you print

checks for this remit-to location.
6. When finished, click the Contact tab, and enter the name,
telephone and fax numbers, and an e-mail address for a contact
person at the remit-to location.
Getting Started 365

7. Click the Optional Fields tab, if available.
If you do not use Sage Accpac Transaction Analysis and

Optional Field Creator, you do not see the Optional Fields tab.
Skip to step 7, below.
The Optional Fields

tab of the Remit-to
Locations form
Optional fields that are marked for automatic insertion on new

remit-to location records appear on the tab, along with their
default values. (The Value Set field indicates whether a default
value is set for an optional field.)
If the optional fields for the remit-to location match those

defined for vendors and vendor groups, the entries from the
vendor record appear as default values. You can accept or
change the values.
See page For information about optional fields, see Assigning Optional
2-62
Fields to Remit-to Locations in Chapter 2.
Add the remit-to 8. When ready, click the Add button. Repeat steps 2 through 6 for
location
each remit-to location you want to add.
9. Click Print on the File menu or choose the Remit-To Locations

icon in the Vendor Reports folder to print a list of the locations
you added, to verify that they are correct and complete. File the
report.
Modify Remit-To Locations
You can change or delete a remit-to location at any time.

Step 8: Add Recurring Payable Records
To change a record, select the vendor number and remit-to location

code for the record you want to modify, then select or type new
information in the fields you want to change.
You can change all the information in a record except the remit-to
code. To change this code, you must add another record using the
new code, and then delete the record you no longer need.
St
e When finished modifying a record, click Save to confirm your
p changes.
Accounts Payable
8:
Setting Up
A To delete a remit-to location, select the vendor number and remit-to
d code for the record, and then click Delete.
d
You cannot delete or set inactive a remit-to location that is used in
R
unposted documents.
ec
u
rr Step 8: Add Recurring Payable Records
in
g Before you can process a recurring payables batch, you must create
P recurring payable records in the Recurring Payables setup form. This
a step guides you through the process of adding a recurring payable
y record.
a Note that you must have Invoice Batch Entry security access to be
bl able to add, modify, or delete recurring payables records.
e
R To set up a recurring payable record:
ec
1. From the Vendors folder, choose the Recurring Payables setup
or
icon.
d
s
Getting Started 367

2. In the Recurring Payable Code field, select an existing code

using the Finder or the navigation buttons, or click the New
button and type in a new code.
Note that the code and the vendor number together identify the
recurring payable record. Therefore, you can use the same
recurring payable code for different vendors.
3. In the Vendor Number field, type the vendor number or use the
Finder to select the vendor for whom you are creating the
record.
4. Enter a description to identify the recurring payable record.
5. On the Invoice tab, enter the following details:
Schedule Code. Enter the schedule code that you want to

attach to this record, or select it using the Finder.
Zoom If you want to set up a new schedule or modify an existing one,

click the Zoom button. You can use up to 15 characters to create
the new code. (Note that you must have a security authorization
to maintain schedules in Common Services to be able to add or
modify an existing schedule.)

Note: Any changes you make to a schedule affect all other

programs using the schedule throughout Sage Accpac.
For more information about setting up schedules for recurring

transactions, refer to the System Manager User Guide.
Start Date. Enter the date that the recurring payable for this
vendor begins.
When you create a batch using the Create Recurring Payable
Accounts Payable
Batch form, Accounts Payable includes the invoice in the batch
Setting Up
only if the run date for the batch is the same or later than the
specified start date.
Expiration Type. Select either No Expiration Date or Specific

Date.
When you select Specific Date, another field appears to let you
enter an expiration date. If there is an expiration date, the
program includes the invoice in the recurring payables batch
only if the expiration date is later than the run date.
Last Invoiced. Accounts Payable updates this date field when

you create an invoice for this recurring payable.
Maximum Amount. Enter the maximum amount that can be

invoiced for the recurring payable.
When you create a recurring payables invoice batch, if the

amount invoiced to date plus the new invoice amount will
exceed the maximum, Accounts Payable does not create the
invoice. A message appears at the end of processing stating that
the recurring payable for the vendor will exceed the maximum
amount.
Note that Accounts Payable treats the default of 0.00 as an

unlimited amount. It creates invoices for the recurring payable
indefinitely, until you either enter a maximum amount or delete
the recurring payables record.
Getting Started 369

Currency. This field appears only in multicurrency Accounts

Payable ledgers. The Currency field displays your vendor
currency.
Rate Type. This field appears only in multicurrency ledgers. It

shows the rate type to be used to determine the exchange rate
when you create a recurring invoice.
The rate type from the vendor record appears as the default, but
you can enter a different rate type if you want.
Amount Last Invoiced. Accounts Payable updates this field

when you create an invoice for this recurring payable.
Amount Invoiced To Date. When you create an invoice for this

recurring payable, Accounts Payable updates the Amount
Invoiced To Date field with the total amount invoiced.
You cannot edit this field, but you can clear it during year-end
processing.
Remit-To. If you have a primary remit-to location or specify a

remit-to location, it appears on an invoice created for the
recurring payable. The Remit-To field displays the code for the
primary remit-to location, if you have set one up for the vendor.
Zoom To display the remit-to location information, click the Zoom

button next to the field. If the field is blank, Accounts Payable
displays the address from the vendor record.
If a code is displayed, you can accept it or change it to another

remit-to location, or you can leave the field blank.
PO Number. If the recurring payable is for a blanket order or a

standing order, enter the purchase order number. You can use
up to 22 alphanumeric characters.
Description. Enter a description for the recurring payable. You

can use up to 30 alphanumeric characters. The description is
used in the invoice when you create a recurring payables batch.

Order Number. If you want, enter the sales order number, using
up to 22 alphanumeric characters. The order number is used on
the invoice when you create a recurring payables batch.
Terms. The payment terms from the vendor record appear by

default in this field. You can either tab out of the field to accept
the terms, or enter different terms by typing a valid code or
using the Finder to choose it.
The due date, discount date, and discount amount for the
Accounts Payable
invoice is determined by the terms code.
Setting Up
If you use a terms code for a multiple payment schedule,
Accounts Payable creates payment schedules when you create
invoices for the recurring payable.
1099/CPRS Code and 1099/CPRS Amount. These fields appear

only if you have selected both of the following options:
Use 1099/CPRS Reporting (on the Transactions tab on the

Options form).
Subject To 1099/CPRS Reporting (on the Invoicing tab in the

vendor record).
Accounts Payable displays the 1099/CPRS code from the

vendor record as the default. You can accept the default, or
you can enter another 1099/CPRS code either by typing it or
by using the Finder to select it. You can also leave the field
blank.
Enter a positive amount, or zero, in the 1099/CPRS Amount

field. The amount must not exceed the document total when
the invoice is created.
6. Click the Detail tab to enter distribution information.
Getting Started 371

Complete the Detail tab as follows:
Create Details By. Choose how the details are to be distributed

to accounts. Accounts Payable uses the Distribute By setting
from the vendor record as the default, but you can change it.
Distribution Set. If you select Distribution Set, two additional

fields and a button appear:
Distribution Set (additional field). Enter a valid

Distribution Set code, or select it using the Finder.
If Distribution Set is selected as the Distribute By option

in the vendor record, the Distribution Set code from the
vendor record appears by default.
Distribution Amount. Enter the amount to distribute

among the distribution codes in the distribution set.
Click the Create Dist. (Distribution) button to create a detail

line for each distribution code in the distribution set.
The amount is distributed according to the method specified

for the distribution set: spread evenly, fixed percentage, or
manual. If the distribution method is manual, enter the
amount for each distribution code.
Distribution Code. If you choose this option, enter a

distribution code and an amount for each detail.
G/L Account. If you choose this option, enter a General

Ledger account and an amount for each detail.

None. If you choose this option, no default distribution line

appears for new recurring payable records.
7. To enter additional detail information, click the first detail line,

then click the Accounts/Taxes button to display the Detail
Accounts/Taxes form.
Accounts Payable
Setting Up
Enter information for the detail as follows:
Discountable. The Discountable status for the distribution code

appears as the default in this field, but you can change the status
for a selected recurring payable detail.
To indicate that the detail is subject to the invoice discount,

select the field. (You can also enter No for the Discountable field
on the Detail tab.)
G/L Account. Enter a new General Ledger account, if required.

If you change the account, the program updates the G/L Account
field on the related detail line.
Comment. If you want to include a comment with the detail,

type a comment in the Comment field. You can use up to
250 characters for each detail comment.
Detail Tax Class / Tax Included. Specify the tax class for each
tax authority.
Getting Started 373

Tax Amount. Whether you can change the amount in this field
depends on your choice for the tax amount entry method on the
Tax/Totals tab.
If you calculate taxes manually (you select Enter as the tax

amount entry method), you can specify the tax amount for each
tax authority for each detail.
If you select Calculate or Distribute, the program calculates the

tax amount automatically.
If a tax does not appear on the tab, it is likely that the wrong tax
group is selected on the Tax/Totals tab.
Tax Base. If you selected Calculate or Distribute as the tax entry

method (on the Tax/Totals tab), you cannot change the amount
that appears in this field.
If you select Enter as the tax entry method for the Tax Base, you
can enter the amount on which tax is based for the detail.
Assign optional Optional Fields. If you use Sage Accpac Transaction Analysis
fields to details
and Optional Field Creator, click the Zoom button beside the
Optional Fields indicator to open a separate Optional Fields
form where you can assign optional fields to the detail.
The form displays any invoice detail optional fields that are set
up for automatic insertion. You can accept or delete optional
fields that appear as defaults. You can also assign different
invoice details optional fields, and you can change the entries for
any fields that appear on the tab.

To delete an optional field, select it, then press the Delete

key.
To add an optional field, press the Insert key, then use the
Finder to choose an optional field code.
See For an overview of optional fields, see Setting Up Optional

page 2-43
Fields in Chapter 2.
8. Click Close to return to the Detail tab.
Accounts Payable
Setting Up
9. When ready, click the Optional Fields tab, if there is one.
The Optional Fields

tab of the
Recurring
Payables setup
form
The Optional Fields tab appears if you use Sage Accpac

Transaction Analysis and Optional Fields Creator, a separately
licensed package. If you do not use optional fields, go to step 10,
below.
Assign invoice This tab lets you assign invoice optional fields to the recurring
optional fields to
payable document. (These optional fields are assigned at the
the payable
document document level, unlike the invoice detail optional fields you may
have assigned in step 7.)
Any invoice optional fields that you set up for automatic

insertion on invoices appear on this tab when you first add a
recurring payable. These optional fields and values appear on
the recurring payable invoices that you create, unless you
change them.
To delete an optional field, select it, then press the Delete

key.
Getting Started 375

To add an optional field, press the Insert key, then use the
Finder to choose an optional field code.
See also For an overview of optional fields, see Setting Up Optional

page 2-37
Fields in Chapter 2.
For background information on assigning optional fields to

recurring payable records, see Adding Recurring Payables, in
Chapter 2.
10. Click the Tax/Totals tab to:
Verify the taxes and totals for the recurring payable if you
are calculating the tax amounts automatically.
Note that the tax amounts are estimates, only. If tax rates
change, the tax amounts are different when you create
invoices for the recurring payable.
Change the tax entry method for the tax amount or tax base.
Enter tax totals for the document, if you are entering taxes
manually.
Change the tax group or vendor tax classes, if necessary.
Fill in the fields on the Tax/Totals tab as follows:
Tax Group. Accounts Payable uses the vendors tax group

as the default for this field. Accept the tax group, or enter a
different one either by typing it in the field or by using the
Finder to select it.

If you are using a multicurrency ledger and the currency for

the tax group is not the same as the vendors currency, tax
reporting amounts will appear on the invoices created for
the recurring payable.
Tax Amount/Tax Base (entry method). The default tax

entry methods you selected on the A/P Options form appear,
but you can change them. For the tax amount and the tax
base, you can select:
Accounts Payable
Calculate to have the program calculate all tax
Setting Up
amounts for you when you create the recurring payables
batch. This method prevents you from changing tax
amounts manually.
Distribute if you want to enter total tax amounts

manually but distribute tax automatically to individual
distribution lines using the Distribute Taxes button. This
choice prevents you from changing taxes for distribution
lines.
Enter if you want to enter all tax amounts manually.

Clicking the Calculate Taxes button or the Distribute
Taxes button lets you override manually entered
amounts, but you can always change the total tax
amounts and the taxes for distribution lines.
Note that with this entry method, you must ensure that the
sum of the amounts you enter for the details equals the totals
you enter on the Tax/Totals tab. If the amounts are different,
Accounts Payable displays an error message and does not let
you add or save the recurring payable record.
11. For each tax authority, accept or change the fields on the tax
grid, as follows:
Vendor Tax Class. Accept or change the Vendor Tax Class, if

necessary (use the Finder).
Getting Started 377

Tax Included. You can change the Tax Included option only if
the Allow Tax in Price option is selected for the tax authority in
Tax Services.
Tax Base. If you selected Enter or Distribute as the tax base

entry method, enter the tax base in this field for each tax
authority.
Tax Amount. If you selected Enter or Distribute as the tax

amount entry method, specify the total amount of tax for each
tax authority in this field.
If you selected Calculate (or Distribute) as the entry methods for both
the tax amount and tax base, you can add or save the recurring
payable record now. (You cannot change the detail tax amounts
or bases.)
Distribute taxes If you selected Enter as the method for the tax amount, ensure that
manually
the sum of the amounts and bases you entered for the document
details equals the total on the Tax/Totals tab. (If you selected
Distribute for the tax base, you cannot change the detail tax
bases.)
If you selected Enter as the method for the tax base and Distribute for
the tax amount, ensure that the sum of the bases you entered for
the document details equals the total on the Tax/Totals tab.
If you selected Calculate for the tax amount and Distribute or Enter for
the tax base, the program uses the tax bases to calculate tax
amounts automatically.
12. Click Add to add the recurring payable record.
Accounts Payable warns you if the amount before tax exceeds

the maximum. However, if the 1099/CPRS Amount exceeds the
document total when you try to create an invoice for the
recurring payable, Accounts Payable does not create the invoice.

Step 9: Add Opening Balances and Current-Year Transactions

In this step, you prepare and post invoices and (where necessary)
payment and adjustment transactions to set up the current balances
in each of your vendor accounts.
The method you use to create current vendor account balances

depends on how much information you want to transfer to Sage
Accpac Accounts Payable from your previous system.
Accounts Payable
The instructions in this step assume that:
Setting Up
Your general ledger is up to date.
In other words, you have already posted all transactions from

purchases to your general ledger. The only transactions you
want to post to your general ledger are for invoices or payments
that you record after you set up the Accounts Payable ledger.
You have already added the tax groups, tax authorities, tax
classes, and tax rates you use with Accounts Payable.
Step Further, we assume that your tax information is up to date, and

9: that you do not want to send any tax information to Tax Services
Add when you add your current Accounts Payable balances in this
Ope step.
ning
Bala You have defined the banks you need for Accounts Payable in
nces Bank Services, and have already added all payments and
and prepayment information.
Cur In other words, we assume that you do not want to send
rent information to your banks when you add your current Accounts
- Payable balances.
Year
Tra You want to enter only the outstanding balance of each vendor
nsac invoice.
tion
s If necessary, on an individual basis, you can enter original
invoice amounts and all documents applied to the invoice. You
can also enter the original invoice amount in the invoice
Getting Started 379

description field of the invoice, or you can enter the invoice

history as a comment in the vendor record.
You have selected the options you want to use to enter and edit
vendor and vendor group statistics in the steps that follow. Some
of these statistics are created as you post the setup transactions.
You must decide on the amount of detail you need for each vendor
and invoice. In many cases, you only want the outstanding balance
in your new ledger; for some invoices, you may want the original
amount, plus every payment, credit note, or adjustment applied to it.
The more detail you want, however, the more time it takes to set up
your records.
There are also other methods you may want to use to set up your
system. For example, you can start your Accounts Payable system as
an all-new system, entering only new invoices and other transactions
that occur after set up. You then run two payables systems,
processing existing invoices in your previous system until they are
all completed, before switching entirely to Sage Accpac Accounts
Payable.
This method also does not let you initially use Accounts Payable to
print complete payables reports, and it may cause confusion about
which system to check when tracking transactions but if all your
payables are short-term, this method may provide an easier
transition.
To add outstanding transactions to create opening balances:

Turn off tax 1. Select No Reporting for the Tax Tracking option in all the tax
tracking
authorities you use with Accounts Payable.
See the Tax and Bank Services User Guide for information about
selecting options for tax authorities.
Use a dummy 2. Create a bank called SETUP in Bank Services.

bank

Multicurrency If you use multicurrency accounting, select the Multicurrency

ledger
option for the bank account, then select the functional currency
as the statement currency.
See the Tax and Bank Services User Guide for information about
defining banks.
Create general 3. If you have not already done so, select On Request Using Create
ledger batches
G/L Batch Icon for the Create G/L Transactions option on the
On Request
Integration tab of the A/P Options form.
Accounts Payable
Setting Up
Prepare and enter 4. Create one invoice for the amount of each invoice that is
invoices
currently outstanding. Make sure you enter the correct
document dates and terms, so that the transactions are aged
correctly.
Use the Invoice Entry form to add the transactions, as described

in the User Guide.
Note that if you choose to enter the original amount of each

invoice, you also have to enter transactions for each payment,
credit or debit note, and adjustment that has been applied to the
invoice.
5. Create a payment entry for each prepayment you have made to a

vendor.
Use the SETUP bank Use the SETUP bank code with each batch of payments you
create.
Do not select Print Do not select the Print Check option for any of the payments you
Check
enter. Record the number of the check in the check number field.
If you previously added original invoice amounts, enter all

payments, credit notes, debit notes, and adjustments made to
those invoices.
Use the Invoice Entry, Payment Entry, and Adjustment Entry

forms to add the transactions, as described in the User Guide.
Getting Started 381

6. Choose the Batch Listing icon from the Transaction Reports

folder to print a listing of each batch you create. Compare the
listings to the source documents from your previous system to
be sure the data is complete and correct.
If you find mistakes, correct the batches, then print new listings
of the corrected batches.
Set batches 7. When the batches are correct, select the Ready To Post option for
Ready To Post
each batch in the Accounts Payable Invoice Batch List form.
Check data 8. Use Administrative Services to check data integrity and make a
integrity
new backup copy of your data to prepare for posting.
9. Choose the Post Batches icon, then post all invoice and
adjustment batches.
10. Choose the Payment Batch List icon from the A/P Transactions
folder, select the payment batch you want to post, and then click
the Print/Post button.
You can post only one payment batch at a time. If you have more
than one payment batch, use the Print/Post button to post each
additional batch.
11. Choose the Posting Journals icon from the Transaction Reports
folder, and then print the journals of the batches you posted.
Compare the posting journals to the batch listings you printed

earlier and to the source documents from your previous system.
12. Choose the Vendor Transactions icon from the Transaction

Reports folder to print the Vendor Transactions report for all
your vendors.
Select all transactions types, and print the report by fiscal year
and period. Select Account Set as the first Sort By option.
13. Check the Vendor Transactions report against your vendor

accounts, to be sure you posted all transactions correctly.

14. Check the account set balances on the Vendor Transactions

report against the balances in the Payables Control accounts in
your general ledger to be sure the total of outstanding payables
in your general ledger equals the total of the Accounts Payable
ledger.
If the totals do not match, post missing transactions and

adjustments to correct errors, then print the report and check it
against the general ledger total again.
Accounts Payable
15. Choose the Create G/L Batch icon from the Periodic Processing
Setting Up
folder, then create the general ledger transactions for the batches
you posted.
16. Choose the G/L Transactions icon from the Transaction Reports
folder, then print the report for each of the batch types you
posted in Accounts Payable.
Compare the report to the General Ledger summaries on the

posting journals and to the general ledger listing from your
previous system to be sure the totals balance.
17. File the batch listings, posting journals, and other reports you
printed in these steps as part of your setup records.
18. Check the Integration tab of the G/L Integration form to see
whether you want to change your selections for any of the
options, such as the Create G/L Transactions By option and the
Consolidate G/L Batches option.
19. If necessary, change your selection for the Tax Tracking option to
At Invoice Level for the tax authorities you use with Accounts
Payable. (You selected No Reporting for the option in step 1 of
these instructions.)
20. Reconcile, then delete the SETUP bank as follows:
a. Make a bank entry for the total check amount sent to the
bank by your Accounts Payable setup transactions (if you
entered payments).
Getting Started 383

b. Clear the individual checks.
c. Post the reconciliation to reduce the bank balance to zero.
d. Delete the bank.
See the Tax and Bank Services User Guide for instructions about
reconciling and deleting banks.
21. Process the general ledger batches.
If your general ledger already contains the correct Accounts

Payable and Bank balances, you need to delete the general
ledger batches that you created by posting the Accounts Payable
transactions.
If you do not delete the batches, you risk posting transaction

amounts twice in your general ledger.
To delete the batches:
If you use Sage Accpac General Ledger, follow the

instructions in the General Ledger User Guide. The batches
appear as open General Ledger batches, and you must set
General Ledger to Allow Edit Of Imported Entries, on the
Posting tab of the G/L Options form.
If you use another general ledger, delete them from the

directory in which you keep your companys data. (Delete
the files that begin with the letters GLAP and GLBK, and
have the filename extension .CSV.)
If your general ledger does not contain the Accounts Payable

transactions (that is, you have not previously posted payables
transactions to the General Ledger), you should print the
payables batch listing in General Ledger, check it for errors, then
post the batch, following the instructions in the Sage Accpac
General Ledger User Guide.
If you do not have Sage Accpac General Ledger, you can import
the General Ledger batches into another computerized general

Step 10: Add Vendor and Vendor Group Statistics
ledger, or use your copy of the G/L Transactions report to

manually enter the transactions in your general ledger.
If you do not have Sage Accpac General Ledger, Accounts

Payable creates general ledger batch files in CSV format (Comma
Separated Values). These files begin with the letters GLAP and
GLBK, and have the filename extension CSV.
Step
10: Step 10: Add Vendor and Vendor Group Statistics (Optional)
Accounts Payable
Add
Setting Up
After you post transactions to set up the current balances in your
Ven
vendor accounts, you may want to add account totals from earlier
dor
periods and years as statistics in the vendor records.
nd
Ven Before adding vendor statistics, you must:
dor
Gro Add records for vendors and vendor groups.
up
Select the Allow Edit Of Statistics option on the Processing tab of
Stati
the A/P Options form.
tics
See For more information, see Using Vendor Statistics in Chapter 2.
page 2-59
To add statistics:
1. Choose the Vendors icon from the Vendors folder.
2. Enter the number of the vendor for whom you are adding
statistics, or choose the number from the Finder.
3. Click the Statistics tab.
Getting Started 385

The Statistics tab of

the Vendors form
Currency fields appear
only for multicurrency
ledgers.
4. Fill in the Statistics tab as follows:
Year. Type the year for which you want to add statistics, or use
the Finder to choose the year.
Choose the period Period. Type the period for which you want to add statistics, or
select it using the navigation buttons.
Multicurrency Currency. If you use multicurrency accounting, select the

ledgers
currency in which you are entering the statistics. You can add
statistics in the vendors currency or in the functional currency.
5. After specifying the year, period, and currency (if applicable), fill
in the following fields:
Amount. Type the total amount of invoices, payments, credit

notes, and other transaction types that were processed for the
vendor during the displayed period.
Count. Type the number of invoices, payments, credit notes,

and other transaction types that were processed for the vendor
in the period.
6. When finished, click the Activity tab.

The Activity tab of

the Vendors form
These fields refer to

the last posted
Accounts Payable
documents.
Setting Up
7. Fill in the Activity tab as follows:
Multicurrency Currency. If you use multicurrency accounting, select the

ledgers
currency in which to enter amounts. You can enter statistics in
the functional currency or the vendors currency.
Amount. Type the amount of the highest balance this year,

highest balance last year, and so on, for the vendor.
Date. Type the date on which each balance or amount was

added to the vendor account.
Total Invoices Paid. Type the number of invoices paid to the

vendor in the current year to date.
Number Of Checks. Type the number of checks sent to the

Total Days To Pay. Type the number of days it has taken your
company to pay all the invoices that have been paid for this
8. When finished, click Save.
9. Repeat steps 4 through 8 for each set of vendor statistics you

want to add.
Getting Started 387

10. Click Print on the File menu or choose the Vendors icon in the
Vendor Reports folder.
a. When the Vendor Report form appears, select Vendor Period

Statistics as the report type.
b. Make other selections to include the periods and vendors for

which you have entered statistics.
c. Choose Vendor Group as the first Select By option. This

choice arranges vendors on the report by group, so you can
compare your vendor statistics report with the statistical
report you print for vendor groups.
d. Click Print to print the report.
11. Compare the figures on the report to the statistical information

in your previous payables system to be sure you correctly
entered all the statistics you require.
If you find mistakes, edit the statistics for those vendors.
12. Repeat step 10, selecting Vendor Activity Statistics as the report
type, to print a report of the activity statistics you entered.
Add vendor group 13. Use the Vendor Groups form to enter statistical totals for all
statistics
vendors in each of your vendor groups. You enter only period
statistics for vendor groups. No activity statistics are kept for
groups.
14. Click Print on the File menu or choose the Vendor Groups icon
in the Vendor Reports folder.
When the Vendor Group Report form appears, select Vendor

Group Statistics as the report type. Select the Include Counts
option, and make other selections to include the periods and
groups for which you have entered statistics, then print the
report.

Step 11: Create Payment Selection Codes
15. Check the report to be sure the totals for the vendor group equal
the totals for the vendors in the group. Correct any errors, either
in the vendor group record or the individual vendor records.
16. If desired, turn off the Allow Edit Of Statistics option on the
A/P Options form to prevent accidental changes to the statistics.
After setup, Accounts Payable automatically updates these statistics

when you post transactions.
Accounts Payable
Setting Up
Step 11: Create Payment Selection Codes to Process Payments
Step Automatically
11:
Creat You must create at least one payment selection code if you want
e Accounts Payable to generate payments for invoices automatically.
Paym You do not have to create payment selection codes if you intend to
ent enter all your payments individually to a batch using the Payment
Select Entry form.
ion
Code To add payment selection codes:
s
1. Choose the Payment Selection Codes icon from the Setup folder.
This tab appears only if

you use Sage Accpac
Transaction Analysis and
Optional Field Creator.
2. In the Selection Code, field, enter or select a code to identify the

payment selection criteria (such as ALL if you are defining
Getting Started 389

only one). Tab once to move to the next field, then type a
description for the code.
3. Complete the Select tab as follows:
Pay From Bank. Select the bank on which you are writing the
checks.
Select Vendors With This Bank Code Only. This option restricts
the payment selection to vendors that specify this bank in their
vendor records.
Multicurrency If you have a multicurrency ledger, you also select the bank
ledgers
currency and the vendor currency.
All checks in a batch must be:
Drawn on the same bank.

In the same check currency.
For vendors with the same source currency.
Bank Currency. This is the check currency. You can only use
one in a batch.
Rate Type (Bank). If the bank currency is different from your

functional currency, you can enter or select the exchange rate
type you want to use. (You can override this rate when you
create a payment batch.)
Vendor Currency. All the vendors must use the same source
currency. However, you do not have to specify the currency in
the selection criteria record; you can select it when you generate
payments.
Rate Type (Vendor). If the vendor currency is different form

your functional currency, you can enter or select the exchange
rate type for converting vendor currency to functional currency.
Apply Method. Specify how to apply partial payments to

invoices that use different contracts, projects, and categories.
Choose:

Top Down to apply payments automatically to invoice

details beginning with the first detail on an invoice until the
payment is fully applied.
Prorate By Amount to apply payments proportionately to

all invoice details.
Note that the apply method affects only job-related invoices for
which the applied amount is less than the current balance.
Accounts Payable
4. Click the Criteria tab.
Setting Up
5. Fill in the Criteria tab as follows:
Select Documents By. Specify how to select documents for

payment. Accounts Payable gives you the following choices:
Due Date. Selects documents that are due on or before the

end date you specify when you create the payment batch.
The program does not select according to the discount date,
but takes any discounts that are available.
Discount Date. Selects documents that are eligible for a

discount if paid on or before the end date you specify.
Due Date And Discount Date. Selects documents that are

due on or before the date you specify, or that have a
discount available if paid on or before the date you specify.
The due date you enter when you create a check batch in
each case is the latest date up to which you want
Getting Started 391

transactions to be included. At batch creation, you must also

enter a date indicating how far back you want to take
discounts. The program ignores discounts that ceased to be
available before the date you enter.
Pay All Selected Documents / Only Forced Documents. Choose

to pay all documents in the selection, or only transactions that
have a Forced status. (You use the Control Payments form to
place invoices on hold or force their payment.)
Vendor Selection Range. Specify the range of vendor groups,

vendor numbers, account sets, vendor (check) amounts,
payment codes, and (if you use optional fields) a vendor
optional field from which you want to choose documents for
payment.
Specifying a range of vendor amounts lets you maintain

different procedures for smaller checks.
Note that you can select a vendor optional field only if you use
Sage Accpac Transaction Analysis and Optional Field Creator
and you have defined optional fields for vendors. If you specify
an optional field, additional fields appear, letting you specify a
range of values for the field. If you do not want to use an
optional field as criteria, accept None, the default setting for this
field.
6. Click the Exclusion tab. The Exclusion tab lets you list vendors
that you want to exclude from the check run.
7. Click the Optional Fields tab, if you use Sage Accpac Transaction
Analysis and Optional Field Creator and you want to assign
optional fields to this payment selection code.
Any optional fields that you set up for automatic insertion on

payments appear on the grid, along with their default values.
You can accept, change, or delete these entries. You can also add
any other optional fields that are defined for payments.

Step 12: Design Checks, Payment Advices, Labels, and Letters
Note that if you delete an automatically inserted optional field,

the program reinserts the optional field with its default value
when you create a batch using the payment selection code.
Add the payment 8. When ready, click the Add button. Repeat the preceding steps
selection code
for each payment selection code you want to add.
9. Click Print on the File menu, or choose the Payment Selection

Codes icon from the Setup Reports folder to print a list of the
selection criteria you added. File the report.
Accounts Payable
Setting Up
tep
2: Step 12: Design Checks, Payment Advices, Labels, and Letters
esig Sage Accpac Accounts Payable includes sample report formats for
checks and payment advices, letters, and mailing labels. You can
hec adapt these reports to print on the check forms you send to your
s, vendors, or you may want to create your own formats.
aym
nt Accounts Payable provides six check and advice formats that you
dvi can use or modify:
es,
abel APCHECK.RPT Check-Advice format for dot matrix printers
and (8.5"x7").
etter APCHK01.RPT Advice-Check-Advice format for laser printers
(8.5"x11").
APCHK01A.RPT similar to ARCHK01. The check portion is

ANSI-compliant.
APCHK02.RPT Advice-Check format for dot matrix printers

(8.5"x7").
APCHK03.RPT Check-Advice-Advice format for laser printers

(8.5"x11").
APCHK11.RPT Check-Advice-Advice format for laser printers

(8.5"x11") (contains minor alignment differences from APCHK03).
APCHK11A.RPT similar to ARCHK11A, in ANSI-compliant

format.
Getting Started 393

Step 12: Design Checks, Payment Advices, Labels, and Letters
APCHK14.RPT Check-Advice-Check-Advice format for laser

printers (8.5"x14").
APLETT01.RPT sample letter.
APLBL01.RPT sample labels. (Note that labels are approximately

6.5 cm by 2.5 cm, and are designed to fit a page of 30 labels, arranged
in 3 columns.)
Note the following additional formatting considerations when

choosing a form for customization or printing:
Form Consider
APCHK01.RPT With most printer drivers, this form prints 16-lines
in each advice section.
Enter 16 in the Advice Lines Per Page column,
or the number of lines your printer driver prints in
each advice section.
APCHECK.RPT and With most printer drivers, this form prints 13
APCHK02.RPT advice lines in the advice section.
Enter 13 in the Advice Lines Per Page column,
the advice section.
APCHK03.RPT, With most printer drivers, this form prints 18 lines
APCHK011.RPT, and in the advice section.
APCHK14.RPT Enter 18 in the Advice Lines Per Page column,
the advice section.
You select the checks you want to use when you set up bank
accounts in Bank Services.
See the System Manager User Guide for examples of the default checks
and advices you can print with Accounts Payable, and lists of the
types of data you can print from your vendor records.
The Crystal Reports manuals provide instructions for adapting the

standard forms for your own use
The readme file, FORMS.WRI (in the ACCPAC\DOCS\APxxAENG

folder, where Sage Accpac is installed), lists the fields and
parameters you can use when customizing your reports.

Where To Now?
Test reports with Before you begin processing transactions, you should test your
sample data
check formats by printing on the forms you use. The easiest way to
test printing is to use the sample data that comes with Accounts
Payable.
To print test copies of checks, advices, 1099 forms, CPRS

reports, and labels:
Use Payment Entry Use the Payment Entry icon from the A/P Transactions folder to
to test checks
print checks. See Chapter 5 of the User Guide for instructions.
Accounts Payable
Setting Up
Use the 1099/CPRS Use the 1099/CPRS Amounts icon from the Vendor Reports
report icon to test
folder to print 1099 forms, or to print reports on CPRS vendor
1099/CPRS
reporting payments.
You must first:
Select the Use 1099/CPRS Reporting option from the

A/P Options form.
Select the Subject To 1099/CPRS Reporting option in the

Vendor form for at least one vendor.
Enter and post invoices from the vendors who are subject to
1099/CPRS reporting.
Use the Letters/ Use the Letters/Labels report icon in the Vendor Reports folder
Labels report icon
to test labels. See the System Manager User Guide for instructions
to test labels
on creating label formats to match the printer you use.
W
he Where To Now?
re
To Your Accounts Payable system is now ready to use. Refer to the User
N Guide for information about entering transactions and operating
o your Accounts Payable system on a daily basis.
w?
Getting Started 395

Apgs-A.doc, printed on 5/1/2006, at 7:21:35 PM. Last saved on 2/22/2006 12:56:00 PM.
Appendix A
Setup Checklist
This appendix describes the Accounts Payable Setup Checklist, and
tells you how to print it.
You can print the Setup Checklist (form AP-SETUP.PDF) for use
while setting up Accounts Payable. As you complete the step-by-step
instructions in Chapter 3 of the Getting Started manual, check off
each step on the checklist, including:
Gathering data from your present payables system.
Adding payables accounts to your general ledger chart of

accounts.
Checklist
Setup
Adding tax, bank, currency, and security information.
Selecting options in the Accounts Payable Options form.
Adding Accounts Payable records.
Adding vendor accounts and related records.
Adding remit-to locations.
Adding recurring payables records.
Adding the opening balances and outstanding transactions for

your vendor accounts.
Adding vendor statistics.
Adding optional fields (if you use them).
Preparing and testing formats for printed checks and payment

advices.
Getting Started 11

Sample Setup Checklist

The Setup Checklist (shown on the following pages) can guide you
through the steps of setting up your Accounts Payable system.
To print the checklist:
1. From the Windows Start menu, click Programs, then

Sage Accpac.
2. Click the subfolder Online Documentation, then Accounts

Payable 5.4A.
3. Click Setup Checklist.
You can also open the checklist from the folder

X:\ACCPAC\DOCS\AP54AENG where X: is the drive where
your Sage Accpac programs are located.
Acrobat Reader will start.
4. On the File menu, click Print. Adjust the settings, and then
click OK.
12 Accounts Payable

Sage Accpac ERP Date

Accounts Payable Setup Completed by
Approved by
Before you begin

Install and activate Sage Accpac Accounts Payable:
Install the System Manager (with Bank and Tax Services), create the system and
company databases, and choose company-wide options in Common Services.
Request your Accounts Payable Activation code.
Follow the instructions in the System Manager Administrator Guide or System Manager
Setup Guide to install Accounts Payable.
Read the Accounts Payable README file and review the Accounts Payable manuals.
Note: To set up Accounts Payable using the Setup Wizard, refer to the instructions in the
Quick Start Guide.
1. Gather data from your present payables system.

Include manual records or printed listings and reports of general ledger accounts,
vendor lists, aged payables, codes, and other information you use to identify
accounts payable records.
2. Add payable accounts to your chart of accounts.

Add the general ledger accounts you need for your Accounts Payable data,
including payables control, purchases discounts, and prepayments.
Checklist
3. Add tax, bank, currency, and security information for Accounts Payable.
Setup
Add tax information in Tax Services.
Add bank information in Bank Services, including the check stocks and credit card types
you will use in Accounts Payable.
Add currency information in the Currency windows in Common Services
(if you use multicurrency accounting).
Add security information in Administrative Services.
4. Select options and enter setup information for your Accounts Payable system.
Complete each tab on the Accounts Payable Options form.
Complete each tab on the Accounts Payable G/L Integration form.
5. Add setup records.
Add account sets.
Add 1099/CPRS codes.
Add distribution codes.
Add distribution sets.
Add payment terms.
Add payment codes.
Add e-mail messages.
A/P Setup Checklist (AP-SETUP.PDF) Page 1 of 2
Getting Started 13

Sage Accpac ERP Date

Accounts Payable Setup Completed by
Approved by
Add setup records (continued...)

If you use Sage Accpac Transaction Analysis and Optional Field Creator, add optional fields
for:
Vendors and Vendor Groups
Remit-To Locations
Invoices (invoice, credit note, and debit note documents)
Invoice Details
Payments
Adjustments
Revaluation
6. Add vendor groups and vendor records.
Add vendor group records.

Add vendor records.
7. Add remit-to locations (optional).
Add a remit-to location record for each vendor.

8. Add the opening balances and current-year transactions for your vendor accounts.
Prepare and post invoices, payments, and adjustments to set up the current balance
in each of your vendor accounts.
9. Add vendor and vendor group statistics (optional).
Complete the Vendor Period Statistics and Vendor Period Activity pages of the
Vendors form.
Complete the Group Statistics page of the Vendor Groups form.
10. Create payment selection criteria for processing payments automatically.
Create at least one payment selection criteria if you want Accounts Payable to
generate payments for invoices automatically.
11. Add recurring payable records (optional).
Create Recurring Payable records for standard invoices that you regularly receive from
vendors. Refer to the Accounts Payable Getting Started manual and User Guide for
more information about recurring payables.
12. Prepare and test the formats for printing reports
To find out how to adapt sample forms or create new ones, see the online
documentation for System Manager. For a list of the fields you can use in your custom
forms, see the document, FORMS.WRI, in the ACCPAC/DOCS/AP54AENG folder.
Print test copies from your own data.
A/P Setup Checklist (AP-SETUP.PDF) Page 2 of 2
14 Accounts Payable

Apgs-Inx.doc, printed on 5/2/2006, at 3:13:38 PM. Last saved on 5/2/2006 3:13:00 PM.
Index
1 Account sets (continued)

general ledger accounts used, 2-32
setting up, 2-32
1099 amounts
setup instructions, 3-28
editing, 2-14
Accounts
1099 codes
See: General ledger accounts, 2-34
defined, 3-31
Accounts Payable
selecting for vendor groups, 3-52
features, 1-1
selecting for vendors, 3-60
manuals, 1-10, 1-11
setting up, 2-35
using, on the Internet, 1-1
using, with a browser, 3-2
1099 payments
with other Sage Accpac applications, 1-9
reporting, 2-13
Accounts Payable options
1099 tax number
aging options, 2-11
entering for vendors, 3-59
company options, 2-2
1099/CPRS Amount
numbering options, 2-18
selecting a default, 2-14
processing options, 2-3
1099/CPRS reporting option, 3-59
retainage options, 2-19
Index
transactions options, 2-12
Accounts Payable records
A importing and exporting, 2-66
Accumulate By option, 2-9
Account set code selecting, 3-13
entering, 3-30 Accumulating vendor and group statistics,
for vendor groups, 3-49 2-7
for vendor records, 2-35, 3-57 with tax included or excluded, 2-9
Account sets Activity statistics, 2-7
account set code, 3-30 for vendor records, 2-59
assigning to vendor records, 2-35 Adding
currency code, 3-30 1099/CPRS codes, 2-35
description, 3-30 account sets, 2-32
general ledger account, 3-30 current and historical transactions, 2-68
distribution codes, 2-36
Getting Started Index1

Adding (continued) APCHK01A.RPT, 3-93

distribution sets, 2-37 APCHK02.RPT, 3-93
e-mail messages, , 2-41 APCHK03.RPT, 3-93
payment codes, 2-41, 3-41 APCHK14.RPT, 3-94
payment selection codes, 2-42 APLBL01.RPT, 3-94
remit-to locations, 2-61 APLETT01.RPT, 3-94
terms codes, 2-39 Apply method
vendor groups, 2-49 for payment selection codes, 3-90
vendor records, 2-52 Auto Insert
Address information optional field, 2-46
entering for remit-to locations, 3-65
entering for vendor records, 3-56
Advices B
printing test copies, 3-93
Aging Bank code
debit notes and credit notes, 2-11, 3-14 choosing a default code, 2-16
prepayments, 3-14 entering for vendor groups, 3-49
Aging periods entering for vendor records, 3-57
defining, 2-10 Bank currency
entering, 3-13 entering for payment selection codes,
Allow Adjustments In Payment Batches 3-90
option, 2-17 Bank information
selecting, 3-17 setup instructions, 3-9
Allow Edit Of 1099/CPRS Amounts option, Base Retainage Amount On option, 2-21,
2-14 3-20
selecting, 3-15 Batch processing options
Allow Edit Of External Batches option, 2-5 Allow Edit Of External Batches, 2-5
selecting, 3-12 Allow Edit Of Imported Batches, 2-5
Allow Edit Of Imported Batches option, 2-5 Create G/L Transactions By, 3-23
selecting, 3-11 G/L Description, 3-25
Allow Edit Of Statistics option, 2-8 G/L Reference, 3-25
selecting, 3-13 Batch types, general ledger, 2-23
Allow Edit Of System Generated Batches Browser
option, 2-17 using Accounts Payable through, 3-2
selecting, 3-17
Allow Remit-To Information To Be Changed
option, 2-18
C
selecting, 3-17
APCHECK.RPT, 3-93
Calculate
APCHK01.RPT, 3-93
tax entry method (automatic), 2-13
APCHK011.RPT, 3-93
APCHK011A.RPT, 3-93
Index2 Sage Accpac Accounts Payable

Calculate base for discount with tax option Contract Payment Reporting System
entering in terms, 3-37 See: CPRS, 2-13
Calculating taxes Contract Payment Reporting System (CPRS),
for recurring payables, 2-13 1-3
Changing records, 3-47 Control accounts
G/L integration options, 2-28 Payables Control account, 2-32
remit-to locations, 3-66 Converting from ACCPAC Plus
vendor groups, 3-54 See: Converting from ACCPAC Plus
vendor records, 3-63 manual
Check For Duplicate Checks option, 2-16 CPRS
selecting, 3-17 editing amounts, 2-14
Check forms CPRS codes
APCHECK.RPT, 3-93 defined, 3-31
APCHK01.RPT, 3-93 selecting for vendor groups, 3-52
APCHK011.RPT, 3-93 selecting for vendors, 3-60
APCHK011A.RPT, 3-93 setting up, 2-35
APCHK01A.RPT, 3-93 setup instructions, 3-31
APCHK02.RPT, 3-93 CPRS payments
APCHK03.RPT, 3-93 reporting, 2-13
APCHK14.RPT, 3-94 CPRS tax number
APLBL01.RPT, 3-94 entering for vendors, 3-59
APLETT01.RPT, 3-94 Create G/L Transactions option
Check language selecting, 2-24, 3-22
selecting for remit-to locations, 3-65 Create G/L Transactions By option
selecting for vendor records, 3-57 selecting, 2-24, 3-23
Checklist Creating G/L transactions
setup steps, A-3 during posting, 2-24
Index
Checks on request, 2-24
customizing, 2-71 Credit limit
printing test copies, 3-93 entering for vendor records, 3-58
Codes Credit notes, aging, 2-11
designing Accounts Payable coding Currency code
schemes, 2-29 entering in account sets, 3-30
used by Accounts Payable, 2-29 Currency information
sorting order of, 2-30 setup instructions, 3-9
Comments Current-year transactions
vendor records, 2-11, 3-62 entering, 2-69
Company information, entering, 2-2 setup instructions, 3-67, 3-79
contact, 3-10 Customizing checks, advices, letters, and
Company options, 2-2 labels, 2-71
Consolidate G/L Batch option
selecting, 2-26, 3-24

D Distribution code
assigning a Discountable status to, 3-33
Date entered entering in distribution sets, 3-35
entering for vendor comment, 3-61 Distribution codes
Debit notes general ledger account, 3-33
aging, 2-11 posting transactions with, 2-37
Default 1099/CPRS Amount option setup instructions, 3-32
selecting, 2-14 See also: Distribution sets
Default bank code Distribution method, 2-38
entering, 3-16 selecting in distribution sets, 3-35
selecting, 2-16 Distribution percent
Default number of days to keep comments entering in distribution sets, 3-36
entering, 3-14 Distribution Set code
Default Order Of Open Documents option entering in distribution sets, 3-35
selecting, 2-14 Distribution sets
selecting, 3-16 description, 3-35
Default payment code distribution code, 3-35
selecting, 2-16, 3-17 distribution method, 3-35
Default Retainage Exchange Rate option, distribution percent, 3-36
2-20, 3-19 distribution set code, 3-35
Default retainage percentage , 3-19 setup instructions, 3-34
Default retainage percentage , 2-19 See also: Distribution codes
Default retention period , 2-20, 3-19 Document numbers
Default transaction type assigning to recurring payables, 2-18
entering, 3-16 overview, 2-18
Default transaction type, 2-14 prefixes
Deleting vendor records changing, 2-18
and recurring payables, 2-63 default, 2-19
Delivery method retainage documents, 3-20
selecting for vendor, 3-57 Document prefix
Discount date type assigning to recurring payables, 2-18
selecting in terms, 3-38 Drilldown, 1-8
Discountable status Due date type
assigning to a distribution code, 3-33 selecting in terms, 3-38
default for a distribution code, 2-37 Duplicate invoice checking
recurring payable detail, 3-73 specifying for vendor records, 3-59
Display order for open documents, 2-14 specifying for vendor groups, 3-51
Distribute
tax entry method (automatic), 2-13
Distribute by option
entering for vendor groups, 3-50
selecting for vendor records, 3-58

E G/L Description Feld option

selecting, 3-25
Editing G/L Integration
external batches, 2-5 assigning information to G/L fields,
statistics, 2-8 2-27, 3-25
E-mail addresses choosing options for G/L batches, 3-22
entering for vendor records, 3-56 consolidating G/L transactions
E-mail messages effect on G/L fields, 2-28
adding, 3-42 Create G/L Transactions Option, 3-22
overview, 2-41 options
Entering current-year data changing, 2-28
current-year transactions, 2-69 selecting, 3-21
outstanding invoice balances, 2-69 G/L transactions
Entering previous-year statistics, 2-70 assigning data to, 2-27, 3-25
Expiration date batch types, 2-23
entering for vendor comment, 3-62 consolidation options, 2-26
Exporting creating, 2-24
Accounts Payable records and batches, Creating G/L Transactions By, 2-24
2-67 G/L Transactions report, 2-28
file formats, 2-67 General ledger
External batches Create G/L Transactions By option,
editing, 2-5 selecting, 3-23
G/L Description, selecting, 3-25
G/L Reference, selecting, 3-25
General Ledger
F
integrating with Accounts Payable
See: G/L Integration
Features of Accounts Payable, 1-1
Index
General ledger accounts
Fields, G/L transactions, 2-27, 3-25
assigning to vendor records, 2-35
File formats, for importing and exporting
entering in account sets, 3-30
Accounts Payable data, 2-67
entering in distribution codes, 3-33
Follow-up date
in account sets, 2-32
entering for vendor comment, 3-62
multicurrency exchange gain and loss
Force Listing Of Batches option, 2-4
accounts, 2-34
selecting, 3-11
Payables Control, 2-32
Prepayment, 2-33
Purchases Discount, 2-33
G Retainage, 2-33
General ledger batch types, 2-23
G/L accounts

Generate separate payments for each invoice J

option, selecting
for vendor groups, 3-50 Job-related payment selection codes
for vendor records, 3-58 allocating to jobs, 3-90
Group code
entering for vendor groups, 3-49
entering for vendor records, 3-55
K
Group statistics
accumulating, 2-7
Keep History option, 3-12
Keep Statistics option, 3-12
I
L
Imported batches
editing, 2-5
Label formats, customizing, 2-71
Importing
Letters and labels
Accounts Payable records, 2-66
printing test copies, 3-93
file formats, 2-67
Letters, customizing, 2-71
transaction batches, 2-67
vendor records, 2-55
Include Pending Transactions option
overview, 2-17 M
selecting, 3-17
Include Tax In Statistics option Messages for e-mailed letters, 3-42
overview, 2-9 Modifying records, 3-47
selecting, 3-13 remit-to locations, 3-66
Installment payments vendor groups, 3-54
See: Multiple payment schedules vendor records, 3-63
Integrating Accounts Payable Multicurrency account sets, setting up, 2-33
with General Ledger Multicurrency accounting
See: G/L Integration adding to payment selection codes, 2-43
with other Sage Accpac applications, 1-9 assigning to vendor records, 2-50
Internet multicurrency account sets, 2-33
using Accounts Payable with a browser, revaluation transactions, 2-25
1-1, 3-2 selecting the Multicurrency option, 2-3
Invoice detail optional fields setting up, 2-71
assigning to recurring payable details, specifying a rate type
3-74 in vendor records, 2-58
Invoice terms, purpose, 2-39 Multicurrency option
Invoices integrating with other applications, 2-4
for recurring payables, overview, 2-63 overview, 2-3
restriction on changing, 2-4

Multicurrency option Optional fields (continued)

selecting, 3-11 required field
Multiple payment schedule overview, 2-46
entering in terms, 3-37 setting, 3-46
example, 3-40 settings, 3-46
overview, 2-39 using to customize Accounts Payable,
2-43
Value Set option, 2-45
N Options
Aging options
National account number accumulate by and period options,
sorting order, 2-30 3-13
Number Of Days In Advance To Create aging credit notes and debit notes,
Retainage Documents, 2-22 3-14
Number Of Days To Keep Comments aging prepayments, 3-14
option, 2-11 aging periods, 3-13
Numbering options, 2-18 default number of days to keep
recurring payables, 2-18 comments, 3-14
retainage documents, 2-21 Company options
Numbers company contact, 3-10
sorting order of, 2-30 telephone and fax numbers, 3-10
default tax entry methodS, 3-15
G/L Integration options
Create G/L Transactions By, 3-23
O
G/L Description, 3-25
G/L Reference, 3-25
On hold option
Invoice options
selecting for vendor records, 3-56
Index
allow edit of 1099/CPRS amounts,
Open documents
3-15
choosing a display order for, 2-14
Default 1099/CPRS Amount, 3-16
Opening balances
default tax entry methods, 3-15
setup instructions, 3-67, 3-79
use 1099/CPRS reporting option,
Optional fields
3-15
adding, 3-43
Keep History option, 3-12
assigning
Keep Statistics option, 3-12
to remit-to locations, 2-62
numbering
assigning to vendor groups, 2-51
overview, 2-18
assigning to vendors, 2-60, 3-60
Payment options
Auto Insert option, 2-46
Allow Remit-To Information To Be
Changed, 3-17
Check For Duplicate Checks, 3-17
default bank code, 3-16

Options (continued) Outstanding invoice balances

default order of open documents, entering, 2-69
3-16
Default Payment Code, 3-17
Include Pending Transactions, 3-17 P
Processing options
allow edit of external batches, 3-12 Partial payments
allow edit of imported batches, 3-11 selection codes
force listing of batches option, 3-11 allocating to jobs, 3-90
Keep History, 3-12 Pay option
multicurrency option, 3-11 payment selection codes, 3-92
overview, 2-5 Payment advices
Retainage Accounting, 3-12 printing test copies, 3-93
Retainage options Payment advices, customizing, 2-71
Base Retainage Amount On, 2-21, Payment And Aging options, 2-11
3-20 Payment codes
creating retainage documents a adding, 3-41
number of days in advance, choosing a default code, 2-16
2-22 entering for vendor groups, 3-49
Default Retainage Exchange Rate, entering for vendor records, 3-57
2-20, 3-19 overview, 2-41
Default Retainage Percentage setting up, 3-41
option, 2-19, 3-19 Payment options, selecting
Default Retention Period option, Allow Remit-To Information To Be
2-20, 3-19 Changed, 3-17
numbering retainage documents, Check For Duplicate Checks, 3-17
2-21 Default Payment Code, 3-17
Report Tax, 2-20, 3-19 Include Pending Transactions, 3-17
Retainage Accounting option, 2-6 See also: Options
scheduling creation of retainage Payment selection codes
documents, 2-22 apply method, 3-90
setup instructions, 3-9 bank and currency selection criteria tab
Transactions options bank currency, 3-90
allow adjustments in payments select vendors with this bank only,
batch, 3-17 3-90
allow edit of system generated selection code, 3-89
batches, 3-17 vendor currency, 3-90
default transaction type, 3-16 setting up, 2-42, 3-89
vendor and group statistics, 3-12 using, 2-43
allow edit of statistics, 3-13 vendor and date selection
include tax in statistics, 3-13 pay option, 3-92
Retainage Accounting, 2-6 Select Documents By option, 3-91

Payment selection codes (continued) Recurring payables (continued)

vendor selection range, 3-92 specifying general ledger information,
Payment selection criteria 2-64
changing, 2-43 specifying tax entry methods, 2-65
Payment terms, 2-39 using the Create Recurring Payable
examples of, 3-39 Batch form, 2-64
setup instructions, 3-36 Reminder list, using
Period Type option, 2-9 to create a recurring payable batch, 2-64
Posting transactions Remit-to code, adding, 3-65
with distribution codes, 2-37 Remit-to locations
Previous-year statistics, entering, 2-70 adding to vendor records, 2-61
Primary remit-to locations, 2-61 address information, 2-55, 3-65
selecting, 3-65 and optional fields, 2-62
Processing options, 2-3 changing, 2-62, 3-66
See also: Options check language, 3-65
Processing options for vendor records, 2-57 description, 3-65
Program features, 1-1 modifying, 3-66
optional fields, 2-62
primary remit-to, 3-65
R overview, 2-61
remit-to code, 3-65
Rate type setup instructions, 3-63
entering for vendor groups, 3-49 vendor number, 3-65
entering for vendor records, 3-58 Report Tax option
Records As Per Tax Authority, 2-21
changing, 3-47 At Time Of Original Document, 2-20
modifying, 3-47 overview, 2-20
Index
setup instructions, 3-27 selecting, 3-19
Recurring payables Reporting
and deleting vendor records, 2-63 1099 payments, 2-13
and invoice frequency, 2-63 CPRS payments, 2-13
and tax calculation, 2-13 Reports
assigning a document number, 2-18 specifying aging periods for, 2-3
assigning a document prefix, 2-18 Required optional field, 2-46, 3-46
assigning amounts and limits, 2-64 Retainage control account
assigning invoice detail optional fields, overview, 2-33
3-74 Retainage accounting
assigning payment terms, 2-64 options
assigning remit-to locations, 2-64 See: Retainage options
discountable status for a detail, 3-73 setting up in Accounts Payable, 2-5
overview, 2-63 specifying settings for vendors, 2-60
reminding users to create invoices, 2-64 Retainage Accounting option, 2-6, 3-12

Retainage options, 2-19 Setting up Accounts Payable (continued)

Base Retainage Amount On, 3-20 multicurrency accounting, 2-71
Default Retainage Exchange Rate, 3-19 overview, 2-2
Default Retainage Percentage, 3-19 Allow Edit Of External Batches
Default Retention Period, 3-19 option, 2-5
Number Of Days In Advance To Create Allow Edit Of Imported Batches
Retainage Documents, 3-20 option, 2-5
Report Tax, 3-19 e-mail messages, 2-41
retainage document numbers, 3-20 Payment Codes, 2-41
Schedule To Use For Automatic Payment Codes, 2-41
Creation Of Retainage Documents, payment selection codes, 2-42
3-21 retainage accounting
setting defaults for Accounts Payable, overview, 2-5
3-19 terms codes, 2-39
vendor settings, 3-60 using the Setup wizard, 3-1
Revaluation transactions, 2-25 vendor groups, 2-49
Reversing entries, 2-25 vendor records, 2-48
retainage accounting (overview), 2-6
S Setup checklist, A-3, Appendix A
Setup information
Schedules entering, 2-31
and timing of recurring payable types of records, 2-31
invoices, 2-63 Setup instructions
and retainage documents, 2-22 1099/CPRS codes, 3-31
Security information account sets, 3-28
setup instructions, 3-9 advices, 3-93
Select Documents By option bank information, 3-9
payment selection codes, 3-91 checks, 3-93
Select Vendors With This Bank Only option currency information, 3-9
for payment selection codes, 3-90 current year transactions, 3-67, 3-79
Selection code distribution codes, 3-32
entering for payment selection codes, distribution sets, 3-34
3-89 flowchart, 3-2
Setting up Accounts Payable G/L accounts, 3-8
1099/CPRS codes, 2-35 letters and labels, 3-93
account sets, 2-32 opening balances, 3-67, 3-79
adding payment codes, 3-41 options, 3-9
distribution codes, 2-36 overview, 3-2
distribution sets, 2-36, 2-37 payment selection codes, 3-89
document numbers, 2-18 records, 3-27
e-mail messages, 2-41 remit-to locations, 3-63

Setup instructions (continued) Statistics, keeping

security information, 3-9 choosing the option to keep, 3-12
tax information, 3-9
terms, 3-36
transferring your data to A/P, 3-6 T
vendor group statistics, 3-85
vendor groups, 3-48 Tax Amount
vendor records, 3-47, 3-54 automatic calculation (Calculate), 2-13
vendor statistics, 3-85 automatic detail calculation (Distribute),
Setup records 2-13
adding payment codes, 3-41 manual entry (Enter), 2-13
e-mail messages Tax Base
overview, 2-41 automatic calculation (Calculate), 2-13
Payment Codes detail calculation (Distribute), 2-13
overview, 2-41 manual entry (Enter), 2-13
sorting order of codes and numbers, Tax class option
2-30 selecting for vendor groups, 3-51
Setup wizard selecting for vendors, 3-59
using to create new database, 3-1 Tax group option
Short name selecting for vendor groups, 3-51
entering for vendor records, 3-56 selecting for vendors, 3-59
Sorting order Tax information
of codes and numbers, 2-30 for vendor records, 2-58
Standard discounts setup instructions, 3-9
entering in terms, 3-41 Tax on retainage
Standard due dates reporting, 3-19
entering in terms, 3-40 Tax reporting option
Index
example, 3-40 selecting for vendor groups, 3-51
Start date selecting for vendors, 3-59
entering for vendor records, 3-56 Taxes
Statistics entering in recurring payable records,
activity, 2-7 2-13
editing, 2-8 including in vendor statistics, 2-9
entering during setup, 2-70 Telephone and fax numbers (company)
excluding or including tax, 2-9 entering, 3-10
for vendor records, 2-59 Terms
for vendors, 2-55 calculate base for discount with tax, 3-37
in vendor groups, 2-50 discount date type, 3-38
selecting options for vendor and vendor due date type, 3-38
group records, 2-7 examples of, 3-39
updating, 2-8 multiple payment schedule, 3-37

Terms (continued) V
standard discounts, 3-41
standard due dates, 3-40 Value Set option
terms code, 3-37 optional field, 2-45
Terms codes Vendor
assigning to vendor records, 2-40 specifying delivery method for, 3-57
defining, 2-40 Vendor and Group Statistics
discount type, 2-40 entering, 3-12
due date type, 2-40 Vendor currency
entering for vendor groups, 3-49 entering for payment selection codes,
entering for vendor records, 3-57 3-90
entering, 3-37 Vendor group code
purpose, 2-39 sorting order, 2-30
setting up, 2-39 Vendor group statistics
Transaction batches setup instructions, 3-85
importing and exporting, 2-67 Vendor groups
Transaction type assigning optional fields to, 2-51
selecting a default for Payment Entry, changing, 3-54
2-14 editing statistics, 2-51
Transactions group code, 3-49
adding current and historical, 2-68 Invoicing tab
assigning data to G/L transaction fields, description, 3-49
2-27, 3-25 distribute by option, 3-50
entering current, 2-69 duplicate invoice checking option,
Transactions options, 2-12 3-51
See also: Options generate separate payments for
Transferring your data to A/P each invoice option, 3-50
setup instructions, 3-6 rate type, 3-49
Group tab
account set code, 3-49
U bank code, 3-49
payment code, 3-49
Updating statistics, 2-8 terms code, 3-49
Use 1099/CPRS reporting option modifying, 3-54
overview, 2-13 setting up, 2-49, 3-48
selecting, 3-15 statistics, 2-50
Using Accounts Payable tax information tab
through an Internet browser, 1-1 1099/CPRS code, 3-52
with a browser, 3-2 tax class option, 3-51
tax group option, 3-51
tax reporting option, 3-51

Vendor number Vendors

assigning to vendor records, 2-55 Address tab
entering for remit-to locations, 3-65 address information, 3-56
entering for vendor records, 3-55 check language, 3-57
sorting order, 2-30 e-mail, 3-56
Vendor record group code, 3-55
activity statistics, 2-59 on hold option, 3-56
adding, 2-52 short name, 3-56
assigning start date, 3-56
optional fields to, 2-60 vendor number, 3-55
short names to, 2-57 Comments tab
terms codes to, 2-40 comment, 3-62
vendor numbers to, 2-55 date entered, 3-61
changing, 3-63 expiration date, 3-62
deleting, and recurring payables, 2-63 follow-update, 3-62
editing statistics, 2-59 Invoicing tab
entering data in optional fields, 3-60 1099/CPRS code, 3-60
entering tax information, 2-58 1099/CPRS tax number, 3-59
importing, 2-55 distribute by option, 3-58
modifying, 3-63 duplicate invoice checking, 3-59
multicurrency information, 2-50 tax class option, 3-59
placing on hold, 2-56 tax group option, 3-59
remit-to locations, 2-55, 2-61 tax reporting option, 3-59
retainage percentage, 3-60 type, 3-60
retainage setting, 2-54 Processing tab
retainage terms, 3-60 account set code, 3-57
retention period, 3-60 bank code, 3-57
Index
selecting processing options, 2-57 credit limit, 3-58
setting to inactive, 2-56 generate separate payments for
setting up each invoice, 3-58
overview, 2-48 payment code, 3-57
instructions, 3-47, 3-54 rate type, 3-58
statistics, 2-59 terms code, 3-57
tax amounts in statistics, 2-59 Retainage tab, 2-19
Vendor selection range specifying retainage settings, 2-60
payment selection codes, 3-92
Vendor statistics, 2-55
excluding or including tax, 2-9 W
See also: Statistics Web
using Accounts Payable through a
browser, 1-1, 3-2

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Sage Accpac ERP

Accounts Payable 5.4

Sage Accpac International, Inc. Confidential

2006 Sage Accpac International, Inc. All rights reserved.

Sage Accpac International, Inc.

No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed,

Sage Accpac International, Inc. Confidential

Chapter 1: Introducing Accounts Payable

Chapter 2: What You Need to Know Before Setting Up

Getting Started iii

Sage Software Confidential

Changing Your General Ledger Integration Options .......................... 228

Chapter 3: Setting Up Your Accounts Payable

iv Sage Accpac Accounts Payable

Sage Software Confidential

While You Work ............................................................... 34

Appendix A: Setup Checklist

Sage Software Confidential

Accounts Payable Features

You can use Accounts Payable by itself or as part of an integrated

Sage Software Confidential

Accounts Payable Features

Tailor Accounts Payable to Your Business

Set up any number of general ledger control account sets to

Define distribution codes to represent General Ledger accounts

Define distribution sets consisting of groups of General Ledger

Define as many payment terms as you need.

Specify whether to include or exclude tax amounts in

Calculate due dates and discount dates from the invoice

Define multiple payment schedules. Each payment can have

Define and use unlimited optional fields to store additional

Choose the year and period by which to accumulate vendor and

Determine the default tax calculation method for invoices and

Print checks, payment advices, letters, and labels using the

Delete groups of inactive vendor accounts quickly and easily.

12 Sage Accpac Accounts Payable

Sage Software Confidential

Keep 1099 and Contract Payment Reporting System (CPRS)

Produce Comprehensive Management Reports

Accounts Payable provides numerous sorting and selection options

Aged Payables and Overdue Payables. Reports outstanding

Aged Cash Requirements. Reports outstanding transactions,

Aged Retainage, Overdue Retainage, and Future Retainage.

Vendor Transactions. Provides a complete listing of

Sage Software Confidential

Accounts Payable Features

Vendor List And Statistics. Provides a summary of information in

Batch Status. Provides a record of the types and statuses of all

G/L Transactions. Lists all transactions generated by Accounts

Manage Your Vendor Records

Define an unlimited number of vendor groups for gathering

Define an unlimited number of remit-to locations (payment

Accumulate vendor statistics by periods you specify. Retain the

Enter an unlimited number of vendor comments, each up to

Set records such as vendors or payment terms to an inactive

Adapt Transaction Processing to Your Needs

Maintain as many open batches of invoice, payment, and

14 Sage Accpac Accounts Payable

Sage Software Confidential

Use retainage accounting for processing vendor invoices, debit

Distribute invoices to as many general ledger expense or asset

Adjust open invoices during payment entry.